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01-13-14 City Council Reg Mtg AgPCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JANUARY 13, 2014 AGENDA 1. CONVENE CITY COUNCIL MEETING A. Roll Call 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mai or Zerb Hotvet Siakel Sundberg Woodruff Attachments B. Review Agenda 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes, December 9, 2013 Minutes 3. CONSENT AGENDA - Motion to approve items on Consent Agenda & Adopt Resolutions Therein: NOTE: Give the public an opportunity to request an item be remo>>ed from the Consent Agenda. Comments can be taken or questions asked following remo>>al from Consent Agenda A. Approval of the Verified Claims List Claims List B. Authorize Participation in Hennepin County 2014 Deer Aerial Survey Planning Director's memo C. Approval of Work Order No. 6 for SmithtoN -,n Road Sidewalk Improvements Engineer's memo Resolution D. Accept Donations from the American Legion, Shorewood Parks Foundation, Finance Director's and Mount Olivet Rolling Acres memo E. Setting the 2014 City Council Regular Meeting Schedule Cleric's memo, Resolution F. Reaffirm Travel Poliev for Elected Officials Cleric's memo G. Setting the Date for the 2014 Open Book meeting Cleric's memo H. Accepting Improvements and Authorizing Final Payment for the 2013 Mill Engineer's memo, and Overlav Project, City Project 13 -05 Resolution CITY COUNCIL REGULAR MEETING AGENDA — January 13, 2014 Page 2of3 9. ENGINEERING /PUBLIC WORKS A. Attachments L Accept Proposal for Professional Design Services for Preparation of Director of Public a Feasibility Report and Preliminary Design for the Sunnyvale Lane Works' memo Improvement Project J. Authorize Geotechnical Evaluation and Report for the Sunnyvale Lane Director of Public Improvement Project Works' memo 4. MATTERS FROM THE FLOOR memo, Resolution (No Council action Nvill be taken) Proposed 2014 Contract for Public Works, AFSCME Local 224 5. PUBLIC HEARING 6. REPORTS AND PRESENTATIONS memo A. Report on Lake Minnetonka Communications Commission activities by Clerk's memo Representative Joe Huber and Recognition of Service 7. PARKS memo A. Report by Mark Kjolhaug on the December 10, 2013, Park Commission Minutes meeting B. Approval of Proposals for Survey and Soils Exploration for the Badger Park Planning Director's Improvement Project memo 8. PLANNING A. Report by Tom Geng on January 7, 2014, Planning Commission meeting B. Open House for Galpin Lake Road and Mill Street Trail Segments Planning Director's memo 9. ENGINEERING /PUBLIC WORKS A. Authorize Staff to Execute the MCWD Funding Agreement for the Apple Engineer's memo, Road Streambank Stabilization Project Resolution 10. GENERAL /NEW BUSINESS A. Malting Appointments to Certain Offices and Positions Nvithin the City of Administrator's Shorewood for the Year 2014 memo, Resolution B. Proposed 2014 Contract for Public Works, AFSCME Local 224 Administrator's memo C. 2014 Staff Compensation Administrator's memo D. Approval of Rate Structure for Sanitary SeNver and Stormvvater charges Finance Director's memo, Ordinance CITY COUNCIL REGULAR MEETING AGENDA — January 13, 2014 Page 3of3 Attachments E. Approval of the 2014 -2023 CIP and 2014 Enterprise Budgets Finance Director's memo, Resolution 11. OLD BUSINESS A. Animal Ordinance Proposed Amendment Planning Director's memo, Draft Ordinance 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Month1v Financial Report Finance Director's memo 2. Retreat Agenda 3. Traffic Data Collection on Country Club Road B. Mavor and Citv Council 1. Correspondence from Gary Connell Connell Correspondence 2. Correspondence from Libby Larsen Larsen Correspondence 13. ADJOURN CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 960 -7900 Fax: 952- 474 -0128 • NN -NN -Na- .ci.shoreNN- ood.mn.us • cithall'a?ci.shoreNN- ood.mn.us Executive Summary Shorewood City Council Regular Meeting Monday, January 13, 2014 7:00 p.m. 6:00 PM — A council work session is scheduled this evening. Agenda Item 43A: Enclosed is the Verified Claims List for Council approval. Agenda Item 4313: Staff has received the cost estimate for the annual aerial deer survey, and suggests that the Council authorize the expenditure of $1300 for the 2014 Deer Management Program. Agenda Item 43C: Approval of Work Order 6 in the amount of $9,396.95 for the Smithtown Road Sidewalk Improvement Project. Agenda Item 431): Acceptance of donations from the American Legion in the amount of $500 and the Shorewood Parks Foundation in the amount of $445 for the Arctic Fever event; and a $300 donation from Mount Olivet Rolling Acres for basic services. Agenda Item 43E: This item sets the 2014 Regular City Council meeting schedule for the second and fourth Mondays of each month. It is recommended that due to the Monday, May 26 Memorial Day holiday, this Council meeting be scheduled for Tuesday, May 27. Agenda Item 4317: The Council out of state travel policy must be reaffirmed each year; no action is needed unless Council wishes to make an amendment to the policy. Agenda Item 43G: This sets the date of Monday, May 5, from 5:00 -7:00 PM for the City of Shorewood Open Book meeting conducted by Hennepin County. Agenda Item 431-1: Staff recommends approval of the resolution accepting improvements for the 2013 Bituminous Mill and Overlay Project, and authorizing final payment to GMH Asphalt Corporation in the amount of $7,292.12. Agenda Item 43L WSB and Associates has provided a proposal for Professional Design Services for the Sunnyvale Lane Improvement Project. Staff is recommending approval of the proposal by motion. Agenda Item 43J: Following the item above, American Engineering and Testing has provided a proposal for geotechnical exploration and evaluation, in addition to pavement design recommendations for the Sunnyvale Lane Improvement Project. Staff is recommending approval of the proposal by motion. Executive Summary — City Council Meeting of January 13, 2014 Page 2 of 3 Agenda Item 44: Matters from the Floor— members of the public have an opportunity to address the council on an issue not on the agenda; no council action will be taken. Agenda Item 45: There are no public hearings scheduled this evening. Agenda Item 46A: Lake Minnetonka Communications Commission (LMCC) representative Joseph Huber will be present to provide a final report on LMCC activities. Mr. Huber has served as representative from February 1, 2013 – January 31, 2014. He is to be recognized for this outstanding service during the past year at tonight's meeting. Agenda Item 47A: Commissioner Mark Kjolhaug is scheduled to report on the December 13, 2013, Park Commission meeting. Agenda Item 4713: Staff and the Park Commission recommend that the City authorize expenditures for topographical survey and soils exploration for the Badger Park Improvement project. Agenda Item 48A: Commissioner Tom Geng is scheduled to report on the January 7, 2014, Planning Commission meeting. Agenda Item 4813: Staff has scheduled an open house meeting at the Excelsior Elementary School on 21 January to present the feasibility studies for the Galpin Lake Road and Mill Street trail /sidewalk projects. The Council is invited to attend. Agenda Item 49A: This resolution authorizes staff to execute the Apple Road Streambank Stabilization Project Funding Agreement with the Minnehaha Creek Watershed District. Constriction will begin in the spring of 2014 after roadway seasonal load restrictions are cancelled. Agenda Item 410A: Council is to identify the year 2014 appointments by resolution, assigning members to various committees. The resolution also designates the official newspaper and official depository for city fiends. The Planning and Park Commission liaison appointments were made at the December 9, 2013, Council meeting, as listed on the resolution. Agenda Item #lOB: It is recommended that Council approve the 2014 Contract for Public Works, AFSCME Local 224, with the changes as proposed. Agenda Item 41 OC: The personnel committee recommends approval of the 2014 non -union salary compensation plan as presented. Agenda Item 41OD: Council may consider approval of an Ordinance setting the proposed rate stricture for sanitary sewer and stormwater utility fees. Agenda Item 410E: Council may consider approval of a Resolution adopting the 2014 -2023 Capital Improvement Plan and 2014 Enterprise Budgets. Agenda Item 411A: Councilmember Woodruff has pointed out that the recently adopted animal ordinance makes an existing cat boarding business nonconforming by limiting the number Executive Summary — City Council Meeting of January 13, 2014 Page 3 of 3 of cats that may be kept on residential property. A brief ordinance amendment has been recommended by staff to rectify this matter. Agenda Items 412A: Staff reports will be provided. Agenda Items 41213: Mayor and City Council Members may report on recent activities. Correspondence from Gary Connell and Libby Larsen is attached for council's review. CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, DECEMBER 9, 2013 1. CONVENE CITY COUNCIL REGULAR MEETING Mavor Zerbv called the meeting to order at 7:01 P.M. A. Roll Call Present: Mavor Zerbv; Councilmembers Hotvet, Siakel, Keane; Citv Administrator Jovnes; City Cleric P Planning Director Nielsen; Director of Public W or Absent: None B. Review Agenda Administrator Jovnes asked that Item 10.A Proposed 2014 Coy the agenda. He has not heard back from the union vet. Councils issue for the City going into the new year. Jovnes responded no. Woodruff moved, Siakel seconded, approving the agenda as 2. APPROVAL OF MINUTES A. City Council Work Session Mint Hotvet moved, Sundberg seconded, Approvi November 2_5.2013; as.nresented..Motion passe #Za 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. and Woodruff; Attornev #finance Director DeJong; d City EnOneer Hornbv for Public Works be removed from -r Woodruff asked if that Neill be an ovember 25, 2013 passed 510. City Council Work Session Minutes of B. ' City Council Regular Meeting Minutes, November 25, 2013 Woodruff 'moved, Siakel seconded, Approving the City Council Regular Meeting Minutes of November 25; 2013, as presented. Motion passed 510. C. City Council Special Meeting Minutes, December 2, 2013 Woodruff moved, Sundberg seconded, Approving the City Council Special Meeting Minutes of December 2, 2013, as presented. Motion passed 510. 3. CONSENT AGENDA Mavor Zerbv reviewed the items on the Consent Agenda. Hotvet moved, Woodruff seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. Approval of the Verified Claims List CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 2 of 15 B. Authorize Appointment of Public Works Light Equipment Operator C. Adopting RESOLUTION NO. 13 -079, "A Resolution Assessing Water Connection Charges Against 27010 Edgewood Road." Councilmember Woodruff asked if it is still staff s intent to draft a special assessment policy. Director DeJong stated that would be brought back at a future Council meeting. Motion passed 510. iservation nservation ing Nvatercraft f those, 13 of AIS on 'craft Nvere Ll program CD Board I him if he can find a Councilmember Hotvet asked if the boater satety program Nvill become a permanent program. Mr. SvIvester stated there is consideration being given to having the program again in 2014. The permanency of it is still under discussion. Councilmember Siakel asked Mr. Sylvester if he plans to remain a member of the Save the Lake Committee. Mr. SvIvester stated he has not thought about that. Mavor Zerbv stated he is sore- that Mr. SvIvester has decided not to reapply. He noted that he Nvas pleased Nvith the service Mr. Sylvester gave to the City. He expressed his gratitude for Mr. SvIvester CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 3 of 15 offering to help out until a replacement can be found. He stated it Nvill be challenging to find a replacement as qualified as Mr. SvIvester. He then stated that from his perspective the benefit the residents in the community* get Nvith regard to maintaining Lake Minnetonka is not Nvorth the cost to administer the LMCD. The LMCD is too small of an organization to deal Nvith one lake. Eurasian Watermilfoil harvesting could be contracted out and alternatives could be found for dock inspections at a lower cost. He expressed dissatisfaction Nvith what he terms the value proposition the LMCD is. Mr. SvIvester stated the LMCD has challenges ahead of it in terms of herbicide treatment of AIS in the Lake and harvesting. There is a question about how the LMCD fits in to the equation of AIS in the Lake. It is a complicated question and there are no clear answers at this time. The LMCD is one of a couple of agencies that have an interest. It is questionable if the LMCD Neill Nvant to � plav, a role in inspections in 20114. The LMCD has served as the project manager for inspection programs in the past. The LMCD got into that when it tried to stop zebra mussels from getting into the Lake: Unfortunately*, that did not Nvork out v ery Nvell. On behalf of the Council and the residents of Shorewood, Nears of service as the CityT's representative to the LMI appreciation and recognition. 7. PARKS A. Badger Park Field Imp Director Nielsen explained that during its last mec from WSB & Associates present a second prelin concept plan for that and it Nvas fonvarded to W preliminary* design. WSB's landscape architects re the concept plan. WSB presented two concepts — I basically* the concept plan that had been approved. would be moved shulith to the south it order to me vor Zcrbv thanked Mr. Sylvester for his two Board and presented him, Nvith a plaque of Park Commission listened to representatives sign for Badger Park. Staff had prepared a tat representatives could begin to prepare a led considering a couple of modifications to )ncept ` 1 and Design Concept 2. Concept 2 is 1 does not require rotating the play* field. It kinLy to the north. There Nvould be an increase of approximately* 40 parking stalls. Concept l rotates the play* field to east/west orientation and there Nvould be an increase of approximately- 55 stalls. The Commission has recommended going Nvith Concept 1. The Commission likesthe idea of not having to rotate the orientation of the play* field because it Nvould be costly,, It thought the relationship between the Park, City Hall and the Southshore Community* Center (SSCC) would be served by. either Concept, Nielsen stated staff suggests Council discuss the two Concepts during a work session in 2014; perhaps the first meeting in January. He noted that by that time staff should have cost estimates to implement each Concept. The City would also have a proposal from WSB for survey* work and soil exploration for the property*. Councilmember Woodruff noted that he likes Conceptl . Councilmember Siakel stated Conceptl is something that could be built upon (e.g., the parking stalls on the north end of the play* field and the picnic area). Overall, it looks good to her. In response to a question from Mayor ZerbyT, Director Nielsen explained there is a shelter Nvith restrooms located in the center of the area surrounded by the picnic area, the two play* areas and the village green area. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 4 of 15 Director Nielsen stated this evening staff is looking for Council direction to proceed Nvith Concept 1 or Concept 2. Or, for direction to put this on a Council Nvork session agenda for further discussion Nvith the understanding that cost estimates would be available as Nvould the proposal from WSB for the survey* and soil Nvork. Administrator JoyTnes suggested Nvaiting for cost estimates before discussing this again. Mayor ZerbyT expressed his preference for Concept 2 because it has the picnic shelter located closer to the SSCC. He stated even Nvith Concept 2 it Nvould be a substantial distance to bring food that Nvas prepared in the SSCC to the picnic area. Councilmember Siakel concurred Nvith that last statement. She asked if the little closer to the SSCC even if it means a loss of some of the increase in M Mavor Zerbv stated he Nvould like the picnic area to be located Councilmember Woodruff stated that one of the things he restrooms and picnic area would be closer to the play* areas. 1- kitchen to prepare food for a picnic would be a major logistic talking about having the event catered. Woodruff stated he tl shelter and picnic area up toward the northwest corner of the,,; ten stated having challenge. Mayor >ht it beneficial to area could be moved a n the north end. 1 is the shelter with meone use the SSCC efby clarified he Nvas alk about movinu the Administrator Jovnes reminded Council that people are still ,waiting for Minnetonka Community* Education (MCE) to submit a plan for the use of the SSCC. He noted the SSCC kitchen Neill require a substantial upgrade to function as it has been, He stated he thought it prudent to coordinate making the two decisions together. He questioned if the plan from NICE will be available in time for a January* work session. He stated he assumes that by late winter or, early spring the City will have the necessary* information about costs and the plan from NICE. Councilmember Hotvet ask the soil exploration. She to Jovnes stated he thought' tl suggested getting that work discus that cc Concept 1, out the tNN done while has to approve one of the Concepts before moving forward Nvith soil exploration can be done when it is so cold. Administrator ation could be done independent of making a selection. Hotvet edger Park could, be placed on a January work session agenda for its. Staff Neill come up Nvith recommendations for interim steps by then for the interim steps. oodruff suggested staff bring back more tangible information on costs with a focus on fiat the location of amenities can be moved around. Councilmember Sundberg stated she agrees with Councilmember Woodruff s suggestion. She then stated by January* ma-,-be there: will indication of what plans are developing for the SSCC. She suggested keeping a holistic vieN-,- of things. She noted she is not concerned about delaying this to January* or Februarv. Mavor Zerbv stated he understands Council to want to have a work session in January. He then stated that he also wants to see cost projections. He noted that he thought the Park Commission has done a good job on this. He suggested that at this time it is up to Council and staff to move this forward. 8. PLANNING A. Report on the December 3, 2013 Planning Commission Meeting CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 5 of 15 Director Nielsen reported on matters considered and actions taken at the December 3, 2013, Planning Commission meeting (as detailed in the minutes of that meeting). B. Summit Woods Planned Unit Development Conditional Use Permit — Concept Stage Applicant: Homestead Partners Location: 23040 Summit Avenue Mavor Zerbv stated the meeting packet contains a copy of a resolution denying the Summit Woods Planned Unit Development (PUD) concept plan per the recommendation of Council during its November 25, 2013, meeting. Zerby explained that at this time discussion Nvill be between Council and staff Public comments Nvill not be heard during this part of the process. It Nvill be up to Council to decide if they Nvant to have any clarification from the public later on. Director Nielsen stated per Council's direction staff prepared a resolution including findings of fact for Council's consideration. Council has to take action on the concept plan by about January 10 or the middle of Januarv. If no action is taken this evening a special meeting may have to be called to take action in order to adhere to the 60 day /120 day rule. He noted that this resolution is based on the material in the staff reports and largely on the Planning Commission's recommendation to Council. Council's comments from the last meeting are also reflected in it. Councilmember Siakel noted that she appreciat meetings on this item. She then noted her perspect meeting. She stated she views her job as a me. Shorewood and the residents of Shorewood. Con and procedures the City has in place. The resident Council and Planning Commissioners who helped also did a great job of putting in place policies and that people again took the time to participate in on this item has not chanced since the November 25 of the Council is to act in the best interest of -eds to follow the law and abide by the policies in a nice community because of past members of op the City s Comprehensive (Comp) Plan. They dures that have been followed. She noted she has emphasized the three roles she has as a member of Council. She stated that she Nvill not support the resolution denying the PUD concept plan because doing so does not support any of those three things, Doing so "Would not conform to the policies and procedures that are in place. It Nvould also be saving no to City staff. 'She" noted that the City s Planning Director has more than 30 Nears of experience. She stated. she recollects a number of'PUDs that have been constructed in Shorewood. One of them is located close to her home. She is not av, arc of residents complaining about the developments after the fact or of any moving out of Shorewood because of they Nvere dissatisfied Nvith the results. She explained that using a PUT? as an instrument gives the City an opportunity to help control what is developed and what happens in Shorewood. She clarified that she understands there ma -,T be impacts environmentalIv that have not been discussed in depth. She stated from her perspective the conservation easement is a huge benefit and it supports the Comp Plan. She believes that has been trivialized to some degree. She then stated that supporting the denial is not conforming to the City s guidelines and what the City has set forth. She expressed skepticism that denying the PUD concept plan Nvould be defendable if legal action Nvere to be taken. She stated that right now those in opposition to the concept plan make think they have one a battle. But, ultimately there Nvill be costs of a Nvar. She thinks they Nvill be paid for financially and environmentalIv. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 6 of 15 She reiterated she Nvill not support the resolution denying the PUD concept plan. She noted that she respects that the residents in the neighborhood have come together to express their concerns in unity. But, she has to act in the best interest for Shorewood going fonyard. Councilmember Hotvet asked Attorney Keane if even-thing the developer is asking for is in compliance Nvith the City's Zoning Code. Attorney Keane explained the application on file processed as a PUD Nvith the findings required under a conditional use permit (C.U.P.) as presented by Planning Director Nielson do satisA- the requirements for approval of that PUD concept plan. In consultation Nvith Nielsen a completely defensible set of findings and conclusions Nvas prepared in support of the City's Zoning Ordinance and Comp Plan. Councilmember Woodruff stated the Planning Commission plan on a 511 vote. He clarified it is up to Council to make the public hearing on this application twice. He then stated in the i listed. It does not list Council's November 25, 2013, mj application. It Nvas during that meeting that Council direct( Attorney Keane if that is necessary to include. Keane expla recital to the conclusions. Woodruff then stated he continues to firmly support denyii From his perspective the PUD does not serve the public, neighbors, Nvell enough to justify moving it fcirtvard. Councilmember Sundberg stated that Councilmen Council's overall responsibility in representing the C would be to not approve the PUD concept plan. It w, state from her perspective the PUD approach is a verb the environment than under any other circumstance than what was origimilly proposed. If Council adopts there Neill be other developers that Nvill come back to Nvill not be as good., The current hopeful builder is Nvant. list. ommended denial of the PUD concept cision. He stated the Commission held a )lution there is a chronology of meetings rig N-,-hen Council first discussed this staff to draft the resolution. He asked I listing that meeting: is not 'a requisite UD concept plan. There are issues. ?g he is not just talking about the Siakel made some very good points about is a whole. She then stated the easier thing to do I be a tougher vote to approve it. She Nvent on to od approach. The City Nvould be getting more for that property. And, there Nvould be less housing resolution not to approve the PUD concept plan d on the property and her concern is their quality ellent and Nvill build to standards that residents that the quality- of Summit Avenue is an issue. She stated if the PUD is ultimately ed if the City could move the priority for improvements to Summit Avenue higher on the Attorney Keane clarified that in Shorewood the PUD process is a three stage process. The Concept Stage is basically configuration. The next stage the Development Stage is where all of the details of the concept plan are Nvorked out things like engineering, stormwater management, and site grading. Councilmember Sundberg stated there are significant issues that have to be dealt Nvith. Issues like the substandard roadway- and stormwater runoff She noted the development Nvould have a long Nvay to go before it becomes a reality. Mayor Zerby stated from his vantage point it comes doN -,n to density. In addition to the four houses in the PUD concept plan there Nvill likely be another constructed on the top of Summit Avenue. There Neill likely be two more constructed in the City of Chanhassen and another two to the Nvest of this project in Shorewood. He does not thinking that burdening the neighborhood Nvith one more house on the hill is a good idea. The residents who live in that neighborhood are telling the City it is not a good idea. The value CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 7 of 15 in going with the PUD is not notable and it's not an interest to those residents. He is basing his decision in large part on what he has heard from the residents in that neighborhood and the Planning Commission. Councilmember Siakel clarified that Council is being asked to take action on the resolution denying the PUD concept plan. If it adopts the resolution the PUD concept plan will be denied. If the resolution is not adopted Council is basically saying there are other options. Mayor Zerby stated a yes vote would be to deny the PUD concept plan and a no vote would mean move forward with concept plan. Woodruff moved, Zerby seconded, adopting a resolution denying i development concept plan. Motion failed 2/3 with Hotvet, Siakel an Attorney Keane stated it would be appropriate to entertain an previously prepared in the earlier staff report or a motion alternative findings would be in order. Siakel moved, approving the PUD concept plan as presented 2013, Council meeting. Woods planned unit dissenting. to approve the findings bring this back with during its November 25, Councilmember Woodruff stated Council does not have a resolution before it to approve the PUD concept plan. From his point of view Council could direct staff to draft such a resolution and bring it back to Council for a vote. He noted that he does not think Council can approve the concept plan without a resolution in front of it. Attorney Keane clarified it would be totally appropriate to direct staff, to draft a resolution approving the PUD concept plan. He explained at its November 25 meeting Council had an application and a recommendation from staff, for approval in front of Council. ' At that time Council directed staff to prepare findings of denial which were not adopted. Therefore, procedurally Council still has the application and the recomriiQndation for approval in front of it. If Council wants to clarify points that it wants to address with more specificity then bringing back a resolution would be totally appropriate. Mayor Zerby asked if that would require Council to have a special meeting. Director Nielsen stated Council could either a'special meeting in advance of the 120 days or the developer could grant the City an extension in writing and a different resolution could be considered during Council's next regular meeting. Councilmember Woodruff stated it's his recollection that the November 25 meeting packet did not include a copy of a resolution. The packet did contain a lot of information. Councilmember Siakel asked if Council has to adopt a resolution in order to approve the PUD concept plan. Attorney Keane stated that can be done by motion. The maker of the original motion withdrew it because there was confusion about it. Siakel moved, Sundberg seconded, approving the Summit Woods planned unit development concept plan as recommended by staff during Council's November 25, 2013, meeting. Motion passed 3/2 with Woodruff and Zerby dissenting. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 8 of 15 Director Nielsen stated he thought the applicant has six months to submit a Development Stage application. That NN-111 be considered by the Planning Commission first. C. My Car Guy LLC — Interim Conditional Use Permit for South Lake Cycle Applicant: James Steinwand Location: 5680 County Road 19 Director Nielsen explained that during Council's November 25, 2013, meeting Council directed staff to draft a resolution granting an interim conditional use permit (C.U.P.) for a bicycle repair operation for James Steinwand for the property located at 5680 County Road 19. He noted that at the dais this evening Council found a revised resolution to which he had added sales and rental: The resolution in the meeting packet did not include sales and repair. Even though the application just said repair there Nvas enough conversation about those three activities that he thought the resolution shouad be clarified. Also based on Council's direction the conclusions in the landscaping plan located directly behind the building are n landscaping and the required improvements to the site November 25 meeting there was discussion that the applic� cash escrow security until he opens that business. If the apj and the improvements are made no security Nvould have to I Sundberg moved, Hotvet seconded, Adop an Interim Conditional Use Permit for J Road 19." Motion passed 510. D. REZONE PROPERTY TO CONDITIONAL, USE PER SOUARE FEET son Custom _5 St. Albans luired'at this time be made by June d for R A the plantings on the id that the rest of the 1, 2014. During the have to post a' letter of credit or it open the business until June 1 "A Resolution Granting located at 5680 County 1LY RESIDENTIAL AND RY SPACE OVER 1,200 (representing Jeff and Colleen Johnson) ad Director Nielsen explained that'Jeff and Colleen Johnson oN -,n the property is located at 5015 St. Alban's Bay Road. The Johnson's propose to'demolish the existing house on the site and build a new house Nvith an attached I garage and keep the existing detached garage (which is perfectly sound) on the property. The property is located in the R -1D /S, Single - Family Residential/Shoreland District. The R -1D /S district limits accessory space to 1,000 square feet. There is no conditional use permit (C.U.P.) to exceed that. Their property, %s right on the edge of an R -1C district. Staff believes it Nvould be logical to extend the R- TC district across the back of the'Johnsons' lot to St. Alban's Bay Road and incorporate that lot into the R -1C /S zoning district. The property contains 28,559 square feet of area; the minimum lot size in the R- 1C district is 20,000 square feet. It is an oversized lot for the R -1C district. The R -1C district has slightly stiffer setbacks than in the R -1D district. The applicants proposed project Nvill comply Nvith the R -1C /S setbacks which are 35 feet for the front yard, 35 feet for a side yard abutting a street, 40 feet for the read yard, and 10 feet for the side yard. There Neill be slightly more hardcover after the project is complete then there is now, but it Nvill comply Nvith the maximum restriction. The property currently drains to a landlocked low area on the property southwest of the subject property. The City Engineer recommends some sort of infiltration basin or rain garden on the northNvesterly side of the property for this purpose as far awa -,T from the landlocked low area as possible. The Engineer also recommends putting gutters on the new house and having them drain toward that detention basin. That Nvould detain the stormwater for a time. It Nvould control both the rate of CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 9 of 15 runoff and it would help control the volume. Ultimately the stormNvater would drain to the landlocked area. Nielsen noted that based on the analysis of the case staff and the Planning Commission recommend approval of the rezoning and the C.U.P. Councilmember Sundberg asked why the property is zoned R -ID. Director Nielsen explained the subject property was originally platted as two lots each being about 14,000 square feet in size. The two lots were combined. Woodruff moved, Sundberg seconded, Approving ORDINANCE NO. 505 "An Ordinance Amending Section 1201.09 Subd. 2 of the Shorewood Zoning Code, the Shorewood Zoning Map, to Include the Property Located at 5015 St. Albans Bay Road in the R =1C /S Zoning District." Motion passed 510. Woodruff moved, Sundberg seconded, Adopting RESOLUTION NO. `13 -081 "A Resolution Granting a Conditional Use Permit for Construction of Accessory Space in Excess of 1200 Square Feet of Area to Jeff and Colleen Johnson, 5015 St. Albans Bay Road." Motion passed 510. In response to a question from Councilmember Hotvet, Director Nielsen explained that all property located within 1,000 feet of the lakes is subject to shoreland restrictions. E. 7:10 P.M. PUBLIC HEARING — CONDITIONAL USE PERMIT FOR ACCESSORY SPACE OVER 1,200 SQUARE FEET Applicant: Bennett and Sharon Morgan Location: 5580 Woodside Lane Director Nielsen explained that I Lane. The property is zoned R- designing a new house for tkteir p of the house. He displayed a sur located. He then displayed a cop which shop` where the two love northeast and the lov, er lei 1,200 square feet of floor a for a conditional use permit Nielsen reviewed show the Subd.2.d.