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02-08-14 Retreat AgendaCity of Shorewood City Council - Staff Retreat February 8, 2014 South Lake Minnetonka Public Safety Facility 24150 Smithtown Rd Emergency Operating Center, Training Room, Building Basement 8:00 AM Continental Breakfast Available 8:30 AM 1. Call to Order / Retreat Objectives 2. Financial Progress 3. Southshore Center #3 — City Administrator's memo #3A - The Vantage Team Report #313 — The Southshore Center Advisory Committee, Summary Information, September 11, 2013 #3C — Mayor of Greenwood, Deb Kind, Email correspondence #3D — Southshore Center Usage Calendars (April 2013 -Feb. 2014) 4. Staffing for the Public Works #4— Director of Public Works' memo 5. Future Trails #5 — Planning Director's memo 6. Cooperative Functions #6 — Director of Public Works' memo #6A — Draft Salt Storage Agreement (Att. 1) #613 — Draft Plowing Agreement for the LRT (Att. 2) #6C — Exhibit A -Plow Route of the LRT #6D — Island Plowing Route Map (Att. 3) #6E — Christmas Lk Boat Access Site Location Map #6F — Christmas Lk Boat Access Photo #6G - Christmas Lake Boat Access Agreement #6H — Christmas Lake AIS Inspections 7. General City Staffing Levels #7A— Staffing History, FTE from 2004 -2014 February 8, 2014 12:00 PM BREAK FOR LUNCH 8. Organized Refuse Collection City Council -Staff Retreat Agenda Page 2 #8 Planning Director's memo #8A —Att. I — Excerpt 2011 Community Survey #813 — Att. 11 — Excerpt 2002 Resident Survey Re: Refuse Collection #8C —Att. III - Current State Law Re: Organized Waste Collection 9. Summit Avenue Roadway Improvement Alternatives #9 — Engineer's memo 10. Diseased Tree Program #10 — Planning Director's memo #10A — Diseased Tree Program Memorandum, Dated 17 July 2013 11. Trail Plowing and Equipment #11— Director of Public Works' memo 12. Technology Enhancements #12A CIP Potential Technology Upgrades /Additions 13. Other Issues 14. Adjourn M #3 Council Retreat City of Shorewood Council Retreat Item Title/ Subject: Southshore Center Meeting Date: February 8, 2014 Prepared by: Bill loynes, City Administrator Reviewed by: Attachments: #3A —The Vantage Team Report #313 — Southshore Center Advisory Committee September 11, 2013, Summary Information #3C — Deb Kind, Mayor of Greenwood, Correspondence #3D — Usage Calendars The attached documents relating to the Southshore Center are provided for review and discussion at the retreat. The heart of active living Southshore Center Presented by: The VANTAGE Teart Michaela Moulder, Marc John Campuzano, i Nuss, Tommy Garber, Matthew Henning N TAG E MI�O, i!4U auR� =� �: Pt.�!l�StAnAx iEU71E) Primary Research Demographics: What City Do Y ®u Live In? TollKa BaY [351 Groomocid 181 Evoolsior (16x1 Df,ePh-,.lVClr [511 Age Range Shorewood 35 113% Other (471 Deephaven 61 271% ExGelsior 16 811/0 Greenwood 11 4% Tonkal3ay 35 18% Shorewood (.351 Other 41 24% 10-14 1 1% 45 -5415 3] --55,64 1211 16-19 2 140 20-24 0 0% —6h- 741121 25-34 6 341 75,84 1) sr..., (of 36-44 96 50% io 14 111 1518121 45-54 53 28% 20•24 [01 4 2514 161 55 -84 21 11% 3.5-44 [961 12 6% 76-84 1 1 % 854 0 0% Have Y ®u Ever Heard ®f the Southshore Center? Yes 110 5.71ya No 82 430,4a No 44 $6 1101 V T � E What Do You Look For When Renting a Space? App era nce Size Price Food LoceflG(i Atmosphere Service Alcl i olfDrinks 0.00% 10.00% 20.00% :O.Oi1t,'a 40.00 fa Percenta-gEofR6spon es Personal Interviews • Paul Skrede - Understand Deephaven's thoughts • Tim Litfin - Understand the MCES deal • Deb Taylor - Learn more about senior specific activities • Dave Johnson - Get financial data for Estimates • Mindy Anderson- Director of Gillespie Center 2 VANTAGE Deliverable 1 A report on successful community center models that are both financially viable and meeting community needs. The model is based on research done on community centers in the local area and the elements that brought them above the 90% cost coverage mark. Community Needs: • Location for PartyNVedding Events • Community Fundraisers • AA Meetings • Meeting Space • Senior Activities (Bingo, Bridge) • Driving Classes • Fitness Space • Nurse /Pharmacy Space • Food • Apparel Stores • Daycare • Play Area • Recreational activities 3 V T 9 Successful Community Common Assets 1. Meeting rooms 2. Workout facility 3. Swimming pool 4. Child care 5. Ice rink 6. Concessions Revenue Membership Fees $600,000.00 Ice Rink Fees $890,000.00 Summer Kids Program $55,000.00 Room Rental $90,000.00 Swim Lessons $5,000.00 Concessions $55,000.00 Total $1,695,000 \;-- ANTAGE Expenditures Personnel $700,000.00 Ice Rink Maintenance $887,300.00 Summer Kids Program $30,000.00 Concessions $27,500.00 General Maintenance $15,000.00 General Supplies $5,000.00 Total $1,664,800 Profit/(Loss) $30,200.00 Deliverable 2 A list of other local community activities that are being hosted away from SSC, an explanation of why they are not held at the SSC , and an assessment of the likelihood of them moving to the SSC. Community Activities Hosted Away from SSC Event Title Location Turkey Trot Minnetonka High School Sports Banquets Bayside, Minnetonka Country Club AA Meetings Community Centers, Churches Apple Days Excelsior Streets Farmer's Market Excelsior Streets Live Music Excelsior Band Shell Sporting Events Excelsior Commons, School Gyms Garage Sales At Home Art on the Lake Excelsior Commons Girls Night Out Excelsior Business District Tour De Tonka Minnetonka High School Crazy Days Excelsior Business District Arctic Fever Freeman Park Hockey Day Elk River this Year (varies) Grill Night Cottagewood Park Movies Various Parks Y ®Y® Classes A2Z Science and Learning Store 5 \/00NTAGE Toys for Tots Various Stores Kite Making Fake Harriet Kite Festival Boaters Safety Education. Various Locations ICA Food Shelf Every School, Churches Driver's Education Esse Driving School, Excalibur Garden Club MYC Open Skate Every Ice Rink Chili Competition St. John's Church Dance Classes Kay Marie's Dance Studio, Eileen Blake Dance Studio V NTAGE Potential of moving Activity to Southshore Event Title SSC as Potential Host Reason WhyMhy Not Turkey Trot No Not Enough Room to Host Event or Space for Runners HS Sport Banquets Yes Great banquet Hall and Commercial Kitchen AA Meetings Yes Large, Centrally Located Space Apple Days No Not Enough Space for Vendors and an Excelsior Tradition Farmer's Market Yes A small Version in the Field Across from SSC would fit Space Well Live Music Yes A small Venue or an Outside Concert Would Work Sporting Events Yes Field Across from SSC is a Great Location for Soccer and Tennis and Lacrosse Garage Sales No Community Would have to bring Everything to SSC but a Good Size Building Art on the Lake No Tradition for Lake and not Enough Space in Building or in Field to Host the Event Girls Night Out No Needs Several Different Stores and Dining Locations Which SSC Doesn't have V NT g Crazy Days No Easier for (excelsior Business to Move into the Streets than to SSC Hockey Day No Not Enough Parking or Ice for this Event Grill Night Yes Grills and Food are All that are Missing Park Movies Yes SSC Already Hosts these Events in the Field Y ®Y® Classes Yes Enough Space to Rent out for a Class at SSC Kite Making Classes Yes Great Space in the Banquet Hall for class and field for testing the kites Boater's Safety Education Yes It requires licensed teachers but great space for class ICA Food Shelf Yes Ideal location to drop off food Driver's Education Yes Licensed teachers required and technology needed but meeting room is good size Garden Club No Not an ideal location for Community members and they already have an established meeting space Open Skate No No a financially viable option for SSC Chili Competition Yes Great use of commercial kitchen to bring community together 4th of July Activities No Tradition for Excelsior and not ideal location for fireworks or outdoor activities N/ NTA 9 Deliverable 3 Recommendations for how to change the current usage as well as facilities and equipment of the building to restore profitability of the facility and still meet community needs. IN • Wifi • Facebook Page • New Organization System • Partnership with MCFS • More Activities o Summer Hangout • Facility Update o New Decorations o New Furniture Name of Center Location Total Revenue Total Expense Profit/(Loss) Cost Coverage llistmi hiinneton a 2011 56r, 1 460 Nol 551.300 137.76% �nda er Pnde:ei 1 263 31,31 75.782 106.00% Richfield Richfield " -40 17 790 50 99.72% r-haska l:eltter Chas> e = 13b 700 3 17r, 9101 (41,2011 98.70% The Cer;ot HcnLins 320 000 327 300 (7.300) 97.77% north Shore Centci hore.ro d 15= 100 166 Elio (10,410 93.11% Shoreview Communit • Center Shorevieh < 277 98§ 2,458.9191 180.934 )'1 92.64% Mounds ViQW COMMUnity Center Mounds Vievt 360,329 421 698 (61,369 )l 85.45% EP Center Eden Prarie 2,961:325 3,533,881 (572,55211 83.80% Victoria Rec Center Victoria 691:903 1,069.122 (177,219 ) 8142% Eagan Center Eagan 1,413,000 1.693,000 (285,000 ) 83,22% Inver Grove Heights Inver Grove Heights 2 152,500 2,928700 (776,200 ) 73.50% Monticello Monticello 1,232,075 1.723,200 (491,125 ) 71.50% Chan Rec Center Channhassen 220,000 339,600 (119,600) 64.78% Brooklyn Park Community Center Brooklyn Park 210347 764,248 (553,501) 27.58% Buffalo I Buffalo 25-00111 161,320 (136,320 15.50% Apple Valle C� center I Apple Vallee 40,0001 355,452 315,452 11,25% 0 V AIV TAG E Activities for Plan A: • Drivers Ed • Daycare • Bands • Grill Night • Wine Tasting • Dance Classes • Movie in Park • Cooking Classes • CPR • Sports Banquets • Sports Leagues • IBS sport banquets • AA meetings • Live Music • Sports events • Grill Night Financials for Plan A: Summer hangout: Revenue Per Summer $72,000.00 Start Up Costs $34,000.00 Payroll $21,120.00 Other Ongoing Expenses $16,250.63 Total Profit Per Summer $36,629.32 10 N ;- 4NTAG.E • $70,000 Estimated Total Startup Cost * $34,000 for Summer Hangout * $20,000 in Updates to the Center * $15,000 in Organizational Updates and Marketing * $1,000 to Update the SSC Website e $82,000 Total Estimated Revenue Annually o $10,000 from MCES Deal and Increased Awareness • $72,000 from Summer Hangout o from 40 kids at $600 a month 0 Start Up Costs Broken Down by Ownership • Shorewood $35,000 (50.0%) • Deephaven $15,750 (22.5%) • Excelsior $10,220 (14.6%) • Tonka Bay $6,300 (9.0%) • Greenwood $2,730 (3.9%) NItzmn, %f 0,nnfae I nrMinn Tntal RP.N/P.ni ip. Tntal Fxnense Profit/(LOSS1 GoSt Coverace Williston Minnetonka 2 !111 :i0 1 450 2013 1 — 1 E3 r i3 551,1100 75.782 1337.76, 106.01 Richfield Richfield 7 7913 50 99.7 Chask'a Centel 3 17L 9U1 (41.201) 96.7 The Depot Hoph n5 )0 H (7.300) 97.77 South S,1101C centpr 16; 510 (10,41a 93.711, ShotevieV2 - 2, 58.919 360,32) 1 42.1 6981 (180,934 1 92.64ti Mounds View Community Center Niounds View (61,369 1 35,451, EP Center Eden Prarie 2.961,329 3,533,881 (572,552) 83.80 Victoria Rec Center Victoria 891,903 1,069;122 (177,219) 83.42 Eagan Center Eagan 1,413,000 1,698,000 (285,0001 83.2211, Inver Grove Heights Inver Grove Heights 2.152,600 2 923,700 (776,200) 73.50 Monticello monticP110 1,232.075 1.723,200 (491,125) 71.500/1 Chan Rec Center channhassen 220,000 339,600 (119,600) 64,78% Broalayn Park Communit Center BrooklVn Park 210,747 764,248 (553,501) 27.58 ° / Rtftla Buff910 26-000 1 61.3201 1136.320 5 OX Apple Valley Comm itiy center IAPPle Valley 40,0001 355,4521 (315,452) 11.25% 11 \/ANTAGE 1-1111-1 ..... 11-1.,111-1-1111-1 NMI • Wifi • Organization System • New Event Calendar • Facebook Page • More Advertising of Events and Building Event Calendar Example Example SSC Event Form ' Required Event Start Time? ` IvionthfdayfYear Example 0310512013 11.30 AA4 Name of Event' Space Used? ` ❑ Conference Room ❑ Dining Room ❑ Kitchen ❑ Activity Room ❑ Other. L Number of People Attending? Total Revenue from Event? If none then enter 0 i Expenses from the Event? ` Please Itemize each Expense 12 N/A NTAG E Financials for Plan B: Total Startup Cost of $6,000 Total Annual Revenue $ 8,000 Wifi $ 0840 (per year) Advertising and Marketing $5,000 (One Time Expense) Website Update $1,000 (One Time Expense) High School Intern $2,500 (per year) Estimated Revenue from Plan B $8,000 (per year) Name of enter Location Total Revenue Total Expense Profit /(Loss) cost Coverage Wilhitoii t lmnetnn i 2 011 500 1-160 200 551,3001 137.76=s Andmi, 812 75,782 106.0 01s Riclrfield Richfield 17 74,11 11 7q') (50) 99.72,. Chaska Centai C.lias a 3 135 7003 1 3, 176 90 I 41,201 9 ID% The Deoot 320 00i1-1 3:'7 3011 7,300) 97,77% Shoreri?:: r o;, ;,;unit , tenter shorevie•,, 2277.985 4458 919 180,934) 1 92.64% MOLInCIS Vie':: COMMUnity Center Mounds View 360,329 421,698 61,369 85.45% Eden Prarie Center Eden Prade 2.961.329 3,533,881 (572,552 1 83,80% Victoria Recreation Center Victoria 891,903 1,069,122 (177,21911 83.42% Eagan Center Eagan 1,413,000 1,698.000 (285,00011 83,228 Inver Grove Heights Inver Grove Heights 2,152,500 2,928.700 76,200 1 73,50% Monticello Monticello 1,232,075 1:723,200 491,125 1 71.50% South Shore Center Shorewood 81 100 124 140 (43,04011 65,33% Chan Recreation Center Channhassen 220.000 339.600 (119,600 1 64.78% Brooklyn Park Community Center Brookl)n Park 210,747 764,248 553,501 27.58% Buffalo Buffalo 25,000 1031.320 136,320 15.50% Apple Vallee; C0111111L111tiV Center Apple Valley 40 000 355 4'32 (315,452 )1 11.25°70 13 \/ANTAGE WHAT'S AHEAD FOR THIS CMFAUNITY ASSET? Cities mull future of Southshore Center MHS students participate in survey eyeing potential uses 1iY>igE wEaER From the time it was built in 1990, the South. shore Community Center in Shorewood bas been an established- gathering spot for senior Citiadu how Shore,w A BxaeMor, Rxphaveu, Tanks Bay and Qteeatwuod. Ail fvv cities partnered to pay fur the caterer, eras cvrdingto a formula breed on popuirtnvn and mem- bcrship in senior clubs, Shvre;sood City Adminis- trator Bib loyaa"W. Four years ago, Sbone- wYxx1 took over opera- tions Al the center which is now ton by the city's Park and Reerestiun coordina- tor. to addition to senior ph4rami, activities now include seminars, dance, quilting, bridge, bingo, Tai Chi, MaJ� Woodwork- ing, aeN art. cooking and community events and oswings. A dill" nlamsfi W stern cis nstded in 2011 to pritidze the tattler's ewnk &W tusks it atone suede. jkm Ssior omb by 1Ml11giM The center also is ssvail- able to rent fur weddings, reanions and 01W grther- iags. A dig W infw'mstional sign vat iostailed in 2011 to publieita the Omer's dents and make it more visible. But the center now is a topic of discussion fur all five cities, as they dater mine how beat to maintain it financially. .The problem is that V NTi4G.E that was a oonvatuted "ment from the be- gtm:iog me triers, agent �cenw, loyaes said. - Nahiug was ineltuled for oagaang naaintwww of the bad - M& It's tough for ore coy to der. C anatrnity oeti= ten generally dual break Me., to roeent years, a private cv mpany was carder cwt - tract to promote and man - W theemur. he saki. "Shcrewaad was sue - sidatiog it at S60,0W a year, and vm eouUM sub - Wize it at that rate go• taagg fadrard," kyapt said. ' 17tet 'a gtifd a bit of ac- tivity tberr~ mciwikttt drty� cam danduo and culinary ssha)is You need to have half these 19 -2fi tawsn a do We've bean able to maintaw the operation flu' taw last c vttpia of yew's td- it�cnrt►ettt sWfl:" A Iuaait program, uffer- trig an auk *k4 bwff- age and deasem is eMMA at the cmter on Tuesdays and Thurah" But the center has not been updated, koytes said. 'There is no tachoolu6y to boa anything of a sophit. ticated ndwmt , he said. Shorewood Mayor Scott Z"% cdw a meeting of the cities had spring to be- gin exploring ideas fur the CEMYONKIII 14 15 TP4 E a" "Y to *a& Mao&& ►a mm�mv "m L Center Eft - al U. mw*mwe :V = %No, am of *w oft6wo R -"o - lbt PFq- =fill! 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I 15 TP4 E #3B Southshore Ctr Advisory Committee Summary Southshore Center Advisory Committee Summary Information, September 11, 2013 Please find below a compilation of the information, options and community positions that the Advisory committee has received over the last several months. It is hoped that with this summary the Committee can move to a recommended solution to the Center's operations this fall. Each of the sections below reflect information provided by the various cities party to the original founding agreement and the Senior Partnership. Legal Status: In June of 2009 the Founding Cities (Landlord) entered into an agreement with the City of Shorewood (Tenant) to designate Shorewood as the controller and operator of the existing Center. The purpose was to "undertake its best efforts to make the Center widely available to all citizens and residents." Shorewood was given the option of contracting the management of the Center to an outside party which it did in July of 2009. That agreement was amended in January of 2012 to increase the staffing hours at the facility. Shorewood's designation as Tenant was to expire on December 31, 2012. The lease would renew for successive three year terms unless a written notice was received from tenant. That notice has not been given. In March of 2013 Shorewood accepted the termination of the managing contract with Kristi Anderson. In the summer of 2013 the City of Shorewood asked for the Founding Cities and the Senior Partnership to participate in an Advisory Committee to explore options for the future of the Center. The existing Lease agreement (2009) is silent on any financial obligations of the Founding cities and assigns normal operating costs and maintenance of the facility to the Tenant. Financial Operations: While the Center experienced some initial success with the "contractor" relationship with Ms. Anderson, the increased hours in 2012 did not result in a corresponding increase in revenue. In 2012 and through most of 2013 the Center has run a deficit. That deficit, on average, is about $60,000 per year and has been subsidized by the Shorewood General Fund Reserve. Currently, Shorewood is providing staff to maintain the current schedule which includes one half time Manager and several part time Building Coordinators in addition to part time janitorial support. At that level of staffing and expected use of the Center, the $60,000 deficit will likely occur again in 2014. Capital Costs: To maintain the existing use of the Center, Shorewood estimates that a ten year Capital Budget of $88,500 would be necessary to cover the items of the roof, HVAC, water heater and exterior painting. There is no budgeted money for repairs and upgrades for the commercial kitchen which is starting to become a concern. Historical Contributions: Initial contributions for the construction of the Center were as follows: Shorewood $311,000 50.00% Deephaven 139,639 22.45% Excelsior 90,812 14.60% Tonka Bay 55,980 9.00% Greenwood 24,569 3.95% Friends of the South Shore Center contributed an additional $100,000, although they were not considered "owners" of the facility. They did subsequently enter into a lease arrangement with the Founding Cities. A number of the Cities on the current Advisory Committee have presented documentation relating to additional, ongoing contributions and rental fees for the facility but admittedly the records are not consistent and would need further review if those monies become a factor going forward. Facility Usage: Data presented by the South Shore Senior Partners, provided below, gives a picture of the usage of the Center relating to their programming. It should be noted that the actual collection of the data is informal and the numbers should be used in the most general fashion. Numbers reflect usage in the last year. Shorewood 6,444 Excelsior 4,224 Tonka Bay 1,521 Deephaven 1,103 Greenwood 193 Other Cities 20,241 South Shore Partners Membershio: The current membership in the South Shore Senior Partners is estimated to be 2 to 3 hundred. The percentage breakdown by City is as follows: Excelsior 34.3% Shorewood 29.0% Tonka Bay 7.3% Deephaven 4.0% Greenwood 3.0% Total 000ulation by City: Shorewood 7,312 47.7% Deephaven 3,643 23.8% Excelsior 2203 14.4% Tonka Bay 1477 9,6% Greenwood 688 4.5% 15,323 100% Going Forward: The Advisory Committee has discussed a number of options for the future operations and use of the Center as well as different levels of involvement for each of the Founding Cities. In summary form, topics explored have included: • Sale of Building and distribution of assets. • Enhanced Center with additional staffing support and capital resources with new funding formula decided by remaining cities. • Joint South Shore Park and Recreation /Event coordination and Center operation • A new Public/ Private contractor arrangement • Option allowing Founding Cities to drop their equity and any further involvement o obligation. • Maintaining the current minimal operation with an additional "Active Senior Program" • Maintaining current program with remaining cities sharing repair and capital costs • Contributions to Shorewood for some or all of the last several years' deficits. • Partner with Minnetonka Community Education in some form to enhance programming and provide cost sharing City Positions: As of the date of this summary, cities on the committee have provided initial reactions solicited from their full Councils concerning their preferred level of future involvement. The positions below are considered "initial" in nature and are not in response to any specific proposal. Shorewood The City Intends to be involved. Deephaven At this point they are likely out and will forfeit their initial investment Greenwood Will likely support continued operation with CIP