(4) of the City s 2 1. The total area square feet — n uiett and Sharon Morgan own the property located at 5580 Woodside IS, 'Single- Family Residential/Shoreland. They are in the process of Jerky. As part of that they propose to create garage space on two levels of the existing property which shows where the existing structure is jf the proposed site plan. He also displayed copies of the floor plans on which the garages will be located. The upper level garage faces ,e faces southeast. The total area of that accesson- space will exceed is allowed as a matter of right. Therefore, the applicants have applied ) as required. ' request complies with the four criteria listed in Section 1201.03 e for granting this type of C.U.P. yr buildings (2,268 square feet) does not exceed the floor area (4,376 basement) above grade of the proposed home. 2. The total area of accesson- buildings does not exceed 10 percent of the minimum lot size for the R -lA/S zoning district (10 x 40,000 = 4,000 square feet). 3. The proposed house and garage comply N it R -lA/S setback requirements. 4. The new garage is an integral part of the proposed house; therefore, it will be architectural compatibility with the house. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 10 of 15 Nielsen noted that based on the analysis of the case staff and the Planning Commission recommend approval of the C.U.P. Councilmember Siakel and Councilmember Hotvet stated the design of the house is beautiful. Sundberg moved, Siakel seconded, Adopting RESOLUTION NO. 13 -082 "A Resolution Granting a Conditional Use Permit for Construction of Accessory Space in Excess of 1200 Square Feet of Area to Bennet and Sharon Morgan, 5580 Woodside Lane.' Motion passed 510. 9. ENGINEERING /PUBLIC WORKS 10. GENERAL /NEW BUSINESS A. Proposed 2014 Contract for Public Works This item Nvas removed from the agenda at Administrator Joy, B. Making Appointments to Certain Offices and Positions for 2014 Administrator Joynes explained that because of the scheduling,of meetings F for January 2014 staff thought it prudent to appoint Council representatives to the Park and Planning Commissions tonight. He noted he consulted Nvith Attornev Keane on this. Councilmember Siakel stated in 2013 she and Co Park Commission and Councilmember Hotvet an( the Planning Commission. She recommended the Sundberg Nvould serve as the representative to the Sundberg stated she has no preference. Siakel moved, Woodruff se Appointments to Certain Of 1. The followin Coun a. Park Janu July b. Plam Motion passed 510. J Positions withi is are appointed •esentatives to: ssion Liaison: Sundberg served as representatives to the ber Woodruff served as representatives to d for 2014. She asked if Councilmember imussion for the first six months of 2014. 'ION NO. 13 -083, "A Resolution Making City of Shorewood for 2014." to the following offices and positions: June 2014: Laura Hotvet -tuber 2014: Dick Woodruff ing Commission Liaison: January — June 2014: Kristine Sundberg July — December 2014: Debbie Siakel C. Council Out -of -State Travel Request CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 11 of 15 Mayor Zerby stated he had discussed Nvith Administrator Joynes the possibility of his attending the Mayors Innovation Project Conference that Nvill be held on Januan- 24 - 25, 2014, in Washington, DC. There are a number of items on the agenda that he thought Nvere pertinent to the goals for the City. He noted that he Nvill not begrudge any member of Council for saying no to his going. The Conference itself is free but there is the cost of airfare, hotel and meals. He stated he estimated the cost to be less than $1,500. If it ends up costing more than that he Nvill make up the difference. He noted that the meeting packet contains a copy of the agenda. Councilmember Hotvet stated Mayor Zerby Nvould be setting a good example of learning about new possibilities and going outside of the bubble. She expressed her support for Zerby attending. Councilmember Woodruff stated the agenda has some really good topics on it. He Nvas somewhat concerned that a lot of it is focused at much larger cities. He noted that he is okay Nvith Mayor Zerby attending the Conference. He stated from his vantage point the challenge Zerby Nvill have is translating N-,-hat he learns, for example, about Berkeley, California, into something applicable to Shorewood. Mayor Zerby stated he intends to identify applicable things`and share them Nvith Hotvet moved, Siakel seconded, approving Mayor Zerb's. request to attend the mayors Innovation Project Conference that will be held on January 24 - 25 2014, in Washington, DC, for a cost not to exceed $1,500. 11. OLD BUSINESS 12. STAFF AND COUNCIL REPORTS A. Administr Removal Program Director Nielsen explained that during the 2013 Deer Management Program a total of 41 deer Nvere harvested. That is, 14 more than many other year, The effort went very well again. There were three incidents this wear -One was a property oN -,ner objected to a bowhunter being on the property next to his. He had words Nvith the bo*bunter. The'bowhunter called the police; that Nvas what he Nvas supposed to do. The police advised the individual that he was trespassing on the property being harvested. That site wvas posted as no trespassing. The second incident wvas related to site 2, a large wetland area on the west end of the City. An individual on Marsh Point peninsula objected to the Program in general and specifically for site 2 and site L That individual appealed to the City Council during a council meeting. After hearing the case and feedback�,from the residents, Council authorized harvesting to be continued on site 2. The third incident Nvas the City received a'report about a dog finding a dead deer near Pleasant Avenue in the City of Tonka Bay. The dog's owner called and complained about someone leaving the dead deer there. After investigation, it was determined that the deer had its head removed and it had been gutted. The assumption Nvas the deer had decent antlers on it and someone took the antlers as a trophy. It appeared that someone wvas going to come back and take the rest of the deer. He noted that it wvas not one of the bowhunters authorized to harvest in the City. He also noted that the man that made the complaint had nothing but positive things to say about the bowhunters. He stated that incident wvas reported to the police as a possible poaching incident. Nielsen displayed a copy of a map of the City showing where bowhunters stands were located and the number of deer harvested from each site. (A copy of that map had been placed at the dais.) He explained that this year harvesting Nvas done in a new area in the southeast area of the City. The harvest has always CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 12 of 15 been fruitful on the Nvest side of Christmas. The bowhunters have suggested finding a site south of Galpin Lake Road. No deer Nvere harvested from Freeman Park this year but that could be because of a development project south and Nvest of the Park. Only two deer Nvere harvested from site 2. Nielsen stated the Three Rivers Park District (TRPD) has asked if the City is interested in doing an aerial survey in 2014. He thought it Nvould cost about $1,000 (the same as this Near) and he thinks that is Nvhat has been budgeted. Councilmember Woodruff stated the result Nvas outstanding Nvhile staying Nvithin the deer population guidelines the City has established. He supports doing the aerial survey. Councilmember Siakel indicated she supports doing the aerial providing Council Nvith the map. Councilmember Woodruff asked if the aerial survey could i Citv. Administrator Joynes stated staff NN-111 bring this back 2. AIS Inspections at Christmas L noted she appreciated staff the cost is Shadv Islands in the Director Nielsen explained the City contracted Nvith Workforce Volt Solutions to conducted inspections for aquatic invasive species (AIS) on «aterci °aft at the Christmas, Lake access area in 2013. They performed over 1,500 inspections. Inspectors were there every day from mid -April through the end of October. He does not have the details for hoN-, many watercraft Nvere turned awav because they had AIS on them. The Christmas Lake Homeowners Association (CLOA) has asked the City to install a pole at the access so it can mount a camera, it has already purchased on the pale. The intent is to try and Nvork Nvith Carver County on consolidating the inspection sites. There Nvere no complaints from people who had their boats inspected. There was one man who complained that his friend Nvas not able to launch his boat because there Nvas no inspector there: There Nvas not enough information given to research Nvhat, if and, thing, did happen. That marl complained about the program in 2012 as Nvell. Councilmember Woodruff asked if the CLHA has settled up Nvith the City financially regarding fees. Director DeJong stated the final invoice has been mailed out. 3. Apple Road Channel Stabilization Project Engineer Hornby, Q planed staff had notified the residents along Apple Road that the Nvork Nvould begin in early December. Staff had been Nvorking on scheduling the contractor, getting the permit from the Minnehaha Creek Watershed District (MCWD) and the funding agreement Nvith the MCWD. He noted that last Nveek there Nvas the'heavv snow storm folloNved by a number of days of very cold Nveather. He recommended postponing this project until 2014. He explained there is a situation on the southern end of the area Nvhere the culvert Nvas plugged. It's not knoN -,n if that Nvas done on purpose or if it occurred naturally. There Nvas a berm overtopped Nvith high Nvater and it created an erosion valley. That happened since this project Nvas started in 2011. There needs to be some material that is not frozen to put back in there. The contractor is concerned that he Nvon't be able to do as good of a job tying some rock back into the bank because of the frost in the ground. He noted the City Nvill have to reapply for a grant from the Minnesota Conservation Corps. It Nvas going to supply labor for seeding and some live stake planting. He stated staff Nvill solicit quotes for maintaining CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 13 of 15 the vegetation from environmental companies and from a contractor to put those things in place. That would allow staff to compare the costs. He noted that staff will notify the residents that the project has been delayed due to weather. He stated the contractor thinks the City will end up with a much better result if it waits until 2014 to do the project. Councilmember Hotvet asked if there is any possibility that the City will lose grant funds. Engineer Hornby noted that the agreement with the Minnesota Conservation Corps expired at the end of 2012. The Corps extended it for 2013. It will not extend it again. The amount of the grant was about $2,400. He stated the Corps has cleared out about a six inch blanket of leaves ,in the basin area. But, that drove the frost down. He noted the City will reapply for the grant for 2014. Councilmember Siakel asked if the project can be a priority for 2014, She clarified she was not pointing the finger at anyone. Engineer Hornby noted this has been a priority for staff. He explained that a lot of back and forth time was spent on the terms of the agreement between Attornev Keane and the MCWD's attorney. Language has been Nvorked out to address most of the City s concerns. That will be brought before Council. Councilmember Woodruff stated it's senseless to try and dig in the frozen ground. He stated he agrees with finishing the project in 2014. Engineer Hornby reiterated that if Council is okay with it he Nvi11 send the residents in that area a letter informing them that the project is being pushed out to next spring. 4. Director DeJong noted Budget Report earlier in Director DeJong state for the new financial sample payroll and c payment. Parallel dcti the end of the year. Other Monthly Financial Council a copy of the October 2013 General Fund Monthly the Senior Account were in training and Nvorking on implementation tasks 'or four days last week. At the end of the week they were able to run a 'it to reports off of the current system. They also ran a sample vendor I be run at the end of the month and the new system will be implemented at Director DeJong stated that based on previous authority given to the Finance Department bills will be paid between now and when Council next meets on January 13, 2014. Those will be reported to Council during that meeting. Mayor Zerby stated it has been a while since staff has updated Council on the Galpin Lake Road trail implementation process. He noted it's his recollection that a trail implementation process takes about 18 months. He stated by this same time in 2013 there had been two neighborhood meetings about the Smithtown Road west sidewalk project. Director Nielsen stated the Galpin Lake Road trail project is a little behind. He questioned if it would be a good idea to open the informal open house during the holiday season. He suggested having the neighborhood meeting before the Planning Commission's January 7, 2014, meeting. He noted that for the CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 14 of 15 Smithtown Road sidewalk project the neighborhood meeting was held on November 15. He also noted that the feasibility studies for both the Galpin Lake Road and Mill Street trail segments are done. Councilmember Hotvet recommended having the neighborhood meeting right after school resumes after the holidays on January* 6, 2014. Councilmember Siakel stated she also wants to move forward with the neighborhood meeting. She then stated during one of public hearings on the Summit Woods planned unit development concept plan a resident made a comment about a sidewalk that no one wants. The neighborhood meeting would help gauge what interest there really is for a Galpin Lake trail segment. Maybe some consideration should be given to doing the Smithtown Road east trail/sideNyalk segment first. Director Nielsen clarified it would be difficult to do the there is no feasibility study done for it. Administrator Joynes noted that performance appraisals bring a salary* recommendation to Council during its Janu time to do his evaluation after the first of the year. He wig stated he assumes the Personnel Committee will rf thtoN-,n Road east segment in 2014 because Cite +staff are just about complete. He Ny111 13 meeting. He stated Council needs to set a id Council the forms used =last year. He then v the performance appraisals and salary* recommendations. He noted he has had trouble getting comparable €# Mayor Zerby explained that typically what has been done for the ad the form is emailed out and the completed forms are returned to the information. If there is one extreme on one end or the other there she Administrator Joynes stated the Council and staff retreat has 1 Council to send him thoughts about what they would like to thought there would be more policy discussions during this retre Councilmember Woodr recommend additions to Attornev Keane staff another appeal. The B. Ma Councilmember He sidewalk was clear Works staff and s performance appraisal is e mayor then tabulates the e explanation as to why. ;duled for February 8. He asked during the retreat. He stated he inistrator Joy nes to send out a draft agenda and Council can Supreme Court denied a petition for review by Ron Johnson for a order declining to hear that. noted that she was very* impressed with how the new Smithtown Road Nyest eople used it immediately* after. She thanked Director Brown and the Public Councilmember Siakel stated that during Council's last meeting Director Brown extended to Council an offer for them to come and ride in a snov,-plow truck. She took him up on that last Wednesday*, December 4, when there was a very* heavy* snowfall. Chris Pounder, a Public Works employee, picked her up. She noted it was trash pickup day*. She asked if any* other member of Council can tell her what the numbers 5, 3 and 750 mean. She explained 5 represents the number of trash cans Hennepin County* ploys knocked down along County* Road 19; for Public Works it was zero. Three represents the number of mailboxes that were dismembered by the County*; for Public Works it was zero. The number 750 represents the number of milligrams of CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 9, 2013 Page 15 of 15 Ibuprofen she had to take she had to take when she got home after bouncing around in the snoN -,plow truck! She recommended that during the Council and staff retreat there be a discussion about a snow emergency policy. She stated it Nvould be helpful to get ideas from Director BroN -,n. She stated there Nvere lots of vehicles along the edge of the street during her ride along. There Nvere also trash and recycling cans along the edge of the street. She then stated when there Nvas discussion about roadway improvements to Valley good Road and Valley good Lane some residents brought up the idea of single hauler trash removal. During the discussion about the Summit Woods planned unit development concept plan the residents in that neighborhood talked about the very narrow roads there and the idea of having one hauler. She noted that the idea of a single hauler has not been positively received in the past but it seems to be appropriate to consider that again. There Nvould be ccists; savings from reduced Nvear and tear on roadways. She then stated there Nvere many, many drivers who end of the City who could not make it up the hill and waited a minute for the road to be plowed they would She thanked Director BroN -,n and his staff for doing an Director BroN -,n thanked Councilmember Siakel for taking the along. Councilmember Siakel suggested talking about v department during the February 8 retreat. Mayor Zerby noted that he has been thinking about 13. ADJOURN Woodruff moved, Sundberg seconded; Adjourn 9, 2013, at 8 :33 P.M. Motion passed 510. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: Jean Panchyshyn, City Clerk the ploN -, s. She cited one driver on the east Nvait for the plow to go :bp,. Had that driver had a aroblem. of her schedule to go on the ride needed in the Public Works garbage issue as Nvell. City Council Regular Meeting of December Scott Zerby, Mayor I M #3A U2 MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Verified Claims Meeting Date: January 13, 2014 Prepared by: Michelle Nguyen, Senior Accountant Bruce DeJong, Finance Director Attachments: Claims lists from both old and new financial systems Policy Consideration: Should the attached claims against the City of Shorewood be paid from current funds available? Background: Claims for council authorization. The attached claims lisi'includes checks numbered 55040 through 55053 and 60000 through 60023 totaling $528,631.63. Staff has implemented the new software for the financial side of the operations. We have included the claims from the old system through the end of December. New claims for 2014 are entered into the new software. Please carefully review the new report and let us know if this format is acceptable. We can make modifications or create something new if desired by city council members. Financial or Budget Considerations: These expenditures are reasonable and necessary to provide services to our residents and funds are budgeted and available for these purposes. Options: The City Council is may accept the staff recommendation to pay these claims or may reject any expenditure it deems not in the best interest of the city. Recommendation / Action Requested: Staff recommends approval of the claims list as presented. Next Steps and Timelines: Checks will be distributed following approval. 1/09/2014 11:26 AM A/P HISTORY CHECK REPORT PAGE: 1 VENDOR SET: 01 City of Shorewood BANK: 1 BEACON BANK DATE RANGE: 1/13/2014 THRU 99/99/9999 CHECK INVOICE CHECK CHECK CHECK VENDOR I.D. NAME STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT 29412 BUDGET PRINTING AND AWARDS R 1/13/2014 055040 53.64 17300 CENTERPOINT ENERGY R 1/13/2014 055041 2,020.02 06645 DEPT OF LABOR & INDUSTRY R 1/13/2014 055042 1,950.67 29271 DREW KRIESEL R 1/13/2014 055043 2,521.01 29322 EXCELSIOR FLORIST R 1/13/2014 055044 125.52 29519 GMH ASPHALT COPORATION R 1/13/2014 055045 7,292.12 13750 LUGOWSKI, JOSEPH R 1/13/2014 055046 82.84 15501 METRO COUNCIL ENV.(SAC) R 1/13/2014 055047 9,642.60 17010 MN DEPT OF TRANSPORTATION R 1/13/2014 _ 055048 2,160.73 20805 PITNEY BOWES GLOBAL FIN. SVCS. R 1/13/2014 055049 243.94 21550 RANDALL, DANIEL R 1/13/2014 055050 250.00 23500 SO LK MTKA POLICE DEPT R 1/13/2014 055051 1,.581.25 70200 VERIZON WIRELESS R 1/13/2014 055052 218.67 19800 XCEL ENERGY R 1/13/2014 055053 .. 218.53 07900 HAWKINS, INC. E 1/13/2014 999999 105.00 09400 GOPHER STATE ONE CALL E 1/13/2014 999999 85.75 15885 MIDWEST MAILING SYSTEMS, INC. E 1/13/2014 999999 10.15 20283 APPLIED MAINTENANCE SUPPLIES & E 1/13/2014 999999 219.08 20300 PAZANDAK, JOSEPH E 1/13/2014 999999 1,107.79 22820 CITY OF SHOREWOOD E 1/13/2014 999999 179.57 28451 WSB AND ASSOCIATES, INC. E 1/13/2014 999999 45,268.12 29338 BLANCHARD CATERING, INC. E 1/13/2014 999999 1,115.37 1/09/2014 11:26 AM A/P HISTORY CHECK REPORT PAGE: 2 VENDOR SET: 01 City of Shorewood BANK: 1 BEACON BANK DATE RANGE: 1/13/2014 THRU 99/99/9999 VENDOR I.D. NAME 29417 WENCK ASSOCIATES, INC. ** T O T A L S ** NO REGULAR CHECKS: 14 HAND CHECKS: 0 DRAFTS: 0 EFT: 9 NON CHECKS: 0 VOID CHECKS: 0 VOID DEBITS 0.00 VOID CREDITS TOTAL ERRORS: 0 0.00 0.00 NO VENDOR SET: 01 BANK: 1 TOTALS: 23 BANK: 1 TOTALS: 23 REPORT TOTALS: 23 CHECK INVOICE CHECK CHECK CHECK STATUS DATE AMOUNT DISCOUNT NO STATUS AMOUNT E 1/13/2014 999999 723.35 INVOICE AMOUNT DISCOUNTS CHECK AMOUNT 28,361.54 0.00 28,361.54 0.00 0.00 0.00 0.00 0.00 0.00 48,814.18 0.00 48,814.18 0.00 0.00 0.00 0.00 0.00 0.00 0.00 INVOICE AMOUNT DISCOUNTS CHECK AMOUNT 77,175.72 0.00 77,175.72 77,175.72 0.00 77,175.72 77,175.72 0.00 77,175.72 01 -09 -2014 11:25 AM C O U N C I L REPORT BY VENDOR - JANUARY 13, 2014 PAGE: 1 VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT APPLIED MAINTENANCE SUPPLIES & SOLUTIO 1/13/14 ABRASIVE CUTOFF WHEELS General Fund Public Works 219.08 TOTAL: 219.08 BLANCHARD CATERING, INC. 1/13/14 APPETIZERS EVENT Southshore Communi Senior Community Cente 418.37 1/13/14 OKTOBERFEST EVENT Southshore Communi Senior Community Cente 697.00 TOTAL: 1,115.37 BUDGET PRINTING AND AWARDS 1/13/14 PLAQUES General Fund Council 53.64 TOTAL: 53.64 CENTERPOINT ENERGY 1/13/14 5755 CTRY CLUB RD General Fund Municipal Buildings 262.38 1/13/14 24200 SMITHTOWN RD General Fund Public Works 1,042.36 1/13/14 5745 CTRY CLB RD & 25200 H General Fund Park Maintenance 307.83 1/13/14 20405 KNIGHTSBRIDGE RD Water Utility Water 121.31 1/13/14 28125 BOULDER BRIDGE DR Water Utility Water 286.14 TOTAL: 2,020.02 CITY OF SHOREWOOD 1/13/14 SSCC - UTILITY PAYMENT Southshore Communi Senior Community Cente 179.57 TOTAL: 179.57 DEPT OF LABOR & INDUSTRY 1/13/14 4TH QTR SS REPORT General Fund NON - DEPARTMENTAL 1,950.67 TOTAL: 1,950.67 DREW KRIESEL 1/13/14 NOV SVC Southshore Communi Senior Community Cente 427.84 1/13/14 NOV SVC Southshore Communi Senior Community Cente 465.00 1/13/14 DEC SVC Southshore Communi Senior Community Cente 588.17 1/13/14 DEC SVC Southshore Communi Senior Community Cente 1,040.00 TOTAL: 2,521.01 EXCELSIOR FLORIST 1/13/14 FLOWER BASKET - ANDERSON General Fund Council 125.52 .. TOTAL: 125.52 GMH ASPHALT COPORATION 1/13/14 P.V. #3 & FINAL -MILL & OVER Street Capital Imp Street Capt Improvemen 7,292.12 TOTAL: 7,292.12 GOPHER STATE ONE CALL 1/13/14 DEC SVC Water Utility Water 28.58 1/13/14 DEC SVC Sanitary Sewer Uti Sewer 28.58 1/13/14 DEC SVC Stormwater Managem STORMWATER MANAGEMENT 28.59 TOTAL: 85.75 HAWKINS, INC. 1/13/14 CHLORINE Water Utility. Water 105.00 TOTAL: 105.00 LUGOWSKI, JOSEPH 1/13/14 BOLD FOR WATER VALVE Water Utility Water 82.84 TOTAL: 82.84 METRO COUNCIL ENV.(SAC) 1/13/14 4TH QTR SAC REPORT Sanitary Sewer Uti NON - DEPARTMENTAL 9,642.60 TOTAL: 9,642.60 MIDWEST MAILING SYSTEMS, INC. 1/13/14 4TH QTR-U]3 ADDT'L POSTAGE Sanitary Sewer Uti Sewer 10.15 TOTAL: 10.15 MN DEPT OF TRANSPORTATION 1/13/14 NOV SMITHTOWN TRL INSPECT Trail Capital Outl Trail Expenditures 2,160.73 TOTAL: 2,160.73 PAZANDAK, JOSEPH 1/13/14 SEPT -DEC MILEAGE General Fund Protective Inspections 997.79 01 -09 -2014 11:25 AM C O U N C I L REPORT BY VENDOR - JANUARY 13, 2014 PAGE: 2 VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT 1/13/14 BLDG CERT RENEW General Fund Protective Inspections 110.00 TOTAL: 1,107.79 PITNEY BOWES GLOBAL FIN. SVCS., LLC 1/13/14 4TH QTR LEASE General Fund Municipal Buildings 243.94 TOTAL: 243.94 RANDALL, DANIEL 1/13/14 2013 BOOTS General Fund Public Works 250.00 TOTAL: 250.00 SO LK MTKA POLICE DEPT 1/13/14 4TH QTR -CO General Fund Police Protection 1,298.79 1/13/14 DEC -HCPF- ROBERT SAUNDERS General Fund Police Protection 282.46 TOTAL: 1,581.25 VERIZON WIRELESS 1/13/14 L.S. PHONE SERVICES Sanitary Sewer Uti Sewer 218.67 TOTAL: 218.67 WENCK ASSOCIATES, INC. 1/13/14 DEC APPLE RD STAB Stormwater Managem STORMWATER MANAGEMENT 723.35 TOTAL: 723.35 WSB AND ASSOCIATES, INC. 1/13/14 NOV- SUMMIT WOODS DVLP General Fund NON - DEPARTMENTAL 332.50 1/13/14 NOV -GIS & CAD General Fund City Engineer 38.00 1/13/14 NOV -ENG SUPPORT General Fund City Engineer 4,156.00 1/13/14 NOV GEN SVCS General Fund City Engineer 4,000.00 1/13/14 NOV- UTILITY PRMT INSPECT:. General Fund City Engineer 37.50 1/13/14 NOV -2013 PAVEMENT MARKING General .Fund City Engineer 248.00 1/13/14 NOV -2013 SEAL COAT PROJ'- Street Capital Imp Street Capt Improvemen 138.00 1/13/14 NOV- VALLEYWD AREA ST IMPVM Street Capital Imp Street Capt Improvemen 1,673.37 1/13/14 NOV -2013 MILL & OVERLAY Street Capital Imp Street Capt Improvemen 951.50 1/13/14 NOV- SMITHTOWN RD TRL Trail Capital Outl Trail Expenditures 30,305.00 1/13/14 NOV -CTY RD 19 SIDEWALK Trail Capital Outl Trail Expenditures 75.00 . 1/13/14 NOV- GALPIN LK RD TRL CONN Trail Capital Outl Trail Expenditures 33.25 1/13/14 NOV -MILL ST TRL CONN Trail Capital Outl Trail Expenditures 3.3.25 1/13/14 NOV -MCES FORCEMAIN IMPVMT Sanitary Sewer Uti Sewer 1,910.75 1/13/14 NOV -NPDES II Stormwater Managem STORMWATER MANAGEMENT 993.50 1/13/14 NOV- SILVER LK OUTLET IMPVM Stormwater Managem STORMWATER MANAGEMENT 276.50 1/13/14 NOV -MS4 SVC _ Stormwater Managem STORMWATER MANAGEMENT 66.00 TOTAL: 45,268.12 ZCEL ENERGY 1/13/14 5700 CTY RD 19 General Fund Traffic Control /Str Li 25.72 1/13/14 5700 CTY RD 19 UNIT LIGHTS General Fund Traffic Control /Str Li 192.81 TOTAL: 218.53 O1 -09 -2014 11:25 AM C O U N C I L REPORT BY VENDOR - JANUARY 1.3, 2014 PAGE: 3 VENDOR SORT KEY DATE DESCRIPTION FUND DEPARTMENT AMOUNT --------- - - - - -- FUND TOTALS ======= --------- 101 General Fund 16,174.99 404 Street Capital Improvemen 10,054.99 406 Trail Capital Outlay 32,607.23 490 Southshore Community Ctr. 3,815.95 601 Water Utility 623.87 611 Sanitary Sewer Utility 11,810.75 631 Stormwater ManagementUtil 2,087.94 GRAND TOTAL: 77,175.72 TOTAL PAGES: 3 Accounts Payable Computer Check Proof List by Vendor User: mnguyen Printed: 01/09/2014 - 11:06AM Batch: 00002.01.2014 - AP010314 Invoice No Description Amount Payment Date Acct Number Reference Vendor: 4 AFSCME CO 5 MEMBER HEALTH FUND Check Sequence: 1 ACH Enabled: True JAN 2014 JAN DENTAL 357.00 01/06/2014 700 -00 -2185 -0000 Check Total: 357.00 Vendor: 108 ALLIED WASTE SERVICES No.894 Check Sequence: 2 ACH Enabled: False 0894 - 003373173 Jan Recycling Svc 13,741.20 01/13/2014 621 -00 -4400 -0000 Check Total: 13,74120 Vendor: 137 CENTURY LINK Check Sequence: 3 ACH Enabled: False 9524702294 -DE13 Svc Thru 01/24 59.49 01/13/2014 101 -32 -4321 -0000 9524706340 -DE13 Svc Thru 01/24 123.02 01/13/2014 101 -18- 4321 -0000 9524709605 -DE13 Svc Thru 01/24 74.61 01/13/2014 601 -00- 4394 -0000 9524709606 -DE13 Svc Thru 01/24 74.61 01/13/2014 601 -00- 4394 -0000 Check Total: 331.73 Vendor: 154 CONSTANT CONTACT INC Check Sequence: 4 ACH Enabled: False 9UMJU7CAB214 EMAIL MARKETING 2014 - CITY 459.00 01/06/2014 101 -13 -4440 -0000 GFY6PGDAB214 EMAIL MARKETING 2014 - SSC 153.00 01/06/2014 201 -00 -4400 -0000 Check Total: 612.00 Vendor: 3 DELTA DENTAL OF MINNESOTA Check Sequence: 5 ACH Enabled: True 5354280 Jan Dental 478.89 01/06/2014 700 -00- 2184 -0000 Check Total: 478.89 Vendor: 416 DVS RENEWAL Check Sequence: 6 ACH Enabled: False 2014 -Tags 18 Tags - License Plates 288.00 01/13/2014 101 -32 -4437 -0000 Check Total: 288.00 AP- Computer Check Proof List by Vendor (01/09/2014 - 11:06 AM) Page 1 Invoice No Description Amount Payment Date Acct Number Reference Vendor: 177 ESRI INC Check Sequence: 7 ACH Enabled: True 92729908 2014 -Arc GIS for Desktop Basic 405.50 01/13/2014 101 -18 -4433 -0000 Check Total: 405.50 Vendor: 179 EXCELSIOR FIRE DISTRICT Check Sequence: 8 ACH Enabled: False 1StQtr -2014 1StQtr-Operations 81,303.90 01/13/2014 101 -22 -4400 -0000 1StQtr -2014 1StQtr-Building 69,605.66 01/13/2014 101 -22- 4620 -0000 Check Total: 150,909.56 Vendor: 201 GOVT FINANCE OFFICERS ASSOC Check Sequence: 9 ACH Enabled: False 0155721S 2014-SGR-GAAFR Review Newsletter 50.00 01/13/2014 101 -15- 4331 -0000 Check Total: 50.00 Vendor: 417 ROBERT HANSON Check Sequence: 10 ACH Enabled: False 2014 -BOOTS 2014 Boots Reimbursement 184.98 01/13/2014 101 -32- 4245 -0000 Check Total: 184.98 Vendor: 6 HEALTH PARTNERS Check Sequence: 11 ACH Enabled: False 45219769 JAN INS 12,856.90 01/06/2014 700 -00 -2171 -0000 45219769 Remove Charlie Davis -Ended 12/31/13 - 1,071.00 01/13/2014 700 -00 -2171 -0000 Check Total: 11,785.90 Vendor: 214 HENN CO HUMAN SVC DEPT Check Sequence: 12 ACH Enabled: False 00506903 -4707 F003 -Food LowAddt'l 83.00 01/13/2014 201 -00 -4437 -0000 00506903 -4708 F008 -Food High Small Facility 629.00 01/13/2014 201 -00 -4437 -0000 Check Total: 712.00 Vendor: 217 HENN CO TREASURER Check Sequence: 13 ACH Enabled: False 1000037456 1ST HALF ASSESSING CONTRACT 53,000.00 01/06/2014 101 -16 -4400 -0000 Check Total: 53,000.00 Vendor: 418 HENN CTY ELECTIONS Check Sequence: 14 ACH Enabled: False 120513 2014- AutoMARK Main 800.00 01/13/2014 101 -13- 4221 -0000 120513 2014 -DS200 Main 936.00 01/13/2014 101 -13- 4221 -0000 Check Total: 1,736.00 Vendor: 225 INI' INST OF MUNICIPAL CLERKS Check Sequence: 15 ACH Enabled: False AP- Computer Check Proof List by Vendor (01/09/2014 - 11:06 AM) Page 2 Invoice No Description Amount Payment Date Acct Number Reference 15018- 2014 -FEE 2014 Membership 145.00 01/13/2014 101 -13 -4433 -0000 15018-2014-FEE Register for Twila Grout, Adm. Asst_ 85.00 01/13/2014 101 -13 -4433 -0000 Check Total: 230.00 Vendor: 241 JOEL KERSTING Check Sequence: 16 ACH Enabled: False 2014 - Arctic 2014 -Sled Dog Rides 1,000.00 01/13/2014 101 -53 -4441 -0000 Check Total: 1,000.00 Vendor: 13 LEAGUE OF MINNESOTA CITIES INS TRU: Check Sequence: 17 ACH Enabled: True 45513 Prem Pay for Convenant No. CMC- 36053 -Coves 56,605.00 01/13/2014 101 -19- 4360 -0000 45514 Prem Pay for Convenant No. MEL 7996- Covera] 8,753.00 01/13/2014 101 -19- 4360 -0000 Check Total: 65,358.00 Vendor: 260 LOCATORS & SUPPLIES INC Check Sequence: 18 ACH Enabled: False 0219777 -IN Road Barricades 1,036.00 01/13/2014 101 -32- 4250 -0000 Check Total: 1,036.00 Vendor: 7 MINNESOTA LIFE Check Sequence: 19 ACH Enabled: True 0033938 -JAN14 JAN -Life addVI 47.10 01/13/2014 700 -00- 2180 -0000 33938 -JAN 2014 JAN LIFE INS 333.33 01/06/2014 700 -00- 2180 -0000 Check Total: 380.43 Vendor: 293 MN ASSOC OF GOVT COMMUNICATORS Check Sequence: 20 ACH Enabled: False FC13SHWD -2014 2014 Membership -Julie Moore 75.00 01/13/2014 101 - 134433 -0000 Check Total: 75.00 Vendor: 8 PRUDENTIAL GROUP INSURANCE Check Sequence: 21 ACH Enabled: False 08865 -JAN 2014 DISABILITY JAN 627.43 01/06/2014 700 -00- 2181 -0000 Check Total: 627.43 Vendor: 343 GRACE ROEPKE Check Sequence: 22 ACH Enabled: False 2014 - Princess 2014- Princess Tea Party 150.00 01/13/2014 101 -53 -4442 -0000 Check Total: 150.00 Vendor: 354 SHOREWOOD TRUE VALUE Check Sequence: 23 ACH Enabled: False 117973 WP MilkHouse Utility Heater 19.22 01/13/2014 601 -00 -4245 -0000 AP- Computer Check Proof List by Vendor (01/09/2014 - 11:06 AM) Page 3 Invoice No Description Amount Payment Date Acct Number Reference AP- Computer Check Proof List by Vendor (01/09/2014 - 11:06 AM) Page 4 Check Total: 19.22 Vendor: 360 SOUTH LAKE MTKA POLICE DEPT Check Sequence: 24 ACH Enabled: False 1St Qtr- 2014 -LP 1st Qtr Lease Payment 57,441.00 01/13/2014 101 -21- 4620 -0000 JAN- 2014 -OBE Jan Operating Expense 86,879.67 01/13/2014 101 -21- 4400 -0000 Check Total: 144,320.67 Vendor: 378 KENNETH A THIES Check Sequence: 25 ACH Enabled: False 2014 -Arctic 2014 -Wagon Rides 950.00 01/13/2014 101 -53 -4441 -0000 Check Total: 950.00 Vendor: 404 THOMSON REUTERS -WEST Check Sequence: 26 ACH Enabled: False 828640149 2014 - Quinlan Zoning Bulletin Sub 279.48 01/13/2014 101 -18 -4433 -0000 Check Total: 279.48 Vendor: 379 THREE RIVERS PARK DISTRICT Check Sequence: 27 ACH Enabled: False 35406 SNOWSHOEING & GEOCACHING /ARCTIC : 360.00 01/06/2014 101 -53- 4246 -0000 Check Total: 360.00 Vendor: 384 TOTAL PRINTING SERVICES Check Sequence: 28 ACH Enabled: False 9650 Jan Newsletter Svcs 141.00 01/13/2014 201 -00- 4351 -0000 9650 Jan Newsletter Svcs 761.66 01/13/2014 101 -13- 4400 -0000 9650 Jan Newsletter Svcs - Princess Tea 253.00 01/13/2014 101 -53- 4442 -0000 9650 Jan Newsletter Svcs - Arctic Fever 215.00 01/13/2014 101 -53 -4441 -0000 Check Total: 1,370.66 Vendor: 415 WARNER CONNECT Check Sequence: 29 ACH Enabled: True 14334 Bill Joynes Password & Springbrook Database 67.50 01/13/2014 101 -19- 4321 -0000 Check Total: 67.50 Vendor: 401 WASTE MANAGEMENT OF WI -MN Check Sequence: 30 ACH Enabled: False 6608647 - 1593 -4 Jan-Waste Svc 191.21 01/13/2014 201 -00- 4400 -0000 6608648 - 1593 -2 Jan -Waste Svc 447.55 01/13/2014 101 -32- 4400 -0000 Check Total: 638.76 AP- Computer Check Proof List by Vendor (01/09/2014 - 11:06 AM) Page 4 Invoice No Description Amount Payment Date Acct Number Reference Total for Check Run: 451,455.91 Total of Number of Checks: 30 AP- Computer Check Proof List by Vendor (01/09/2014 - 11:06 AM Page 5 City of Shorewood Council Meeting Item Title / Subject: Meeting Date: Prepared by: Reviewed by: 2014 Aerial Deer Survey 13 January 2014 Brad Nielsen Jean Panchyshyn MEETING TYPE Regular Meeting Policy Consideration: Should the City contract with Three Rivers Park District for an annual aerial deer survey? Background: For the past seven years, the City has contracted with Three Rivers Park District to conduct an annual aerial deer survey. The information from the fly -over survey is taken into consideration each year as Shorewood plans its deer management effort for the upcoming year. Financial or Budget Considerations: Three Rivers estimates the cost at $1100 for Shorewood's portion of this year's fly -over. The firm that does the flight reserves the option of charging a surcharge, depending on fuel costs. Last year, the surcharge was not imposed. In addition to that, the only other out -of- pocket expense for the program is $50 for the additional insurance certificate the City requires from Metro Bowhunters Resource Board. Options: Authorize staff to contract with Three Rivers Park District for the deer survey; contract with a private company to survey only Shorewood; or skip the survey altogether. Recommendation / Action Requested: Staff recommends that the Council authorize the expenditure of $1300 and contract with Three Rivers Park District to conduct an annual aerial deer survey. Staff will direct Three Rivers to make sure and include the islands. Next Steps and Timelines: Call Stephen Hogg, Three Rivers Park District, and advise him of the Council's decision. Connection to Vision / Mission: Healthy environment, quality public services. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 #3C MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Smithtown Road Sidewalk Improvements — Additional Work Request Meeting Date: January 13, 2014 Prepared by: Paul Nornby Reviewed by: Attachments: Work Order 6, Resolution Approving Work Order 6 Background: On May 28, 2013, the City Council accepted bids and awarded the Smithtown Road Sidewalk Improvement project to Chard Tiling and Excavating, Inc. (Chard). During the progression of construction a portion of the storm sewer was redesigned to avoid conflicts with utilities. As a result of these modifications, additional out of scope construction work was necessary. Chard has submitted work orders detailing the additional work items which have been reviewed by staff and MnDOT with regard to the work scope and additional costs, and recommend approval. MnDOT reviews all work orders, change orders, and supplemental agreements on State funded projects. The additional work performed for this work order includes the addition of 9 small boulder retaining walls near storm drain inlets, construction of a concrete spillway instead of a storm drain, a portion of the temporary seeding, and mobilization of the tree clearing contractor for storm sewer modifications. Financial or Budget Considerations: The project construction contract as bid was awarded by the Council in the amount of $1,070,672.75. Work Orders 1 through 5 were previously approved by Council increasing the contract amount to $1,108,399.46. Work Order 6 is in the total amount of $9,396.95. This additional work order will increase the contract amount to $1,117,796.41, approximately 4.2% above the original contract amount. There may be other minor work orders for additional work items that are anticipated to result in minor increases to the contract. Recommendation / Action Requested: Staff recommends approval of the enclosed Resolution Approving Work Order 6. Payment for this work order will be made under payment request in January or February of 2014. 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 Mn/D01 IT- 2460 - 0112 -10 SHEET OF SHEETS State of Minnesota - Department of Transportation WORK ORDER - MINOR EXTRA WORK # 6 Contractor: Chard Tiling & Excavating, Inc. State Project No.216- 101 -004 Address: 26239 State Hwy 25, Belle Plaine, MN 56011 Federal Project No. Job Location: Smithtown Road, Shorewood MN Contract No. In accordance with Standard Specifications 11.03 and 1403, you are hereby authorized and instructed to do the work described herein. The Contract Documents included the removal of an existing storm sewer system and the installation of a new storm sewer system along Smithtown Road. During construction operation the Contractor found several unidentified buried culverts, drain tiles and phone ducts which caused the Engineer to modify the storm sewer design and layout. These modifications required additional tree removals a concrete flume placement, and installation of boulder retaining walls in several location along Smithtown Road. Temporary seeding was placed to hold the site over until final restoration in 2014. The Contractor agreed to perform the work but asked to be compensated for the additional labor and materials necessary to perform these operations. The Engineer agreed this constituted extra work. Payment for this work will be as outlined in the estimate quantity tabulation which is listed below, which includes all mobilization, labor, materials, disposal, equipment cost and Prime Contractor mark up where applicable Increased Items Item No. Description Unit Unit price Estimated Quantity Amount Construct Concrete Flume Lump Sum $1,200.00 1 $1,200.00 Mobilization — Clearing and Grubbing for Storm Sewer Modifications November 25th Lump Sum $825.00 1 $825.00 Install Boulder Retaining Walls — 9 locations S.F. $53.10 120 $6,372.00 Temporary Seed S.Y. $0.35 2,857 $999.95 * *Local Agency TOTAL $9,396.95 Contract Amount is increased by: $9,396.95 Group: Local Funding — Smithtown Rd MnDOT Estimating has approved this Work Order Contract time is: Increased by _ ❑ Working Days ❑Calendar Days ®Not changed k Required for Work Orders that exceed $25,000.00 * * Required if work funded wholly or in part by a Local Agency * * Recommendation for Approval Original to Project File Copy to Contractor, Construction and Innovative Contracting (submit with Final); Copy to Local Agency and MN/DOT Municipal Agreement Unit if funded wholly or in part by Local Agency Funds Signature Date Project Engineer /Supervisor m w. Contractor Authorized Representative z -Z *Assistant District Engineer * *Local Agency ** *Consultant Contract Administrator k Required for Work Orders that exceed $25,000.00 * * Required if work funded wholly or in part by a Local Agency * * Recommendation for Approval Original to Project File Copy to Contractor, Construction and Innovative Contracting (submit with Final); Copy to Local Agency and MN/DOT Municipal Agreement Unit if funded wholly or in part by Local Agency Funds CITY OF SHOREWOOD RESOLUTION NO. 14 - A RESOLUTION APPROVING WORK ORDER 6 FOR SMITHTOWN ROAD SIDEWALK IMPROVEMENTS SAP 216 - 101 -004 CITY PROJECT 13 -04 WHEREAS, the City of Shorewood Council awarded the contract for the constriction of sidewalk along the southerly side of Smithtown Road from the City boundary with Victoria to the Lake Minnetonka (LRT) Regional Trail (approximately 10,000 feet in length) to Chard Tiling and Excavating, Inc. of Belle Plaine, Minnesota; and WHEREAS, the Capital Improvement Plan provides $1,200,000 for the improvement project; and WHEREAS, Work Orders 1 through 5 were necessary to constrict the storm drainage system and associated work previously recommended by staff and approved by the City Council; and WHEREAS, Work Orders 1 through 5 increased the project constriction costs in the amount of $37,726.71, from the original contract amount $1,070,672.75 to $1,108,399.46; and WHEREAS, Work Order 6 will increase the project constriction costs in the amount of $9,396.95, from the current contract amount $1,108,399.46 to $1,117,796.41; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood, Minnesota: Work Order 6 in the total amount of $9,396.95 is hereby approved. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 13th day of January, 2014 ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor #3D MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: Accepting Donations from the American Legion, the Shorewood Parks Foundation, and Mount Olivet Rolling Acres Meeting Date: January 13, 2014 Prepared by: Bruce DeJong, Finance Director Policy Consideration: All donations to the City of Shorewood must be accepted by the City Council. Background: The American Legion Post 259 has donated $500 and the Shorewood Parks Foundation has donated $445 to the City for the Arctic Fever event. Mount Olivet Rolling Acres has donated $300 to the City of Shorewood. They have property at 25925 Birch Bluff Road which is tax exempt. The contribution is a voluntary payment in lieu of taxes in appreciation for services they receive from the community. They have donated a similar amount in previous years. There is no restriction on the use of the funds. Financial or Budget Considerations: The donations from the American Legion and the Shorewood Parks Foundation will help to cover the 2014 Arctic Fever event expenses. The donation from Mount Olivet Rolling Acres will help to cover basic service provision by the city. Options: The City Council can choose to: 1. Accept the donations 2. Reject the donations Recommendation /Action Requested: A motion accepting the donations as noted above. Staff will mail a thank you note to the donors. 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 #3E MEETING TYPE City of Shorewood Council Meeting Item Special Meeting Title / Subject: Setting the Year 2014 Regular City Council meeting schedule Meeting Date: January 13, 2014 Prepared by: Jean Panchyshyn, City Clerk Reviewed by: Bill Joynes, City Administrator Attachments: Resolution Background: This is a routine organizational item which requires that Council adopt a resolution setting the Year 2014 City Council meeting schedule for the 2nd and 4t" Mondays of each month. Should a meeting fall on a holiday, Council should give sufficient notice as to the alternate meeting date. Monday, May 26 is the Memorial Day holiday; staff suggests an alternate meeting date of Tuesday, May 27. Options: 1) Adopt a Resolution Setting the Year 2014 Regular City Council meeting schedule for the 2nd and 4t" Mondays of each month, with an alternate meeting date for the Memorial Day holiday as suggested. 2) Adopt a Resolution Setting a different meeting schedule as determined by Council. Recommendation / Action Requested: Adopt the Resolution as provided, Setting the Year 2014 Regular City Council meeting schedule for the 2nd and 4t" Mondays of each month; with an alternate meeting date of Tuesday, May 27, due to the Memorial Day holiday. 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. 14- A RESOLUTION SETTING THE 2014 REGULAR COUNCIL MEETING SCHEDULE FOR THE CITY OF SHOREWOOD WHEREAS, Minnesota Statutes require that council must keep a schedule of its regular meetings on file at its primary office; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: For the Year 2014, the Regular City Council meetings will be scheduled on the 2nd and 4th Mondays of each month and shall be held in the Council Chamber of the Shorewood City Hall, 5755 Country Club Road, Shorewood, MN. Should a Regular City Council meeting fall on a holiday, the Council will give sufficient notice as to the alternate date for the meeting. The following alternate meeting date has been set: Tuesday, May 27 due to the Monday, May 26, Memorial Day Holiday ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 13th day of January, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor #3F MEETING TYPE City of Shorewood Council Meeting Item Special Meeting Title / Subject: Out of State Travel Policy for Council Meeting Date: January 13, 2014 Prepared by: Jean Panchyshyn, City Clerk Reviewed by: Bill Joynes, City Administrator Attachments: Resolution 06 -004 Background: In 2005 the Legislature acted to require that beginning in 2006, the governing body of each local government must have a policy that controls travel outside of Minnesota for the applicable elected officials. The policy must be voted on for initial adoption, and then reviewed annually. The policy must specify: 1) when travel outside the state is appropriate 2) applicable expense limits, and 3) procedures for approval of the travel Council adopted Resolution 06 -004 (attached) stating its policy in 2006. It was developed on the basis that at least within recent history, members of Shorewood City Council have hardly ever traveled outside of Minnesota on City business or for training and development opportunities for their roles as council members. The City Council has neither encouraged nor discouraged out -of -state travel related to City business for its members. Annual budgets for the City Council have included funds under "travel, conferences, and schools" so that all council members may attend functions and conferences throughout Minnesota. Recommendation / Action Requested: Review of the attached Travel Policy. No action is required unless the City Council makes amendments to the policy. 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. 06 - 004 A RESOLUTION ESTABLISHING A POLICY FOR OUT -OF -STATE TRAVEL BY MEMBERS OF THE CITY COUNCIL WHEREAS, an Act by the Minnesota Legislature in 2005 imposes an obligation on cities to establish an official travel policy for elected officials; and WHEREAS, the policy must address: (1) when travel outside the state is appropriate; (2) applicable expense limits; and (3) procedures for approval of the travel; and further must be reviewed and voted upon annually by the City Council; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood that the following policy for out -of -state travel for members of the City Council is hereby established: Purpose: The City of Shorewood recognizes that its elected officials may at times receive value from traveling out of the state for workshops, conferences, events, and other assignments. This policy sets forth the conditions under which out -of -state travel will be reimbursed by the City. General Guidelines: The event, workshop, conference, or assignment must be approved in advance by the City Council at an open meeting and must include an estimate of the cost of the travel. In evaluating the out -of -state travel request, the Council will consider the following: • Whether the elected official will be receiving training on issues relevant to the City or to his or her role as the mayor or council member. • Whether the elected official will be meeting and working with other elected officials from around the country to exchange ideas on topics of relevance to the City or on the official roles of local elected officials. • Whether the elected official will be viewing a facility or function that is similar in nature to one that is currently operating at, or under consideration by, the City where the purpose for the trip is to study the facility or function to bring back ideas for the consideration of the full Council. • Whether the elected official has been specifically assigned by the Council to visit another city for the purpose of establishing a goodwill relationship, such as a "sister city" relationship. • Whether the elected official has been specifically assigned by the Council to testify on behalf of the City at the United States Congress or otherwise to meet with federal officials on behalf of the City. • Whether the City has sufficient funding available in the budget to pay the cost of the trip. 2. No reimbursements will be made for attendance at events sponsored by or affiliated with political parties. 3. The City may make payments in advance for airfare, lodging, and registration if specifically approved by the Council. Otherwise, all payments will be made as reimbursements to the elected official. 4. The City will reimburse for transportation, lodging, meals, registration, and incidental costs as follows: a) Airfare will be reimbursed at the coach rate. b) Mileage will be reimbursed at the IRS rate. If two or more council members travel by car, only the driver will receive reimbursement. The City will reimburse for the cost of renting an automobile if necessary to conduct City business. c) Lodging and meal costs are limited to those which are reasonable and necessary. d) Receipts are required for lodging, airfare, parking, and meals and should accompany an expense report form. It is not necessary to have receipts for public transportation, cabs and tips. The expense report shall be submitted to the City Clerk or Finance Department for payment. e) The City will not reimburse for alcoholic beverages, personal telephone calls, costs associated with the attendance of a family member, rental of luxury vehicles, meal expenses included in the cost of registration, or recreational expenses such as golf or tennis. 5. Exceptions to this policy can be made by majority vote of the City Council. 6. This policy shall be reviewed by the City Council at its first meeting in January of each year, and amendments to the policy must be made by Resolution of the City Council. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHORE W OD this 9' day of January, 2006. Attest: Woody Love, Mayor #3G MEETING TYPE City of Shorewood Council Meeting Item Special Meeting Title / Subject: Setting the Date of May 5, 2014 for Open Book Meeting Meeting Date: January 13, 2014 Prepared by: Jean Panchyshyn, City Clerk Reviewed by: Bill Joynes, City Administrator Attachments: Background: Hennepin County conducts the Open Book meeting each year. This year, the County is proposing the date of May 5, 2014, from 5:00 — 7:00 PM for the Open Book meeting at Shorewood City Hall. This falls on the first Monday of the month, which has been the date of the meeting in past years. Recommendation / Action Requested: A motion approving May 5, 2014, from 5:00 -7:00 PM for the City of Shorewood Open Book meeting to be conducted by Hennepin County. 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 #3H MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Accepting Constructed Improvements and Authorizing Final Payment for the 2013 Bituminous Mill and Overlay Project, City Project 13 -05 Meeting Date: 1/13/2014 Prepared by: Paul Hornby Reviewed by: Attachments: Resolution, Final Payment Summary Background: The City awarded the 2013 Bituminous Mill and Overlay Project, City Project 13 -05, to GMH Asphalt Corporation on September 9, 2013. The bituminous mill and overlay is an annual maintenance project budgeted in the Capital Improvement Program and in scheduled in the Pavement Management Plan. The 2013 project includes McClain Road, Shore Road, Shady Hills Road, and the Lift Station No. 6 Access Drive and additional work was performed on Covington Road for a patch area. GMH Asphalt Corporation has completed the scheduled work in general conformance with the Contract documents and has requested final payment. The City Engineer has determined that the project is substantially complete and final payment is appropriate. GMH Asphalt has submitted the two -year Maintenance Bond, Minnesota Form IC -134 Withholdings Affidavit and the signed request for final payment. A Resolution Accepting Improvements for the 2013 Bituminous Mill and Overlay Project and Authorizing Final Payment is included for Council consideration of approval. Financial or Budget Considerations: The Capital Improvement Plan budget in the Street Reconstruction Fund is $113,900 for the 2013 Project, the bid awarded to GMH Asphalt Corporation was $185,222.95 and the final project amount is $145,842.31. The amount remaining for payment with Payment Request No. 3 /Final is $7,292.12. Recommendation / Action Requested: Staff recommends approval of the Resolution Accepting Improvements for the 2013 Bituminous Mill and Overlay Project, City Project 13 -05, and Authorizing Final Payment to GMH Asphalt Corporation in the amount of $7,292.12. 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. 14 - A RESOLUTION ACCEPTING IMPROVEMENTS FOR 2013 BITUMINOUS MILL AND OVERLAY PROJECT AND AUTHORIZING FINAL PAYMENT CITY PROJECT NO. 13 -05 WHEREAS, on September 9, 2013, the City of Shorewood entered into a contract with GMH Asphalt Corporation for City Project 13 -05 for the 2013 Bituminous Mill and Overlay Project; and, WHEREAS, the Contractor has substantially completed the project work and has requested City acceptance of the project and final payment for the work performed and documented to date; and, WHEREAS, the City Engineer has made final inspection of the project and recommends acceptance and final payment be made by the City. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Shorewood as follows: The City hereby accepts the work completed pursuant to said contract and authorizes final payment to the Contractor, and all warranties shall commence as of the date of this resolution. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 13th day of January, 2013. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor Pay Voucher Owner: City of Shorewood Date: 12112/2013 5755 Country Club Road Shorewood, MN 55331 -8926 For Period: 12/1/2013 to 12/1212013 Request No.: 3 & FINAL Contractor: GMH Asphalt Corporation 9180 Laketown Road c±4 Associates, Ina Chaska, MN 55318 Pay Voucher SHOR - 2013 Mill & Overlay Project Client Contract No.: Project No.: 01459 -77 Client Project No.: Project Summary 1 Original Contract Amount $185,222.95 2 Contract Changes - Addition $22,757.67 3 Contract Changes - Deduction $0.00 4 Revised Contract Amount $207,980.62 5 Value Completed to Date $145,842.31 6 Material on Hand $0.00 7 Amount Earned $145,842.31 8 Less Retainage $0.00 9 Subtotal $145,842.31 10 Less Amount Paid Previously $138,550.19 11 Liquidated Damages $0.00 12 AMOUNT DUE THIS PAY VOUCHER NO. 3 & FINAL $7,292.12 I HEREBY CERTIFY THAT A FINAL EXAMINATION HAS BEEN MADE OF THE ABOVE NOTED CONTRACT, THAT THE CONTRACT HAS BEEN COMPLETED, THAT THE ENTIRE AMOUNT OF WORK SHOWN IN THE FINAL VOUCHER-HAS BEEN PERFORMED AND THE TOTAL VALUE OF THE WORK PERFORMED IN ACCORDANCE WITH, AND PURSUANT TO, THE TERMS OF THE CONTRACT IS AS SHOWN IN THIS FINAL VOUCHER. Recommended for Approval by: ns tion Observer: WSB & Associates, Inc. Specified Contract Completion Date: 10/31/2013 Comment: Approved by Owner: City of Shorewood Date: 31 MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Accept Proposal for Professional Design Services for Preparation of a Feasibility Report and Preliminary Design for Sunnyvale Lane Improvement Project, City Project 14 -01 Meeting Date: January 13, 2014 Prepared by: Larry Brown, Director of Public Works Reviewed by: Jean Panchyshyn, City Clerk Attachments: Site Location Map, Excerpt of PASER Manual Cover, WSB Proposal Policy Consideration: Should the City proceed with design services with WSB and Associates for the design of the Sunnyvale Lane Improvement Project? Background: Sunnyvale Lane Street and Utility Improvement Project has been identified in the 2014 Capital Improvement Plan for construction. A site location map for the project is included as Attachment 1. As part of the past and most recent pavement rating evaluations, Sunnyvale Lane has been identified as a "4 rating" on a scale of 1 to 10. Attachment 2 is an excerpt of the cover of the PASER Evaluation Manual that pictorially depicts samples of typical rating results. Sunnyvale Lane has shown considerable signs of deterioration and has indications for the need for restoration. Therefore, on December 9, 2013, the City Council authorized the topographic survey for preliminary design. This information will be utilized for preparation of a Feasibility Report and Preliminary Design for the needed improvements. As such, staff has solicited a proposal for professional design services for preparation of a feasibility report and preliminary design for this roadway. Attachment 3 to this report is the proposal for such services. As outlined in the proposal, the Feasibility Report for the project is proposed to: Describe the existing conditions of the street pavements, underlying soil conditions, utilities, and drainage characteristics. Provide a preliminary horizontal and vertical alignment for the City's standard 26 foot wide face -to -face concrete curbed street including preliminary earthwork calculations. Provide preliminary horizontal and vertical alignment for the proposed sanitary, watermain, and storm sewer improvements. Review opportunities to improve area drainage. Provide necessary design detail to facilitate the preparation of a detailed opinion of probable Project costs. 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 � Identify potential for funding sources. )� Identify potential need for the acquisition of permanent and temporary easements. )� Identify the necessary permitting agencies and requirements. )� Provide preliminary assessment roll. To meet the objectives above, the following services have been outlined in the attached )� Project management and coordination/meetings with City staff and the City Council. )� Attendenceuftwo public information meetings with residents tu discuss the project and receive comments regarding the design approach and proposed design. The goal istuhave an informational meeting before beginning preliminary design and one meeting prior to Feasibility presentation tu the City Council. )� Attend one Public Hearing and provide e brief presentation on the Feasibility Report. )� Coordinate location of private utility company facilities within the improvement corridor. This coordination will include performing utility design locate request to provide e quality level O location for existing utilities. )� Prepare preliminary layout and design based upon public comments, City staff review and )� engineering judgment for discussion with the Council. Preliminary layout will bee )� representation of horizontal and vertical alignments with potential construction limits shown and potential construction conflicts. Make minor revisions based upon Council )� Prepare preliminary drainage review and feasibility level drainage design. )� Identify owners of parcels along the proposed improvement corridor that may be impacted by construction. )� Identify parcels with potential temporary and permanent easement needs. )� Prepare detailed preliminary opinion of potential construction and indirect project costs with contingencies but excluding costs of acquisition of land due to the variability in land costs. )� Prepare preliminary project schedu|e. )� Prepare e Feasibility Report depicting the improvement corridor existing conditions, proposed improvements, funding requirements and resources, figures depicting the improvements, and feasibility statements regarding the improvements. )� Determine the necessity, feasibility, and cost-effectiveness uf the project Financial or Budget Considerations: The estimated fee for these services, es outlined, is$l5,900. Staff has reviewed the rates that have been provided and find that these are less than the current market rates for these professional design services, and finds the rates tubeinorder. It is noted in the proposal that additional expenditures, outside of this proposal, will be required for the project. This includes geutechnice| borings and evaluations in addition tu televising uf the sanitary sewer lines. Options: 1. Accept the proposal by motion 2. Provide Staff with alternative direction. Recommendation / Action Requested: 1. Staff is recommending Option 1, Accepting the Proposal for Professional Design Services in the amount of $15,900. Connection to Vision / Mission: Providing safe roadways in good condition is part of providing good quality service. Sunnyvale Lane Attachment 1 Site Location Map Pavement Surface Evaluation and Rating CTransportation Information Center University of Wisconsin— Madison r WSB & Assoc- engineering- planning -environmental • construction December 2, 2013 Mr. Larry Brown Director of Public Works City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: Proposal for Feasibility Report/Preliminary Design Services 2014 Street and Utility Improvement Project — Sunnyvale Lane City of Shorewood (WSB #1459 -850) Dear Mr. Brown: 477 Temperance Street St. Paul, MN 55101 Tel: 651 - 286-8450 Fax: 651 - 286-8488 WSB & Associates, Inc. is pleased to provide you with our proposal for the preparation of a Feasibility Report and Preliminary Design for the 2014 Utility and Street Improvements. The proposed improvements are for the reconstruction of Sunnyvale Lane between Meadowview Lane and Eureka Road, in accordance with the Capital Improvement Plan and Pavement Management Plan. Proiect Understanding The Sunnyvale Lane Street and Utility Improvement Project has been identified in the 2014 Capital Improvement Plan for construction and the topographic survey for preliminary design was authorized by the City Council on December 9, 2013. The topographic survey information will be utilized for the preliminary design and preparation of the Feasibility Report. The Feasibility Report for the project is proposed to: • Describe the existing conditions of the street pavements, underlying soil conditions, utilities, and drainage characteristics • Provide a preliminary horizontal and vertical alignment for the City's standard 26' wide face -to- face concrete curbed street including preliminary earthwork calculations • Provide preliminary horizontal and vertical alignment for the proposed sanitary, watermain, and storm sewer improvements • Review opportunities to improve area drainage • Provide necessary design detail to facilitate the preparation of a detailed opinion of probable project costs • Identify potential for funding sources • Identify potential need for the acquisition of permanent and temporary easements • Identify the necessary permitting agencies and requirements • Provide preliminary assessment roll St. Cloud • Minneapolis • St. Paul Equal Opportunity Employer wsbeng.com ATTACHMENT 3 K. "M459. 850 \dminMDo 2014 Utility Seca Imps SWMrMle - P10pc4ol for Feasibility Reporl.d- PROPOSAL Sunnyvale Lane - Feasibility Proposal December 2, 2013 Page 2 Proposed Services ■ Project management and coordination /meetings with City staff and the City Council. ■ Attendance of two public information meetings with residents to discuss the project and receive comments regarding the design approach and proposed design. The goal is to have an informational meeting before beginning preliminary design and one meeting prior to Feasibility Report presentation to the Council. ■ Attend one Public Hearing and provide a brief presentation on the Feasibility Report. ■ Coordinate location of private utility company facilities within the improvement corridor. This coordination will include performing a utility design locate request to provide a quality level D location for existing utilities. ■ Prepare preliminary layout and design based upon public comments, City staff review and engineering judgment for discussion with the Council. Preliminary layout will be a representation of horizontal and vertical alignments with potential construction limits shown and potential construction conflicts. Make minor revisions based upon Council direction. ■ Prepare preliminary drainage review and feasibility level drainage design ■ Identify owners of parcels along the proposed improvement corridorthat may be impacted by construction. ■ Identify parcels with potential temporary and permanent easement needs. ■ Prepare detailed preliminary opinion of potential construction and indirect project costs with contingencies but excluding costs of acquisition of land due to the variability in land costs. ■ Prepare preliminary project schedule. ■ Prepare a Feasibility Report depicting the improvement corridor existing conditions, proposed improvements, funding requirements and resources, figures depicting the improvements, and feasibility statements regarding the improvements. ■ Determine the necessity, feasibility, and cost - effectiveness of the project The services pertaining to geotechnical borings /evaluation and sanitary sewer televising will be contracted separately, directly with the City. The costs for these services will be additional to our proposed fee. The estimated budget for geotechnical evaluation is $3,500 and televising is $1,750. We are proposing to complete the work on a cost - reimbursable basis in accordance with our current fee schedule. The estimated fees for Preliminary Design /Feasibility Report Preparation is $15,900. Thank you for this opportunity to provide professional consulting services to the City of Shorewood. If this proposal is acceptable, please execute the signature block below and return as our authorization to proceed. Please do not hesitate to contact me at 651 - 286 -8453 if you have any questions. Sincerely, WSB & Associates, Inc. Paul Hornby, P.E. Senior Project Manager K101439- 830Wdmin1D -52014 Utilty Sv Imps- 3— y-1.