support, not operations Tonka Bay May support CIP costs and possibly some operations Excelsior No preference stated as yet. #3C Email from Deb Kind 12 CITY OF Mayor of Greenwood 1: SHOREWOOD UM2 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 960 -7900 Fax: 952- 474 -0128 • NN -NN -Na- .ci.shoreNN- ood.mn.us • cit-,halla?ci.shoreNN- ood.mn.us DATE: Febwary 3, 2014 TO: Mayor and City Council Members FROM: Bill Joynes, City Administrator RE: Email correspondence from Deb Kind, Mayor of Greenwood Over the last weekend we received an e -mail from Deb Kind, the Mayor of Greenwood, concerning progress on a proposal for the use of the Center. I have attached that communication that was sent at the request of Councilmember Sundberg. The Advisory Committee is looking at dates to meet the week after our retreat so our discussion will be timely. Issues that need to be clarified from a staff perspective are mentioned in my attached response to Councilmember Sundberg as attached. Jean Panchyshyn Subject: FW: SSC Advisory Committee Next Steps On Feb 3, 2014, at 9:01 AM, Bill Joynes wrote: I<ris, we met with MCES a number of months ago and this kind of arrangement was mentioned but nothing was anywhere near a decision. I have not seen Deb's calculations and do not know if she has been negotiating with MCES on any of the provisions below. I would be interested to know if it is assumed we would be the managing city for the arrangement, i.e. hire and manage the on -site staff, act as fiscal agents and oversee the physical improvements. Deb describes the upgrades to the building as a onetime cost and that should be discussed. I do think MCES involvement would honor the thought that the building should be used for community activities. From: Kris Sundberg Sent: Sunday, February 02, 2014 10:23 AM To: Scott Zerby; Bill Joynes Subject: Fwd: SSC Advisory Committee Next Steps Below is the synopsis from Debra on their proposal. You both maybe know this but I would like to get your thoughts Bill on this approach. Thanks. Kris Begin forwarded message: From: Debra Kind Subject: Re: SSC Advisory Committee Next Steps Date: February 2, 2014 9:43:57 AM CST To: Kris Sundberg Kris Here is the upshot ... Have MCES do professional marketing and programming for all ages (including seniors). Have MCES schedule the facility (including room rentals). Share program revenue 60% to instructor, 30% to MCES, 10% to Southshore Center (SSC). Share rental revenue 30% to MCES, 70% to SSC. Use the SSC's share of revenue to pay for a reception desk manager, reception desk assistants, custodian, and utilities. Honor the historic contributions of the seniors via the Friends and the Southshore Senior Partners by giving them a discount on rental of the facility if they wish to do their own programming. The preliminary numbers seem to work, but we still need to meet with Tim Litfin at MCES to confirm. Per the Vantage students' research, our proposal also will include an idea for "branding" a new logo and tagline for the SSC. Also, per the Vantage students' findings, the SSC building needs a few upgrades to be viable. Our proposal will include an itemized list and a total cost for building upgrades. Our proposal will be that this one -time cost would be shared by the cities based on % of ownership. We are going to meet with Tammy Magney (the designer of The Commons) to get a ballpark estimate from her. That is the concept in a nutshell : -) Deb 1'Y1:.. :.11 1R J1. Mayor, Clity of Greenwood On Feb 2, 2014, at 9:09 AM, Kris Sundberg wrote: Thanks Debra. I am looking forward to what possibilities there are with Minnetonka. Can you give me the upshot of what you are talking to them about? Kris On Feb 2, 2014, at 9:03 AM, Debra Kind wrote: Thanks for your FAST response! Hopefully one of the dates will work for everyone : -) 1'Y1:.. :.11 1R J1. Mayor, Clity of Greenwood On Feb 2, 2014, at 9:01 AM, Kris Sundberg wrote: All are ok for me except 2/10. Kris On Feb 2, 2014, at 8:18 AM, Debra Kind wrote: Southshore Advisory Committee As you know, the Vantage students' work is a high -level look at what needs to be done to make the Southshore Center operations break even. Following the Vantage group's wrap -up, the next step is to crunch some numbers and energize our committee's progress towards choosing a solution.To that end, Tonka Bay council member Elli Ansari and I are working on putting together a 3 -year pilot project proposal that fleshes out one option that details how a partnership between the Southshore Center and Minnetonka Community Education Services could work. We have set up a meeting with Tim Litfin from MCES for this coming week. The next step would be for us to gather our whole committee together to present the proposal and discuss any other options on the table. The pickings are slim on my calendar, so I am hoping that one of the following dates will work for everyone ... M 2/10 5pm W 2/12 5pm Th 2/13 5pm Th 2/27 5pm Tu 3/4 5pm Lunch & Programs, Sun Mon , Rentals - Daytime, Rentals- Evenings /Wkends, SSP Programs Tue Wed Apr 2013 (Central Time) Thu Fri Sat 31 L 1 L 2 3 L 4 L 5 6 Center Ciosed Mrs. M Mrs. M Mrs. M Mrs. M Mrs.M 9am -Card Crafters 8am -Dance Fitness 12pm -Lunch Bam - Dance /Ball Fitness 9:30am -Wood Carvers 9am -Quilting Group 1 pm - Bridge 1 pm - Bingo 11 am - SR Law /Reverse 1 pm - Mahjong 12pm - Lunch 7 L 8 9 10 11 L 12 L 13 3pm- 3 -4F /F Dance 8am- Dance /Bali Fitness 9am -Card Crafters 8am -Dance Fitness 11 am - Ted Talks 8am - Dance/Ball Fitness 9am - 9am -4 pm Lucille 9am -Quilting Class 9:30am - (No title) 9am - Quilting Group 12pm - Lunch - cancelled 1 pm - Bingo 3:30pm - 3:30 -7:00 Wendy 9am - Taxes 9:30am - Wood Carvers 1 pm - Mahjong 1 pm - Bridge - cancelled 5pm - 5 -8 Bob 10am -Tal Chi 12pm -Lunch 7pm -Lk Mtka VFW 6:30pm- 6:30.8:30 LWV (a) 1 pm -Author Holmes I tpm -Cards 500 14 L 15 L 16 L 17 1 18 19 L 20 9am - 9 am - 4 pm Lucille 8 a - Dance /Ball Fitness 9am - Card Crafters 8 a -Dance Fitness 1 2pm - Lunch Barn - Dance /Ball Fitness 9am - 9 -Noon Boulder 3pm - 3 -4 F/F Dance 9am - Happy Feet (L) 9:30am - Wood Carvers 9am - Quilting Group 1 pm - Bridge 1 pm - Bingo 6pm -Beyond Grain (K) 9am -Quilting Class 11 am - ICE In Case of 1 pm - 1 -5 pm AAA (L) 6:30pm - 6:30 -9pm Hist. 6pm - Beyond Grain (k)- 9am -Taxes 12pm -Lunch fpm - Mahjong 10am -Tai Chi - - - -- 21 L 22 L 23 L 24 25 L 26 27 3pm- 3 -4FIF Dance 8am- Dance/Ball Fitness 9am -Card Crafters 8am -Dance Fitness 9am -mcwd Bam - Dance /BaIlFitness 9am - Quilting Class 9:30am -Wood Carvers 9am -Quilting Group 11 am - Programming 1 pm - Bingo 6 pm - CANCELLED -Fused 11 am - Ted Talks 1 pm - Mahjong 12pm - Lunch 2 p - 2- MidnlghtHome 12pm - Lunch fpm - Bridge 1 pm -Cards 500 28 L 29 L 30 L 1 L 2 L 3 L 4 3pm -F /F Dance-- rebecca 8am- Dance/Ball Fitness 9am -Card Crafters 8am -Dance Fitness 12pm -Lunch 8am- DancelBall Fitness 9am - (Cancelled)Lucille 9am - Qullting Class 9:30am -Wood Carvers 9am - Quilling Group 1 pm -Bridge 1 pm - Bingo 11 am - Tlsdel Author "Lifes 1 pm - Mahjong 6:30pm - Beyond the Grain 12pm - Lunch 6:30pm - Zumba- -patty tpm -Cards 500 Lunch & Programs, Sun Mon , Rentals - Daytime, Rentals- Even ings /Wkends, SSP Programs Tue Wed May 2013 (Central Time) Thu Fri Sat 28 29 t 30 1 L 2 L2L 4 3pm -F /F Dance-- rebecca Sam- Dance /Ball Fitness 9am -Card Crafters Sam Dance Fitness 12 pin -Lunch Sam - Dance /Ball Fitness gam- (Cancelled)Lucille gain -Quilting Class 9: 30a in -Wood Carvers 9am • Quilting Group 1 pm - Bridge 1 pm - Bingo 1 I am • Tisdel Author "Liles 1 pm • Mahjong 6:30pm - Beyond the Grain 1 2p - Lunch 6:30pm - Zumba- -patty 1 pm - Cards 500 5 6 7 L 10 11 gain - (Cancel led)Luc i lie Sam - Dance /Ball Fitness Sam - Dance Fitness 11 am - Ted Talks Sam • Dance /Ball Fitness Mother's Day Lunch Special gain - Card Crafters 9am - Quilting Class gain - Quilting Group 12pm - Lunch 1 pm - Bingo 10am • TaiChi 9:30am -Wood Carvers 1 pm - Mahjong 1 pm - Bridge 12pm - Lunch 6pm - Frederick ]sell I pm - Cards 500 6:30pm - Zumba- -patty 7pm - Resch. Excel. [list. 7pm - (L)Lk Mtka VFW - 12 13 14 15 L 16 17 18 Sam - Dance /Ball Fitness 9am - Card Crafters Sam - Dance Fitness Sam - Dance /Ball Fitness lam - Giliund (BK) MCL,SSC,AAA, Sr. Bike & 12pm - Lunch gain -Quilting Class 9:30am -Wood Carvers 9am - Quilling Group 1 pm - Bingo 0:30am - Suddendorf (A): 10am - TaiChi 1 2p - Lunch 9:30am - Watercolor (A) • 1 pm - Bridge 5pm - Beyond the Grain(K 4pm - Fused Glass: Brenda 1 pm - Cards 500 1 pm -AAA 5:30pm • AAA -Pt2: kailee 5 p m - Kix Dance 6:30pm - Nelso /Schroeder f pm - Mahjong 6:30pm - Waterford Assn. 2pm - Cancelled - (A)Beg. 5:30pm -AAA - Pt 1: Patty 6:30pm - Zumba - -patty 19 20 L 21 22 L 23 L 24 L 25 8:30am - Suddendorf (A): gain -Card Crafters Sam -Dance Fitness 10am • Linda Kane (A) Sam - Dance /Ball Fitness No TaiChi 4pm -Olson Bday (BK): Sam - Dance /Ball Fitness 9:30am • Wood Carvers 9am - Quilting Group 1 2pm - Lunch 1 pm - Bingo gain - Happy Feet 12pm • Lunch 9:30am • Watercolor (A) - 1 pm - Bridge gain -Quilting Class 1 pm - Cards 500 1 pm - Mahjong Spar - Steamboat Mtg.(BK) 2pm - Cancelled - (A)Beg. 7pm - Park Summit Mlg.(L) 6:30pm - Zumba- -patty 26 27 28 29 LE__ 31 1 gam • Card Crafters Sam - Dance Fitness 1 2p - Lunch Sam - Dance /Ball Fitness 11:30am - Patty Alt (BK) -- CENTER CLOSED 9:30am - Wood Carvers 9am -Quilting Group 1 pm - Bridge 1 pm - Bingo I Dam Woodcarvers Open 9:30am -Watercolor (A) - 5pm - (BK) Joe Kohlmann- 6 p m - Country Music Event 12pin - Lunch 10am - Pickleball 1 pm - Cards 500 1 pm - Mahjong 6:30pm - Barrington HO (A) 2pm • Cancelled (A)Beg. 6:301)m -Zumba - (bk) 6:30pm - Zumba- •patty Lunch & Programs, Sun Mon , Rentals - Daytime, Rentals- Even ings /Wkends, SSP Programs Tue Wed Jun 2013 (Central Time) Thu Fri Sat L 26 -- 27 28 29 30 L 31 L 9am - Card Crafters Sam -Dance Fitness 12 pin - Lunch Sam - Dance /Ball Fitness 11:30am -Patty All (BK) -- CENTER CLOSED 9:30am -Wood Carvers 9am -Quilting Group 1 pm - Bridge 1 pm - Bingo 1 Dam - Woodcarvers Open 9:30am - Watercolor (A) - 5pm - (BK) Joe Kohimann- 6 pm -Country Music Event 12pm - Lunch 10am - Plckleball 1 pm - Cards 500 1 pm - Mahjong 6:30pm - Barrington HO (A) 2pm - Cancelled - (A)Beg. 2 L 4 5 6 L 7 L 8 5pm- Mtka Softball -(BK & Bam - Dance /Ball Fitness 9am -Card Crafters Sam -Dance Fitness 12pm -Lunch Sam- Dance /Ball Fitness 9am -Gibbs Grad Party 9a in - Quilting Class 9:30am -Wood Carvers 8 a - Lifeline Screening(B) 1 pm - Bridge 1 pm - Bingo 10am - TaiChi 11 am - Kathi Holmes 9am -Quilting Group 12pm - Lunch 9:30am -Watercolor (A) - 1 pm - Cards 500 1 pm - Mahjong 2pm -Cancelled - (A)Beg. 9 10 11 12 L 13 L 14 L 15 8am - Dance /Ball Fitness Dam - Card Crafters Bam -Dance Fitness 11 am - Ted Talks Barn - Dance /Bail Fitness 9am -Quilting Class 9:30am - Wood Carvers 9am - 9 -1 AAA (L) 1 21)m - Lunch 1 pm - Bingo 1 Dam - TaiChi 12pm - Lunch 9am -Quilting Group 1 pm - Bridge 1 pm -Cards 500 9:30am - Watercolor (A) - 4 pm - Pamper Me Boutique 1 pm - Mahjong 2pm - Cancelled - (A)Beg. 16 L 17 L 18 19 L 20 L 21 L 22 Barn -Dance/Ball Fitness 9am -Card Crafters 8am - Dance Fitness 12pm -Lunch Dam - Dance /Ball Fitness 9am -Happy Feet 9:30am -Wood Carvers 9am - Quilting Group 1 pm - Bridge 1 pm - Bingo 9am - Quilting Class 12pm - Lunch 9:30am - Watercolor (A) - 7pm - Excel Hist Soc (BK) -- 9:30am - Frederick Isell (K) i pm- Cards 500 1 pm - Mahjong 1 Dam - TalChi 2pm - Cancelled - (A)Beg. 5pm -JFK Bootcamp 2 112 23 L 24 t 25 L 26 L 27 L 28 29 Bam - Dance /Bail Fitness 9am -Card Crafters 8am -Dance Fitness 9am -pest control activity Barn - Dance/Ball Fitness 4pm -Midnight-Bly Party 9am - Quilting Class 9:30am -Wood Carvers 9am - Quilting Group 11am -Advisory Board 1 pm - Bingo 9:30am - Frederick Isell (K) 12pm - Lunch 1 pm - Mahjong 12pm - Lunch Spin - JFK Bootcamp 2 112 1 pm -Cards 500 1 pm - Bridge 6pm - Excel Hist Soc (BK) 6pm - His. Soc. Mig. (BK) -- 30 1 2 3 4 L 6 L 6 9am -Williams Grad Party Bam - Dance /Ball Fitness 9am - Card Crafters 8 a -Dance Fitness CLOSED HOLIDAY @CLOSED 12pm -Lunch 8am - Dance/Ball Fitness 9am - Quilting Class 9:30am -Wood Carvers 9am - Quilling Group 9:30am - Frederick Isell (K) 12pm -Lunch 1 pm - Mahjong 1 pm - Bingo 1 Dam - Plckleball 1 pm -Cards 500 5 p in - JFK Bootcamp 2 112 Lunch & Programs, Sun Mon , Rentals - Daytime, Rentals- Even ings /Wkends, SSP Programs Tue Wed Jul 2013 (Central Time) Thu Fri Sat 30 1 2 3 4 5 6 9am - Williams Grad Party Bam - DancelBall Fitness 9am -Card Crafters Bam - Dance Fitness CLOSED HOLIDAY CLOSED 12pm - Lunch Bam - Dance /Ball Fitness 9am - Quilting Class 9:30am -Wood Carvers 9am - Quilting Group 9:30am - Frederick Isell (K) 1 2pm - Lunch 1 pm - Mahjong 1 pm - Bingo 1 Oa m - Pickleball 1 pm -Cards 500 5pm - JFK Bootcamp 2 112 7 L 8 9 10 11 12 13 Bam - Dance/Ball Fitness gam - Card Crafters Bam - Dance Fitness 11 am - Ted Talks Bam - Dance/Ball Fitness 9:30am - Igor Rybakov (A)- 9am - Quilting Class 9:30am -Wood Carvers 9am - Quilting Group 12pm - Lunch 1 pm - Bingo 9:30am - Frederick Isell (K) 1 2pm - Lunch 1 pm - Mahjong 1 pm - Bridge 5pm -JFK Bootcamp 2 112 f pm -Cards 500 7pm - Lk Mtka VFW (L) 1:30pm - Diane Boller (1/2 5pm - Excelsior Bay Gables 14 15 L 16 17 18 L 19 20 Bam - Dance /Ball Fitness 9am - Card Crafters Bam - Dance Fitness 12pm - Lunch Sam - Dance /Ball Fitness 2pm - (A)Stuart Andreason 9am - Happy Feet 9:30am -Wood Carvers 9am - Quilting Group 1 pm - Bridge 1 pm - Bingo 9am -Quilting Class 12pm - Lunch 1 pm - Mahjong 6pm - (K)Excel Fire Aux - 9:30am - Frederick Isell (K) 1 pm - Cards 500 5:30pm - AAA(L)- Rebecca 10am - Pickleball 7pm - Christine (L) -patty 1 Oam- TaiChi 5pm -JFK Bootcamp 2 112 21 L 22 L 24 L 25 L 26 L 27 Bam - Dance/Ball Fitness Bam -Dance Fitness 12pm - Lunch Bam -Dance/Ball Fitness shining Star Luncheon 9am - Card Crafters 9am -Quilting Class 9am -Quilting Group 1 pm - Bridge 1 pm - Bingo 9:30am - Frederick Isell (K) 9:30am -Wood Carvers 1 pm - Mahjong 1 Oam - TalChi 12pm -Lunch 5pm -JFK Bootcamp 2 112 1 pm - Cards 500 7pm - Christine Schroeder 26 29 30 L 1 2 3 8 a m - Dance /Ball Fitness 9am - Card Crafters Bam - Dance Fitness 12pm - Lunch Bam - Dance /Ball Fitness 9am - Angela Garofano (A) 98m - Quilting Class 9:30am -Wood Carvers 9am - Quilting Group 1 pm - Bridge 1 pm - Bingo 9:30am - Frederick Isell (K) 12pm - Lunch 1 pm - Mahjong 1 Oam - Pickleball 1 pm - Cards 500 1 Oam - TatChi 7pm - Christine Schroeder Lunch & Programs, Sun Mon , Rentals - Daytime, Rentals- Evenings /Wkends, SSP Programs Tue Wed Aug 2013 (Central Time) Thu Fri Sat 28 L 29 L 31 1 L 2 - -- 3 Sam - Dance /Ball Fitness 9am -Card Crafters Sam -Dance Fitness 12pm - Lunch Sam - Dance /Bali Fitness 9am •Angela Garofano (A) 9am - Quilting Class 9:30am • Wood Carvers 9am - Quilting Group 1 pm - Bridge 1 pm - Bingo 9:30am - Frederick Isell (K) 12pm - Lunch 1 pm • Mahjong 10am - Pickleball 1 pm - Cards 500 10am - TaiChi 7pm - Christine Schroeder 4 5 6 L 7 L 8 9 10 8am - Dance /Ball Fitness 9am - Card Crafters 8 a - Dance Fitness 11am -Ted Talks Newsletter Deadline Bam - Dance /Ball Fitness 9am - Quilting Class 9:30am -Wood Carvers 9am - Quilling Group 12pm -Lunch 9:30am - Frederick Isell (K) 12 pin - Lunch 1 pm - Mahjong 1 pm - Bridge 1 pm - Bingo 10am - Pickleball 1 pm - Cards 500 Gpm • Excelsior Library (k 1Oam - TaiChl 11 L 12 L 13 14 15 16 17 Barn - Dance /Ball Fitness 9am - Card Crafters 12pm • Lunch 8am - Dance /Ball Fitness 1 pm - Christine Schroeder Safety Camp Barn - Dance Fitness 9am - Quilting Class 9:30am -Wood Carvers 1 pm - Bridge 1 pm - Bingo 9:30am - Frederick isell (K) 12pm -Lunch 9am - Quilting Group 10am • TaiChi 1 pm - Cards 500 1 pm - Mahjong 7pm • Lk Mika VFW -- kailee 18 19 t 20 21 22 L 23 L 24 8am - Dance /Ball Fitness 9am • Card Crafters 8 a • Dance Fitness 8:30am - 1st Bus (B) 8 a • Dance /Ball Fitness 9am - Happy Feet 9:30am -Wood Carvers 9am - Quilting Group 8:30am - 1st Student (BK) 1 pm - Bingo 9am -Quilting Class 12pm - Lunch 1 pm -5 -AAA (L) 12pm • Lunch 9:30am - Frederick [sell (K) 1 pm - Cards 500 1 pm - Mahjong i pm - Bridge 10am - Pickleball 7pm - Park Summit Mtg (L) 1 Oam - TaiChi 25 L26 27 L 28 L 29 L 30 L 31 8am - Dance /Ball Fitness 9am - Card Crafters Barn -Dance Fitness 12pm - Lunch Barn - Dance /Ball Fitness 9am - Quilting Class 9:30am -Wood Carvers 9am - Quilting Group 1 pm - Bridge 1 pm - Bingo 9:30am • Frederick Isell (K) 12pm - Lunch 1 pm - Mahjong 4 pm - Kix Registration - 1 pm - Cards 500 Lunch & Programs, , Rentals - Daytime, Rentals- Even ings /Wkends, SSP Programs Sun Mon Tue Wed Thu Sep 2013 (Central Time) Fri Sat 1 2 L 3 L 4 L 5 L 6 7 gam - Card Crafters Sam -Dance Fitness Sam - Dance /Ball Fitness CLOSED - HOLIDAY Giada Nucera - May bring Apple Days 8 a - Dance /Ball Fitness 12pm - Lunch 9:30am -Wood Carvers 9am - Quilling Group Sam -Giada Nucera (K) 9am - Quilting Class 12pm - Lunch 1 pm - Mahjong 1 pm - Bridge 1 pm - Bingo 8 L 9 10 11 L 12 13 L 14 Bam - Dance /Ball Fitness 9am - Card Crafters 8 a -Dance Fitness 11 am -Ted Talks :ni Uhulipalla (A, 13, l:l MOVIE IN THE PARK @ THE 8a - Dance /Ball Fitness 9am -Quitting Class 9:30am -Wood Carvers 9am -Quilting Group 1 2pm - Lunch 10am - TaiChi 12pm - Lunch 12:30pm - Beg Watercolor 1 pm - Bridge 1 pm -Bingo 3:30pm - Kix (A)-- rebecca 1 pm - Mahjong 7pm -Lk Mtka VFW (L) -- 15 16 17 L 18 19 L 20 L 21 8 a - Dance /Ball Fitness 9am -Card Crafters 8 a -Dance Fitness 12pm - Lunch 8 a - Dance /Ball Fitness 9am - Quilting Retreat (B) -- 9am -Happy Feet 9:30am -Wood Carvers 9am -AAA (L) 1 pm -Bridge 9:30am - Flu Shots 9am - Quilting Class 12pm -Lunch 9am - Quilting Group tpm - Bingo 10am - TaiChi 6pm - Laura Brown(L) patty 12:30pm - Beg Watercolor 6:30pm - CANCELLED - 3:30pm - Kix (A)-- rebecca 1 pm - Breitenfeldt Groupl - 6:30pm - Zumba (B) 1 pm - Mahjong 22 L 23 24 L 25 LN L 27 L 28 8 a - Dance /Ball Fitness 9am - Card Crafters 8 am -Dance Fitness 12pm - Don Carruth (B)- Garage Sale 12pm - Lunch 8 a - Dance /Ball Fitness 9am - Quilting Class 9:30am -Wood Carvers 9am - Quitting Group 10am - TaiChi 12pm - Lunch 12:30pm - Beg Watercolor 1 pm - Bridge 1 pm - Bingo 3:30pm - Kix (A)-- rebecca 1 pm - Last Keeper of Split 1 pm - Mahjong 6:30pm -Zumba (B) 29 L 30 1 2 L 3 t 4 5 8am - Dance/Ball Fitness 9am -Card Crafters 8am -Dance Fitness 12pm -Lunch Bam - Dance /Ball Fitness 5pm- Octoberfest 9am -Quilting Class 9:30am -Wood Carvers 9am - Quilting Group 1 pm -Bridge 5pm - oktoberfest -patty 10am - Liestman Reception 1 pm - Bingo 10am - TalChl 12pm - Lunch 12:30pm - Beg Watercolor 3:30pm - Kix (A) -- rebecca 1 pm - Mahjong 6:30pm -Zumba (B) 7pm -Mika Ward (B & A) -- Lunch & Programs, Sun Mon , Rentals - Daytime, Rentals- Evenings /Wkends, SSP Programs Tue Wed Oct 2013 (Central Time) Thu Fri Sat 29 30 1 C 3 5 Sam -Dance /Ball Fitness Dam - Card Crafters 8am -Dance Fitness 12pm -Lunch Sam - Dance /Ball Fitness 5pm- Octoberfest 9am • Quilting Class 9:30am -Wood Carvers 9am -Quilting Group 1 pm - Bridge 5pm - oktoberfest -patty 10am - Liestman Reception ipm - Bingo 1 Dam - TaiChi 12pm -Lunch 12:30pm -Beg Watercolor 3:30pm - Kix (A)-- rebecca 1 pm - Mahjong 6:30pm - Zumba (B) 7p in - Mtka Ward (B & A) -- 6 7 t 8 1 9 10 11 12 Spin - sheila halbmaier @ 8 a - Dance /Ball Fitness Dam - Card Crafters Sam - Dance Fitness 11 am - Ted Talks Sam - Dance /Ball Fitness Sam - Life Line Screening 9am -Quilting Class 9:30am - Wood Carvers gain - Quilting Group 12pm - Lunch 1 pm - Bingo 1 Dam - TaiChi 12pm -Lunch fpm •Mahjong fpm - Bridge 3:30pm - Kix (A)- •rebecca 6:30pm - Gideon Assoc. (L) - 7pm - Lk Mtka VFW (L) -- 6:30pm - Zurnba (B) 7pm - Mtka Ward (B & A) -- 19 13 L 14 L 15 L 16 L 17 18 8 a - DancelBall Fitness 9am -Card Crafters Sam -Dance Fitness 11 am - Chamber(B) 8am - Dance/Ball Fitness gam - Quilting Class 9:30am -Wood Carvers gain - Quilting Group 12pm - Lunch 9:30am - Mrs. M (A) 1 Dam - TaiChi 12pm - Lunch f pm - AAA (L) (CANCELLED) 1 pm - AAA(L)(CANCELLED) 1 pm • Bingo 3:30pm - Kix (A)-- rebecca 1 pm - Breitenfeldt Group 1 pm - Bridge 6:30pm - Zumba (B) 1 pm - Mahjong 6:30pm - Amesbury West 7pm -Mika Ward (B & A) -- 20 L 21 22 23 24 25 26 3:30pm -Kelsey (B)-Patty 7:45am • Vantage -- (Lj 9am - Card Crafters 8 a - Dance Fitness 12pm - Lunch Sam - Dance /Ball Fitness 1 pm - Victoria Scully (B) - 8am - Dance /Ball Fitness 9:30am -Wood Carvers Dam -Quilting Group 1 pm • Bridge 9:30am -Mrs. M (A) 9am -Happy Feet 12pm - Lunch 1 pm - Mahjong 4pm • Mrs. M - Birthday team • MMW Service Dam - Quilting Class 7pm - Mtka Ward (B & A) -- 1 pm - Bingo 1 Da in - Bill Joynes -- Library 3:30pm - Kix (A)-- rebecca 6:30pm -Zumba (B) 27 L 28 29 30 L 31 L 1 2 8 a - Dance /Ball Fitness 9am - Card Crafters 8 a • Dance Fitness 12pm - Lunch Sam • Dance/Ball Fitness 9am - Quilting Class 9:30am -Wood Carvers 9am • Quilting Group 1 pm - Bridge 1 pm - Bingo 3:30pm - Kix (A)- •rebecca 12pm - Lunch 1 pm • Mahjong 4pm - Jenna Thompson (B) 6:30pm -Zumba (B) 7pm -Mika Ward (B & A) -- Lunch & Programs, , Rentals - Daytime, Rentals- Evenings /Wkends, SSP Programs Nov 2013 (Central Time) Sun Mon Tue Wed Thu Fri Sat 27 L 28 t 29 L 30 31 -- 1 L2__ Sam - Dance/Ball Fitness 9am - Card Crafters Sam - Dance Fitness 12 pin - Lunch Sam - Dance/Ball Fitness 9am - Quilting Class 9:30am • Wood Carvers 9am • Quilling Group 1 pm - Bridge 1 pm • Bingo 3:30pm - Kix (A)-- rebecca 12pm - Lunch 1 pm - Mahjong 41) m • Jenna Thompson (B) 6:30pm -Zumba (B) 7pm -Mtka Ward (B & A) -- 3 L 4 L 5 Gam - School Board 9am - Card Crafters L 6 Bam -Dance Fitness gain - Quilting Group L 7 L 8 Sam - Dance/Ball Fitness 9:30am -Mrs. M (A) 9 2 p - WOW Ministries Intl - Daylight Savings Time Set up for Elections (1128K) Pamper Me Boulique 8 am - Dance/Ball Fitness 12pm - Lunch 9am -Quilting Class 9:30am -Wood Carvers 1 pm - Mahjong 1 pm - Bridge 1 pm - Bingo 1 gain -Tai Chi 12pm -Lunch 7pm -Mika Ward (B & A) -- 3:30pm - Kix (A) -- rebecca 12:30pm - Cards & Game 6:30pm - Zumba(2nd 1 pm - American Senior 10 11 12 13 14 L 15 16 Bam - DancelBall Fitness 9am -Card Crafters Bam - Dance Fitness 11am -Ted Talks (L) Bam - DancelBall Fitness 1 gain - Kristlna Kwan (K) @ 9am - Quilting Class 9:30am -Wood Carvers 9am - Quilting Group 12pm - Lunch 1 pm - Bingo 10am - Tai Chi 12pm - NO Lunch f pm - Mahjong f pm - Book Club (L) 11 am - Veterans Day 12:30pm -Cards & Game 7pm - Lk Mtka VFW 1 pm - Bridge 3:30pm - Kix (A)-- rebecca 7pm - Mtka Ward (B & A) -- 6:30pm - Zumba (B) 6:30pm - Zumba(2nd - - - -- _ - -- 17 L18 19 20 L 21 L22 L 23 Bam - Dance/Ball Fitness 9am - Card Crafters Barn -Dance Fitness 12pm • Lunch Barn - Dance/Ball Fitness 9am - Happy Feet 9:30am • Wood Carvers 9am • Quilting Group 1 pm - Bridge 1 pm - Bingo 9am - Quilling Class 12prn - Lunch 1 pm • Mahjong 1 pm - Iceland Presentation 10am - Tai Chi 12:30pm - Cards & Game 1:30pm - Breitenfeldt (A) 6:30pm -Zumba (B) 3:30pm - Kix (A)-- rebecca 1 pm - movie: Holiday Inn 5:30pm - 9:30- AAA(L) 6:30pm - Zumba(2nd 7pm - Kix (A) 7pm - Mtka Ward (B & A) -- 7pm - Park Summit (L) 24 25 L 26 27 28 29 L 30 10am - Martin Hage - (A) 8 a - Dance/Ball Fitness 9am - Card Crafters 8 a - Dance Fitness CLOSED HOLIDAY Myrle McKenzie (Chrlstkincllsmarkt) - (K) 12pm - NO Lunch CLOSED HOLIDAY 9am - Quilting Class 9:30am - Wood Carvers 9am -Quilting Group 8am - Dance/Ball Fitness 10am -Tat Chi 12pm -Lunch tpm- Mahjong fpm - Bridge 3:30pm - Kix (A)-- rebecca 12:30pm - Cards & Game 7pm • Mika Ward (B & A) -• 6:30pm - Zumba (B) i pm - Bingo 6:30pm - ZUmba(2nd Lunch & Programs, , Rentals - Daytime, Rentals- Even ings /Wkends, SSP Programs Dec 2013 (Central Time) Sun Mon Tue Wed Thu Fri Sat 1 t 2 3 4 5 L 6 7 Sam - Dance/Ball Fitness Sam - Card Crafters Sam - Dance Fitness 12pm - Lunch Dam - Dance /Ball Fitness 10arn - CANCELLED - Sam - Quilling Class 9am -senior holiday party 9a in - Quilling Group 1 pm -Bridge 1 pm - Bingo 12pm - 6pm- Rients (A) 10am - Tai Chi 9:30am -Wood Carvers 1 pm - Mahjong 6:30pm - Zumba (B) 1 pm - Shorewood 12:30pm • Michelle - Model 3:30pm - Kix (A)-- rebecca 11 am • holiday party lunch 7pm - Mtka Ward (B & A) -- 6:30pm - Zumba(2nd 12pm - Lunch 12:30pm -Cards & Game 8 L 9 10 11 12 L 13 14 10am - Church (A) Sam - Dance/Ball Fitness Sam - Card Crafters Barn - Dance Fitness 9:30am - Breitenfeldt (A) Barn - DancelBall Fitness 10am - CANCELLED - 6pm - Mrs. M Holiday Party Sam - Quilting Class 9:30am -Wood Carvers Sam - Quilting Group 11 am - Ted Talks 1 pm - Bingo 11 am - Doris Riesgraf 10am - Tal Chi 11 am - Retirement Party 1 pm - AAA(L) 12pm - Lunch 11 am • Shorewood Ponds 12pm - Lunch 1 pm - Mahjong 1 pm - Bridge 3:30pm - Kix (A) -- rebecca 12:30pm -Cards & Game 7pm - Lk Mtka VFW 6:30pm • Zurnba (B) 6:30pm - Zumba(2nd 7pm -Mtka Ward (B & A) -- 15 16 17 L 18 L 19 L 20 L 21 10am - Church (A) 8 a - Dance/Ball Fitness Sam - Card Crafters 8a m - Dance Fitness 12pm - Lunch Dam - Dance /Ball Fitness 11 am - Koehler (A) 1 pm - 10- Snyder (BK) Sam - Happy Feet 9:30am -Wood Carvers Sam -Quilting Group 1 pm - Bridge 1 pm - Bingo 3pm - Patricia Nielsen (B) Sam - Quilting Class 12pm - Lunch 1 pm - Mahjong 5pm - 9 -Mens Garden Club 3pm - Michelle Practice for 3:30pm - Kix (A)-- rebecca 12:30pm -Cards & Game 7pm • Mika Ward (B & A) -- 6:30pm - Zumba (B) 6:30pm- Zumba(2nd 22 L 23 Barn - Dance /Ball Fitness 9a in -Quilting Class 24 L 25 26 12pm -NO Lunch 1 pm -Bridge L 27 8am - Dance/Ball Fitness 1 pm • Bingo - - -- L28 ICA - Michelle (B) CLOSE FOR HOLIDAY CLOSED FOR HOLIDAY 10am • Church (A) 9 a - Card Crafters Dam • Dance Fitness 5pm - Nancy Pitan (B & K) 9:30am -Wood Carvers 9 a • Quilting Group 12pm - NO Lunch 1 pm • Mahjong 12:30pm - Cards & Game 7prn - Mtka Ward (B & A) -- 3pm - Debbie Hagstrom (A) 5:30pm - Kim Seamans (D 29 30 IT1 1 L 2 L 3 4 10am - Church (A) Bain • Dance /Ball Fitness 11 am - Mahoney /Nielsen 8 a - Dance/Ball Fitness 4p,, - Myra Dar (D) - 952. 297 -5412 9 a - Card Crafters CLOSED FOR HOLIDAY 9 a - Quilting Class 12pm - Lunch 1 pm - Bingo 8 a - Dance Fitness 9:30am -Wood Carvers 1 pm - Book Club (L) 12pm - NO Lunch Sam • Quilting Group 1 pm - Bridge 12:30pm - Cards & Game 1 pm - Mahjong 7 pm • Mika Ward (B & A) -- Lunch & Programs, Sun Mon , Rentals - Daytime, Rentals- Even ingslWkends, SSP Programs Tue Wed Jan 2014 (Central Time) Thu Fri Sat 29 30 31 1 L 2 L 3 4 1 Dam - Church (A) Dam - Dance /Ball Fitness 11am- Mall oney /Nielsen Dam - Dance/Ball Fitness 4pm -Myra Dar (D)- 952.297 -5412 Dam - Card Crafters CLOSED FOR HOLIDAY 9am - Quilting Class 12pm - Lunch 1 pm - Bingo Dam - Dance Fitness 9:30am -Wood Carvers 1 pm - Book Club (L) 12pm -NO Lunch Dam Quilting Group fpm- Bridge 12:30pm - Cards & Game 1 pm • Mahjong 7prn -Mtka Ward (B & A) -- 5 L 6 L 7 L 8 9 10 11 10am - Church (A) Barn - Dance Fitness 12pm - Lunch - No lunch Sam - Dance/Ball Fitness Center Closed Due to Center closed Due to d, Woodburn (D & K) ?'r Dam - Dance/Ball Fitness Dam - Card Crafters 9:30am - Mitzi Clayton - 9am • Quilting Group 1 pm -Bridge 1 pm - Bingo 9am -Quilting Class 9:30am -Wood Carvers 1 pm - Mahjong 3:30pm - Kix (A) 10am - Tai Chi 12pm • Lunch - No Lunch 7pm • Lk Mtka VFW - (L) 3:30pm - Kix (A) - 12:30pm -Cards & Game 7pm - Mtke Ward (B & A) -- 6:30pm -Zumba (B) 12 L 13 L 14 15 L 16 17 L 18 10am - Church (A) 8 a - Dance/Ball Fitness 9am - Card Crafters 8 a -Dance Fitness 8:30am -Life Line 8 a - Dance/Ball Fitness 9am - Quilting Class 9:30am -Wood Carvers 9am - AAA (L) 12pm - Lunch 1 pm - Bingo 1 Dam -Tai Chi 12pm -Lunch 9am - Quilting Group fpm- Bridge 4pm - ARCTIC FEVER (D& 3:30pm - Kix (A) 12:30pm -Cards & Game 1 pm - Mahjong 6:30pm - Zumba (B) 5:30pm - Donna 7prn -Mtka Ward (B & A) -- 19 L 20 L 21 22 L23 L 24 25 10am - Church (A) 9am - Card Crafters 12pm - Lunch Barn - Dance/Ball Fitness OCLOSED Scott Zerby Luncheon Barn - Dance /Ball Fitness 8a -Dance Fitness 9:30am -Wood Carvers 1 pm -Bridge 1 pm - Bingo Dam - Happy Feet 12pm - Lunch 9am - Quilling Group 9am - Quilting Class 12:30pm- Cards &Game 1pm •Mahjong 10am -Tai Chi 7pm -Mtka Ward (B & A) -- 3:30pm - Kix (A) 6:30pm -Zumba (B) 26 27 28 L 29 30 31 1 10am - Church (A) Dam -Dance Fitness 8 a - Dance/Ball Fitness CLOSED IN THE PM DUE TO CLOSED DUE TO WEATHER @NO LUNCH 8 a - Dance /Ball Fitness @NO LUNCH 1 pm - Bridge 9am - Quilting Group 1 pm - Bingo 9am - Card Crafters 9am - Quilting Class 1 pm - Mahjong 5pm - CANCELLED - Pro 10am -Tai Chi 9:30am -Wood Carvers 7pm • Mtka Ward (B & A) -- 3:30pm -Kix (A) 10am -Cub Pharmarcy talk 6:30pm -Zumba (B) 12pm - Movie. - Grumpy Old 12:30pm - Cards & Game Lunch & Programs, Sun Mon , Rentals - Daytime, Rentals- Even ings /Wkends, SSP Programs Tue Wed Feb 2014 (Central Time) Thu Fri Sat 26 L 27 L2 8 29 30 31 �1 10am - Church (A) Dam - Dance Fitness Dam - Dance /Ball Fitness CLOSED IN THE PM DUE TO CLOSED DUE TO WEATHER aNO LUNCH j Dam - Dance /Ball Fitness @NO LUNCH 1 pm - Bridge 9am -Quilting Group 1 pm - Bingo Dam - Card Crafters 9am -Quilting Class 1 pm - Mahjong 5pm - CANCELLED - Pre 10am - Tai Chi 9:30am -Wood Carvers 7pm - Mika Ward (B & A) -- 3:30pm - Kix (A) 10am - Cub Pharmarcy talk 6:30pm - Zumba (B) 12pm -Movie - Grumpy Old 12:30pm - Cards & Game 2 L3 4 C S L 6 L 7 L8 10am - Church (A) 8a - DancelBall Fitness Dam - Dance Fitness 12pm - Lunch Dam - Dance /Ball Fitness Precinct Caucuses Dam - Card Crafters 9am -Quilting Class 9am - Quilting Group 1 pm - Bridge 1 pm - Bingo 10am - Tai Chi 9:30am -Wood Carvers 1 pm - Mahjong 3:30pm - Kix (A) 12pm - Lunch 7pm • Mika Ward (B & A) -- 6:30pm -Zumba (B) 12:30pm -Cards & Game 9 10 11 12 L 13 14 15 1 Dim - Church (A) 8 a - Dance /Bail Fitness 9am - Card Crafters 8a m - Dance Fitness 11 am - Teri Talks - (L) 8 a - Dance/Ball Fitness 9am - Quilting Class 9:30am -Wood Carvers 9am - Quilting Group 121)m • Lunch 1 pm - Bingo Dam - Tax Preparation - (A) 12pm - Lunch 1 pm - Mahjong 1 pm - Bridge 10am - Tai Chi 12:30pm - Cards & Game 7pm - Lk Mika VFW - (L) 3:30pm - Kix (A) 7pm - Mika Ward (B & A) -- 6:30pm -Zumba (B) 16 17 1 18 L 19 L 20 L 22 10am- Church (A) 8am- Dance/Ball Fitness 9am -Card Crafters Dam Dance Fitness 12pm -Lunch Bam - Dance /Ball Fitness 9am -Happy Feet 9:30am - Wood Carvers Dam - Quilting Group 1 pm - AAA (L) 1 pm - Bingo 9a in -No Tax Preparation 12pm - Lunch 1 pm - Mahjong 1 pm - Bridge Dam - Quilting Class 12:30pm -Cards & Game 7pm - Mika Ward (B & A) -- 3:30pm - Kix (A) 6:30pm -Zumba (B) 23 L 24 L 25 L 26 L 27 L 28 1 10am - Church (A) 8a - Dance /Ball Fitness Dam - Card Crafters Barn - Dance Fitness 12pm - Lunch 8 a - Dance /Ball Fitness 9am -Quilting Class 9:30am -Wood Carvers 9am - Quilting Group 1 pm - Bridge 1 pm - Bingo 9am -Tax Preparation - (A) 12pm • Lunch 1 pm - Mahjong 3:30pm -Kix (A) 12:30pm -Cards & Game 7pm -Mika Ward (B & A) -- #4 Council Retreat City of Shorewood Council Retreat Item Title / Subject: Staffing for the Public Works Department Meeting Date: February 8, 2014 Prepared by: Larry Brown, Director of Public Works Reviewed by: Attachments Policy Consideration: Should the City Council add additional staff or resources to the Public Works Department? Background: Over the past year, staff has received several comments, by members of the City Council, that adding additional resources to the Public Works Department is an item that should be discussed. This item also was ranked high, by the City Council, for the list of items to be considered by the City Council at the staff — Council retreat. As staff began to outline the Department needs, we reviewed those items where comments or concerns have been raised, to insure that the issues that the City Council would like to see addressed are staffed and supported appropriately. Over the past year, some of the recurring concerns raised are as follows: ► Timing of patching of roadways, which impacts seal coating and stripping operations. ► Gardening and grounds maintenance ► Timing of pond inventories and maintenance ► Timing of pavement inventories ► Timely response to resident concerns ► Timely plowing of walks and trails ► GIS presence online ► Implementation of Capital Improvement Projects Staff began by categorizing the above list into two separate categories; those items that are field related, and those items which are administrative or technical in nature. Staff elected to sort the items into these two categories, 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 Field Related Tasks ► Timing of patching of roadways, which impacts seal coating and stripping operations. ► Gardening and grounds maintenance ► Timely plowing of walks and trails Administrative /Technical Tasks ► Timing of pond inventories and maintenance ► Timing of pavement inventories ► Timely response to resident concerns ► GIS presence online ► Implementation of Capital Improvement Projects Over the past few years, some of the larger changes in time commitments are needs that are generated by mandates and requirements to meet regulatory compliances. While not all inclusive, some of the more significant items include: ► Nonpoint Discharge Elimination System (NPDES) ► Municipal Separate Storm Sewer Systems (MS4s) ► Safe Water Drinking Act ► Infiltration and Inflow into the Sanitary Sewer Collection System ► Traffic Sign Inventory and Evaluation System Staff and Council have tried various combinations of staffing to meet these needs, over the years. The following are "snapshots" of the various staffing combinations: 1990 Staffing Levels 1 Public Works Director 1 Working Foreman 7 Public Works Staff 3 Summer Seasonal Employees 3 Contracted employees for Sanitary Sewer & Water Systems operations & maintenance 1 Contracted City Engineer 13 Equivalent Full Time Employees — 3 Seasonal Employees 1995 Staffing Levels 1 Public Works Director 1 Working Foreman 7 Public Works Staff 3 Summer Seasonal Employees 3 Contracted employees Sanitary Sewer & Water Systems operations & maintenance 1 City Engineer 0.5 Administrative Assistant 13.5 Equivalent Full Time Employees — 3 Seasonal Employees 2000 Staffing Levels 1 Public Works Director /City Engineer 1 Working Foreman 7 Public Works Staff 2 Summer Seasonal Employees 3 Contracted employees Sanitary Sewer & Water Systems operations & maintenance 0.25 Administrative Assistant 12.25 Equivalent Full Time Employees — 2 Seasonal Employees 2005 Staffing Levels 1 Public Works Director /City Engineer 1 Engineering Technician 8 Public Works Staff 2 Summer Seasonal Employees 10 Equivalent Full Time Employees — 2 Seasonal Employees 2010 Staffing Levels 1 Public Works Director 1 City Engineer 8 Public Works Staff 2 Summer Seasonal Employees 10 Equivalent Full Time Employees — 2 Seasonal Employees 2014 Staffing Levels 1 Public Works Director 0.6 City Engineer 8 Public Works Staff 2 Summer Seasonal Employees 9.6 Equivalent Full Time Employees — 2 Seasonal Employees It is noted that lean Panchyshyn, City Clerk, aids the Director of Public Works in some of the administrative tasks, such as publication of Council packet information and occasional administrative tasks. However, any budgeted administrative time outside of this is dedicated for scheduling of utility inspections or park shelters. Due to the division of the two areas and varying needs, staff is seeking direction from the City Council on what area(s) they would like to see additional resources placed, if desired. Financial or Budget Considerations: Any additional resources of staff or contractors has not been budgeted for in the 2014 Operations Budget #5 MEETING TYPE City of Shorewood Council Retreat Item Council Retreat Title / Subject: Future Trails Meeting Date: 8 February 2014 Prepared by: Brad Nielsen Reviewed by: Patti Helgesen Attachments: Trail Priorities Map Background: Following is the status of various trail segments identified in the Trail Plan Implementation Report, dated October 2011: Completed • County Road 19 — Smithtown to LRT • Smithtown Road West — Chanhassen border to LRT Funded 2014/15 • Galpin Lake Road — Chanhassen border to County Rd 19 /Highway 7 intersection • Smithtown Road East — LRT to County Road 19 Unfunded Priority I • Mill Street -= Chanhassen border to Excelsior border Unfunded Priority II • Lake Linden to Highway 7/41 • Country Club Road and Yellowstone Trail — Smithtown Crossing to Lake Linden • County Road 19 — Shore Road to Excelsior border • Strawberry Lane — West 62nd to Minnewashta Elementary • Eureka Road North Unfunded Priority III • St. Albans Bay Road — Manor Park to Highway 7 • Howards Point Road, Edgewood, Grant Lorenz loop • Vine Hill Road — existing trail north to State Highway 7 Unfunded Prioritv IV • Link east of Public Safety facility — County Road 19 to LRT • Timber Lane — County Road 19 to LRT Trail • Enchanted Lane — Minnetriesta border to Shady Island bridge Connection to Vision / Mission: Healthy Environment, 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 s Sh, dy Lake Minnetonka Zipper Lakc N A ' 0 1,000 2,000 4,000 Feet Shorewood Planning Department 02/14 CITY OF SHOREWOOD E L Po�a ve. o� (Lake Mi.--ht.) - Existing Trail ...... Possible Trail Parks /Open Space Connecting Points nA �T. Chrivtmat r sr Lake a,e � g 1, Lake-' Chanhassen Trail mChanhassen Trail Chanhassen Trail Minnetonka Connection Connection Connection Trail Connection Trail Plan Priorities Priority I (3 -5 years) Priority II (5 -10 years) Priority III (10 -15 years) Priority IV (15+ years) ✓ Completed Segments Funded Segments 2014/15 I� e Sn Lay (Lake Vi�ginia) Victoria Trail Connection N A ' 0 1,000 2,000 4,000 Feet Shorewood Planning Department 02/14 CITY OF SHOREWOOD E L Po�a ve. o� (Lake Mi.--ht.) - Existing Trail ...... Possible Trail Parks /Open Space Connecting Points nA �T. Chrivtmat r sr Lake a,e � g 1, Lake-' Chanhassen Trail mChanhassen Trail Chanhassen Trail Minnetonka Connection Connection Connection Trail Connection Trail Plan Priorities Priority I (3 -5 years) Priority II (5 -10 years) Priority III (10 -15 years) Priority IV (15+ years) ✓ Completed Segments Funded Segments 2014/15 #6 MEETING TYPE City of Shorewood Council Retreat Item Council Retreat Title / Subject: Cooperative Functions Meeting Date: February 8, 2014 Prepared by: Larry Brown, Director of Public Works Reviewed by: Attachments Draft Salt Storage Agreement, Draft Plowing Agreement for the LRT, Map of Islands Plowing Route, Site Location Boat Access, Photo Boat Access, and DNR Agreement for Christmas Lake Boat Landing Policy Consideration: What Cooperative and Joint Ventures should the City focus on for the coming year? Background: The City Council has indicated that pursuing joint and cooperative ventures, where it makes sense to do so, to save time, expense, resources, or to provide a perceived benefit in the level of service, are to be explored. As such, a number of cooperative ventures have been initiated, or have been put in place. On September 18, 2013, Shorewood Mayor Zerby, Excelsior Mayor Gaylord, and Tonka Bay Mayor De La Vega, met at Shorewood City Hall, to discuss any joint operations between the public works departments that may decrease costs or provide an improved level of service. Staff was provided direction for the following areas: Joint Salt Storage for the City of Shorewood and City of Excelsior Currently, the City of Shorewood is the only facility with a salt storage structure. The Cities of Excelsior and Tonka Bay store their salt /sand piles on open ground. This practice has been highlighted in several watershed district presentations as "Cardinal sins" against the environment and water quality, in addition to creating operational issues as piles begin to harden due to collected moisture. The Cities of Shorewood and Excelsior have agreed in principle to combined salt storage and is actually being tested at this point. The City of Excelsior is storing their salt /sand mix at Shorewood's facility. Tonka Bay chose not to participate in the agreement. A draft agreement for this has been included as Attachment 1 to this memorandum. Joint Plowing operations for City of Shorewood and City of Excelsior The question has been raised as to whether joint plowing operations would reduce time, costs, or equipment required to perform snow removal operations for both communities. Staff has explored several different areas of the operations to begin to address this question. 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 • Snow Removal - Water Street, City of Excelsior: Currently, the City of Excelsior performs snow removal on Water Street by plowing of the snow to the center of the roadway, where it is then blown into trucks and hauled to other areas. It was suggested that the City of Shorewood crews may be able to assist with hauling operations. To date, the City of Excelsior has declined assistance with this, as they have contracts in place for contract hauling. However, Shorewood has most recently assisted as fill in during a breakdown of equipment. Shorewood will continue to see if assistance with hauling is desired by the City of Excelsior. • Plowing of the LRT: All three of the Cities, Shorewood, Excelsior and Tonka Bay, have opted to plow portions of the Light Regional Rail Trail (LRT), to facilitate pedestrian traffic. The City of Shorewood has opted to plow a majority portion of the width of the trail, leaving a smaller width for cross country skiing. Discussion centered on the idea that Shorewood plows the greatest length of the LRT. Would the City of Shorewood consider plowing all three segments of the trail, since the remaining portions were substantially smaller in comparison? All three cities are proposing participation in this agreement. A rough draft of an agreement has been included at Attachment 2 to this report for these services. • Joint City Plowing, Cities of Shorewood and Excelsior: The question has been raised that due to the fact that the City of Shorewood wraps around the boundary of the City of Excelsior, would there be any economy of scale to perform joint snow removal operations? Staff has solicited the assistance of WSB and Associates to utilize their route planning function of their GIS system to help evaluate this question. Staff is anticipating results of this in the next few weeks. The City of Tonka Bay has opted not to participate in this venture. Contracted Plowing of Shady and Enchanted Islands Mayor Zerby has asked staff to explore the potential of contracting with the City of Minnetrista to plow Shorewood's portion of Shady and Enchanted Islands, since Minnetrista is adjacent to the City of Shorewood's portion of the Islands. The City Administrator for the City of Minnetrista declined the opportunity to provide this service. In turn, they have asked the City of Shorewood for a price to plow Minnetrista's portion of the Islands. Staff reviewed the layout of the Islands and has suggested e portion of the Islands that may be considered. Attachment 3ise layout that depicts the subject area. Staff has compiled extensive calculations on both the cost per mile to operate e single axle dump truck and costs based on an hourly rate. In review of the roadways for the Minnetriste portion of the Islands It appears that e cost of $450 per "typical" snow event vvuu|d cover the City ufShunevvuud's costs. However, it is worth noting that any additional time that e p|uvv driver spends in Minnetriste, subtracts from the time plowing in the City of Shorewood. Any agreements for such service vvuu|d also have to outline any call-outs for sanding, drifting, or other road conditions. If the City Council desires staff tu