- PmposdforFmsibililyRVO.A- Sunnyvale Lane - Feasibility Proposal December 2, 2013 Page 3 PROPOSAL FOR: Preliminary Design /Feasibility Report Preparation Services— Sunnyvale Lane Street and Utility Improvement Project. ACCEPTED BY: City of Shorewood, MN Name Title Date KV1459-850VAninOMo 2014 Utility Stad imps Sumwale - Roposal for Fusibility Repmtd= WSB 2014 Rate Schedule 1 i NMI RWwWour Principal $147 Associate $138 Senior Project Manager $1281$1381$147 Project Manager $1131$1191$128 Project Engineer $961$1041$1131$1191$128 Graduate Engineer $761$821$871$92 Sr Landscape Architect / Sr Planner / Sr GIS Specialist $1041$1121$1181$1271$136 Landscape Architect / Planner / GIS Specialist $631$701$781$831$931$98 Engineering Specialist / Senior Environmental Scientist $861$931$981$1041$1131$122 Engineering Technician / Environmental Scientist $501$571$641$711$771$82 Construction Observer $851$901$951$1001$106 Coring Crew One - Person Crew $155 Two - Person Crew $230 Survey Crew One - Person Crew $125 Two - Person Crew $155 Three - Person Crew $175 Underwater Inspection Dive Team $450 Office Technician $401$621$721$81 Costs associated with word processing, cell phones, reproduction of common correspondence and mailing are included in the above hourly rates. Vehicle mileage is normally included in our billing rates, but can be charged separately if specifically outlined by contract. Reimbursable expenses include costs associated with plan, specification and report reproduction, permit fee, delivery cost, etc. Rate Schedule is adjusted annually. Each staff person is assigned one billing rate that is commensurate with their experience and expertise. Multiple rates illustrate the varying levels of experience within each category. •• Engineering ■ Planning . Environmental . Construction wsbeng.com ■■ N O ll� M N ['1 2 T v c r M EF A Estimate of Project Fees WSB 2014 Utility & Street Improvements Feasibility Report - Sunnyvale Lane A- City of Shorewood, MN Estimated Hours Amount Senior Project Project r Enpnariog Soodawn EnOneerimt Specialifft III Project Engineer Grdonte En 'oar Two Perron S—ev Cr Office Technildso TOW Houra Deseelptloss IM ]SIP" TC 1C LS MH EF 1. Prefiininary Design Phase Services A. T hic Sury 2 2 9 12 S 1,694.00 D. GSOC wordinaioo 1 2 3 Is 346.00 C. Pubhe Infomu m Medusas (2) 6 4 4 14 5 1,696.00 D. Preliminary Design 2 12 12 26 S 2938.00 fi. Fessib 6 8 6 20 8 48 $ 5'"O.00 F. Cost Opinion _ 4 6 _ 10 s _ I,07LOD G. Public fiCdpng _ -- - 4 - - - 4 S 552.00 H. CC Meeting 4 4 S 552.00 1. Gadechnical Coordination 4 4 S 452.00 1. Resident Communications _ 4 _ — - - - - -- _ - 4 S 552.00 K. Projea Maoageneot 4 4 8 S 1.004.00 SuMoW S 15,902.00 Sg61ao1 S 31 28 18 44 0 8 =17 137 S 1--,M.00 Grand Tots Hours 31 28 ]8 04 8 8 137 S /5 901.00 ourl Rote 138.00 113.00 122.00 113.00 104.00 82.00 149.00 62.00 Told Direct Labor Amount S 4 278.00 S J 164.00 S 2 196.00 S S 4,576. $ S 1 192.00 S 496.00 S IS 2.00 TOTAL PROMC[ FEE AMOUNT -' " S 159 2.00 S' 15,902.00 3J MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Accept Proposal for Geotechnical Evaluation for Sunnyvale Lane Improvement Project, City Project 14 -01 Meeting Date: January 13, 2014 Prepared by: Larry Brown, Director of Public Works Reviewed by: Jean Panchyshyn, City Clerk Attachments Proposal by American Engineering and Testing, Inc. Policy Consideration: Should the City proceed with Geotechnical Evaluation services with American Engineering and Testing, Inc. (AET) for the Sunnyvale Lane Improvement Project? Background: As noted in the previous City Council agenda item, Sunnyvale Lane Street and Utility Improvements have been identified in the 2014 Capital Improvement Plan for construction. If the project is to move forward, a geotechnical evaluation will be necessary. Attachment 1 to this report is the proposal for such services. As outlined in the proposal, AET will perform the following services: Fieldwork Perform 2 SPT type soil borings advanced to terminal depths 20 feet deep and having a project total of 40 feet. Locate and mark the proposed 2 borings in the field at locations as indicated in the plans. Clear underground public utilities through Gopher State One Call System. Record thicknesses of pavement and aggregate base encountered. Engineering Analysis/ Report Perform logs of the test borings, indicating the existing bituminous and aggregate base thickness. Document thickness of topsoil and other soil strata encountered. Provide descriptions of drilling, sampling, testing, and classification methods. Review the soil conditions encountered and provide an estimated R Value for pavement design. R Value estimates will be based on soil classification type and our experience. Provide recommendations for utility bedding, sub -grade preparation and pavement design. Financial or Budget Considerations: The costs for said proposal is $3,100. If approved, this will be funded from the Roadway Capital Improvement Fund. 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 Options: 1. Accept the proposal by motion 2. Provide Staff with alternative direction. Recommendation / Action Requested: 1. Staff is recommending Option 1, Accepting the Proposal for Geotechnical Services with AET in the amount of $3,100. Connection to Vision / Mission: Providing safe roadways in good condition is part of providing good quality service. AMERICAN ENGINEERING TESTING9 INC. November 6, 2013 City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Attn: Mr. Paul Hornby — City Engineer RE: Proposal for Geotechnical Services 2014 Street Reconstruction Shorewood, MN Dear Mr. Horribly: CONSULTANTS • ENVIRONMENTAL • GEOTECHNICAL • MATERIALS • FORENSICS At the request of WSB & Associates, we are submitting this proposal to conduct subsurface exploration and geotechnical engineering services for providing recommendations for utility improvements and street reconstruction of Sunnyvale Lane in Shorewood, MN. Scope Fieldwork • Perform 2 SPT type soil borings advanced to terminal depths 20 feet deep and having a project total of 40 feet. • Locate and mark the proposed 2 borings in the field at locations as indicated in the plan provided by you along with your request for proposal. • Clear underground public utilities through Gopher State One Call System. • Record thicknesses of pavement and aggregate base encountered. Engineering Analysis / Report • Logs of the test borings, indicating the existing bituminous and aggregate base thickness, thickness of topsoil and other soil strata encountered. • Descriptions of drilling, sampling, testing, and classification methods. • Review the soil conditions encountered and provide an estimated R Value for pavement design. R Value estimates will be based on soil classification type and our experience. • Provide recommendations for utility bedding, sub -grade preparation and pavement design. AET will deploy standard advance warning traffic control signs if needed. We assume extensive traffic control will not be required due to low traffic in the residential area and is not in the scope of this work. We understand WSB will survey the field locations after our field operations have been completed. ATTACHMENT I PROPOSAL 550 Cleveland Avenue North I St. Paul, MN 55114 Phone 651 - 659 -9001 1 Toll Free 800 - 972 -6364 1 Fax 651 - 659 -1379 1 www.amengtest.com I AA/EEO This document shall not be reproduced, except in full, without written approval of American Engineering Testing, Inc. 2014 Street Reconstruction Paul Hornby — City Engineer Page 2 of 2 The scope of work defined in this proposal is intended for geotechnical purposes only, and not to explore for the presence or extent of environmental contamination at the site. However, we will note obvious contamination encountered. Fees Our services will be invoiced for a lump sum total fee. For the scope of services described previously, our fee will be $3,100. Additional drilling for added footage or additional locations will be invoiced at $30 /ft. If a greater degree of traffic control is warranted, we will provide a single flagman to manage traffic around the drill site, and an additional lump sum fee of $350 will be invoiced. Schedule Based on our current schedule and weather permitting, we anticipate our field work can begin within two to three weeks. We expect our field services will take 1 day to complete. The final reporting will be completed 2 weeks after field work has been completed. Terms /Conditions Our services will be performed according to the attached three -page "Service Agreement". Acceptance To indicate acceptance, please endorse a copy of this proposal and return it to us. Remarks If you have questions or need additional information, please do not hesitate to contact me. Sincerely, PROPOSAL ACCEPTANCE BY: Ben Hoefer, PE Signature: Senior Engineer Phone #651- 659 -1377 Printed Name: Cell #612 - 685 -6432 bhoefer @amengtest.com Date: Attachments: Service Agreement SERVICE AGREEMENT - TERMS AND CONDITIONS Pagel of 3 SECTION 1- RESPONSIBILITIES 1_3 -The party to whom the proposal /contract is addressed is considered the Client of American Engineering Testing, Inc. (AET). The terms and conditions stated are binding, upon acceptance, on the Client, its successors, assignees, joint ventures and third -party beneficiaries. Verbal proposal acceptance or authorizing purchase orders from the Client are considered formal acceptance of AEI's terms and conditions. By signing the proposal or verbally authorizing the services, the authorizing party attests that they have the authority to legally bind the Client to agreement. 1_2 - Prior to AET performing services, Client will provide AET with all information that may affect the cost, progress, safety and performance of the services. This includes, but is not limited to, information on proposed and existing construction, all pertinent sections of contracts between Client and property owner, site safety plans or other documents which may control or affect AEI's services. If new information becomes available during AET's services, Client will provide such information to AET in a timely manner. Failure of client to timely notify AET of changes to the project including, but not limited to, location, elevation, loading, or configuration of the structure or i mprovement will constitute a release of any liability of AET. Client will provide a representative for timely answers to project- related questions by AET. 1.3 - Services performed by AET will not relieve other persons of their responsibilities according to the contract documents or specifications, and AET will not be held responsible for work or omissions by Client or other persons. AET does not perform construction management, general contracting or surveying services and our presence on site does not constitute any assumption of those responsibilities. AET will not be responsible for directing or supervising the work of others, unless specifically agreed to in writing. 1_4 - Unavoidable risks are present when attempting to characterize buried subsurface conditions. Variations in soil conditions usually occur between and beyond sampled/tested locations. Even a comprehensive sampling and testing program performed in accordance with a professional standard of care may fail to detect certain conditions, because the variability of conditions cannot be seen. For similar reasons, actual environmental, geologic, and geotechnical conditions that AET characterizes to exist between sampling points may differ significantly from those that actually exist. The passage of time also must be considered, and Client recognizes that, due to natural occurrences or direct or indirect human activities at the site or distant from it, actual conditions discovered may change. The Client must recognize and accept that nothing can be done to eliminate the risks associated with these inherent limitations. 1.5 - AET is not responsible for interpretations or modifications of AET's recommendations by other persons. 1_6 - Should changed conditions be alleged, Client agrees to notify AET before evidence of alleged change is no longer accessible for evaluation. 1.7 - AET reserves the right to charge for time to negotiate new terms and conditions from those portrayed in our proposal or shoul d the Client require the use of their contract format. If mutually acceptable terms cannot be established, AET shall have the right to withdraw their proposal without any liability to the Client, Owner or other parties and assigns associated with the project. If Client requests use of their contract format after the services have already been authorized, AET will be compensated for services rendered prior to approval of the Client's contract by both parties according to the AET Terms and Conditions. 1_8 -The AET proposal accompanying these terms and conditions is valid for sixty (60) days after the proposal issuance date to the Client. If Client authorizes the services after the expiration date, AET reserves the right to review and revise the proposal as necessa ry. SECTION 2 - SITE ACCESS AND RESTORATION 2.1- Client will furnish AET safe and legal site access. 2_2 - Client accepts that in the normal course of field exploration work, certain types of damage to the site may occur which are inherent with this type of work, such as tire indentations to lawns and landscape areas. It is the responsibility of AET to take reasonable precautions to minimize such damage. It is also AET's responsibility to patch boreholes placed through pavement or slab areas after performance of borings. Otherwise, restoration of the site is the responsibility of the Client. SECTION 3 - UNDERGROUND UTILITY AND STRUCTURE CLEARANCE 3.1 - It is necessary that borings, excavations and other penetrations be located such that they maintain a minimum safe distance from underground utilities or other man -made objects. Client shall advise AET of all utilities that service or are located on the site, as well as any underground improvements located on the site. AET will contact state notification centers, where available, or individual utility owners where a state notification center is not available prior to drilling. 3.2 - Public utility owners may not provide the locating service on private property or the property owner may have private underground improvements which cannot be cleared through the state notification center or public utility owners. In such situations, the Client is responsible for location of such utilities prior to drilling, or for payment of a private utility clearance subcontractor. 3.3 - AET will not be responsible for any damages to "non - located" or incorrectly located underground utilities /improvements. SECTION 4 - CONTAMINATION 4.1- Client acknowledges and accepts that unavoidable contamination risks may be associated with AEI's subsurface drilling, sampling and installation of monitoring devices. Risks include, but are not limited to, cross contamination created by linking contaminated zones to uncontaminated zones duringthe drilling process; containment and proper disposal of known or suspected hazardous materials, drill cuttings and drill fluids; and decontamination of equipment and disposal and replacement of contaminated consumables. Client and AET agree that the discovery of unanticipated actual or suspected hazardous materials may make it necessary for AET to take immediate measures, including regulatory notification, to protect human health and safety, and /or the environment. Client and AET also agree that the discovery of such materials constitutes a changed condition which may result in added costs to the Client, and may require a renegotiation of work scope or termination of services. ACS 402G (12/10) AMERICAN ENGINEERING TESTING, INC. SERVICE AGREEMENT - TERMS AND CONDITIONS 2of3 4.2 - Pursuant to risks set forth in Section 4.1, which are inherent with AET's work performed on the Client's behalf, Client agrees to hold harmless and indemnify AET from and against liability associated with contamination resulting therefrom. SECTION 5 - SAFETY 5.1- Client shall inform AET of any known or suspected hazardous materials or unsafe conditions at the site. If, during the course of AET's services, such materials or conditions are discovered, AET reserves the right to take measures to protect AET personnel and equipment or to immediately terminate services. Client shall be responsible for payment of such additional protection costs. 5.2 - AET shall only be responsible for safety of AET employees at the site. The Client or other persons shall be responsible for the safety of all other persons at the site. SECTION 6 - SAMPLES 6.1- Client is responsible for informing AET of any known or suspected hazardous materials prior to submittal to AET. All samples obtained by, or submitted to, AET remain the property of the Client during and after the services. Any known or suspected hazardous material samples will be returned to the Client at AEI's discretion. 6.2 - Non - hazardous samples will be held for 30 days and then discarded unless, within 30 days of the report date, the Client provides a written request that AET store or ship the samples, at the Client's expense. SECTION 7 - PROJECT RECORDS The original project records prepared by AET will remain the property of AET. AET shall retain these original records for a period of three years following submission of the report, during which period the project records can be made avai lable to Client at AEI's office at reasonable times. SECTION 8 - STANDARD OF CARE AET strives to perform services consistent with the level of care and skill normally performed by other firms in the profession at the time of this service and in this geographic area, under similar budgetary constraints. SECTION 9 - INSURANCE AET maintains Worker's Compensation, Comprehensive General Liability, Automobile Liability and Professional Liability insurance, as described below. Upon request, prior to commencing the Services, AET can furnish Client with Certificates of Insurance evidencing that the insurance is in effect and in full force. 9.1- Commercial General Liability insurance will include coverage for Products /Completed Operations (extending two (2) years after final acceptance of the Project by Owner or such longer period as the Contract Documents may require), Broad Form Property Damage including Completed Operations, Personal Injury, and Blanket Contractual Liability insurance applicable to AET's indemnity obligations under this Agreement. 9.2 - Automobile Liability insurance shall include coverage for all owned, hired and non -owned automobiles. 9.3 - Professional Liability Insurance is written on a claims -made basis and coverage will be maintained for two years after final acceptance of the Project by Owner or such longer period as the Contract Documents may require. Renewal policies during this period shall maintain the same retroactive date. 9.4 - AET can, if requested by Client and permitted by AET's insurer, endorse its Commercial General Liability (including Products /Completed Operations coverage) to add Client and /or Owner as an "additional insured" with respect to liability arising out of the Services performed for Client by AET. Such insurance afforded to Client and Owner as an additional insured under AET's policies shall be primary insurance and not excess over, or contributing with, any insurance purchased or maintained by Client or Owner. 9.5 - AET will maintain in effect all insurance coverage required by this Agreement at its sole expense, provided such insurance is reasonably available, and with insurance carriers licensed to do business in the state in which the Project is located and having a current A.M. Best rating of no less than A minus (A -). 9.6- AET reserves the right to charge Client for additional coverage, coverage limits or policy modification including waiver of subrogation and other project specific requirements not known at the time of our proposal, subject to approval by AET's insurance providers. SECTION 10 - DELAYS If delays to AEI's services are caused by Client or Owner, work of others, strikes, natural causes, weather, or other items beyond AEI's control, a reasonable time extension for performance of work shall be granted, and AET shall receive an equitable fee adjustment. SECTION 11- PAYMENT, INTEREST, AND BREACH 11.1- Invoices are due on receipt. Client will inform AET of invoice questions or disagreements within 15 days of Invoice date; unless so informed, invoices are deemed correct. In any case, Client shall pay for services of AET within 30 days of invoice. 11.2 - Client agrees to pay interest on unpaid invoice balances at a rate of 1.5% per month, or the maximum allowed by law, whichever is less, beginning 30 days after invoice date. 11.3 - If any invoice remains unpaid for 60 days, such non - payment shall be a material breach of this agreement. As a result of such material breach, AET may, at its sole option, terminate all duties to the Client or other persons, without liability as well as withhold any and all data from Client until such invoice payments are restored to a current status. 11.4 - Client will pay all AET collection expenses and attorney fees relating to past due fees which the Client owes under this agreement. ACS 402G (12/10) AMERICAN ENGINEERING TESTING, INC. SERVICE AGREEMENT - TERMS AND CONDITIONS Page 3 of 3 SECTION 12 - MEDIATION 12.1- Except for enforcement of AEI's rights to payment for services rendered or to assert and /or enforce its lien rights, including without limitation assertion and enforcement of mechanic's lien rights and foreclosure of the same, Client and AET agree that any claim, dispute or other matter in question arising out of or related to this Agreement shall be subject to mediation as a condition precedent to arbitration or the institution of legal or equitable proceedings by either party; provided however that if either party should fail to respond to a request for mediation within 60 days after the request, this requirement for mediation as a condition precedent to arbitration or the institution of legal or equitable proceedings shall be of no force and effect. 12.2 - Unless Client and AET mutually agree otherwise, mediation shall be in accordance with the Construction Industry Mediation Rules of the American Arbitration Association. Request for mediation shall be in writing and the parties shall share the mediator's fee and any filing fees equitably. The mediator shall be acceptable to both parties and shall have experience in commercial construction matters. SECTION 13 - LITIGATION REIMBURSEMENT Payment of AET costs for Client lawsuits against AET which are dismissed or are judged substantially in AET's favor will be the Client's responsibility. Applicable costs Include, but are not limited to, attorney and expert witness fees, court costs, and AET costs. SECTION 14 - MUTUAL INDEMNIFICATION 14.1- AET agrees to indemnify Client from and against liability arising out of AETs negligent performance of the services, subject to Section 13 and any other limitations, other indemnifications or other provisions Client and AET have agreed to in writing. 14.2 - Client agrees to indemnify AET from and against liability arising from the negligent conduct of the Client, Owner, Client's Contractors /Subcontractors or other third parties, subject to any limitations, other indemnifications or other provisions Client and AET have agreed to in writing. 14.3 - If Client has indemnity agreement with other persons, the Client shall include AET as a beneficiary. 14.4 — AET's indemnification to the Client is limited solely to losses or damages caused by its failure to meet the standard of care and only to the extent of its negligence. 14.5 - AET will not accept any obligation to defend Client other than to meet the standard of care. If a court of competent jurisdiction rules that defense is implied or if required by law, AET's obligation for the costs of defense is only to the extent due to AEI's negligent acts, errors or omissions. SECTION IS - LIMITATION OF LIABILITY Client agrees to limit AEI's liability to Client arising from AEI's negligent acts, errors or omissions, such that the total liability of AET shall not exceed $1,000,000. SECTION 16— UNIONIZATION AET reserves the right to renegotiate an appropriate fee increase or to terminate its contract on three (3) days written notice to Client and will not accept any liability for any penalties or costs from Client, Owner and their successors, assignees, joint- venturers, Contractors and Subcontractors, or any other parties involved with the project for claims, liabilities, damages or consequential damages directly or indirectly related to AET being required to provide unionized personnel on the project. Reservation of this right on the part of AET represents neither approval nor disapproval of unions in general or the use of collective bargaining agreements. SECTION 17 - TERMINATION After 7 days written notice, either party may elect to terminate work for justifiable reasons. In this event, the Client shal I pay AET for all work performed, including demobilization and reporting costs to complete the file. SECTION 18 - SEVERABILITY Any provisions of this agreement later held to violate a law or regulation shall be deemed void, and all remaining provisions sha II continue in force. However, Client and AET will in good faith attempt to replace an invalid or unenforceable provision with one that is valid and enforceable, and which comes as close as possible to expressing the intent of the original provision. SECTION 19 - GOVERNING LAW This Agreement shall be construed, and the rights of the parties shall be determined, in accordance with the Laws of the State of Minnesota. SECTION 20 - ENTIRE AGREEMENT This agreement, including attached appendices, is the entire agreement between AET and Client. Regardless of method of acceptance of AEI's proposal and general conditions by the Client, this agreement nullifies any previous written or oral agreements, including purchase /work orders. Any modifications to this agreement must be mutually acceptable to both parties and accepted in writing. No considerations will be given to revisions to AEI's general conditions or alternate contract format submitted by the Client as a condition for payment of AEI's accrued services. ACS 402G (12/10) AMERICAN ENGINEERING TESTING, INC. #6A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: Report by Joseph Huber on Lake Minnetonka Communications Commission activities and recognition of service Meeting Date: January 13, 2013 Prepared by: Jean Panchyshyn, City Clerk Background: Lake Minnetonka Communications Commission (LMCC) representative Joseph Huber will be present to provide a final report on LMCC activities. Mr. Huber has served as LMCC representative from February 1, 2013 — January 31, 2014. He is to be recognized for this outstanding service during the past year at tonight's meeting. 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 PARK COMMISSION MEETING TUESDAY, DECEMBER 10, 2013 MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Quinlan convened the meeting at 7:06 p.m. Chair Quinlan; Commissioners Kj Citv Planner Nielsen Hartmann, Edmondson, Review Agenda Dietz moved to approve the agenda as written. Kj APPROVAL OF MINUTES A. Park Commission Meeting Commissioner Sawtell moved to approve amended: record all future motions as a i carried 4 -0. There Nvere include a SNvaggert stated ther of this proposal. He #7A 5755 COUNTRY CLUB RD SHOREWOOD CITY HALL 7:00 P.M. Edmondson, and Savaell; the motion. Motion carried. her 19, 2013 meeting as d the motion. Motion Nick SNvaggert Nvas present to discuss the skate park use to of other dog parks in the area since the previous discussion. a really small dog park. There isn't a dog park in the immediate vicinity space should be used. Quinlan stated the concerns raised include: whether the space Nvas large enough, the sacrifice of turf for dirt, and discussion of the future use of the skate park. Dietz asked how big the space is. Nielsen stated is about 3/4 of an acre. Dietz asked SNvaggert if he Nvas going to talk to his neighbors. SNvaggert believed a mailing should go out prior to the installation of the dog park as it Neill affect the nearby retirement apartment building. He Nvould be Nvilling to go there to answer questions. He believed the gardeners should also be invited to the informal meeting. Dietz asked SNvaggert if he has talked to dog Nvalkers. SNvaggert stated he hasn't talked to any. He believed there NN-111 be a need in the future for additional parking spaces because of its popularity. PARK COMMISSION MINUTES TUESDAY, DECEMBER 10, 2013 PAGE 2 OF 4 Nielsen stated the dog park Will require a conditional use permit which is a formal public hearing process. Dietz asked if the location on the highway is a concern for dog owners. Swaggert state it is a very unused space because there isn't a fence there. He stated a fence right along the highway Nvould be a good solution. Quinlan asked if there are any liability issues. Nielsen stated he could run this by the City Attorney for an opinion. Swaggert asked if there is any cost estimate. Nielsen stated a fence and ,some signage Nvould be all that is needed. Commissioners discussed possible costs which Nvould include maintenance. Nielsen stated Public Works hasn't given any information on costs. Kjolhaug stated he Nvould be interested in hearing hoN-, St. Louis Park likes their dog,park, which is similar in size to this proposal. He Nvas concerned about disease With such a concentrated use. Quinlan stated he Nvould be interested in finding out how much traffic the St. Louis Park dog park gets. Nielsen asked if the neighbors Nvould be concerned about neighborhood. Swaggert believed there Nvould be concerns. He Quinlan believed there should be discussion at a me and what should be done Nvth the park. Dietz asked if there is a N-,-a\- W ,het more informatior or request made on Facebo6k seeking interested indi, radius of residents in the area inviting " them to a pu meeting is there isn't enough information available to the early pulling in more than just the aren't man -,T houses there. the skate park's future costs and interest. He suggested a flyer be sent out zals. Nielsen suggested a postcard be sent out to a meeting. He stated the problem Nvth having the Irossanticipated concerns. Nielsen stated he, I ill get ansN-,ers;to some questions' raised, meet Nv th St. Louis Park, get cost estimates, get information on insurance; feedback from gardeners and pull them all together before an open house can be scheduled. He stated he will also consider alternative locations for the meeting rather than City Hall. Swaggert sated this is a use that doesn't exist in the general area right now. The space is available and should be used.'' ;. Savaell asked if there was and other space available in another park for this use. Nielsen stated you could probably find someplace m Freeman to fence off. Quinlan Nvas concerned about whether it Nvould be used at the Skate Park. Nielsen suggested a survey question be put in a utility bill. Dietz also suggested putting the question in a newsletter. Quinlan suggested this be discussed again in February or March. Nielsen believed February Nvould be a good choice. 5. BADGER PARK HOCKEY RINK REPLACEMENT OPTIONS PARK COMMISSION MINUTES TUESDAY, DECEMBER 10, 2013 PAGE 3 OF 4 Quinlan noted the new plan for Badger does not include a hockey rink. He noted there are three options: don't replace it, Nve build something at another location, or attempt to partner Nth Tonka Bay to use their rink. Nielsen asked if it is out of the question to move the rink. to Freeman. Quinlan stated there are some engineering concerns at Freeman Park. Nielsen stated the four sketches provided this evening tale all engineering issues into account and show the rink. in different locations. He suggested Nve look back at all the master plans to male sure thev are Nvhat are wanted. Nielsen reviewed t�vo alternatives at Freeman where the rink. Nvould be portable and Nvould be set up in the parking lot. He noted one alternative Nvould have better proximity* to the warming house. He stated storage Nvould need to be resolved. Nielsen stated the other option is working Nvith Tonka Bay. Their rinkk, is permanent. Dietz stated even in the current CIP, it is 2 -3 Nears out. He suggested trying Tonka Bay next Nvinter. If it doesn't Nvork, Nve still haven't lost any time. Kjolhaug stated Nve need to determine Nvhat groups Nve are trying to provide this for. He noted ifue shut this rinkk, doN -,n, people can go to Tonka Bay Nvithout a joint effort. He stated he would like to see improvements made if there is going to be a joint effort. Dietz stated it is Nvorth considering. 