continue exploration of this with e furnne| agreement, staff will proceed with drafting such and agreement. Christmas Lake Boat Access On January 29, 1986, the City of Shorewood entered into an agreement with the Department of Natural Resources /ONR\, for the operation and maintenance of the Christmas Lake Boat Access. Attachment 4 is e site location map. Attachment 5 is e photo of the landing, and Attachment 6 is the current agreement that had been executed for the landing. Since entering into the agreement, operations at the public boat landing had remained very predictable. The understanding was that the City took care of that which was land, and the ONR took care of that which was in the water. That had been the case until e staff change at the ONR resulted in discussions from the ONR that they did not fed as though they had responsibility for the landing ur dock facilities. Representatives from the ONR insist that this landing is the only landing to where they have any maintenance responsibilities of the duck and the ramp. Staff does not believe that tube the case. Such as it is, the ONR is requesting that the City of Shorewood take over all maintenance of the dock and boat ramp, once they have reconstructed the ramp. There is also an issue that has been e matter of discussion regarding regulation and enforcement. There is e marine business that chooses tu utilize this ramp for winterizing and spring startup of water craft. In the pest, operators of the watercraft have been known to "power load" the boats onto the trailers. This has created both e hollow and severe ridge on the lake side of the concrete boat ramp that will have to be repaired. While it is anticipated that the issue will be repaired under the ONR,s proposed ramp reconstruction, the issue arises what authority the City has to prohibit such action in the future, should the City opt tutake over complete maintenance of the ramp? Staff would like the City Council's initial feedback as to the direction as to huvv staff should proceed with this issue. #6A AGREEMENT FOR STORAGE SPACE OF THE SHOREWOOD Draft Salt Storage SALT STORAGE FACILITY Agreement BETWEEN THE CITY OF SHOREWOOD AND THE CITY OF EXCELSIOR THIS AGREEMENT, made this day of , 2014 by and between the City of Shorewood, Minnesota, a Minnesota municipal corporation, with its offices located at 5755 Country Club Road, Shorewood, Minnesota 55331 and the City of Excelsior, a Minnesota municipal corporation with its offices located at 339 Third Street Excelsior, Minnesota 55331. WHEREAS, the City of Excelsior has expressed the need to obtain secured, covered salt storage for deicing chemicals; and WHEREAS, the City of Shorewood has adequate space within their existing Salt Storage Facility located at the Shorewood Public Works Facility, 24200 Smithtown Road, to accommodate a volume of 150 tons of salt -sand mixture by the City of Excelsior. NOW THEREFORE BE IT RESOLVED, the parties agree as follows; 1.) Arrangements for deliveries and pickup. The Public Works Superintendent for the City of Excelsior will arrange in advance with the Director of Public works for the City of Shorewood, times for access for deliveries and pickups that are to occur during normal business hours, to or from the Salt Storage Facility. It is agreed that the City of Shorewood will provide all reasonable access to the site to facilitate the delivery and pick up of materials. 2.) Logs of Materials Delivered and Used. The City of Shorewood shall keep a log of all materials delivered to the Salt Storage Facility. In addition, both the City of Shorewood and the City of Excelsior will maintain a log that denotes the date and volume, in tons, of material taken from the Salt Storage Facility. Copies of logs shall be transmitted to each party to this Agreement on a monthly basis. 3.) Indemnification. Each party to this Agreement agrees to indemnify and hold the each other harmless from and against any and all claims by or on behalf of any person arising from each other's actions, failure to act, conduct, or negligence while performing services pursuant to this Agreement unless such damage or liability arises from or in connection with faulty or defective materials or facilities provided by the City. Each party agrees to carry Commercial liability insurance in the amount of $2,000,000. 4.) Termination. Either party may terminate this Agreement, without cause or reason, upon ten (10) days' written notice to the other party. 5.) Entire Agreement. This Agreement contains the entire agreement between the parties and no amendment hereto shall be valid unless made in writing and signed by the parties. There is merged herewith all prior and collateral representations, promises, and conditions concerning all parties to this Agreement. This Agreement supersedes and nullifies any preexisting agreements Scott Zerby, Mayor for the City of Shorewood Date Mark Gaylord, Mayor for the City of Excelsior Date #6B Draft Plowing Agreement AGREEMENT FOR PLOWING OF THE LIGHT RAIL REGIONAL TRAIL CORRIDOR BETWEEN THE CITIES OF EXCELSIOR, SHOREWOOD, AND TONKA BAY THIS AGREEMENT, made this day of , 2014 by and between the City of Shorewood, Minnesota, a Minnesota municipal corporation, with its offices located at 5755 Country Club Road, Shorewood, Minnesota 55331 and the City of Excelsior, a Minnesota municipal corporation with its offices located at 339 Third Street Excelsior, Minnesota 55331, and the City of Tonka Bay with its offices located at 4901 Manitou Rd, Excelsior, MN 55331. WHEREAS, the Hennepin County Regional Rail Authority ( "HCRRA ") owns a railway corridor that is also known as the Light Rail Regional Rail Corridor (LRT) extends through and along each of the Cities that are party to this Agreement, and as shown in Exhbit A; and WHEREAS, HCRRA has granted Three Rivers Park District to operate and maintain a linear park through the LRT corridor; and WHEREAS, each party to this agreement has obtained a permit from Three Rivers Park District for the maintenance and operation of a pedestrian and skiing trail. WHEREAS, the City of Shorewood continues to perform snow removal operations over a much greater length of the LRT than the City of Excelsior or the City of Tonka Bay. NOW THEREFORE BE IT RESOLVED, the parties agree as follows: 1.) Plowing of the LRT . the City of Shorewood agrees to plow a minimum of a 6 foot width of the aggregate surface of the LRT, along the entire length of the LRT that extends along and through the Cities of Shorewood, Excelsior, and Tonka Bay, and as shown in Exhibit A, within 48 hours of completion of all snow removal from the all of the roadways located in the City of Shorewood, or as personnel and resources permit. 2.) Indemnification. Each party to this Agreement agrees to indemnify and hold the each other harmless from and against any and all claims by or on behalf of any person arising from each other's actions, failure to act, conduct, or negligence while performing services pursuant to this Agreement unless such damage or liability arises from or in connection with faulty or defective materials or facilities provided by the City of Shorewood. Each party agrees to carry Commercial liability insurance in the amount of $2,000,000. 3.) Termination. Either party may terminate this Agreement, without cause or reason, upon Twenty One (21) days' written notice to the City Administrator for the City of Shorewood. 4.) Entire Agreement. This Agreement contains the entire agreement between the parties and no amendment hereto shall be valid unless made in writing and signed by the parties. There is merged herewith all prior and collateral representations, promises, and conditions concerning all parties to the Agreement. This Agreement supersedes and nullifies any preexisting agreements Scott Zerby, Mayor for the City of Shorewood Mark Gaylord, Mayor for the City of Excelsior Gerry De La Vega, Mayor for the City of Tonka Bay Date Date Date EXHIBIT A PLOW ROUTE OF THE LIGHT RAIL REGIONAL RAIL TRAIL (LRT) Phel s Rd / Seabu Rd i Sul rove Rd i Lake Minnetonka / �xc ---------- - - - - - -- - - - - -- -- -yid` F ym �z C arpoint Rd aSafiRa S�` d° N r i e I N II w u 9S had /a/. aO R I a Rd En hanted Cv tstan Sha I I PLOWING LIMIT ° ! ° f�O0 °'f °O•�r l ea Rd I m o o I 0 I I I l Lake Minnetonka ! I I C Fo °4 2 ��f G it �C I I I ATTACHMENT 3 � I, IJ 1,000 WSB 0 500 Feet 4 � �� gyp,• y � e � Ell 1 Lim C4 R Vq P,4 kp In cm bn lot Hri rte ` 04 ko to A ,. Im ,tih '+ W 1 � CIHRT TTIAS i.AWE IAA ., In in im "44 in e� 4 W4 sn U9 Ium N bm ryti jy ri in V Lim 40 W4 a �^ W ch 94 en xt� �( Cp tY3 iRi SITE LOCATION CHRISTMAS LAKE BOAT ACCESS CHRISTMAS LAKE AGREEMENT File Cu. THIS AGREEMENT, made this �t day of January, 1986, by and between Christmas Lake Homeowners' Association (hereinafter referred to as the "Association "), and the State of Minnesota, acting by and through the Commissioner of the Department of Natural Resources (hereinafter referred to as the "State ") and the City of Shorewood, Minnesota (hereinafter referred to as the "City "), and Robert W. Fayfield. W I T N E S S E T H: WHEREAS, the Commissioner of Natural Resources has the authority, duty and responsibility under Minn. Stat. §97.48, the public with water access sites on subd. 15, to provide lakes where no access exists or access is inadequate; and WHEREAS, Christmas Lake Homeowners' Association is an association representing the riparian owners of land on Christmas Lake, a body of approximately 267 acres of water located in the cities of Shorewood and Chanhassen, Minnesota; and WHEREAS, the State, pursuant to a resolution of -the Minnesota Executive Council, has commenced an action in condemnation to acquire the following land for .a water access site to Christmas Lake, to —wit: Lot 2, Block 1, Christmas Lake Addition, according to _ :the - thereof on file in the office of _the Hennepin ,County Registrar of Titles; and WHEREAS, Robert W. Fayfield, a member of the Association, has offered to acquire and donate the land described on Exhibit A attached hereto to the City for purposes of a public access to Christmas Lake; and WHEREAS, the State is agreeable to the developing, operating and maintaining of a public water access site on the offered property, to be used for public recreational facilities, and the State, Association and City are willing to abide by the terms and conditions hereinafter set forth; and WHEREAS, the Association is willing to give its approval to such a donation and the Commissioner is willing to dismiss r the condemnation action referred to above upon the conditions hereinafter described. NOW, THEREFORE, for and in consideration of the covenants and promises hereinafter made to be observed and performed, it is hereby agreed by the parties to this Agreement that: 1. That certain parcel of land described on Exhibit A attached hereto, located adjacent to Christmas Lake, now owned by Interstudy and to be acquired by Robert W. Fayfield pursuant to an agreement with Interstudy, will be donated on or before May 1, 1986 to the City of Shorewood for use as a public water access site to said Christmas Lake. The donation will be unconditional and irrevocable, save that it may include a right of reverter in the event the State shall enlarge this water access site or shall acquire and develop another water access site on Christmas Lake, or if an additional water access site providing access for boats not inferior to this public access -2- in number of parking spaces and hours of operation is developed on Christmas Lake by any other public body. 2. The public access shall contain a boat ramp and a parking area which will accommodate no more than seven (7) parking places for motor vehicles with boat trailers. 