1 jolhaug stated it Nvould be good to get the actual users to come in and talk about the rink.. Nielsen suggested someone from the Hockey Association come and discuss outdoor rinks in general. Nielsen stated there Neill need to be something Freeman. Nielsen suggested the rink. at agreed. Quinlan stated contact shout rink, on the parking lot. Nielsen discussed the think mj to use as a guide. He believ by park and. change the plans Dietz suggested Arctic Fever. N Quinlan believed Nvo item at the next Part. a a head count over the Tonka Bav ition off the latchen area at this upcoming season. Commissioners is in the CIP. Freeman could be used as a id the master plan creation which Nvere recommended by the Part. Commission isitmg, them in 2014 Nvould be a good idea. Nielsen stated Nve should go part. what Nve want. ion hold an open house. He suggested a bulletin board or flyer be available at ,NT Nvas done previously that can be reviewed for information on the rink.. It Tonka Bay would be a good idea. Dietz asked if the rink could be a discussion meeting. Quinlan stated it could be a discussion item. Nielsen stated the rink. attendants Neill monitor use this season, and he Neill contact Hockey Association for their input and let them know the Badger rink. is being removed. He stated he Neill get more information on a portable system. Kjolhaug stated a sign could also be placed at the warming house asl.ing for input from users. On a different note, he stated all effort should be made to open the rink. for the Christmas break. holiday. He believed Nve could be making ice right now. PARK COMMISSION MINUTES TUESDAY, DECEMBER 10, 2013 PAGE 4 OF 4 6. NEW BUSINESS None 7. STAFF AND LIAISON REPORTS /UPDATES A. City Council Nielsen stated soil borings Neill be done of the shelter location at Badger. The City Council lilted the Badger Park Option 1. They Neill discuss the plan at a N ork session in January, B. Staff 8. ADJOURN Sawtell moved, Kjolhaug seconded, to adjourn the Park Commission Meeting of December 10, 2013 at 8:28 p.m. Motion carried. RESPECTFULLY SUBMITTED, Clai Reci #7B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: Badger Park Improvement Project — Survey and Soil Exploration Meeting Date: 13 January 2014 Prepared by: Brad Nielsen Reviewed by: Jean Panchyshyn Attachments: AET — Geotechnical Proposal WSB — Survey Proposal Policy Consideration: Should the City go forward with the necessary survey and soil exploration work to keep moving on plans for the improvement of Badger Park? Background: At its last meeting, the City Council reviewed concept plans for improvements to Badger Park. The plans were continued for further discussion at an upcoming work session. Meanwhile, the Park Commission and staff have recommended proceeding with the necessary survey and soil work that will need to be done, regardless of which concept is ultimately approved. With respect to the soils exploration, Engineering and Public Works have enough previous information on the site to only necessitate one additional boring, as noted in the AET proposal attached. The survey proposal includes options of boundary surveying. Although it would be ideal to have this information, none of the proposed improvements are located close to any boundaries as to make this essential. Financial or Budget Considerations: The AET proposal anticipates a relatively deep boring at a cost not to exceed $4350. The survey work (topo only) is estimated to cost $5400. Options: Direct staff and the consultants to commence the background engineering work to keep the project moving; delay this work until the concept plan is completely resolved; or do nothing. Recommendation / Action Requested: As mentioned above, the work proposed will be necessary regardless of which concept is approved. Staff recommends approval of the soils exploration and survey work. Next Steps and Timelines: Staff has mentioned that Badger Park may not end up being a 2014 project. However, depending on which concept is ultimately approved, it may be possible to begin grading work this year. As such, the background work should commence as soon as possible. Connection to Vision / Mission: Attractive amenities. 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 AMERICAN ENGINEERING VESTING, INC. December 11, 2013 City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Attn: Paul Hornby, City Engineer RE: Proposal for Geotechnical Services Badger Park Improvements Shorewood, Minnesota Dear Mr. Hornby: CONSULTANTS • ENVIRONMENTAL • GEOTECHNICAL • MATERIALS • FORENSICS American Engineering Testing, Inc. (AET) is pleased to submit this Letter Proposal to conduct the following scope of services: Scope: Fieldwork • Drill one standard penetration test boring in the proposed building area to a depth on the order of 80 feet to evaluate for a possible pile foundation system. • Clear underground public utilities through the Gopher State One Call system. • Measure and document the boring location and surface elevation. Laboratory • Visually - manually classify the soils per the Unified Soil Classification System. • Conduct water content tests on cohesive soils (hourly, during lab logging). • Conduct other unit price soil index testing ($120 budget, allowing for two organic content tests). Report • A log of the test boring, including N- values and laboratory results. • Descriptions of drilling, sampling, testing, and classification methods. • Review of soil and ground -water conditions encountered. • Recommendations for building foundation type, depth, and bearing or pile capacity (to be within assumed or given tolerable settlement levels); grading procedures to prepare structural areas; suitability of on -site soils for re -use as fill; floor slab support; and building backfilling. 550 Cleveland Avenue North I St. Paul, MIN 55114 Phone 651• -659 -90011 Toll Free 800- 972 -63641 Fax 651 -659 -13791 www.amengtest.com I AA /EE 0 T'hls document shall not be felbicduced, except in full, wi lua!ut wr4ten approvau from Ame.rican Engineering Testing, inc. City of Shorewood December 11, 2013 Page 2 of 2 The scope of work defined in this proposal is intended for geotechnical purposes only, and not to explore for the presence or extent of environmental contamination at the site. However, we will note obvious contamination encountered. Fee: Our services will be performed on a time - and - materials basis per the attached fee schedule. For the scope described (assumed to be one full day of drilling), we will establish $4,350 as a not -to- exceed fee. Schedule: Based on our current backlog, we anticipate drilling can be performed within about two weeks after receiving authorization to proceed. Verbal results can be provided shortly after drilling. The report should follow the fieldwork by about two to three weeks. Terms /Conditions: Our services will be performed per the Contract Agreement Between the City of Shorewood and American Engineering Testing, Inc. For Professional Services, dated September 13, 1999. Acceptance: Please indicate your acceptance of this proposal by endorsing the enclosed copy and returning it to us. The original proposal is intended for your records. Sincerely, Jeffery K. Voyen, PE Vice President /Principal Engineer Phone #651- 659 -1305 Cell #612- 961 -9186 jvoyen@amengtest.com Attachments: 2013 Geotechnical Fee Schedule PROPOSAL ACCEPTANCE BY: Signature: Printed Name: Date: I. Personnel Hourly Rates 6. Slope Stability (ReSSA) A. Word Processing Specialist 62.00/hr. B. Engr. or Env. Technician I 68.00 /hr. C. Engr. or Env. Technician II 79.00 /hr. D. Drill Technician /Geo Lab Technician 89.00/hr. E. Senior Engineering Technician 95.00/hr. F. Engineering Assistant 105.00 /hr. G. Engineer I /Geologist I 113.00 /hr, H. Engineer II /Geologist II /Sr. Engr. Assistant 128.00 /hr. I. Senior Engineer /Geologist 144.00 /hr. J. Principal Engineer /Geologist 172.00 /hr. II. Vehicle Mileage 6. Slope Stability (ReSSA) A. Personal Automobile /Truck 0.75 /mile B. Auxiliary Truck Vehicle 1.00 /mile C. Truck with Coring Equipment 1.10 /mile D. Truck with Warning Sign /Crash Trailer 1.20 /mile E. 1 -ton Truck with Drill Rig 1.20 /mile F. 1' /z to 2%z -ton Truck with Drill Rig 1.35 /mile G. CPT Truck Rig (20 -ton push capacity) 1.60 /mile H. Tractor /Lowboy Trailer 1.80 /mile IH. Equipment Rental A. Drill Rig Rental b) HQ 1. Rotary Drill on 1 -ton Truck 67.00 /hr. 2. Rotary Drill on 1' /2 to 2' /z -ton Truck 77.00 /hr. hourly 3. Rotary Drill on All- Terrain Vehicle 107.00 /hr. 55.00 /test 4. Portable, Non -rotary Rig 77.00 /hr. B. Auxiliary /Specialty Vehicle Rental 1. Plasticity Index 105.00 /test 1. Auxiliary Truck Vehicle 16.60 /hr. 88.00 /test 2. Truck with Warning Sign /Crash Trailer 27.00 /hr. 95.00 /test 3. Truck with Coring Equipment 42.00 /hr. C. Cone (CPT) Rig/Equipment Rental Thermal Resistivity w/Proctor (ASTM:D5334) 1. CPT Rig (Truck or ATV) 137.00 /hr. 2. Electronic Cone w /Computer 40.00 /hr. G. 3. Soil Sampler 3.50 /hr. H. 4. Water Sampler 20.00/hr. D. Miscellaneous Equipment Rental 1. With P -e curves only 1. Field Vane Shear 310.00 /day 2. With P -e curves, time curves 2. Field Electrical Resistivity 225.00 /day Unconfined Compression (incl. we /density) 3. Field Seismic Refraction (ReMi) 390.00 /day Hand Penetrometer 4. Inclinometer Reading Equipment 320.00 /day Organic Content of Soil 5. Pneumatic Transducer Reading 160.00 /day Topsoil Borrow Test (Mn /DOT 3877) 6. Bore Hole Permeability M. R -value (Hveem Stabilometer) a. Open End Casing Method 130.00 /day California Bearing Ratio b. HQ Wireline Packer 320.00 /day 1. Granular 7. Borehole Pressuremeter 65.00 /hr. 2. Cohesive 8. Iowa Borehole Shear Tester 325.00 /day Proctor Tests (Methods A or B) 9. Double Ring Infiltrometer 250.00 /day 1. Standard 10. Photoionization Detector (PID) 115.00 /day 2. Modified 11. GPS Mapping System 15.00/hr. pH, choride ion, soluble sulfates, sulfides, 12. Pile Driving Analyzer (PDA) 720.00 /day 13. Calibrated SPT Rod 190:00 /day 14. Portable Concrete Coring Equipment 40.00 /hr. 15. Pavement Testing (FWD includes Truck) a. Falling Weight Deflectometer 155.00/hr. b. , Light Weight Deflectometer 55.00 /hr. E. Geotechnical Software Rental 1. Geo Studio Finite Element 55.00 /hr. 2. CAPWAP 30.00 /hr. 3. AutoCAD or Microstation 25.00/hr. 4. Wave Equation (WEAP) 15.00 /hr. 5. LPILE or GROUP 15.00 /hr. 2013 GEOTECHNICAL FEE SCHEDULE V. Expenses A. Direct Project Expenses: includes out -of- Cost + 15% town per diem; plowing & towing; special materials & supplies; special travel, transportation & freight; subcontracted services, and miscellaneous costs B. Equipment Replacement (when abandonment Cost is more feasible than recovery) C. Equipment Recovery (when required by Cost + 15% regulatory agencies or project specifications) The rates presented are portal -to -portal with vehicle mileage, expenses and equipment rentals being additional. Overtime for personnel charged at above cost plus 25% for over 8 hours per day or Saturday; and at above cost plus 50% for Sundays or Holidays. Hazardous work charged at an additional 25 %. Night time shift work will include a premium charge of $30.00 per person per shift. O1DPM021.13 (01/13) AMERICAN ENGINEERING TESTING, INC. 6. Slope Stability (ReSSA) 15.00 /hr. 7. Stabilized Earth Slopes & Walls 15.00 /hr. 8. Settlement (FoSSA) 15.00/hr. 9. SHAFT 15.00 /hr. F. Bit Wear- Rock Coring 1. Diamond Bit - Sedimentary Rock a) B, NQ 10.00 /foot b) HQ 12.00 /foot 2. Diamond Bit - Metamorphic & Igneous a) B, NQ 17.00 /foot b) HQ 20.00 /foot IV. Laboratory Tests of Soil A. Water Content hourly B. Dry Density (includes water content) 55.00 /test C. Atterberg Limits (ASTM:D4318) 1. Plasticity Index 105.00 /test 2. Liquid Limit or Plastic Limit Separately 88.00 /test D. Sieve Analysis (includes 4200) 95.00 /test E. Hydrometer Analysis (sieve included) 190.00 /test F. Thermal Resistivity w/Proctor (ASTM:D5334) I . As Received and Oven Dried (2 pts) 950.00 /test 2. Dry Out Curve (4 pts) 1185.00 /test G. Electrical Resistivity (ASTM:G57 -Soil Box) 92.00 /test H. Corrosion /Concrete Attack Series* 210.00 /series I. Consolidation (up to 32 tsf) 1. With P -e curves only 450.00 /test 2. With P -e curves, time curves 565.00 /test I. Unconfined Compression (incl. we /density) 88.00 /test J. Hand Penetrometer 10.00 /test K. Organic Content of Soil 60.00 /test L. Topsoil Borrow Test (Mn /DOT 3877) 280.00 /test M. R -value (Hveem Stabilometer) 370.00 /test N. California Bearing Ratio 1. Granular 585.00 /test 2. Cohesive 660.00 /test O. Proctor Tests (Methods A or B) 1. Standard 120.00 /test 2. Modified 130.00 /test *includes pH, choride ion, soluble sulfates, sulfides, redox potential (resistivity not included). V. Expenses A. Direct Project Expenses: includes out -of- Cost + 15% town per diem; plowing & towing; special materials & supplies; special travel, transportation & freight; subcontracted services, and miscellaneous costs B. Equipment Replacement (when abandonment Cost is more feasible than recovery) C. Equipment Recovery (when required by Cost + 15% regulatory agencies or project specifications) The rates presented are portal -to -portal with vehicle mileage, expenses and equipment rentals being additional. Overtime for personnel charged at above cost plus 25% for over 8 hours per day or Saturday; and at above cost plus 50% for Sundays or Holidays. Hazardous work charged at an additional 25 %. Night time shift work will include a premium charge of $30.00 per person per shift. O1DPM021.13 (01/13) AMERICAN ENGINEERING TESTING, INC. "'dz A..r..rr December 16, 2013 Mr. Brad Nielsen City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: Topographic Survey Proposal for Badger Park Improvements WSB Project No. 01459 -84 Dear Mr. Nielsen: 477 Temperance Street St. Paul, MN 55101 Tel : 651 - 286 -8450 Fax 651-286-8488 The City of Shorewood Park Commission and Council are considering improvements to Badger Park as part of the Park Capital Improvement Plan for 2014 and 2015. WSB recommends the City complete a topographic survey of the Park area and City staff has expressed a desire to have the site that includes City Hall and the parking areas to be included in the survey. WSB staff has reviewed the project site and propose to perform a topographic survey of the Badger Park and City Hall site that includes: ■ Topographic site survey (estimated fee $5,400) • Ground survey in a grid pattern over large open field areas • Site utilities as field marked through Gopher State One Call and record plans • Curb and gutter, parking areas, buildings and other site amenities • Storm water pond and ditch that traverse the site ■ Boundary Survey (Optional) • Identify the site boundary utilizing legal descriptions and the partial boundary survey performed with the South Shore Center (estimated fee $800) • Boundary Survey utilizing title work (estimated fee $800) Our proposed fees are estimated on an hourly rate basis in accordance with our 2014 fee schedule, not to exceed the amounts stated for each work item above. We appreciate the opportunity to perform this project survey and can start upon your authorization. St. Cloud • Minneapolis • St. Paul Equal Opportunity Employer wsbeng.com h X01159 -810 9 hnn, Contl hoposal - Topozaphi, and Boun&a Stu— - 121613 -PTH. dock Mr. Brad Nielsen December 16, 2013 Page 2 Sincerely, W,VB & Associates, Inc. Paul Hornby, P.E. Senior Project Manager Enclosure: 2014 Fee Schedule pth ACCEPTED BY: Proposal for Topographic Survey Proposal for Badger Park Improvements City of Shorewood, MN Name Title Date h X01159 -810 9 hnn, C-had hop—,I - Topozaphi, and Boun&- Stu— - 121613 -PTH. dock #8B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: Galpin Lake Trail and Mill Street Trail — Open House Invitation Meeting Date: 13 January 2014 Prepared by: Brad Nielsen Reviewed by: Patti Helgesen Attachments: Open House Invitation Background: The Planning Commission will hold an open house meeting on Tuesday, 21 January, to present the feasibility studies for the next two trail segments — Galpin Lake Road and Mill Street. As much as we would like to advise residents that both segments will be done next, budget constraints limit us to the Galpin Lake Road trail /sidewalk at this time. As noted on the attached invitation, the meeting will held in the Media Room of the Excelsior Elementary School between the hours of 5:00 and 7:00 P.M. Recommendation / Action Requested: As with the Smithtown Road Trail meetings, the City Council is also invited to attend to hear, first -hand, what residents have to say. Next Steps and Timelines: Staff will update the schedule for the Galpin Lake Road Trail /Sidewalk segment. Connection to Vision / Mission: Healthy environment and attractive amenities. 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 "/ / , "Ori O '"j At: Excelsior Elementary School, 441 Oak Street (Media Room) On: Tuesday, January 212014, 5:00 -7:00 P.M. • Get information on two potential trail /sidewalk segments: � Galpin Lake Road Trail from the Shorewood /Chanhassen border to State Highway 7; and � Mill Street Trail from the Shorewood /Chanhassen border to the Shorewood Excelsior border • Talk with city staff and engineering consultants about the proposed trails • Get questions answered and give feedback on the trail segments Draft Feasibility Studies and the Shorewood Trail Implementation Plan are available to view on the city web site, www. ci. shorewood. nan. us. If you have questions or comments and are unavailable to attend the open house, please feel free to e -mail bnielsen2ci.shorewood.mn.us, or contact the city at 952- 960 -7900. #QA MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Apple Road Streambank Stabilization Project — MCWD Funding Agreement Meeting Date: January 13, 2014 Prepared by: Paul Nornby Reviewed by: Tim Keane Attachments: MCWD Funding Agreement, Resolution Background: The City of Shorewood has been working with residents and the Minnehaha Creek Watershed District to design and construct an erosion stabilization project for the steep sloped ditch along Apple Road. As part of the project, the City and MCWD worked collaboratively to develop the design and work toward a shared funding opportunity. The enclosed information includes the funding agreement prepared by the MCWD, providing reimbursement of project costs in the amount of $21,812.50 or 50% of the documented construction costs, whichever is less. The City Council has previously approved an "Easement for Access, Construction, and Maintenance, and Maintenance Declaration" (Easement) as the final approval step needed to obtain the MCWD permit to construct the project. The enclosed funding agreement (paragraph 3) includes a maintenance requirement that essentially requires the City to maintain the constructed project into perpetuity, similar to the Easement the City approved previously, but also includes a provision for repayment of grant funds if the City fails to maintain any portion of the project in accordance with the Easement. The repayment of grant funds terminates 5 -years after substantial completion of construction. Paragraph 4 of the agreement requires the City to erect educational and informational signs visible to the public way. Any publicly distributed information regarding the project will need to acknowledge the funding participation of the MCWD. The funding agreement provides some benefit to the City by providing and an opportunity for a share of load allocation credit, which can be applied to the City requirements for meeting MCWD requirements. This will become more important for the City as regulations advance to reduce sediment and nutrient loading to protect downstream resources. The City and MCWD consultant on the project has previously calculated a load reduction of 39 Tons /Year of sediment and 7 Lbs /Year of phosphorus. The project has advanced since 2012, with selective clearing of trees, and bidding the grading work and rock grade erosion control structure along the steepest slopes of the ditch channel. The grading and rock slope construction work has not been performed to date. The project schedule has been postponed to the spring of 2014 due to the sudden cold temperatures experienced in December. Financial or Budget Considerations: The City has received the cost share grant (pending approval of the funding agreement) as mentioned above with the MCWD, and has a BWSR grant through the Conservation Corps for providing labor for tree removal, seeding and plantings for the project. The 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 project cost is currently estimated in the amount of $48,500, including a 3 -year vegetation maintenance program allowance previously discussed with the City Council. Maintenance will be an ongoing process for this project after construction as previously discussed in the Easement document, with a 3 -year plant establishment monitoring and maintenance program, and erosion and planting maintenance by City crews after the plant establishment period has expired. It is anticipated the plant maintenance requirements will be reduced to a minimal requirement after the plant establishment period. The City is also required under the easement agreement to perform annual maintenance reporting to the MCWD. Options: The Council can consider the following potential action options or others actions as determined at the Council meeting: 1. Approve the funding agreement as prepared by the MCWD —The funding agreement has provisions, among other remedies, for repayment of funds by the City to the MCWD for a five year period for failure to maintain any portion of the project in accordance with easement and declaration. 2. Construct the project without MCWD funding —This option would allow the project to be constructed as a City project, with City funds and reduces the City obligations to the district for reimbursement of granted funds. Recommendation / Action Requested: Staff recommends, with concurrence of the City Attorney, that the Council approve the Resolution authorizing staff to execute the Apple Road Streambank Stabilization Project Funding Agreement with the Minnehaha Creek Watershed District as indicated in Option 1. Construction will begin in the spring of 2014 after roadway seasonal load restrictions are cancelled. FUNDING AGREEMENT APPLE ROAD STREAMBANK IMPROVEMENT PROJECT Between the Minnehaha Creek Watershed District and the City of Shorewood This Agreement is entered into by and between the Minnehaha Creek Watershed District, a special purpose district of the State of Minnesota with powers set forth at Minnesota Statutes chapters 1036 and 103D (District), and the City of Shorewood, a statutory city and political subdivision of the State of Minnesota (City). The Agreement is entered into to provide for District reimbursement to the City for costs incurred by the City to construct streambank improvements on five properties: four in Shorewood, Hennepin County, Minnesota, at 22015 Stratford Place, Shorewood, MN 55331, PID 3S]1723330023; 22035 Stratford Place Shorewood, MN 55331, PID 3511723330022; 24000 Stratford Place Shorewood, MN 55331, PID 3511723330021; 23080 Stratford Place, Shorewood, MN S5331, PID 3511723330020, and one in Chanhassen, Carver County, Minnesota, at 1 550 Creel< Run Trail Chanhassen, Minnesota 55331, PID 252540030, each of which is separately owned in fee (the Properties). The District has determined the amount of funding that it will contribute on the basis of the water - quality protection and improvement, public education and demonstration benefits that will be realized by the City's stabilization of approximately 650 feet of an eroded channel and establish 20 to 80 feet of upland native buffer along the channel to reduce phosphorus loading, erosion and sedimentation to Galpin Lake and Lake Minnetonka, a public water and major recreational water body (the Project). The District commits to reimburse the City in accordance with the terms and on satisfaction of the conditions of this Agreement. 1 . Streambank Protection Project Design and Construction Plans and specifications for the Project are attached as Exhibit A (the Designs) and incorporated herein. The City will obtain and record an easement and declaration from the owner of each of the Properties providing the City with the legal rights necessary to construct and maintain the Project, committing the City 1 of 6 Cost -Share Agreement City of Shorewood - November 7, 2013 Minnehaha Creek Watershed District to maintain the Project and allowing for placement of educational signage. Each easement and declaration entered by the City, the District and the owners of the Properties will materially conform to Exhibit B, attached to and incorporated into this Agreement. The City or its contractor will construct and complete the Project in accordance with the Designs. The City will ensure construction of the Project in substantial conformity with Exhibit A and District rules. On completion of the Project, the City or its contractor will issue a certificate of substantial completion. The City will maintain a copy of the Designs and other records concerning the Project for six (6) years from the date the City receives or completes certification of the Project as complete for the intended purposes. The District and the State Auditor may examine, audit or copy any such records upon reasonable notice to the City. 2. Funding Within 30 days after the City submits the certification of substantial completion, an invoice or invoices for the Project and receipts of easement and declaration recordation or registration for each of the Properties as required by this Agreement and a maintenance declaration as required by District rules, the District will reimburse the City $21,812.50 or 50 percent of the documented costs for the Project, whichever is less. The invoice(s) will be accompanied by documentation of costs incurred in the design, construction and implementation of the Project and such other documentation as the District reasonably may request. The District may independently inspect the Project to confirm material conformance to Exhibit A. No reimbursement will be provided for partial construction of the Project. 3. Maintenance of the Project The City agrees to maintain the Project in perpetuity in accordance with the terms and conditions of the easements and declarations recorded pursuant to paragraph 1 of this Agreement. If the City fails to maintain any portion of the Project in accordance with Exhibit B, in addition to any other remedies, the District will have a right for three years from the date of the certification of substantial completion of construction, or until acceptance by the District that vegetation has been established, whichever is later, but no longer than 5 years from the date of certification of substantial completion to reimbursement by the City of all amounts paid by the District under this Agreement, unless the District Cost -Share Agreement 2 of 6 City of Shorewood - November 7, 2013 Minnehaha Creek Watershed District determines that the City was prevented from maintaining the Project by causes beyond the City's control. In all matters concerning this Project, the District will consult with Shorewood and the parties will work together to best achieve mutual public goals. The District will work with and offer ongoing consultative resources to the City regarding maintenance methods and techniques to ensure the success of and maintain the partnership established through this project. At the request of either party, the District and City will meet and coordinate in good faith to address any maintenance concerns. The District will notify the City in writing of any concern with a perceived shortfall in the City's maintenance under Exhibit B at least 60 days before requesting reimbursement under the terms of this paragraph. The parties will endeavor in good faith to cooperatively address the identified maintenance concerns. 4. Acknowledgment and Publicity The City, at its cost and in consultation with the District and the property owners, will create informational and educational signage and associated supporting structures of a reasonable size and place the signage at locations on the Properties where the signage is visible from public ways. Any publicly distributed or displayed printed or electronic documents or other text display regarding the Project will acknowledge the funding provided by the District. The City will cooperate with the District to seek publicity and media coverage of the Project and will cooperate with District education efforts related to the Project. S. Independent Relationship The District's role under this Agreement is solely to provide funds to support the use, maintenance, demonstration and dissemination of information about innovative approaches to channel restoration and stabilization. The District has not had and does not have any authority to select, or role in selecting, the design, means, method or manner of performing any work or the person or firm performing the work. No employee, representative, contractor or consultant of any party to this Agreement has acted or may act in any respect as the agent or representative of the other party. Any right to review or approve a design, work in progress or constructed facility under this Agreement by the District or its agent, representative or consultant is solely for the District's own purpose of Cost -Share Agreement 3 of 6 City of Shorewood - November 7, 2013 Minnehaha Creek Watershed District accounting for District funds expended. Neither the City nor the District agrees to be responsible for the acts or omissions of the other, within the meaning of Minnesota Statutes section 471 .59, subdivision 1 a. The City will identify, determine the applicability of and conform to legal requirements applicable to its activity under this Agreement, including any District permit requirements. 6. Load Allocation Credit The terms and conditions of the District's January 9, 2009, approval of the City's local water management plan include, among other requirements, that the City reduce the rate at which phosphorus is contributed to water resources from land within the City's jurisdiction by 4.0 pounds per year. The District agrees to credit City for the documented phosphorus load reduction from the Project for purposes of meeting load reductions allocated in the District Comprehensive Water Resource Management Plan and for other water - quality measurement purposes. The portion credited to the City will be equal to the total load reduction from the Project multiplied by the percentage of Project costs, in accordance with Exhibit A, not reimbursed by the District. The District will retain credit for the portion of the load reduction equal to the total load reduction from the Project multiplied by the percentage of the Project costs, in accordance with Exhibit A, reimbursed by the District. Measurement and documentation of phosphorus reductions achieved are the responsibility of the City, and must be provided to the District, along with such other documentation as the District reasonably may request, for the purposes of this paragraph. 7. Remedies: Immunities Only contractual remedies are available for a party's failure to fulfill the terms of this Agreement. Notwithstanding any other term of this Agreement, neither party waives any immunities in tort. This Agreement creates no right in and waives no immunity, defense or liability limitation with respect to any third p a rty. S. Indemnification The City will hold harmless, defend and indemnify the District, its managers, employees, agents and representatives against any and all claims, costs, Cost -Share Agreement 4 of 6 City of Shorewood - November 7, 2013 Minnehaha Creek Watershed District damages and liabilities resulting from the City's use of the Property under this Agreement, except as results from the District's willful or gross negligence. 9. Effective Date; Expiration; Survival of Obligations The Agreement is effective when fully executed by the parties and expires five years thereafter or when reimbursement has been paid under paragraph 2, whichever occurs first. Obligations that have come into being before expiration of this Agreement, specifically including but not limited to obligations under paragraphs 3, 4, 7 and 8 shall survive expiration. 10. Equal Opportunity In constructing the Project, the City will ensure that no person was or is excluded from full employment rights or participation in or the benefits of any program, service or activity on the ground of race, color, creed, religion, age, sex, disability, marital status, sexual orientation, public assistance status or national origin; no person who is protected by applicable federal or state laws, rules or regulations against discrimination otherwise has been or will be subjected to discrimination. 11. Notices Any written communication required under this Agreement will be addressed to the other party as follows, except that a party may change its address for notice by so notifying the other party in writing: To District: Administrator Minnehaha Creek Watershed District 18202 Minnetonka Boulevard Deephaven, MN 55391 To City: Administrator City of Shorewood Cost -Share Agreement 5 of 6 City of Shorewood - November 7, 2013 Minnehaha Creek Watershed District 5755 Country Club Road Shorewood, MN 55331 11. Waiver A party's failure to insist on the strict performance of any obligation under this Agreement, or to exercise any option, remedy or right herein, will not waive or relinquish that party's right in the future to insist on strict performance of that or any other obligation. A party's waiver of a breach of an obligation of this Agreement will not be construed as a waiver of any subsequent breach of that or any other obligation. A waiver must be in writing and signed by the party. IN WITNESS WHEREOF, intending to be legally bound, the parties hereto execute and deliver this Agreement. Approved as to form and execution City Attorney Cost -Share Agreement 6of6 City of Shorewood - November 7, 2013 Minnehaha Creek Watershed District CITY OF SHOREWOOD Date: By: Its: Approved as to form and execution --------------- - District Attorney MINNEHAHA CREEK WATERSHED DISTRICT Date: By: L. Eric Evenson Its: Administrator 7of6 Cost -Share Agreement City of Shorewood - November 7, 2013 Minnehaha Creek Watershed District EXHIBIT A THE DESIGNS Cost -Share Agreement July 31, 2012 City of Shorewood- Minnehaha Creek Watershed District CONSTRUCTION PLANS FOR R APPLE ROAD STREAM RESTORATION CITY OF SHOREWOOD, MINNESOTA JANUARY, 2012 INDEX OF SHEETS -�' ='` .;•? - '�� G-101 TITLE AND INDEX SHEET "'1 - �""%�PtiuNa�� •� PROJECT C -101 PLAN AND PROFILE PROJECT LOCATION C -102 PLANTING PLAN LOCATION Y _ 7-101 TREE REMOVAL PLAN _...- - u._ --fi DETAILS s C IiP d• - L I ;Park �Im na "� lx d ^ J _ VICINITY MAP PROJECT LOCATION MAP d APPLE ROAD STREAM RESTORATION 7RLE AND INDEX SHEET Wenck CITY OF JAN. 2012 SHOREWOOD cvE scue As SHOWN REV PH61fLT N0. 2739 -01 SHFET N0. 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SEE T -M IaDW& PL 1E2M ®POCK 6PME CONIPOL STRIICIVPE - 76• CLt55 01 RVW Omw—m roE MFN SE D RANPMG ccPMG RLM. R_.:..- - RBNYtY FD416 WLLL ff ro EEL M &1g SPOIS IYHmE SEID WE41T TN{E ro BE F13D ND@ifD BY Gfd:Yl SPRMG EWE POOP RINPNG ,� -RENM F L N riE1 ON OF EDGE W PIPPIN B E ND D ML M flVE-f O OF PLY�IED WP FIP IIIEAE sEm ooESrrr TxG: ro ff rmn vEwPEn � I frl '' 141 IN ,321 E V1 TL GENERAL NOTES: 1. NI HED MOM S BE UMW. UMRMM FlEIDSNNE BDULUM M IJI,IIR WNN NN WT ]m1.T/. . ND BL151 Mt SIEYi NYiNS M OUSE, DMI, DR CdD'DSf 9V31 BE YDDD M YtIN MUM. 2 BD111DgO EH4U. BE 24 TD LR BDUIDERS. AT lEtSf 20i SXYL HALE A ONIEIEiI DF JD'. 4. BD BDUt WT BE H1m VAf.ER THAN SD' 4. BMADFR UJGTNIN N BE FlDJ) VENFlED BY VMSGNE AACIQIECf. 3LUIlVIV HP RD. AD ENT M07EDHN i BMMDFR 10 Hl5 ND AD1421TT BIDRAINGJ. TRFAIYEND: C RINNUY DEFIN i' - Y w9Nm TD YMIN6E RJMFF ERDL1 511E m' FILTER iABRIC SALL M M m UMEIi RDG( TD S MUD MIDRAMON THRDUGH RDCK ROGK GRADE CONTROL STRUCTURE @ �BOULDER TOE - PLAN �� ROCK CONSTRUCTION ENTRANCE EXHIBIT B FORM OF EASEMENT AND DECLARATION Cost -Share Agreement July 31, 2012 City of Shorewood- Minnehaha Creek Watershed District EASEMENT FOR ACCESS, CONSTRUCTION AND MAINTENANCE, AND MAINTENANCE DECLARATION THIS EASEMENT AND DECLARATION is made by and among [PROPERTY OWNER(S), a married couple /an individual] (Grantor), the City of Shorewood, a statutory city and political subdivision of the State of Minnesota (Grantee), and the Minnehaha Creek Watershed District, a special purposes local governmental unit under Minnesota Statutes chapters 103B and 103D (District). RECITALS A. Grantor is the owner in fee simple of real property platted and legally described in Exhibit A attached hereto and incorporated herein (Property); B. Grantor hereby grants to Grantee the Easement and Declaration described herein to facilitate the channel stabilization shown in Exhibit B, attached to and incorporated into this easement and declaration (the Project); C. Completion of the Project benefits Grantor by stabilizing and improving the Property and benefits the Grantee and the District by establishing long -term reduction of pollution and phosphorus in stormwater runoff draining to Galpin Lake and Gideon Bay of Lake Minnetonka and improving water quality for the benefit of the public; and D. The parties acknowledge in executing this Easement and Declaration that sufficient consideration has been paid and received by the parties, and this Easement and Declaration sets forth obligations that are duly binding on each party. NOW, THEREFORE, in consideration of the foregoing recitals, which are incorporated into and made a part of this Easement and Declaration, and one dollar and other good and valuable consideration, the parties hereto agree as follows: 1. Easement a. Grant of Easement. Grantor hereby grants and conveys to Grantee, its successors and assigns, easements over, under, upon and across that portion of the Property shown in and described by Exhibit B, attached hereto and incorporated herein, for purposes of access, construction, and continuing maintenance of the Project (the Easement). The Easement includes the right to plant, install stabilization techniques, alter the existing grades and perform grading or filling within the Easement as necessary to achieve the intended purposes of the Project. The rights granted hereby include the right of ingress, egress and passage over and through the Easement to complete and maintain the Project and the right to lay and maintain temporary utilities across or above the surface of the Easement for purposes of construction and maintenance of the Project. b. Restrictions on Grantor's Use of Easement. Grantor shall not use the Easement area or permit the construction of any improvements within the Easement in any manner that would or could reasonably be expected to damage or interfere with the Project. Grantor is not divested of the right to use and enjoy the Property and the Easement area for other purposes, but such use and enjoyment is subject to the restrictions stated herein and may not interfere with Grantee's use of the Easement for the purposes herein expressed. c. In the event the Property is damaged by the activities of Grantee or its contractors, agents or assigns relating to, or arising from, the exercise of any of Grantee's rights under this Easement, Grantee will promptly repair or restore the damage to the extent reasonably practicable. Grantee will repair, seed or plant disturbed or damaged areas with vegetation suitable for the intended uses of the Easement. Grantor agrees and acknowledges that Grantee is not responsible for any pre- existing conditions on the Property, environmental or otherwise, or for any damage to the Property arising out of or related to such preexisting conditions. 2. Declaration; Grantee's Maintenance Obligations a. Grantee will maintain the Project as follows: i. First year following completion of the Project: 1. Watering will occur as needed to ensure new plantings receive approximately 1" of water per week. When feasible, watering will occur early in the morning and avoided from 12:00 pm to 5:00 pm. 2. The project area will be inspected for weeds at least once every month. Weeds will be hand pulled or spot treated with aquatic formulations of herbicide according to instructions on the herbicide label. ii. Second year following completion of the Project: 1. Watering will occur as needed to ensure plantings receive approximately 1" of water per week. When feasible, watering will occur early in the morning and avoided from 12:00 pm to 5:00 pm. 2 2. The project area will be inspected for weeds at least once every month. Weeds will be hand pulled or spot treated with aquatic formulations of herbicide according to instructions on the herbicide label. 3. Upland and streambank plantings will be replaced and seeded areas will be reseeded as necessary in the spring and fall. iii. Third year following completion of the Project: 1. The project area will be inspected for weeds at least once every two months. Weeds will be hand pulled or spot treated with aquatic formulations of herbicide according to instructions on the herbicide label. 2. Upland and streambank plantings will be replaced and seeded areas will be reseeded as necessary in the spring and fall. iv. Thereafter: 1. The project area will be inspected at least annually and any erosion or structural problems observed will be corrected within 30 days of inspection to establish and maintain a naturalized, ecologically healthy streambank that is structurally stable and resistant to erosion. 2. Grantee will submit to the MCWD annually a brief written report that describes the maintenance activities performed, including dates, locations of inspection, maintenance activities performed; notes on successful species, weed problems, disturbances issues (animal or human) and management needs; and photographs of the project area. 3. Removal of invasive species will occur on an ongoing basis. Weeds will be hand pulled or spot treated with aquatic formulations of herbicide according to instructions on the herbicide label. 4. All planted and seeded areas will be maintained in perpetuity free from mowing or other vegetative disturbance, except as specified herein, fertilizer application, yard or other waste disposal, and the placement of structures or any other alteration that impedes the function of the streambank in protecting water quality, shading the riparian edge, moderating flow into any adjacent wetland or waterbody, or providing wildlife habitat. 5. Upland and streambank plantings will be replaced and seeded areas will be reseeded as necessary in the spring and fall of each year in accordance with the approved plan to maintain the ecological health and function of the streambank. b. Violation of any provision of this Declaration is a violation of the Declaration as well as a violation of the District permit for the Project for which the District may take action against the Grantee and /or owner of the Property. 3. Signage. Grantee, at its cost, may place informational and educational signage of appropriate size and characteristics and associated supporting structures of a reasonable size at a location on the Property visible to the public. Grantor reserves the right to review and approve any sign to be placed on the Property pursuant to this provision, such approval not to be unreasonably withheld. Grantor permits Grantee and District representatives and assigns to enter the Property at reasonable times to inspect the Project and monitor or take samples for the purposes of assessing the performance of the Project. On reasonable notice to Grantor, representatives of the Grantee or the District may accompany members of the public onto the Property to view the Project from time to time. Nothing in this Easement and Declaration will be construed to create a right of public access to the Property except as coordinated with Grantor and accompanied by a representative of Grantee or the District. 4. Insurance. Grantee will require its agents and contractors to carry worker's compensation insurance as required by applicable law and liability coverage for injury to or death of a person or persons and for damage to property occasioned by the performance of the Project. Grantor will remain solely responsible for maintaining liability and other insurance for its own uses of and authority over the Property. 5. Running with the Land. This Easement and Declaration runs in perpetuity with the land and inures to the benefit of and be binding upon the parties hereto and their respective heirs, successors and assigns including but not limited to all subsequent owners of any portion of the Property affected by the Easement and Declaration, and all persons claiming under them. 6. Severability. If any one or more of the provisions of this Easement and Declaration, or the applicability of any such provision to a specific situation, is held invalid or unenforceable, such provision will be modified to the extent necessary to make it or its application valid and enforceable, and the validity and enforceability of all other provisions of this Easement and Declaration and all other applications of any such provision will not be affected thereby. 7. Governing Law. The Easement and Declaration will be construed and governed by the laws of the State of Minnesota. 8. No Waiver of Immunity. No provision of this Easement and Declaration will be interpreted as a waiver of any statutory or common law immunity from or limitation of liability available to Grantee or District, all such immunities and limitations being expressly reserved by Grantee and District. 9. Recording. Grantee may record and rerecord this Easement and Declaration. IN WITNESS WHEREOF, the undersigned have executed this Easement and Declaration with the intent to be legally bound by its terms as of the date this Easement and Declaration is fully executed by the parties. GRANTOR: [NAME(S) OF PROPERTY OWNER(S)] By and 2 STATE OF MINNESOTA COUNTY OF HENNEPIN This instrument was acknowledged before me this _ day of , 2013, by and , husband and wife. Notary Public GRANTEE: City of Shorewood By: Scott Zerby Its: Mayor By: William Joynes Its: City Administrator STATE OF MINNESOTA COUNTY OF HENNEPIN Date: Date: This instrument was acknowledged before me this _ day of , 2013, by Scott Zerby, as mayor of the City of Shorewood, a municipal corporation under the laws of the State of Minnesota on behalf of the municipal corporation. Notary Public STATE OF MINNESOTA COUNTY OF HENNEPIN This instrument was acknowledged before me this _ day of , 2013, by William Joynes as City Administrator of the City of Shorewood, a municipal corporation under the laws of the State of Minnesota on behalf of the municipal corporation. Notary Public 5 BENEFICIARY: Minnehaha Creek Watershed District Date: By: L. Eric Evenson Its: Administrator STATE OF MINNESOTA COUNTY OF HENNEPIN This instrument was acknowledged before me this day of , 2013, by L. Eric Evenson, as administrator of the Minnehaha Creek Watershed District, a municipal corporation under the laws of the State of Minnesota on behalf of the municipal corporation. This document prepared by: rel Notary Public EXHIBIT A LEGAL DESCRIPTION OF PROPERTY EXHIBIT B DESCRIPTION OF STREAMBANK IMPROVEMENT EASEMENT AND MAINTENANCE AREAS RESOLUTION NO. 14 - CITY OF SHOREWOOD A RESOLUTION APPROVING MINNEHAHA CREEK WATERSHED DISTRICT FUNDING AGREEMENT APPLE ROAD STREAMBANK IMPROVEMENT PROJECT CITY PROJECT NO. 11 -15 WHEREAS, The City of Shorewood has entered into a funding agreement N ith the Minnehaha Creels Watershed District, to construct streambanlc improvements along Apple Road, and WHEREAS, The City has applied for funds in partnership N ith the Minnehaha Creels Watershed District to construct streambanlc improvements to reduce phosphorus loading, erosion and sedimentation to Galpin Lake and Lake Minnetonka, and WHEREAS, The City has prepared plans and specifications, bid and awarded the project for construction in 2014, and WHEREAS, The City has acquired easements and maintenance declarations from property ovners along the streambanlc improvements area, as requested by the Minnehaha Creek Watershed District, and WHEREAS, The Minnehaha Creek Watershed District, by the funding agreement, Neill reimburse the City $21,812.50 or 50% of the documented project costs, whichever is less, and WHEREAS, The Minnehaha Creek Watershed District, by the funding agreement, is entitled to reimbursement of the funds contributed, in addition to other remedies, for a period no longer than five years if the City fails to maintain the constructed improvements, and WHEREAS, The City agrees to maintain the project in perpetuity, in accordance N ith the easements and maintenance declarations recorded against the affected streambanlc properties. NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SHOREWOOD, MINNESOTA: 1. The Mayor and Council approve the "Apple Road Streambanlc Improvement Project Funding Agreement" between the City and Minnehaha Creek Watershed District, 2. The Mayor and City Administrator are hereby authorized and directed to execute the Apple Road Streambanlc Improvement Project Funding Agreement" N ith the Minnehaha Creek Watershed District. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 13th day of Januarv, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor #10A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Making Appointments to Certain Offices and Positions within the City of Shorewood for the Year 2014 Meeting Date: January 13, 2014 Prepared by: Bill Joynes, City Administrator Reviewed by: Jean Panchyshyn, City Clerk Attachments: Resolution Policy Consideration: Determining appointments to certain offices and positions within the City of Shorewood for 2014. Background: State Statute requires the city council must take certain action at its first annual meeting of the year. This includes designation of the official newspaper and electing an acting mayor. State Statute also provides that council should also act on or review other items at least annually, including selecting the official depository for city funds and assign committee duties to members. Council set the Planning and Park Commission liaison appointments at its December 9, 2013 meeting as identified on the attached draft resolution (Attachment 1). The City is accepting letters of interest from residents to serve on the Lake Minnetonka Communications Commission (LMCC), Lake Minnetonka Conservation District, and the Minnetonka Community Education (MCE) Advisory Council. To date, no candidates have come forward to express an interest in these positions. Separate resolutions will be provided when those appointments are made. The Resolution making last year's appointments (2013) is attached for Council's reference (Attachment 2). Financial or Budget Considerations: None Options: A draft resolution is provided (Attachment 1) for Council to identify the Year 2014 appointments, with the exception of the Planning Commission and Park Commission liaisons which were made at the December 9, 2013 Council meeting. Recommendation /Action Requested: Approval of a resolution with appointments identified. Next Steps and Timeline: A copy of the resolution will be provided to those appointed. Connection to Vision /Mission: providing quality public services Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD RESOLUTION NO. 14- A RESOLUTION MAKING APPOINTMENTS TO CERTAIN OFFICES AND POSITIONS WITHIN THE CITY OF SHOREWOOD FOR THE YEAR 2014 WHEREAS, it has been the policy of the Shorewood City Council to make annual appointments to fill certain offices and positions within the City government at the beginning of each year; and WHEREAS, Resolution No. 13 -083 was approved at the December 9, 2013, Regular City Council meeting making the Park and Planning Commission Liaison appointments as noted below; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: I . That the following persons are appointed to the following offices and positions: a. Acting Mayor: Council Representatives to: b. Park Commission Liaison: January — June 2014: Laura Hotvet July — December 2014: Dick Woodruff C. Planning Commission Liaison: January — June 2014: Kristine Sundberg July — December 2014: Debbie Siakel d. Metro Cities (AMM): e. Alternate Metro Cities (AMM): f. Lake Minnetonka Communications Commission: g. Alternate Lake Minnetonka Communications Commission: h. Minnetonka Family Collaborative Council: i. Coordinating Committee South Lake Minnetonka Police Department: j. Alternate to Mayor on Coordinating Committee South Lake Minnetonka Police Department: k. Excelsior Fire District Board Member: 1. Alternate Excelsior Fire District Board Member: m. Investment Committee: n. Personnel Committee: ATTACHMENT 1 o. Weed Inspector: Mayor p. Assistant Weed Inspector: Joe Lu owski 2. That the following other appointments are made: a. City Attorney: Timothy J. Keane, Malkerson Gunn Martin LLP b. City Prosecutor: Ken Potts C. 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. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 13th day of January, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor CITY OF SHOREWOOD RESOLUTION NO. 13 -002 A RESOLUTION MAKING APPOINTMENTS TO CERTAIN OFFICES AND POSITIONS WITHIN THE CITY OF SHOREWOOD FOR THE YEAR 2013 WHEREAS, it has been the policy of the Shorewood City Council to make annual appointments to fill certain offices and positions within the City government at the beginning of each year; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: I . That 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: Debbie Siakel 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 1. 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 Lu owski 2. That the following other appointments are made: a. Minnehaha Creels Watershed District Liaison: TBD b. Riley Purgatory Bluff Creels Watershed District Liaison: TBD C. Lake Minnetonka Conservation District Board: Marls Sylvester (1/1/12 - 1/31/14, Resolution No. 11 -064) d. Lake Minnetonka Communications Commission: Joseph Huber (2/1/13 - 1/31/14, Resolution No. 13 -004) e. Minnetonka Community Education: Tad Shaw f. City Attorney: Timothy J. Keane, Malkerson Gunn Martin LLP g. City Prosecutor: Ken Potts h. 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. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 7th day of January, 2013. ATTEST: ?41,k favtcl� Jean Panchyshyn, Deputy City Clerk Scott Zerby, Mayor #10B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: Proposed 2014 Contract for Public Works, AFSCME Local 224 Meeting Date: January 13, 2014 Prepared by: Bill Joynes, City Administrator Negotiations with Local 224 concluded last month with a tentative agreement to be recommended to the City Council and unit membership. I have received confirmation of the Union's acceptance of the agreement. The 2014 Contract will remain unchanged with the following exceptions: 1. Wage rates will be increased by a factor of 2% on January 1, 2014. 2. Article 27, Section 2. On -Call Compensation changed from "8 hours of straight time" to "10 hours of straight time" to reflect area practice. 3. Article 24, section 3. Currently the Employer provides, on a biannual basis, insulated gear for cold weather conditions at a cost of approximately $250.00 per period. A new system has been agreed to where employees are given an allowance of $125.00 per year and it will be their responsibility to secure and maintain the prescribed clothing for availability at all appropriate times. 4. The City's insurance contribution shall remain at $900 per month for dependant coverage. 5. The duration of the contract shall be one year. 6. All other terms and conditions remain the same as the 2013 contract. Council may contact me if they wish to receive an electronic copy of the current contract. Council Action The Council should approve the 2014 contract proposal and direct staff to make the listed changes for contract year 2014. 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 #1OC MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: 2014 Staff Compensation Meeting Date: January 13, 2013 Prepared by: William S. Joynes, City Administrator Reviewed by: Attachments: Compensation Calculations by Position /Shorewood 2014 Background: The annual staff compensation plan was reviewed on Tuesday, January 7, by the Personnel Committee, which consists of Council members Debbie Siakel and Dick Woodruff, and myself. The attached Compensation Calculations by Position /Shorewood 2014, outlines this year's comparable data and salary recommendations. Overall, a 2% increase is recommended across the board. The additional %% of available funds is to be split among three employees, Twila Grout, Julie Moore and Joe Pazandak, who provided exceptional service this year as described in the attached. Financial or Budget Considerations: Sufficient funds exist in the 2014 budget to provide the recommended non -union salary compensation plan for a total allocation of $18,411 (2.5 %). Options: 1) Approve the 2014 compensation plan as presented 2) Direct staff to provide an alternative compensation plan Recommendation / Action Requested: The Personnel Committee recommends Council approve the 2014 non -union salary compensation plan as presented. Next Steps and Timelines: The compensation plan will be implemented retroactive to January 1, 2014. 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 Compensation Calculations by Position / Shorewood 2014 Compensation comparisons this year are more difficult to assess than last year. The comparable data for the below listed positions went from 118 data points to 64, and for some positions the number of comparison points is insufficient to draw conclusions. I am recommending a 2% increase to be applied across the board with Y2% of available funds to be split among three employees who provided exceptional service this year. A number of announced salary settlements have been made which drive this recommendation. They are listed below: State of MN Action: Two year, 3% and 3 %, 2014 and 2015 Hennepin County Action: Two year, 2.5% and 2.5 %, 2014 and 2015 with some lump sum market adjustments. Minnetonka Lake Communities Survey, (verbal) 1.5% to 3.0 %, majority around 2 -2.25% LMC estimates in labor settlements early Fall at 2.0% and trending up for MN Cities. Our AFSCME settlement in Public Works expected to be 2.0% CPI Metro 1" Half 2013 was 2.1% Position Recommendations Position #Comps 13/14 Current Recommended Public Works Director 23/17 102,834 2,057 — Lump Finance Director 20/3 91,521 1,830 —Base City Clerk 13/10 77,743 1,555 —Lump Planning Director 9/5 93,056 1,861— Base Building Official 12/11 77,743 1,540 — Base Sr. Accountant 6/4 62,292 1,246 — Base Admin. Asst. (2) 9/9 55,527 1,111— Base Communications Coord.* 20/0 54,095 1,082 — Base Asst. Planner ** 7/2 66,843 1,337 — Lump ( *) .75 FTE ( * *) .80 FTE Total 14,730 (2.0 %) Attachment 1 Available funds at 2% of 2013 non -union salaries = 514.730 Recommendation for the allocation of the remaining $3,681 (.5 %) Twila Grout and Julie Moore $1227 each Joe Pazandak $1227 Twila and Julie both provided exceptional service in taking over and maintaining the operations of the Southshore Center in this year of transition. Each put in numerous hours in the evenings and on weekends beyond what would be expected from their regular duties. They provided a virtually seamless operation and received exceptionally positive feedback from the senior clientele and the scheduled event users. Joe took on the rehabilitation of the City owned house at Country Club Drive and coordinated a host of repair and maintenance activities necessary to get the house ready for sale. On numerous occasions he performed work personally that allowed the City to realize a greater profit upon sale. Total allocation = $18,411 (2.5 %) *L;k7sv1; kill) City of Shorewood Council Meeting Item Title / Subject: Approval of Rate Structure for Sanitary Sewer and Stormwater Charges Meeting Date: January 13, 2014 Prepared by: Bill Joynes Bruce DeJong Attachment: Ordinance Ehlers Presentation Utility Rate Study Model Policy Consideration: Should the City Council increase utility rates for Sanitary Sewer and Stormwater? 10D MEETING TYPE Regular Meeting Background: Staff worked with Ehlers to model rates for two enterprise funds. We need to raise rates to keep up with cost increases, particularly the Metropolitan Council Environmental Services (MCES) costs for collecting and treating sewage, along with new projected costs related to storm water management. Both the Sewer and Storm Water funds have reasonable fund balances and no debt. The cash balance of each fund has been dropping over the past several years. The anticipated uses of the new money raised through rate increases will go to new projects planned in the next five years, support transfers to the Trail fund, and meet increased costs of existing expenditures for staffing, utilities, and professional services. Storm Water Ehlers proposed the following rates for Storm Water: Quarterly Storm Water Rates Note: 1,944 out of 2,961 ( or 67%) of Storm Water accounts are charged the middle Residential rate. These rates increase at 20% for five years. This will allow us to meet our target cash balance for working capital at the end of 2018 as shown below. 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 Existing 2013 Proposed Quarterly Rates 2014 2015 2016 2017 2018 Flat Rates Residential Res. < 10,000 sq. ft. 10.59 12.71 15.25 18.30 21.96 26.35 Res. > 10,000 & < 50,000 sq. ft. 15.121 18.14 21.77 26.13 31.35 37.62 Res. > 50,000 sq. ft. 19.68 23.62 28.34 34.01 40.81 48.97 Commercial Commercial / Industrial (Average Charge) 40.24 48.29 57.95 69.53 83.44 100.13 Note: 1,944 out of 2,961 ( or 67%) of Storm Water accounts are charged the middle Residential rate. These rates increase at 20% for five years. This will allow us to meet our target cash balance for working capital at the end of 2018 as shown below. 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 Ehlers also reviewed the possibility of a larger increase in the rates as suggested by council members. Instead of an approximately $3 increase in rates, they modeled a $6 initial rate increase followed by 15% increases. That would actually allow us to exceed our target working capital by 2018. Alternative rate proposal: Ouarterly Storm Water Rates 1VOte: 7,944 out of Z,907 (or o / %a) or Storm water accounts are cnargea the mlaale KeslUenoal rare. Note: for 2014, the equivalent rate increase for Commercial is 40 %. Existing 2013 Proposed Quarterly Rates 2014 2015 2016 2017 2018 6 J Qtr. 15.00% 15.00% 15.00% 15.00% Flat Rates Residential Res. <; 10,000 sq. ft. 10.59 16.59 19.08 21.94 25.23 29.02 Res. > < 50,000 sq. ft- 15.12 21.12 24.29 27.93 32.12 Res. :> 50,000 sq. ft. 19.68 25.68 29.53 33.96 39.06 44.91 Commercial Commercial / Industrial (Average Charge) 40.24 56.34 64.79 74.50 85.68 98.53 Usage Rates All Usage, per 1,000 gallons N/A N/A NIA NIA N/A NIA 1VOte: 7,944 out of Z,907 (or o / %a) or Storm water accounts are cnargea the mlaale KeslUenoal rare. Note: for 2014, the equivalent rate increase for Commercial is 40 %. Alternate working capital: 700,000 600,000 500,000 400,000 300,000 200,000 100,000 0 Storm Water Fund Capital Cash Reserves 2010 2011 2012 2013 2014 2015 2016 2017 2018 ■Target working capital clActual working capital Staff is not recommending this option because we have some significant question on how much storm water effort will be required. If we do not reconstruct Eureka Road North to MSA standards that saves $452,000. That storm water project was removed because we are no longer planning the same level of road reconstruction. Since that is such a huge project there may be some justification to keep the rates lower initially. We can plan to revisit the rate study after we have a couple of years experience under our belt and a better handle on any new federal or state standards we may have to meet. Sewer Ehlers discussed the significant options available for sewer users. In order to maintain the targeted cash reserves, they recommend a 3% annual increase. How we get there is subject to considerable variation. They analyzed three scenarios: • We could maintain a flat sewer rate for all residential users. • We could charge users with metered water usage a low fixed base fee and a variable charge for each 1,000 gallons used during the year. • We could charge users with metered water usage a low fixed base fee and a variable charge for each 1,000 gallons used during the winter quarter. This is the most typical arrangement for municipal systems in Minnesota. Each option keeps the flat charge the same amount as the average water user under the charge per 1,000 gallons alternatives. Staff analyzed with Ehlers other alternate methods that would provide a discount to non - metered residents, but could not come up with a method that would keep non - metered fees at the same average price as metered customers. The flat usage does not reward, and in fact penalizes, low water users. The challenge is that we don't meter half of the city. In order for those not on city water to take advantage of the potential for lower rates they would need to install a city water meter. This would allow them to potentially save a significant amount each quarter, but the cost of installing a water meter with a licensed plumber could be high - up to $1,000 depending on their existing plumbing situation with their well and water lines. That is a lot of up -front cost for a variable quarterly savings. The charge for all gallons used during the year is challenging because most residents with city water only have one meter. This covers the water that is used inside the home and flows through the sewer system, but also covers all water used outside during the warmer months of the year. That would include washing cars, watering flowers and grass, and other uses. The water pumped in municipal systems during the summer typically goes up to about 250 -300% of winter water use. Most of that water is not going down the sewer, but the users are being charged as if it were. There is also significant variability in the amount of landscape watering from year to year as we swing from near - drought to monsoon conditions. The winter quarter usage captures peoples water flow at what is typically the lowest point in the year. This method would require a higher rate than the full year usage. It has the benefit of being easier for residents to budget and is a more predictable city revenue stream year to year. The disadvantage is that users with high usage may see an increase in their bill above the flat rate unmetered users. This is one of the consequences of going to a conservation mindset, but helps with the sustainability of our natural resources. Sewer Fund - Customer Rate Options Quarterly Sanitary Sewer Rates The recommendation for commercial properties is to keep them on a similar system. These properties currently are required to be metered and are charged for each 1,000 gallons used throughout the year. Staff recommends that they stay on this system, with the rates calculated by Ehlers for year -round usage. This is a lower per 1,000 gallon rate than residential users, but it captures their entire usage for the year. We have also included a minimum which is equal to the residential minimum. No commercial property will pay less than an unmetered residential user. Financial or Budget Considerations: These rates are feasible and support the long range sustainability of the funds. Existing 2013 Proposed Quarterly Rates 2014 2015 2016 2017 2018 3.00% 3.00% 3.00% 3.00% 3.00/ Fixed Charge Residential Residential 70.00 8.25 8.50 8.75 9.011 9.29 Low Income -Sewer Only 46.66 48.57 50.03 51.53 53.07 54.67 Sewer Only 70.00 72.85 75.04 77.29 79.61 81.99 Commercial Commercial 7000 825 850 875 901 929 Usage Rates Residential - Option 141 0.00 1.90 1.96 2.02 2.08 2.14 Residential - Option #2 0.00 3.40 3.50 3.61 3.72 3.83 Commercial 0.00 1 90 1.96 2.02 2.08 214 The recommendation for commercial properties is to keep them on a similar system. These properties currently are required to be metered and are charged for each 1,000 gallons used throughout the year. Staff recommends that they stay on this system, with the rates calculated by Ehlers for year -round usage. This is a lower per 1,000 gallon rate than residential users, but it captures their entire usage for the year. We have also included a minimum which is equal to the residential minimum. No commercial property will pay less than an unmetered residential user. Financial or Budget Considerations: These rates are feasible and support the long range sustainability of the funds. Options: The City Council may adopt the rate recommendations as presented. The City Council may adopt a different rate structure as presented by Ehlers. The City Council may decide additional study is required before adopting any rate changes. Recommendation/ Action Requested: Staff recommends that the City Council adopt the rates as presented in the attached ordinance amendment. Next Steps and Timelines: The rates will be on the regular agenda for adoption. Communication with residents will continue prior to implementation later this year. Connection to Vision / Mission: Adopting a prudent rate structure contributes to sound financial management. CITY OF SHOREWOOD ORDINANCE NO. AN ORDINANCE TITLED "LICENSE, PERMIT, SERVICE CHARGES AND MISCELLANEOUS FEES" THE CITY COUNCIL OF THE CITY OF SHOREWOOD, MINNESOTA, ORDAINS AS FOLLOWS: Section 1. Section 1301.02 of the Shorewood Code of Ordinances is hereby amended as follows: CITY OF SHOREWOOD LICENSE, PERMIT, SERVICE CHARGES AND MISCELLANEOUS FEES Section 1. Chance the Sanitary Sewer and Stormwater Management Utilitv Rates as follows: III. Utility Rates Sewer City Code Type of Charge/Fee Reference Existing Fee New Fee Sanitary Sewer 904.15.1a $70 /qtr /residential Residential: Service $45 /qtr /residential (low income) $72.85/qtr/ sewer only Commercial: $7190 /qtr, plus $48.57 /qtr/ low income sewer only $2.55/ea 1,000 gallons in excess of 28,500 gallons per qtr. $8.25 /qtr/ sewer & eater base fee, plus $3.40 /1000 gallons eater /qtr based on winter qtr usage Commercial: $8.25 /qtr/ sewer & eater base fee, plus $190 /1000 gallons: minimum charge of $72.85 Stormwater Management Stormwater 905.03 $10.59 /qtr: lots less than 10,000 sq.ft. $12.71 /qtr: lots less than 10,000 sq.ft. Management Utility $15.12 /qtr: lots 10,000 - 50,000 sq. ft $18.14 /qtr: lots 10,000 - 50,000 sq. ft $19.68 /qtr: lots 50,000 plus sq. ft $23.62/qtr: lots 50,000 plus sq. ft Section 2. This ordinance is effective the date following its publication. ADOPTED BY THE CITY COUNCIL of the City of Shorewood, Minnesota this 13th day of January, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor 10/24/2013 Overview • Both sewer and storm water have solid fund balances and no outstanding debt • The City has placed a high priority on trails projects • The City is planning significant capital projects over the next five years: — $1.5M for Sewer Fund — $750,000 transfer from Sewer Fund to assist Trails & Storm Water Funds — $2.3M for Storm Water Fund • Existing sewer rate is a flat rate, regardless of water usage • Storm water rate is low compared to other communities • City has an agreement with the City of Excelsior for a shared sewer trunk line IVV EHLERS Storm Water Fund • Net assets stable, but cash is decreasing over last three years — Cash balances down from $650K in 2009 to $100K estimated 2013 year end • More than $550K spent on capital projects in last three years • Current rates able to pay for operating costs, but not future capital • Capital projects through 2018: — $100K in equipment replacement — $460K in trails projects — $1.74M in storm water projects 3 IVV 19 EHLERS Storm Water Fund • Goals — Pay for capital projects per the current CIP — Achieve and maintain Targeted Fund Balance • 50% of Operating Costs • 100% Depreciation Expense • 100% of next years debt (if applicable) — No external debt 4 EHLERS 10/24/2013 PJ Storm Water Fund How to pay for capital projects? Increase Storm Water Rates Internal borrowing from Sewer Fund Current Rates Residential < 10K sq. ft $10.59 /quarter Residential >10K & <50K sq. ft $15.12 /quarter Residential > 50k sq. ft. $19.68 /quarter Commercial Varies Note: 1,944 out of 2,961 (or 67%) of Storm Water accounts are charged the middle Residential rate. 120 Inter fund loan would be repaid to the Sewer Fund over time • Annual Amounts • $450k in 2014 • $150k in 2015 • $450k in 2016 • $150k in 2014 • 15 years • 4% interest EHLERS Storm Water Fund — Recommended Rate Increases 2013 Quarterly Storm Water Rates Rates 2014 2015 2016 Existing Proposed Quart Flat Rates Residential Res. < 10,000 sq. ft. 10.59 12.71 15.25 18.30 21.96 26.35 Res. > 10,000 & < 50,000 sq. ft. 15.12 18.14 21.77 26.13 31.35 37.62 Res. > 50,000 sq. ft. 19.68 23.62 28.34 34.01 40.81 48.97 Commercial Commercial /Industrial (Average Charge) 40.24 48.29 57.95 69.53 83.44 100.13 Note: 1,944 out of 2, 961 (or 67%) of Storm Water accounts are charged the middle Residential rate. F 2014 rate increase 1 $3.02 / quarter For average residential customer 6 EHLERS 10/24/2013 3 2013 erly Rates 2014 2015 2016 2017 2018 Flat Rates Residential Res. < 10,000 sq. ft. 10.59 12.71 15.25 18.30 21.96 26.35 Res. > 10,000 & < 50,000 sq. ft. 15.12 18.14 21.77 26.13 31.35 37.62 Res. > 50,000 sq. ft. 19.68 23.62 28.34 34.01 40.81 48.97 Commercial Commercial /Industrial (Average Charge) 40.24 48.29 57.95 69.53 83.44 100.13 10/24/2013 3 G Storm Water Fund Projected Cash Balances Storm Sewer Fund Capital Cash Reserves 700,000 800,000 Decrease from 2010 500 000 to 2011 due to $400k in capital projects 400,000 300,000 200,000 100,000 0 2010 2011 2012 2013 2014 2015 2016 2017 0Taiget waking cal OAckial waling 018 ng capital J EHLERS Sewer Fund • Cash balances stable at over $3.5M for last three years • $2.990M (or 85 %) of reserves projected to be spent in next four years Transfers to Trail & Storm Water Funds $250,000 $500,000 $0 $0 Sewer Projects 550,000 150,000 250,000 90,000 Inter Fund Loan to Storm Water Fund * 450,000 150,000 450,000 150,000 Total $1,250,000 $800,000 $700,000 $240,000 * - Interfund loon to be repaid to Sewer Fund over 15 years of 4% interest 40% of costs to be repaid in 15 years by inter fund loan $110,000 / year by 2018 8 � EHLERS 10/24/2013 Il Sewer Fund Projected Cash Balances Sewer Fund Capital Cash Reserves Interfund Loans to Storm Water Two Transfers to Trails Fund 4,000,000 3,500,000 3,000,000 2,500,000 2.000.000 1,500,000 1,000,000 500,000 0 2010 2011 2012 2013 2014 2015 2016 2017 2018 ■Target working capital oACtual woking capital 9 EHLERS Sewer Fund • Goals — Pay for capital projects per the current CIP — Achieve and maintain Targeted Fund Balance • 50% of Operating Costs • 100% Depreciation Expense • 100% of next years debt (if applicable) — Fund Storm Water and Trail Funds — No external debt 10 IVV EHLERS 10/24/2013 11 Sewer Fund • To maintain targeted cash reserves, we are recommending a 3% annual increase in sewer rates for all customers beginning in 2014 — Targeted cash reserve: 50% of current year operating costs + 100% depreciation expense — Rate increase is consistent with projected increases in operating costs of 3% per year • Repayment of interfund loan from the Storm Water Fund helps keep rate increases low 19 EHLERS Sewer Fund — Rate Structure Options • City asked Ehlers to evaluate changing sewer fund rate structure to account for those customers on both City water and sewer — 1,289 sewer customers also have City water • 1,256 are residential • 33 are commercial • Two possible rate structure options: — Option #1: Fixed Fee + User Charge based on actual water usage 12 IVV — Option #2: Fixed Fee + User Charge based on winter water usage EHLERS 10/24/2013 " Sewer Fund — Why Change Rate Structure? PROS CONS • Fairness: Customers pay sewer based Not all water usage goes "down the on actual water used drain" • Lawn sprinkling • "Winter averaging" caps sewer usage at Car washing 11t quarter water usage for each Swimming pools customer • Assumes water usage is all indoors; • Users not on City water cannot • Applies only to residential measure sewer usage customers. Commercial customers have separate irrigation meters for outdoor use • Those customers with lower water Those customers with higher water usage will see decreases in their sewer usage will see increases in their sewer bills bills 19 EHLERS Sewer Fund — Option #1 • Fixed Charge: Allows City to cover fixed costs of the system — 2012 Personal Services costs = $95,000 /year — Equates to $8.25 / customer / quarter • Usage Charge: Covers all other operating and capital costs of the system — 159,758,000 gallons of water used by sewer customers in 2012 — Equates to $1.90 / 1,000 gallons for all customers with City water • Non -Water Users: Based on average water usage — City average is 34,000 gallons / quarter — Total sewer bill would be $72.85 / quarter 14 EHLERS 10/24/2013 7 Sewer Fund — Option #2 • Fixed Charge: Same as Option #1 • Usage Charge: Sewer consumption would be based on water usage in the winter quarter for residential users — 93,929,566 gallons of water capped at the winter quarter usage — Assumes that water usage in the summer months for lawn sprinkling, etc. does not go into the sanitary sewer system — Equates to $3.40 / 1,000 gallons for residential customers — Equates to $1.90 / 1,000 gallons for commercial customers • Non -Water Users: Based on average water usage — City winter average is 19,000 gallons / quarter — Total sewer bill would be $72.85 / quarter cio IS EHLERS Sewer Fund — Average Water Usage City of Shorewood Average 2012 Water Usage by Quarter 60,000 50,000 40,000 30,000 20,000 10,000 SstQtr 2ndQtr 3rd Qtr 4th Qtr OAverage Water Usage O Winte r Average Water Usage 6 EHLERS , 10/24/2013 Sewer Fund - Customer Rate Options Proposed Quarterly Rates Quarterly Sanitary Sewer Rates 2016 2017 2018 Commercial 3.00% 3.00% 3.00% 3.00% 3.00 Fixed Charge 72.85 Residential Residential 70.00 8.25 8.50 8.75 9.01 9.29 Low Income -Sewer Only 46.66 48.57 50.03 51.53 53.07 54.67 Sewer Only 70.00 72.85 75.04 77.29 79.61 81.99 Commercial Commercial 70.00 8.25 8.50 8.75 9.01 9.29 Usage Rates Residential - Option #1 0.00 1.90 1.96 2.02 2.08 2.14 Residential - Option #2 0.00 3.40 3.50 3.61 3.72 3.83 Commercial 0.00 1.90 1.96 2.02 2.08 2.14 17 + EHLERS Sewer Fund - Impact Analysis Customer Current Rates Option #1 OF Residential 10% 7,000 gallons /quarter (summer) $70.00 $21.55 N/A 4,000 gallons / quarter (capped) N/A $21.85 80% 34,000 gallons / quarter (summer) 70.00 72.85 N/F 19,000 gallons / quarter (capped) N/A 72.8E 61,000 gallons /quarter (summer) Existing 2013 Proposed Quarterly Rates 10% 2014 2015 2016 2017 2018 Commercial 3.00% 3.00% 3.00% 3.00% 3.00 Fixed Charge 72.85 Residential Residential 70.00 8.25 8.50 8.75 9.01 9.29 Low Income -Sewer Only 46.66 48.57 50.03 51.53 53.07 54.67 Sewer Only 70.00 72.85 75.04 77.29 79.61 81.99 Commercial Commercial 70.00 8.25 8.50 8.75 9.01 9.29 Usage Rates Residential - Option #1 0.00 1.90 1.96 2.02 2.08 2.14 Residential - Option #2 0.00 3.40 3.50 3.61 3.72 3.83 Commercial 0.00 1.90 1.96 2.02 2.08 2.14 Sewer Fund - Impact Analysis Customer Current Rates Option #1 OF Residential 10% 7,000 gallons /quarter (summer) $70.00 $21.55 N/A 4,000 gallons / quarter (capped) N/A $21.85 80% 34,000 gallons / quarter (summer) 70.00 72.85 N/F 19,000 gallons / quarter (capped) N/A 72.8E 61,000 gallons /quarter (summer) 70.00 124.15 N/A 10% 34,000 gallons /quarter (capped) N/A 123.85 Commercial 50% 90,000 gallons /quarter 70.00 179.25 179.25 Non -Water User 70.00 72.85 72.85 Both options are "revenue neutral" and incorporate the 3% rate increase for 2014 no EH,LERS 10/24/2013 Sewer Fund • Policy Discussion — Both options generate same amount of revenue — Consistency with sewer bills throughout year • Option #1: More fluctuation in bills between winter and summer • Option #2: Customers 15t quarter usage caps sewer consumption for rest of year — Option #2: Sewer bills more stable throughout the year. Easy for customers to budget. 19 1 _, Excelsior Contract 19 EHLERS • Contract for joint usage of Glencoe Road sanitary trunk sewer line in 1971 — Total cost was $42,360 in 1971 dollars, of which Shorewood paid half • Shorewood annually pays Excelsior joint use sanitary sewer service rental fees based on: — Budgeted collection costs, depreciation and administrative costs ?O IVV — Proportionate share of estimated wastewater flows into Excelsior per MCES EHLERS 10/24/2013 10 Excelsior Contract • Potential discussion points with the City of Excelsior: — No reconciliation of budgeted costs to actual costs — Depreciation is based on entire City of Excelsior and not just Glencoe Road trunk sewer line • Currently paying $30,000 /year to Excelsior • Could save City of Shorewood $7,500 /year based on following assumptions: — Value of Glencoe Rd. fixed asset = purchase price in 1971 — Life of the fixed asset is 50 years — Asset is depreciated by the same amount each year — Asset will be fully depreciated by 2021 21 EHLERS LEADERS IN PUBLIC FINANCE Stacie Kvilvang Senior Financial Advisor (651) 697 -8506 skvilvang @ehlers - inc.com zz . 19 EHLERS Jason Aarsvold Financial Advisor (651) 697 -8512 jaarsvold @ehlers - inc.com ■ . 10/24/2013 11 City of Shorewood Utility Rate Study Base Model 1 Rates Inflation Actual 2 Revenue growth assumption - non -usage Budget 3 Investment income yield 4 Expense growth - general and administrative 5 Expense growth - contractual 6 Expense growth - non personnel 10 Beginning net assets 11 2011 12 Operating Revenues 2013 14 Sewer charges 2015 15 Storm Sewer Charges 2017 15 Revenue Due to Growth 2019 16 Total Operating Revenues 2021 17 2023 18 Operating Expenses 19 Personal Services 0.00% 20 Supplies 3.00% 21 Repairs and maintenance 3.00% 22 Depreciation 3.00% 23 Professional Services 3.00% 24 Contracted Services 3.00% 25 Insurance 26 Utilities 2.00% 27 Disposal Charges 2.00% 28 Other 2.00% 29 Total Operating Expenses 2.00% 30 2.00% 31 Net Operations 2.00% 32 Non operating revenues (expenses) 33 Special Assessments 1.25% 34 Interest income 1.25% 35 Other Income 1.25% 36 Interest and Other Expenses 1.25% 37 Connection Fees 1.25% 38 Transfers in 1.25% 39 Transfers out 40 Total non operating revenue (expenses) 3.00% 41 3.00% 42 Net increase (decrease) in resources 3.00% 43 3.00% 44 Ending net assets 3.00% 45 CIP Funding 3.00% 46 Purchase of Capital Assets 47 Interfund Loan 3.00% 48 IFL P &I - Future 15 Years 4% 49 IFL P &I - Future 15 Years 4% 50 IFL P &I - Future 15 Years 4% 51 IFL P &I - Future 15 Years 4% 52 IFL P &I - Future 15 Years 4% 53 IFL P &I - Future 15 Years 4% 54 2.00% 55 Bond Prin - Existing 2.00% 56 2.00% 57 Beginning Cash 2.00% 58 Add net operations (line 29) 2.00% 59 Add back depreciation (line 26) 2.00% 60 Add net non operating (line 40) 5,705,107 61 Add capital and bond (lines 55 -52) 5,198,487 62 Net change in balance sheet items 4,764,340 64 Ending Cash 3,985,242 65 Other investments 3,683,931 66 Ending net assets 3,362,059 67 69 Target minimum working capital 70 Actual working capital -cash balance 71 Over (Under) target working capital Sewer Fund 10/23/2013 0FREERS Actual Budget Projected 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 0.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 1.25% 1.25% 1.25% 1.25% 1.25% 1.25% 1.25% 1.25% 1.25% 1.25% 1.25% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 5.741.797 5,705,107 5,400,530 5,198,487 5,119,156 4,764,340 4,122,242 3,985,242 3,837,153 3,683,931 3,526,248 3,362,059 3,193,208 3,019,517 840.413 818.296 828,490 829,010 835.016 860.067 885.869 912.445 939,818 968.013 997.053 1.026.965 1,057,773 1,089,507 840,413 818.296 828,490 829,010 835.016 860.067 885,869 912,445 939,818 968.013 997.053 1.026.965 1,057,773 1,089,507 69,729 99,995 94,617 93,274 96,072 98,954 101,923 104,981 108,130 111,374 114,715 118,157 121,701 125,352 2,311 3,044 1,970 9,260 9,538 9,824 10,119 10,422 10,735 11,057 11,389 11,730 12,082 12,445 40,283 31,562 12,149 15,000 15,300 15,606 15,918 16,236 16,561 16,892 17,230 17,575 17,926 18,285 218,483 214,247 221,214 225,000 231,750 238,703 245,864 253,239 260,837 268,662 276,722 285,023 293,574 302,381 6,884 0 14,510 13,750 14,163 14,587 15,025 15,476 15,940 16,418 16,911 17,418 17,941 18,479 31,825 42,521 10,230 20,000 20,600 21,218 21,855 22,510 23,185 23,881 24,597 25,335 26,095 26,878 5,225 0 773 6,500 6,695 6,896 7,103 7,316 7,535 7,761 7,994 8,234 8,481 8,735 9,725 10,625 8,700 6,000 6,180 6,365 6,556 6,753 6,956 7,164 7,379 7,601 7,829 8,063 594,273 744,098 702,206 560,386 578,214 595,560 613,427 631,830 650,785 670,308 690,418 711,130 732,464 754,438 1,435 5.534 443 7,050 7,262 7,479 7,704 7,935 8,173 8,418 8,671 8,931 9,199 9,475 980,173 1.151.626 1.065,926 956,220 985,773 1,015,193 1,045,493 1,076,699 1,108,837 1,141,937 1,176,026 1,211,134 1,247,293 1,284,532 (139,760) (' 33,330) (237,436) (127,210) (150,757) (155,127) (159,624) (164,254) (169,019) (173,924) (178,973) (184,170) (189,519) (195,025, 0 0 0 0 0 0 0 0 0 0 0 0 0 0 38,440 27,553 29,843 43,934 41,945 27,452 19,079 12,513 12,035 12,367 10,794 11,209 11,595 11,948 2,230 1,200 3,150 3,245 3,342 3,442 3,545 3,652 3,761 3,874 3,990 4,110 4,233 4,360 0 0 0 0 0 0 0 0 0 0 0 0 0 0 2,400 2,400 700 60,000 0 (249,345) (517,866) 103,070 28,753 35,393 47,878 204,058 486,972 22,625 16,165 15,797 16,241 14,784 15,319 15,828 16,308 36,690 304,577 202,043 79,331 354,815 642,098 136,999 148,089 153,222 157,683 164,189 168,850 173,691 178,717 5,705,107 5,400,530 5,198,487 5,119,156 4,764,340 4,122,242 3,985,242 3,837,153 3,683,931 3,526,248 3,362,059 3,193,208 3,019,517 2,840,800 (123,479) (190,013) (22,015) (304,800) (561,350) (159,135) (240,400) (90,041) (191,280) (197,019) (202,929) (209,017) (215,288) (221,746) (475,000) (150,000) (450,000) (150,000) 0 (150,000) 0 0 0 0 42,722 42,722 42,722 42,722 42,722 42,722 42,722 42,722 42,722 13,491 13,491 13,491 13,491 13,491 13,491 13,491 13,491 40,473 40,473 40,473 40,473 40,473 40,473 40,473 13,491 13,491 13,491 13,491 13,491 13,491 0 0 0 0 0 13,491 13,491 13,491 13,491 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3,666,489 3,776,321 3,544,245 3,514,714 3,355,583 2,196,167 1,526,358 1,001,036 962,832 989,344 863,482 896,754 927,579 955,843 (139,760) (333,330) (237,436) (127,210) (150,757) (155,127) (159,624) (164,254) (169,019) (173,924) (178,973) (184,170) (189,519) (195,025) 218,483 214,247 221,214 225,000 231,750 238,703 245,864 253,239 260,837 268,662 276,722 285,023 293,574 302,381 103,070 28,753 35,393 47,878 (204,058) (486,972) 22,625 16,165 15,797 16,241 14,784 15,319 15,828 16,308 (123,479) (190,013) (22,015) (304,800) (1,036,350) (266,413) (634,187) (143,354) (81,102) (236,841) (79,260) (85,348) (91,619) (98,077) 51.518 48.267 26,687 3,776,321 3,544,245 3,514,714 3,355,583 2,196,167 1,526,358 1,001,036 962,832 989,344 863,482 896,754 927,579 955,843 981,430 5,705,107 5,400,530 5,198,487 5,119,156 4,764,340 4,122,242 3,985,242 3,837,153 3,683,931 3,526,248 3,362,059 3,193,208 3,019,517 2,840,800 599,328 682,937 643,570 590,610 608,762 626,948 645,678 664,969 684,837 705,299 726,374 748,079 770,433 793,457 3,776,321 3,544,245 3,514,714 3,355,583 2,196,167 1,526,358 1,001,036 962,832 989,344 863,482 896,754 927,579 955,843 981,430 3,176,993 2,861,309 2,871,144 2,764,973 1,587,406 899,411 355,358 297,863 304,507 158,182 170,380 179,500 185,410 187,974 10/23/2013 0FREERS City of Shorewood Utility Rate Study Base Model 1 Rates Inflation Actual 2 Revenue growth assumption - non -usage Budget 3 Investment income yield 4 Expense growth - general and administrative 5 Expense growth - contractual 6 Expense growth - non personnel 10 Beginning net assets 11 2011 12 Operating Revenues 2013 14 Sewer charges 2015 15 Storm Sewer Charges 2017 15 Revenue Due to Growth 2019 16 Total Operating Revenues 2021 17 2023 18 Operating Expenses 19 Personal Services 0.00% 20 Supplies 20.00% 21 Repairs and maintenance 20.00% 22 Depreciation 0.00% 23 Professional Services 0.00% 24 Contracted Services 0.00% 25 Insurance 26 Utilities 2.00% 27 Disposal Charges 2.00% 28 Other 2.00% 29 Total Operating Expenses 2.00% 30 2.00% 31 Net Operations 2.00% 32 Non operating revenues (expenses) 33 Special Assessments 1.25% 34 Interest income 1.25% 35 Other Income 1.25% 36 Interest and Other Expenses 1.25% 37 Connection Fees 1.25% 38 Transfers in 1.25% 39 Transfers out 40 Total non operating revenue (expenses) 3.00% 41 3.00% 42 Net increase (decrease) in resources 3.00% 43 3.00% 44 Ending net assets 3.00% 45 CIP Funding 3.00% 46 Purchase of Capital Assets 47 Interfund Loan 3.00% 48 IFL P &I - Future 15 Years 4% 49 IFL P &I - Future 15 Years 4% 50 IFL P &I - Future 15 Years 4% 51 IFL P &I - Future 15 Years 4% 52 IFL P &I - Future 15 Years 4% 53 IFL P &I - Future 15 Years 4% 54 2.00% 55 Bond Prin - Existing 2.00% 56 2.00% 57 Beginning Cash 2.00% 58 Add net operations (line 29) 2.00% 59 Add back depreciation (line 26) 2.00% 60 Add net non operating (line 40) 1,739,820 61 Add capital and bond (lines 55 -52) 1,628,234 62 Net change in balance sheet items 1,933,127 64 Ending Cash 2,408,267 65 Other investments 2,890,783 66 Ending net assets 3,429,074 67 69 Target minimum working capital 70 Actual working capital -cash balance 71 Over (Under) target working capital Storm Sewer Fund 10/23/2013 EHLERS Actual Budget Projected 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 0.00% 20.00% 20.00% 20.00% 20.00% 20.00% 0.00% 0.00% 0.00% 0.00% 0.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 1.25% 1.25% 1.25% 1.25% 1.25% 1.25% 1.25% 1.25% 1.25% 1.25% 1.25% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 3.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 1,661,495 1,739,820 1,706,737 1,628,234 1,650,838 1,933,127 2,263,268 2,408,267 2,613,146 2,890,783 3,163,824 3,429,074 3,688,723 3,944,830 190,819 189,013 186,943 186,960 224,352 269,223 323,067 387,680 465,217 465,217 465,217 465,217 465,217 465,217 190,819 189,013 186,943 186,960 224,352 269,223 323,067 387,680 465,217 465,217 465,217 465,217 465,217 465,217 22,737 44,715 57,611 35,601 36,669 37,769 38,902 40,069 41,271 42,509 43,785 45,098 46,451 47,845 2,581 3,565 1,685 4,400 4,532 4,668 4,808 4,952 5,101 5,254 5,411 5,574 5,741 5,913 33,475 88,004 30,030 35,500 36,210 36,934 37,673 38,426 39,195 39,979 40,778 41,594 42,426 43,274 19,833 25,250 32,314 33,283 34,282 35,310 36,370 37,461 38,585 39,742 40,934 42,162 43,427 44,730 9,848 29,632 19,783 11,000 11,330 11,670 12,020 12,381 12,752 13,135 13,529 13,934 14,353 14,783 40,871 41,752 131,488 50,000 51,500 53,045 54,636 56,275 57,964 59,703 61,494 63,339 65,239 67,196 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1,762 117 935 2,800 2,884 2,971 3,060 3,151 3,246 3,343 3,444 3,547 3,653 3,763 131,107 233,035 273,846 172,584 177,407 182,367 187,469 192,716 198,113 203,665 209,375 215,248 221,290 227,504 59,712 (44,022) (86,903) 14,376 46,945 86,855 135,598 194,964 267,103 261,552 255,842 249,968 243,927 237,712 7,651 6,957 6,988 7,198 7,414 7,636 7,865 8,101 8,344 8,594 8,852 9,118 9,391 9,673 5,637 3,882 1,412 1,031 1,230 1,150 1,536 1,814 2,189 2,895 557 563 2,789 4,794 5,325 100 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 226,700 234,500 18,613 10,939 8,400 8,229 235,343 243,286 9,401 9,915 10,533 11,490 9,409 9,680 12,181 14,467 78,325 33.083 78.503 22,604 282,288 330,141 144,999 204,879 277,636 273,041 265,250 259,649 256,107 252,179 1,739,820 1,706,737 1,628,234 1,650,838 1,933,127 2,263,268 2,408,267 2,613,146 2,890,783 3,163,824 3,429,074 3,688,723 3,944,830 4,197,010 (418,085) (110,901) (40,000) (797,941) (441,865) (552,920) (265,620) (149,546) (539,712) (182,021) 0 (15,501) 0 475,000 150,000 450,000 150,000 0 150,000 (42,722) (42,722) (42,722) (42,722) (42,722) (42,722) (42,722) (42,722) (42,722) (13,491) (13,491) (13,491) (13,491) (13,491) (13,491) (13,491) (13,491) (40,473) (40,473) (40,473) (40,473) (40,473) (40,473) (40,473) (13,491) (13,491) (13,491) (13,491) (13,491) (13,491) 0 0 0 0 0 (13,491) (13,491) (13,491) (13,491) 571,128 665,518 214,142 82,479 98,367 91,996 122,861 145,097 175,130 231,626 44,521 45,015 223,157 383,522 59,712 (44,022) (86,903) 14,376 46,945 86,855 135,598 194,964 267,103 261,552 255,842 249,968 243,927 237,712 19,833 25,250 32,314 33,283 34,282 35,310 36,370 37,461 38,585 39,742 40,934 42,162 43,427 44,730 18,613 10,939 8,400 8,229 235,343 243,286 9,401 9,915 10,533 11,490 9,409 9,680 12,181 14,467 0 (418,085) (110,901) (40,000) (322,941) (334,587) (159,133) (212,307) (259,724) (499,889) (305,690) (123,669) (139,170) (123,669) 3.768 25.458 25,427 665,518 214,142 82,479 98,367 91,996 122,861 145,097 175,130 231,626 44,521 45,015 223,157 383,522 556,762 1,739,820 1,706,737 1,628,234 1,650,838 1,933,127 2,263,268 2,408,267 2,613,146 2,890,783 3,163,824 3,429,074 3,688,723 3,944,830 4,197,010 75,470 129,143 153,080 102,934 148,566 165,052 208,606 225,266 228,527 245,372 248,824 252,374 256,028 259,786 665,518 214,142 82,479 98,367 91,996 122,861 145,097 175,130 231,626 44,521 45,015 223,157 383,522 556,762 590,048 85,000 (70,601) (4,567) (56,571) (42,191) (63,509) (50,137) 3,100 (200,852) (203,809) (29,217) 127,494 296,976 10/23/2013 EHLERS City of Shorewood Sanitary Sewer System Capital Improvement Program Actual CIP (2013 Dollars) 304,800 545,000 150,000 220,000 80,000 165,000 165,000 165,000 165,000 165,000 165,000 Percent Inflation 0% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% Inflated Project Costs 304,800 CAPITAL EQUIPMENT 159,135 240,400 90,041 191,280 197,019 202,929 209,017 215,288 221,746 Radio /ISP Communications - Lift Station Retrofit SS -10 -10 40,000 10,000 Dump Truck 068 165,000 PROJECTS Lift Station 11 Rehab - 20465 Radisson SS -13 -01 180,000 Lift Station 11 Force Main Separation SS -13 -02 194,800 Lift Station 9 Rehab - 20995 Minnetonka Blvd SS -14 -01 120,000 Lift Station 10 Rehab - 4773 Lakeway Terrace SS -15 -01 80,000 Lift Station 20 Rehab - 26550 Noble Road SS -16 -01 70,000 Lift Station 7 Rehab - 5600 Woodside Road SS -16 -02 80,000 Lift Station 18 Rehab - 4996 Shady Island Point SS -17 -01 10,000 Inflow & Infiltration Reduction SS -99 -05 70,000 70,000 70,000 70,000 70,000 70,000 70,000 70,000 70,000 70,000 70,000 Future capital 95,000 95,000 95, 0001 95,0001 95,000 95,000 Actual CIP (2013 Dollars) 304,800 545,000 150,000 220,000 80,000 165,000 165,000 165,000 165,000 165,000 165,000 Percent Inflation 0% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% Inflated Project Costs 304,800 561,350 159,135 240,400 90,041 191,280 197,019 202,929 209,017 215,288 221,746 10/23/2013 EHLERS City of Shorewood Storm Sewer System Capital Improvement Program Actual CIP (2013 Dollars) 40,000 774,700 416,500 506,000 236,000 129,000 452,000 148,000 0 11,880 0 Percent Inflation 0% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% Inflated Project Costs 40,000 CAPITAL EQUIPMENT 441,865 552,920 265,620 149,546 539,712 182,021 0 15,501 0 None PROJECTS Lake South Auto Drainage - WSB Report STM -12 -05 24,000 Valleywood Circle & Lane - Drainage STM -12 -08 142,000 Shorewood Lane Ditch STM -13 -01 70,000 Sunnyvale Lane Drainage STM -13 -02 192,000 Excelsior Blvd Drainage STM -13 -03 40,000 Club Valley Drainge STM -14 -01 101,000 6120 Riviera Drainage - WSB Report STM -14 -04 19,000 Star Circle & Lane STM -15 -01 31,000 Grant Lorenz STM -15 -02 50,000 50,000 50,000 23350 Academy Drainage STM -15 -04 75,000 Garden Road STM -15 -05 26,000 Amlee /Glen Road STM -16 -01 381,000 Manitou Lane STM -16 -02 75,000 Riviera Lane STM -17 -01 87,000 Shorewood Lane STM -17 -02 99,000 Mann Lane STM -18 -01 105,000 Maple Street STM -18 -02 24,000 Eureka Road North STM -19 -01 452,000 Seamans Drive STM -20 -01 148,000 Rampart Court Drainage STM -22 -01 11,880 Galpin Lake Rd Trail T003 226,700 Smithtown From CR 19 to Regional Trail T006 I 1 1 234,500 Future capital Actual CIP (2013 Dollars) 40,000 774,700 416,500 506,000 236,000 129,000 452,000 148,000 0 11,880 0 Percent Inflation 0% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% Inflated Project Costs 40,000 797,941 441,865 552,920 265,620 149,546 539,712 182,021 0 15,501 0 10/23/2013 40 FREERS 1OE MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Approval of the 2014 -2023 CIP and 2014 Enterprise Budgets Meeting Date: January 13, 2014 Prepared by: Bruce DeJong Reviewed by: Bill Joynes Attachment: Resolution Projects by Department Capital Outlay Fund Budgets Enterprise Fund Budgets Policy Consideration: Adoption of these budgets will give staff the authorization to expend funds to provide or maintain service levels to the community. Background: The 2014 General Fund Budget and tax levy were adopted, as required by state law, after the Truth -in- Taxation meeting on December 2, 2013. These remaining funds are not required be budgeted, but should be adopted as guidelines to ensure that staff is clear on the level of expenditure the City Council is comfortable allowing for each of these areas in the coming year. The CIP also provides a glimpse at potential spending in various areas over the next nine years beyond 2014. However, none of the funding scheduled in the CIP for 2015 or beyond will be committed without further Council action. Each of these budgets has been discussed in detail at work sessions held throughout the fall. These budgets represent staff's estimate of what is required to provide the level of service desired in 2014. Financial or Budget Considerations: The adoption of these budgets does not limit the City Council's ability to modify spending priorities or authorizations throughout the year. Options: The City Council may choose to: 1. Adopt the budgets and CIP as presented; 2. Make additional changes and adopt the amended budgets and CIP; 3. Do not adopt any budgets or CIP and require staff to present justification and individual authorization for each expenditure or project. Recommendation / Action Requested: Staff recommends that the City Council adopt the budget and CIP resolution as submitted by staff. 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. 14- ADOPTING THE 2014 -2023 CAPITAL IMPROVEMENT PLAN, CAPITAL PROJECT FUND BUDGETS, AND 2014 ENTERPRISE BUDGETS WHEREAS, City staff have presented the preliminary CIP and 2014 budgets at work sessions since September, 2013; and WHEREAS, the City Council has reviewed the CIP and budgets and made modifications to each that reflect desired community service levels; and WHEREAS, these budgets represent a reasonable estimate of what needs to be spent to provide the desired service level; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD AS FOLLOWS: 1. The 2014 -2023 Capital Improvement Plan is hereby adopted as presented. 2. The Parks Capital, Equipment Replacement, Street Reconstruction, MSA, Trail Constriction, and Community Infrastructure budgets are hereby adopted as presented. 3. The Water, Sewer, Recycling, and Storm Water budgets are hereby adopted as presented. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 13th day of January, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor City of Shorewood, Minnesota Capital Improvement Program 2014 thn, 2023 PROJECTS BY SOURCE Source # Priority 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Total 5,000 55,000 50,000 75,000 3,000 8,000 6,500 7,000 7,000 40,000 50,000 100,000 8,000 8,000 178,000 157,000 5,400 2,000 2,500 2,500 60,000 14,000 75,000 15,000 3,000 15,000 5,000 55,000 50,000 75,000 3,000 3,000 8,000 20,500 40,000 50,000 100,000 10,000 24,000 100,000 178,000 157,000 5,400 7,000 60,000 14,000 75,000 15,000 402 - Park Improvements Total 133,000 343,500 118,000 121,000 194,500 19,000 128,400 91500 31000 1,069,900 Thursday, January 09, 2014 402 - Park Improvements Gideon Glen Signage & Parking Lot P0003 5 15,000 Freeman Plaza P0100 5 Freeman North Playground P0102 4 Equipment Freeman Parking Lot w/ MCWD P0103 5 Freeman Ball Field Lights P0104 5 Freeman Picnic Shelter Re -Roof P0105 4 Freeman Park - Eddy Station P0108 4 Freeman - Waterline for Community P0111 4 Garden Cathcart Park - Resurface P0200 Tennis /Basketball Courts Cathcart Park Hockey Boards P0201 3 Cathcart Park Tot Lot P0202 5 Cathcart Parking Lot P0203 5 Badger Park - Creek Crossing P0300 3 10,000 Badger Park Tennis Courts P0301 2 8,000 Badger Park Field Improvements P0302 n/a 100,000 Badger Park Parking & Road P0303 2 Badger Park Amenities P0304 2 Manor Park - Shelter Outside Floor & P0402 Stoops Silverwood Park - Resurface 1/2 court P0500 2 Silverwood Park Equipment P0501 3 Silverwood Park Swing Set P0502 3 Skate Park Rehab P0600 3 Skate Park Picnic Shelter P0601 5 5,000 55,000 50,000 75,000 3,000 8,000 6,500 7,000 7,000 40,000 50,000 100,000 8,000 8,000 178,000 157,000 5,400 2,000 2,500 2,500 60,000 14,000 75,000 15,000 3,000 15,000 5,000 55,000 50,000 75,000 3,000 3,000 8,000 20,500 40,000 50,000 100,000 10,000 24,000 100,000 178,000 157,000 5,400 7,000 60,000 14,000 75,000 15,000 402 - Park Improvements Total 133,000 343,500 118,000 121,000 194,500 19,000 128,400 91500 31000 1,069,900 Thursday, January 09, 2014 Source # Priority 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Total Thursday, January 09, 2014 403 - Equipment Replacement Fund UTV - replace unit 34 034 5 20,000 20,000 Tractor - Ford 3910 035 5 54,000 54,000 Flatbed - 4 x 2 Replace unit 49 049 5 44,000 44,000 Loader - Cat 930H 056 5 250,000 250,000 Trailer 18' replace unit 59 059 5 15,000 15,000 Sand Pro 3000 - replace Unit 64 064 2 13,000 13,000 Trailer 12' replace unit 69 069 5 5,000 5,000 Dump Truck - replace unit 72 072 5 170,000 170,000 Groundsmaster Mower- Toro 328D - 075 2 31,000 31,000 replace unit 75 Pickup 44 - Replace Unit 78 078 3 35,000 35,000 Pickup - 350 44 replace unit 81 081 5 42,000 42,000 Mower - Replace Unit 86 086 4 26,000 32,000 58,000 Pickup 350 44 - replace unit 91 091 5 50,000 50,000 Groundsmaster Mower replace unit 093 5 28,000 28,000 93 Plow and Sander - One Ton Dump 094 5 155,000 155,000 Skid Steer - replace unit 97 097 5 55,000 55,000 Boom Truck 100 5 84,000 84,000 Chipper 101 5 45,000 45,000 Blower for Groundsmaster - replace A01 3 6,500 6,500 A01 Cab for mower - replace A02 A02 3 8,000 8,000 Cab for mower - replace A04 A04 4 7,000 7,000 Mower - Rear A05 5 13,000 13,000 Flail Mower - Side A06 5 17,000 17,000 Blower for Groundsmaster - replace A08 3 9,000 9,000 A08 Engine /Transmission Analysis Station A09 n/a 4,000 4,500 5,000 13,500 Replace Sander A10 3 14,000 14,000 South Shore Community Center PF -11 -01 n/a 2,500 43,000 41,000 2,000 88,500 Public Works Building PF -12 -01 n/a 10,000 81,000 91,000 Color Copier Replacement T -13 -03 2 10,000 10,000 Technology Upgrades T -14 -01 2 21,500 21,500 Computer Upgrades T -99-99 1 15,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 105,000 - Equipment Replacement Fund Total 327,000 296,000 141,500 193,000 68,500 44,000 96,000 117,000 15,000 260,000 1,558,000 Thursday, January 09, 2014 Source # Priority 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Total Thursday, January 09, 2014 404 - Street Reconstruction Fund Elbert Point LR -13 -01 3 27,000 27,000 KcKinley Circle LR -13 -02 3 21,000 21,000 Valleywood Circle & Lane LR -13 -06 3 601,000 601,000 Charleston Circle LR -14 -01 4 36,000 36,000 Club Valley Road LR -14 -02 4 29,000 29,000 Lake Virginia Drive LR -14 -03 4 63,000 63,000 Radisson Entrance LR -14 -04 4 33,000 33,000 Sunnyvale Lane LR -14 -06 4 228,000 228,000 Timber Lane LR -14 -07 4 55,000 55,000 Chaska Road LR -15 -01 5 87,000 87,000 Mayflower Road LR -15 -02 5 33,000 33,000 McKinley Court LR -15 -03 5 40,000 40,000 Murray Hill Road LR -15 -04 5 52,000 52,000 Star Circle & Lane LR -15 -05 5 453,000 453,000 Summit Avenue LR -15 -06 5 32,000 32,000 Amlee Road LR -16 -01 5 332,000 332,000 Garden Road LR -16 -02 5 42,000 42,000 Gillette Curve LR -16 -03 5 35,000 35,000 Manitou Lane LR -16 -04 5 317,000 317,000 McKinley Place N & S LR -16 -05 5 65,000 65,000 Shady Hills Circle LR -16 -06 5 51,000 51,000 Echo Road LR -17 -01 5 71,000 71,000 Howards Point Road LR -17 -02 5 180,000 180,000 Kathleen Court LR -17 -03 5 22,000 22,000 Oak Ridge Circle LR -17 -04 5 29,000 29,000 Riviera Lane LR -17 -05 5 371,000 371,000 Shorewood Lane LR -17 -06 5 423,000 423,000 Mann Lane LR -18 -01 5 444,000 444,000 Maple Street LR -18 -02 5 100,000 100,000 Bayswater Road LR -19 -01 5 100,000 100,000 Boulder Circle LR -19 -02 5 49,000 49,000 Christmas Lane W LR -19 -03 5 32,000 32,000 Lilac Lane LR -19 -05 5 46,000 46,000 Strawberry Lane LR -19 -06 5 85,000 85,000 Vine Street LR -19 -07 5 33,000 33,000 Birch Bluff Road LR -20 -01 5 107,000 107,000 Thursday, January 09, 2014 Source # Priority 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Total Excelsior Blvd LR -20 -02 5 19,000 19,000 Seamans Drive LR -20 -03 5 629,000 629,000 West Lane LR -20 -04 5 32,000 32,000 Christmas Lane E LR -21 -01 5 21,000 21,000 Christmas Lake Road LR -21 -02 5 107,000 107,000 Country Club Road LR -21 -03 5 95,000 95,000 Chestnut Court & Chestnut Terrace LR -22 -01 5 58,000 58,000 Murray St LR -22 -02 5 82,000 82,000 Rampart Ct LR -22 -03 5 24,000 24,000 Silver Lake Trail LR -22 -04 5 47,000 47,000 Smithtown Circle LR -22 -05 5 25,000 25,000 Shady Island Circle, Point & Road LR -23 -01 5 116,000 116,000 Shady Island Trail LR -23 -02 5 128,000 128,000 Sylvan Lane LR -23 -03 5 28,000 28,000 Wild Rose Lane E & W LR -23 -04 5 842,000 842,000 Street Sign Replacement LR -99 -001 2 6,600 6,900 75200 7,500 7,800 8,100 8,400 8,700 9,000 70,200 Maintenance - Bituminous Sealcoating LR -99 -100 1 270,000 228,000 245,000 184,000 238,000 305,000 274,000 255,000 248,000 275,000 2,522,000 X04 - Street Reconstruction Fund Total 11369,600 931,900 11094,200 1,287,500 789,800 658,100 11069,400 486,700 493,000 11389,000 9,569,200 405 - MSA Road Reconstruction Fun Smithtown -West Border to Regional T002 1 348,904 348,904 Sidewalk Galpin Lake Rd Sidewalk T003 1 211,567 208,567 420,134 VISA Road Reconstruction Fund Total 560,471 208,567 769,038 406 - Trails Galpin Lake Rd Sidewalk T003 1 259,966 259,966 Smithtown from Co Rd 19 to T006 1 703,500 703,500 Regional Trail Excelsior Blvd - Greenwood to T016 1 180,000 180,000 Barrington 406 - Trails Total 439,966 703,500 1,143,466 601 - Water Fund Air Compressor - Replace unit 38 038 3 12,000 12,000 Dump Truck - replace unit 65 065 3 165,000 165,000 Utility Truck w /crane & toolbox 076 5 77,000 77,000 replace unit 76 Thursday, January 09, 2014 Source # Priority 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Total Utility Vehicle - replace unit 77 077 4 26,000 26,000 Pick -up - 4 x 4150 Replace Unit 80 080 5 35,000 35,000 Water Main - Star Circle & Lane w -11 -02 n/a 130,000 130,000 Water Main - Sunnyvale Lane W -13 -02 n/a 100,000 100,000 W. Water Tower - Rehab & Painting W- -13 -03 3 450,000 450,000 601 - Water Fund Total 715,000 254,000 26,000 995,000 5 Galpin Lake Rd Trail Stormwater SS003 1 226,700 Smithtown Road Trail Stormwater 611 - Sanitary Sewer Fund Sewer Jetter - replace unit 60 060 5 STM -12 -05 51,000 51,000 Dump Truck - Replace Unit 68 068 2 165,000 Valleywood Circle & Lane - Drainage STM -12 -08 165,000 Radio /ISP Communications - Lift SS -10 -10 1 10,000 4 70,000 Sunnyvale Lane Drainage 10,000 Station Retrofit Club Valley Drainage STM -14 -01 4 101,000 6120 Riviera Drainage - WSB Report Lift Station 11 Rehab - 20465 SS -13 -01 3 180,000 Star Circle & Lane STM -15 -01 180,000 Radisson Rd. STM -15 -02 5 Lift Station 9 Rehab - 20995 SS -14 -01 3 120,000 120,000 Minnetonka Blvd Lift Station 10 Rehab - 4773 SS -15 -01 3 80,000 80,000 Lakeway Terrace Lift Station 20 Rehab - 26550 Noble SS -16 -01 3 70,000 70,000 Road Lift Station 7 Rehab - 5600 SS -16 -02 3 80,000 80,000 Woodside Road Lift Station 18 Rehab - 4996 Shady SS -17 -01 3 10,000 10,000 Island Point Infiltration and Inflow Reduction SS -99 -05 1 70,000 70,000 70,000 70,000 70,000 70,000 70,000 70,000 70,000 70,000 700,000 611 - Sanitary Sewer Fund Total 545,000 150,000 271,000 80,000 70,000 70,000 70,000 70,000 70,000 70,000 1,466,000 45,000 45,000 226,700 234,500 234,500 24,000 142,000 70,000 192,000 101,000 19,000 31,000 31,000 50,000 50,000 50,000 150,000 Thursday, January 09, 2014 631 - Stormwater Management Fund 4" pump replace unit 50 050 5 Galpin Lake Rd Trail Stormwater SS003 1 226,700 Smithtown Road Trail Stormwater SS006 1 Lake South Auto Drainage - WSB STM -12 -05 3 24,000 Report Valleywood Circle & Lane - Drainage STM -12 -08 4 142,000 Shorewood Lane Ditch STM -13 -01 4 70,000 Sunnyvale Lane Drainage STM -13 -02 4 192,000 Club Valley Drainage STM -14 -01 4 101,000 6120 Riviera Drainage - WSB Report STM -14 -04 3 19,000 Star Circle & Lane STM -15 -01 5 Grant Lorenz STM -15 -02 5 45,000 45,000 226,700 234,500 234,500 24,000 142,000 70,000 192,000 101,000 19,000 31,000 31,000 50,000 50,000 50,000 150,000 Thursday, January 09, 2014 Source # Priority 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Total 23350 Academy Drainage STM -15 -04 4 75,000 75,000 Garden Road STM -15 -05 4 26,000 26,000 Amlee /Glen Road STM -16 -01 4 381,000 381,000 Manitou Lane STM -16 -02 4 75,000 75,000 Riveria Lane STM -17 -01 4 87,000 87,000 Shorewood Lane STM -17 -02 4 99,000 99,000 Mann Lane STM -18 -01 4 105,000 105,000 Maple St STM -18 -02 4 24,000 24,000 Seamans Drive STM -20 -01 4 148,000 148,000 Rampart Ct. Drainage STM -22 -01 1 11,880 11,880 Stormwater Management Fund Total 774,700 416,500 506,000 236,000 129,000 193,000 11,880 2,267,080 GRAND TOTAL 4,864,737 3,303,967 2,156,700 1,917,500 1,251,800 791,100 1,556,800 683,200 592,880 1,719,000 18, 837, 684 Thursday, January 09, 2014 PARK CAPITAL IMPROVEMENT FUND Fund: 402- Park Capital Outlay REVENUES Beginning Fund Balance Park Dedication Fees Interest Earnings* Contributions / donations Concession Sales G ra nts Miscellaneous revenue Transfers in TOTAL REVENUES EXPENDITURES OTHER SERVICES Contractrua) Services Miscellaneous Charges TOTAL OTHER SERVICES CAPITAL OUTLAY Other Improvements TOTAL CAPITAL OUTLAY TOTAL EXPENDITURES Revenue - Over /(under) Ending Fund Balance Approved Actual Actual Actual Actual Estimated Budget 2009 2010 2011 2012 2013 2014 262,710 293,430 190,380 150,958 168,427 220,967 - 10,000 - 10,000 55,000 30,000 21771 21730 964 11273 800 800 394 - - - - - - 1041200 - - - - 45,000 42,000 42,000 42,000 42,000 42,000 48,165 158,930 42,964 53,273 97,800 72,800 3,800 - - - - - 40 - - - - - 3,840 - - - - - 13,605 261,980 82,386 35,804 45,260 133,000 13,605 261,980 82,386 35,804 45,260 133,000 17,445 261,980 82,386 35,804 45,260 133,000 30,720 (103,050) (39,422) 171469 52,540 (60,200) 293,430 190,380 150,958 168,427 220,967 160,767 EQUIPMENT REPLACEMENT FUND Fund: 403 - Equipment Replacement REVENUES Beginning Fund Balance Interest Earnings Miscellaneous Income Sale of Old Equipment Transfers in TOTAL REVENUES EXPENDITURES OTHER SERVICES Contractual Services Bank Charges TOTAL OTHER SERVICES CAPITAL OUTLAY Machinery and Equipment TOTAL CAPITAL OUTLAY TOTAL EXPENDITURES Revenue over /(under) Ending Fund Balance Approved Actual Actual Actual Actual Estimated Budget 2009 2010 2011 2012 2013 2014 669,429 842,786 732,105 521,172 613,693 417,541 10,660 8,495 41788 5,919 3,100 21100 - 311130 6,271 1,933 7,987 - 175,000 100,000 50,000 3121416 58,500 75,000 185,660 139,625 61,059 320,268 69,587 77,100 11258 - - 5,133 - - 1,285 2,543 - - 5,133 - - 9,760 250,306 271,992 222,614 265,739 327,000 9,760 250,306 271,992 222,614 265,739 327,000 12,303 250,306 271,992 2271747 265,739 327,000 173,357 (110,681) (210,933) 92,521 (196,152) (249,900) 842,786 732,105 521,172 613,693 417,541 167,641 STREET RECONSTRUCTION FUND Fund: 404 - Street Capital Outlay REVENUES Beginning Fund Balance MSA Maintenance Money Interest Earnings Transfers in Total Revenue EXPENDITURES CAPITAL OUTLAY Other Improvements TOTAL CAPITAL OUTLAY TOTAL EXPENDITURES Revenue over /(under) Ending Fund Balance Actual 2009 Actual 2010 Actual 2011 Actual 2012 Estimated 2013 Approved Budget 2014 1,625,965 111142 700,000 1,619,643 13,981 7121135 1,311,707 111413 700,000 1,481,482 11,366 700,000 1,760,337 8,800 714,000 2,144,654 10,700 725,000 711,142 726,116 711,413 711,366 722,800 735,700 7171464 1,034,052 541,638 432,511 338,483 1,369,600 717,464 1,034,052 541,638 432,511 338,483 1,369,600 717,464 1,034,052 541,638 432,511 338,483 1,369,600 (6,322) (307,936) 169,775 278,855 384,317 (633,900) 1,619,643 1,311,707 1,481,482 1,760,337 2,144,654 1,510,754 MSA STREET CONSTRUCTION FUND Fund: 405 - MSA Capital Outlay REVENUES Beginning Fund Balance MSA Construction Money Interest Earnings Transfers in Total Revenue EXPENDITURES MATERIALS & SUPPLIES General Supplies TOTAL MATERIALS & SUPPLIES OTHER SERVICES Miscellaneous Services TOTAL OTHER SERVICES CAPITAL OUTLAY Other Improvements TOTAL CAPITAL OUTLAY TOTAL EXPENDITURES Revenue over /(under) Ending Fund Balance MSA Construction Account Balance - at MN DOT Actual 2009 Actual 2010 Actual 2011 Actual 2012 Estimated 2013 Approved Budget 2014 124,077 - 3,594 127,671 - 4,093 131,749 - 1,068 132,650 - 11287 133,937 - 700 134,637 425,721 700 3,594 4,093 1,068 1,287 700 426,421 15 167 - - 15 - 167 - - - - - - 560,471 - - - - - 560,471 - 15 167 - - 560,471 3,594 4,078 901 11287 700 (134,050) 127,671 131,749 132,650 133,937 134,637 587 120,956 325,606 coming in Oct coming in Oct TRAIL CONSTRUCTION FUND Fund: 406 - Trail Capital Outlay REVENUES Beginning Fund Balance Interest Earnings G ra nts Transfers in Total Revenue EXPENDITURES CAPITAL OUTLAY Other Improvements TOTAL CAPITAL OUTLAY TOTAL EXPENDITURES Revenue over /(under) Ending Fund Balance Actual Actual Actual Actual 2009 2010 2011 2012 Estimated 2013 Approved Budget 2014 - - - - - - - 180 - - - (34,576) - 11469,045 - - 860,100 - - - 180 1,469,045 860,100 - - - 341756 114341469 860,100 - - - 34,756 1,434,469 860,100 - - - 34,756 1,434,469 860,100 - - - (34,576) 34,576 - - - - (34,576) - - COMMUNITY INFRASTRUCTURE FUND Fund: 450 - Community -wide Capital Outlay CAPITAL OUTLAY Other Improvements Approved - Actual Actual Actual Actual Estimated Budget REVENUES 2009 2010 2011 2012 2013 2014 Beginning Cash Balance - 1,000,000 1,867,783 1,829,478 1,842,330 413,512 Interest Earnings - 13,206 15,827 141232 9,200 21100 Miscellaneous Income - - - - - - Transfers in 1,000,000 854,590 - - - - Total Revenues 1,000,000 867,796 15,827 14,232 9,200 2,100 EXPENDITURES OTHER SERVICES Miscellaneous Services - 13 - - - - TOTAL OTHER SERVICES - 13 - - - - CAPITAL OUTLAY Other Improvements - - - 3,549 - TOTAL CAPITAL OUTLAY - - - - 3,549 - Transfers out 541132 1,380 114341469 388,567 Total - - 54,132 1,380 1,434,469 388,567 TOTAL EXPENDITURES - 13 54,132 1,380 1,438,018 388,567 Revenue over /(under) 1,000,000 8671783 (38,305) 12,852 (1,428,818) (386,467) Ending Cash Balance 1,000,000 1,867,783 1,829,478 1,842,330 413,512 27,045 WATER FUND Revenue Coding: 601- Expenditure Coding: 601 - 49400- 700,675 720,652 814,742 703,500 446,567 Dept -1% (6,000) 620 Fiscal Agent Fees Actual Actual Actual Budget YTD Request Percent Dollar REVENUES 2010 2011 2012 2013 Thru Oct 2014 Change Change 37110 Water Sales 465,861 509,737 611,047 630,000 404,643 630,000 0% 0 36101 Special Assessments 211744 171148 19,119 35,000 11,568 15,000 -57% (20,000) 37170 Permits & Connection Fees 29,184 15,490 211230 1,000 20,910 15,000 1400% 14,000 36210 Interest Earnings 31,999 30,359 371714 35,000 0 35,000 0% 0 37171 Water Meter Sales 3,028 1,690 1,845 2,500 4,360 2,500 0% 0 37175 Antennae Space Rental 148,859 146,228 123,787 0 0 0 21% 0 39310 Bond Proceeds 84,598 105,904 137,295 108,585 5,086 0 -1% 0 Total Revenues 700,675 720,652 814,742 703,500 446,567 697,500 -1% (6,000) 620 Fiscal Agent Fees - - - - - 1011440 #DIV /0! 1011440 Total Transfers 53,680 57,757 75,200 69,450 48,762 180,290 110,840 TOTAL EXPENSES #REF! #REF! #REF! #REF! #REF! #REF! #REF! #REF! EXPENSES #REF! #REF! #REF! #REF! #REF! #REF! Personal Services 101 Regular Salaries 64,359 80,270 105,532 82,365 53,761 79,796 -3% (2,569) 102 O.T. Salaries 2,057 2,926 1,348 3,000 6,556 3,000 0% 0 121 PERA City Share 4,524 5,915 7,945 6,189 4,369 6,003 -3% (186) 122 FICA City Share 4,817 5,936 71720 6,531 4,342 6,334 -3% (197) 131 Ins. City Share 8,158 10,857 141750 10,501 6,560 121726 21% 21225 Total Personal Services 84,598 105,904 137,295 108,585 75,588 107,858 -1% (727) 208 Postage 11235 1,354 11292 1,300 983 11400 42% 417 221 Maint- Equipment 41244 3,027 5,494 6,500 4,332 6,500 0% 0 223 Maint - Buildings 252 444 2,335 1,000 760 1,000 0% 0 240 Small Tools 290 43 686 550 - 550 0% 0 245 General Supplies 7,608 10,457 11,891 10,000 13,383 10,000 0% 0 260 Wtr Purch - Tonka Bay 21125 2,662 3,331 3,300 1,682 3,500 6% 200 261 Wtr Purch - Excelsior 18,892 20,001 211221 17,500 13,912 22,000 26% 4,500 262 Wtr Purch - Mtka 687 11269 11245 1,000 746 1,500 50% 500 263 Wtr Purch - Chan 11,380 13,122 15,645 12,000 9,163 16,000 33% 4,000 265 Water Meters 5,631 4,024 10,659 15,000 2,672 15,000 0% 0 Total Supplies 52,445 56,403 73,908 68,150 47,779 77,450 14% 9,300 Other Services & Charges 301 Financial & Audit 21250 296 - 21250 - 21500 2,500 303 Engineering 2,070 - 11,926 5,000 125 5,000 4,875 321 Communication 978 822 766 2,500 498 2,800 12% 300 331 Travel, Conf,Sch 350 700 525 600 - 800 33% 200 351 Print /Publish 628 583 558 1,000 552 1,000 0% 0 360 Insurance-Total 7,816 - - 8,000 - 8,000 0% 0 394 Utilities - Amesbury 9,672 11,620 11,835 11,000 10,149 12,000 9% 1,000 395 Utilities - Badger 10,243 11,645 8,557 11,000 7,518 12,500 14% 1,500 396 Utilities - Boulder Bridge 16,799 18,287 21,565 18,500 17,692 20,000 8% 1,500 440 Misc. Services 126 137 196 200 221 200 0% 0 450 Bank Svc Chgs 95 - 44 525 - 1,000 475 Total Other Services & Charges 99,288 376,784 377,331 413,575 91,011 421,800 2% 8,225 Transfers 720 Transfers to General Fund 12,500 12,500 611 Bond Interest 88,940 #DIV /0! 88,940 620 Fiscal Agent Fees - - - - - 1011440 #DIV /0! 1011440 Total Transfers 53,680 57,757 75,200 69,450 48,762 180,290 110,840 TOTAL EXPENSES #REF! #REF! #REF! #REF! #REF! #REF! #REF! #REF! REVENUES OVER /(UNDER) EXPENSES #REF! #REF! #REF! #REF! #REF! #REF! SEWER FUND Revenue Coding: 611 - Expenditure Coding: 611- 49450- REVENUES 36210 Interest Earnings 37210 Sewer Sery Charges 37220 Sewer Chg -Cnty Coll 37250 Local SAC Charges 37270 Sewer Permits 39201 Tsfr From Other Funds Dept Actual Actual Actual Budget Thru Oct Request Percent Dollar 2010 2011 2012 2013 2013 2014 Change Change 38,439 27,939 29,842 36,000 69 36,000 812,537 792,420 801,996 825,000 619,535 835,000 28,456 25,877 26,493 5,086 2,400 - 2,400 - 12,000 - 1,650 1,200 3,150 700 1,860 700 60,000 - - - - - 0% 0 1% 10,000 #DIV /0! 0 #DIV /0! 0 0% 0 0 Total Revenues 943,482 847,436 863,881 861,700 638,550 871,700 1% 10,000 EXPENSES Personal Services 101 Regular Salaries 53,842 76,410 68,000 71,331 50,132 69,186 -3% (2,145) 102 O.T. Salaries 922 2,177 2,636 2,000 2,116 2,500 25% 500 121 PERA City Share 3,740 5,541 5,343 5,316 3,780 5,197 -2% (119) 122 FICA City Share 4,004 5,690 5,182 5,610 3,787 5,484 -2% (126) 131 Ins. City Share 6,538 10,177 13,456 9,017 5,281 10,787 20% 1,770 Total Personal Services 69,729 99,995 94,617 93,274 65,096 93,155 0% (120) Supplies 200 Office Supplies 102 105 109 110 146 150 36% 40 208 Postage 1,211 1,299 1,265 1,500 989 1,500 0% 0 221 Maint- Equipment 14,640 1,673 1,182 5,000 2,507 5,000 0% 0 240 Small Tools 79 120 45 550 9,163 550 0% 0 245 General Supplies 919 1,519 550 2,100 1,055 2,100 0% 0 Total Supplies 16,951 4,716 3,151 9,260 13,860 9,300 0% 40 Other Services & Charges 300 Financial & Audit 2,250 - - 2,250 - 2,500 11% 250 303 Engineering 13,927 5,000 9,366 5,000 0% 0 313 Engineering - Design Stage 4,634 - 583 5,000 1,701 5,000 0% 0 321 Communication 3,806 4,108 3,374 4,500 3,230 4,500 0% 0 331 Travel, Conf,Sch 934 1,300 1,300 1,500 975 1,500 0% 0 360 Insurance -Total 5,225 - 773 6,500 - 7,000 8% 500 380 Utilities- Gas /Elec 5,919 6,518 5,326 6,000 4,365 7,500 25% 1,500 385 MCES Service Charges 564,332 714,110 675,409 584,084 397,039 575,000 -2% (9,084) 440 Misc. Services 126 160 195 150 244 150 0% 0 450 Service Charges 110 4 12 900 - 1,500 67% 600 Total Other Services & Charges 649,367 1,012,956 959,140 893,384 439,861 887,150 -1% (6,234) Transfers 720 Transfers to General Fund 12,500 12,500 720 Transfers to Storm Water 226,700 226,700 Total Transfers - - - - - 239,200 239,200 TOTAL EXPENSES 736,047 1,117,667 1,056,908 995,918 518,817 1,228,805 23% 232,887 REVENUES OVER /(UNDER) EXPENSES 207,435 (270,231) (193,027) (134,218) 119,733 (357,105) RECYCLING FUND Revenue Coding: 621 - Expenditure Coding: 621- 49550- REVENUES 33620 County Recycling Aid 33621 County Park Recycling Grant 36101 Special Assessment 36210 Interest Earnings 37310 Recycling Service Charges 37320 City Clean -up Fees Dept Actual Actual Actual Budget Thru Oct Request Percent 2010 2011 2012 2013 2013 2014 Change 23,560 23,086 23,007 23,000 25,830 23,000 10,500 184,350 2% 5,184 5,588 2,602 656 319 528 350 - 350 154,279 147,957 154,288 155,000 120,022 155,000 - (1,247) (2,291) 6,000 5,086 6,000 0% -34% 0% -362% Total Revenues 178,495 185,799 181,120 184,350 153,540 184,350 2% EXPENSES Personal Services 101 Regular Salaries - 986 - - - - 102 O.T. Salaries 788 997 774 1,000 - 1,000 29% 103 Part Time Salaries 4,307 3,223 4,126 5,251 2,192 5,410 31% 121 PERA City Share 353 368 339 450 159 475 40% 122 FICA City Share 388 388 377 475 168 500 33% 131 Ins. City Share - 219 876 619 427 717 -18% Total Personal Services 5,836 6,181 6,492 7,795 2,946 8,102 25% Supplies 200 Office Supplies 102 105 109 100 - 100 -8% 208 Postage 1,211 1,176 1,904 900 973 900 -53% 245 General Supplies 170 352 664 200 193 200 -70% Total Supplies 1,483 1,633 2,677 1,200 1,166 1,200 -55% Other Services & Charges 400 Contractual 166,449 166,668 165,730 166,992 139,769 166,992 0% 440 Misc. Services 8,405 112 12,810 8,000 9,163 8,000 0% 450 Service Charges - 241 - - - - #DIV /0! Total Other Services & Charges 174,854 167,021 178,540 174,992 148,932 174,992 -2% TOTAL EXPENSES 182,173 174,835 187,709 183,987 153,044 184,294 0% REVENUES OVER /(UNDER) EXPENSES (3,678) 10,964 (6,589) 363 496 56 STORMWATER MANAGEMENT FUND Revenue Coding: 631 - Expenditure Coding: 631- 49600- Total Revenues 209,431 200,300 195,342 208,675 10,575 Dept 120% 248,877 Actual Actual Actual Budget Thru Oct Request Percent Dollar REVENUES 2010 2011 2012 2013 2013 2014 Change Change 33620 Grant Proceeds 5,202 - - 5,100 - - -100% (5,100) 36101 Special Assessments 7,651 6,957 7,605 - 5,483 7,400 -28% 71400 36210 Interest Earnings 5,637 4,331 1,411 3,000 - 1,200 -60% (1,800) 36270 Miscellaneous Revenue 122 - - 75 6 - -100% (75) 37410 Storm Utility Charges 190,819 189,012 186,326 200,500 5,086 224,352 12% 23,852 39202 Transfers from Sewer 2,448 4,643 5,099 2,879 1,277 226,700 -28% (820) Total Revenues 209,431 200,300 195,342 208,675 10,575 459,652 120% 248,877 EXPENSES Personal Services 101 Regular Salaries 17,816 34,739 45,744 28,478 29,380 20,523 -28% (7,955) 102 O.T. Salaries 158 163 1,348 - 121 PERA City Share 1,186 2,543 3,336 2,065 2,218 1,500 -27% (565) 122 FICA City Share 1,287 2,632 3,269 2,179 2,226 1,570 -28% (609) 131 Ins. City Share 2,448 4,643 5,099 2,879 1,277 2,059 -28% (820) Supplies 200 Office Supplies 102 105 109 100 146 100 100 208 Postage 1,211 1,176 1,265 1,000 973 1,200 243% 850 221 Maint- Equipment - - - 5,500 1,000 5,500 0% - 240 Small Tools - - 300 - 300 0% - 245 General Supplies 1,268 2,283 310 3,000 669 3,000 - Total Supplies 2,581 3,564 1,684 9,900 2,788 10,100 2% 200 9,163 Other Services & Charges 303 Engineering 8,384 23,869 10,914 5,000 3,782 20,000 300% 15,000 304 Legal 46 241 2,534 1,000 - 11000 0% - 313 Engineering - Design Stage 1,418 5,198 5,955 5,000 4,883 5,000 0% - 321 Communication - - 315 500 166 500 0% - 351 Print /Publish - 324 64 100 128 100 0% - 400 Contractual 40,871 41,752 36,430 50,000 4,359 71,500 43% 21,500 420 Depreciation 19,833 25,250 32,314 33,000 - 34,000 3% 1,000 433 Subscrip- Member - - 600 - 6,600 1000% 6,000 440 Misc. Services 1,748 117 935 1,100 221 1,100 0% - 450 Service Charges 14 - - 500 - 1,000 500 Total Other Services & Charges 72,314 96,751 89,461 96,800 13,539 140,800 45% 44,000 TOTAL EXPENSES 97,632 233,034 162,944 142,301 52,776 176,552 24% 34,251 REVENUES OVER /(UNDER) EXPENSES 111,799 (32,734) 32,398 66,374 (42,201) 283,100 #11A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: Animal Ordinance Amendment — Chapter 701— Regarding Multiple Cats Meeting Date: 13 January 2014 Prepared by: Brad Nielsen Reviewed by: Jean Panchyshyn Attachments: Draft Amendment Policy Consideration: Should the City amend its animal ordinance to allow more than three cats to be kept on residential property in cases where a special home occupation permit has been previously issued? Background: When the current animal regulations were adopted, a section was added to the Code, limiting the number of cats that could be kept on residential property to three. It has been brought to our attention that a condition exists where a property owner was granted a conditional use permit for a special home occupation to conduct a cat boarding business from her property. The attached minor amendment addresses that property. Options: Adopt the attached amendment; or leave the ordinance as it is, placing the property in question in a nonconforming status. Recommendation / Action Requested: The property in question has posed no particular zoning issue and after several years in operation, we have had no complaints against the business. It is therefore recommended that the attached code amendment be adopted. Next Steps and Timelines: The amendment will go into effect upon publication in the local newspaper. 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 - D- R- A -F -T- CITY OF SHOREWOOD ORDINANCE NO. AN ORDINANCE AMENDING SECTION 701.07 OF THE SHOREWOOD CITY CODE — LIMITATIONS ON THE NUMBER OF CATS read: Section 1. Section 701.07 of the Shorewood City Code is hereby amended to "Within the limits of the city, no person may own, keep, harbor, or maintain more than three cats over the age of six months, unless otherwise approved for a special home occupation conditional use permit as regulated in Section 1201.03 Subd. 12. of the City Code." Section 2. This Ordinance shall be in fiill force and effect upon publishing in the Official Newspapers of the City of Shorewood. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 13th day of January, 2014. Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk MEMORANDUM Date: January 13, 2014 To: Mayor Zerby Council Members From: Brice DeJong, Finance Director Re: November, 2013 General Fund Monthly Budget Report The 2013 General Fund continues to track about where we would expect. Revenues are a little ahead and expenditures are a little behind 2012, but not by any amount that would cause concern at this point in the year. We are still collecting some revenues related to 2013 and have invoices still coming in, but it looks as if we will end up with a positive variance to our budget. That likely means that we will need to use less fund balance than the $103,247 estimated. GENERAL FUND REVENUES Licenses & Permits — We have experienced excellent revenues this year based on the minor subdivisions that have been approved in the past year. Miscellaneous Revenues — This is the category where we budgeted the revenues from water tower cell phone leases. Most of those are paid early in the year, so we should be ahead of last year since this is the first year we have budgeted for all the cell tower leases in the General Fund. This also includes the $317,000 proceeds from the house sale. GENERAL FUND EXPENDITURES • Administration — This budget is over in support services primarily because of the shift to a contractual service with Midwest Government Advisors for Mr. Joynes services. This leads to a corresponding decrease in Personnel which is under budget from both Mr. Joynes and from Ms. Grout coding more time to Recreation. • Professional Services — We are likely to exceed this budget based on Mr. Keane's time required for the house sale. • Municipal Building — City Hall is over budget and will be for the entire year primarily because of repairs made to the home at 5795 Country Club to prepare it for sale. • Snow and Ice — This budget exceeds the prior year because the snow season through May of this year was significantly more active and longer than what we have recently experienced. • Recreation Programs — This budget is higher than last year primarily because of salary expense. We actually had an ice skating season that required rink attendants while no rink attendants were hired in 2012 because of the warm weather and poor ice conditions. Ms. Grout is also coding more of her hours to this activity than was anticipated at budget time. Please contact me or Mr. Joynes if you have any questions. Attachment: November Budget Spreadsheet Monthly Budget Report November 30, 2013 YTD YTD 2013 % of 2013 Expected Variance 2012 November Adopted Annual % of 2013 (Negative) Year to Date Overview Actual 2013 Budget Budget Budget or Positive REVENUE Property Taxes 2,430,212 2,427,909 4,763,319 51.0% 50.3% Licenses and Permits 158,239 189796 124,200 152.8% 103.7% Intergovernmental 73,494 70726 70401 100.5% 100.0% Charges for Service 62,553 33,263 35,150 94.6% 91.3% Fines and Forfeitures 64,353 48,924 57,000 85.8% 78.7% Miscellaneous 73,528 497,508 213,900 232.6% 55.7% TOTAL 2,862,379 3,268,126 5,263,970 62.1% 52.0% 475419 EXPENDITURES Department Council Personnel 15,394 15,394 16,800 91.6% Materials and Supplies 260 499 2,000 25.0% Support and Services 71,089 62,234 72,450 85.9% Transfers 47700 Total 86743 78,127 138,950 56.2% 72.3% 22,334 Administration Personnel 359,143 212,302 359,671 59.0% Materials and Supplies 16,593 13,346 18,450 72.3% Support and Services 61,991 105,319 421175 249.7% Capital Outlay 370 - Total 438,097 330,967 420,296 78.7% 81.5% 11,574 Finance Personnel 154,021 120,367 132,929 90.5% Materials and Supplies 7,932 8,188 81400 97.5% Support and Services 10,958 11,359 11,600 97.9% Capital Outlay - - Total 172,911 139,914 152,929 91.5% 77.3% (21,700) Professional Services 185,160 197,252 203,390 97.0% 89.3% (15,625) Planning and Zoning Personnel 170,529 157,360 170,666 92.2% Materials and Supplies 137 292 650 44.9% Support and Services 3,495 4,683 71400 63.3% Capital Outlay - - 200 0.0% Total 174,161 162,335 178,916 90.7% 76.0% (26,359) Municipal Building - City Hall Materials and Supplies 36,499 59,402 221130 268.4% Support and Services 147,602 189,377 164,800 114.9% Capital Outlay 2441 - - Transfers - - 100450 0.0% Total 186,542 248779 287,380 86.6% 28.7% (166,301) Police Materials and Supplies - - Support Services 907766 932,275 1,015,077 91.8% Capital (Public Safety Bldg) 225,132 227764 235,437 96.7% Total 1,132,898 1,160,039 1,250,514 92.8% 86.7% (75,843) Fire Support Services 331,987 345728 349,582 98.9% Capital (Public Safety Bldg) 277,906 287,655 287,643 100.0% Total 609,893 633,383 637,225 99.4% 99.7% 1,930 Inspections Personnel 110,867 106,616 120,588 88.4% Materials and Supplies - - 200 0.0% Support and Services 4,443 3,885 5,300 73.3% Total 115,310 110,501 126,088 87.6% 79.0% (10,891) City Engineer Personnel 88,804 460 92,549 0.5% Materials and Supplies 144 - 200 0.0% Support and Services 17,220 64,596 11,220 575.7% Capital Outlay - - - Total 106,168 65,056 103,969 62.6% 71.3% 9,074 Public Works Service Personnel 393,062 382,581 428775 89.2% Materials and Supplies 106413 132,279 171,300 77.2% Support and Services 109,540 97,903 139750 70.1% Transfers - - 772,500 Total 609,015 612763 1,512,325 40.5% 53.2% 191794 Snow and Ice Personnel 19,675 36758 56,662 64.9% Materials and Supplies 10,903 30,976 45,000 68.8% Total 30,578 67734 101,662 66.6% 46.3% (20,664) Parks Maintenance Personnel 96,338 73,803 103,358 71.4% Materials and Supplies 16,270 17,986 20,222 88.9% Support and Services 31,320 37,859 30,910 122.5% Transfers - - - Total 143,928 129,648 154490 83.9% 77.0% (10,691) Recreation Programs Personnel 34,129 45,623 36,360 125.5% Materials and Supplies 1,171 4,818 1,500 321.2% Support and Services 14,957 12,025 20,145 59.7% Transfers - - 42,000 0.0% Total 50,257 62,466 100,005 62.5% 77.0% 14,538 Total Expenditures 4,041,661 3,998,964 5,368,139 74.5% 67.4% (380,838) Net Revenue less Expenditures (1,179,282) (730,838) (104,169) Note: The balanced budget includes the use of $103,247 of fund balance in Transfers in the Revenue section. 4: November 25, 2013 Bill Joynes, City Administrator Jean Panchyshyn, City Clerk 5755 Country Club Road Shorewood, MN 55331 To Whom It May Concern, 2205 Kenwood Parkway • Minneapolis, MN 55405 U.S.A. I am reaching out to you as a concerned and curious citizen of Shorewood. Phone/Fox (612) 374 -5078 Ilarsen @libbylarsen.com www.libbylarsen.com In consideration of possibly purchasing property on Enchanted Island and with knowledge of the historic significance of the island, we asked our attorney to inquire with the State Archeologist about any known Indian Burial Grounds on the property, as this might affect the value of the land and what can be built on the land. She retrieved the following information: (1) In the 1880's a man by the name of Theodore Luis completed a very thorough survey and recordation of burial mounds around Lake Minnetonka. None were recorded on Enchanted Island. (2) In the 1920's, local resident George Kohl found approximately 20 human skulls on his property, on Enchanted Island. After investigating, it was deduced that they likely came from Howard's Point, a known burial ground. (3) In 1992, Barbara Thibault found pottery shards and stone tools on or around her property. Thereafter, she contacted the City of Shorewood to report her findings. (4) The City of Shorewood made a ,formal request to the State Archaeologist that he complete a survey and authentication of Enchanted Island, to record any Indian mounds found. This request was made during a time that the State Archaeologist position was turning over and thus the authentication was never completed. (5) In 1998, the Upper Minnetonka Yacht Club made a formal request for authentication of a mound on their property. The State Archaeologist's assistant came to the property, took a soil sample, and made a finding with substantial certainty that this particular mound was not an Indian burial site. To date, there have been no further formal inquiries. The City of Shorewood can request that the State Archaeologist complete the initial survey, at no fiscal cost to the city but at a potential historical gain to the city and its people. I thank you for your time and consideration of my request and look forward to hearing your Fof the City of Shorewood, �✓Lc2L� RECE901E® 0EC - 3 2013 ter- eF,nss,��A/04r/ "