3. The public access will be planned, developed and funded by the State of Minnesota, pursuant to design plans which shall be submitted by the State to the City and the Association for review and comment. The City and the Association shall each have the right to submit written comments relative to the State's plans within 14 days of receipt of the plans. Design plans in sufficient detail to be the basis for applications for all necessary zoning variances, permits and other approvals shall be - prepared and submitted by the State to the City and the Association not later than March 1, 1986. The plans shall identify any trees with a diameter of greater than 'four inches which are proposed to be removed pursuant to the plans and shall include to the extent possible appropriate landscape screening from adjacent properties. 4. In its planning and development of the subject water access site, the State shall have the following rights, privileges, obligations and limitations: a.. Pursuant to the plans referred to in .paragraph 3 above and "any _necessary`.licenses, permits, zoning - Y royals, the State is authorized to variances- and app excavate, -grade and slope where necessary, remove -3- brush and trees where necessary, place gravel and bituminous on the area, post signs, and do any and all other work deemed necessary to establish and construct the water access site to Christmas Lake. b. All costs and expenses of installation of the water access site and the roadway construction referred to in paragraph 12 below shall.be borne by the State. C. The State shall have the right at all times to enter upon the subject premises for any purpose necessary to the performance of its lawful powers and duties. 5, The Commissioner of the Minnesota Department of Natural Resources shall, before opening the access to public use, promulgate a Commissioner's order limiting the horsepower size Hof boats using the access site to 25 horsepower or less for seven (7) boating seasons only. The City shall also adopt a local ordinance necessary to effectuate such a seven (7) year limitation on horsepower size of boats using the public access. 6. During the above seven (7) year period, the City and the homeowners shall investigate and carefully consider surface water use regulations for Christmas Lake which, following the seven (7) year period, shall be equally applied. ..to all persons using the surface water of the lake, including. residents riparian to Christmas Lake. 7. If, - at the-end of the seven (7) year period, there has been 'no implementation of surface water use regulations,:. it is understood that the water access site shall be open to boat and motor use by the general public without restriction as to - -4- boat or motor size. 8. The City shall be responsible for and undertake the operation, maintenance and upkeep of the premises and will keep the same in a reasonably sanitary, neat and safe condition. Further, the City shall provide for the removal of litter and any ordinary and routine maintenance needed to keep the site in a safe, sanitary and operative condition, and the City shall arrange for adequate police protection of the access site. It is the intent of the parties hereto that no risk or liability shall be incurred by the State in connection with the operation and maintenance of the access site and all such risk and liability shall be assumed by the City. g. The access site shall be free and shall remain open to the public every day of the year, at least 16 hours _a day, which shall be between the hours of 4 o'clock a.m. and 10 o'clock p.m., as determined by the City, except in emergency situations or with prior written consent of the. State. . The City shall have no obligation hereunder to provide snowplowing for the water access site or the roadway. 10. The State, in cooperation with the City, may post a sign informing the public that the access site is cooperatively provided by the City and the Department of Natural Resources. 11. Robert W. Fayfield, as as. the actual or. constructive owner of the subject parcel, shall apply for.and seek to- obtain .from the -State and _Local units of government all necessary licenses, permits, zoning variances and any other approvals necessary to develop, construct and operate a public water - - -5- - access site on the subject parcel. The parties understand that the State contemplates development of the water access site to commence no later than June 1, 1986, and therefore the City agrees to process all requests for zoning variances, subdivision and other necessary approvals as quickly as possible. The parties understand that this Agreement in no way obligates the City to grant any zoning variances or other necessary approvals, because the City must conduct the requisite public hearings on such matters and make its decisions on the basis of the evidence presented at such hearings, without prejudgment. Robert W. Fayfield agrees that if such zoning variances, subdivision and other necessary approvals have--not been obtained by May 1, 1986, he will acquire and. donate the land described on Exhibit A attached hereto to the State for the same purposes and under the same conditions as provided herein. In that event, the State and the City will enter into an agreement for maintenance and operation of the water access site, on the same conditions as provided herein. 12. It shall be a condition of this Agreement that adequate roadway access to the water access site be provided for the use of the public. The improved roadway shall be paved with bituminous material with a finished surface width of 20 feet, with two foot unpaved shoulders on each side. The legal description of the roadway shall be 30 feet wide from the existing frontage road of ~Highway 7 southerly to the south boundary of the access site described in Exhibit A; the legal -6- 0 description shall locate the roadway to the west of and adjacent to the water access site to the extent possible consistent with existing grades. The roadway shall be provided pursuant to an easement to be granted to the City of Shorewood, which shall be in perpetuity and not terminable by the City of Shorewood or otherwise so long as the water access site exists, except by a process substantially similar to that necessary to vacate a public roadway. The State shall not be responsible for any costs associated with the acquisition or maintenance of the roadway, and the City shall not be responsible for any costs associated with the acquisition or construction of the roadway. The City agrees to post and maintain "no parking" signs along said roadway, Radisson Road and Christmas Lake Road in the vicinity of the public water access. 13. Upon the execution of this Agreement by all parties, and upon the execution by Interstudy of that certain formal written agreement between Interstudy, Robert W. Fayfield and the Association to provide an easement for roadway access to, the public water access and upon the Association obtaining the approval of the owners of two- thirds of the number of parcels of property abutting Christmas Lake to the amendment to paragraph two and three of the covenants and restrictions contained in Interstudy's deed to its property, the State shall dismiss, without prejudice, its condemnation action. The parties hereto understand that in. the event that any condition hereinabove described is breached or otherwise not fulfilled, the State may seek to condemn other land for purposes of a -7- public access to Christmas Lake. 14. It is not the present intention of the State to acquire land for water access on Christmas Lake in addition to that described in this Agreement. However, if the State, in the future determines that it is necessary to acquire additional land for water access on Christmas Lake, it shall notify in writing the City and the Association before acquiring such land. Within 20 days of receiving notice from the State, the City or the Association shall submit in writing to the State any objections either may have to such acquisition. The State shall make written response to the objections within 20 days after receiving such objections. If the objecting party is not satisfied with the State's response and further contests the acquisition, At may request arbitration of the issues by a three - member arbitration panel. The State shall select one arbitrator and the objecting parties shall jointly select one arbitrator and the arbitrators so selected shall select -the third arbitrator. The arbitration panel shall consider, the objections and the .State's response and any other evidence submitted by the parties. The State.' .'may proceed with the acquisition upon.a finding by the panel;.that:. (1) : The public health, ..safety - and welfare would be substantially better served by. the State's.:.acquisition of the additional land; and (2) The City or the owners of private land riparian to Christmas Lake will not be substantially adversely affected by such acquisition. CHRISTMAS LAKE HOMEOWNERS DEPARTMENT IOFENATURAL RESOURCES ASSOCIATION By, _ By: F ancis X. a lon, Jr Jo ph N. VAe n er President Commissioner CITY OF SHOREWOOD By y Robert W. Fayf' 1 Robert Rascop, Mayor Exhibit A Legal Description of Land to Donated ha t art of Lot 2, Auditor's Subdivision Humber 21G of Hennepin County, Minnesota, according to the plat thereof on file or of record in the office of the County Recorder in and for said county= Beginning at the southwest corner of said Lot 2; thence North 21 degrees 23 minutes West along the west line of said lot 120 feet to an iron shake; thence North 64 degrees 27 minutes East parallel with the south line of said lot 90 feet; thence South 9S degrees 13 minutes East 75 feet, more or less, to the water's edge of Christmas Lake; thence southerly along said water's edge to the south line of said lot; thence South 64 degrees 27 minutes West along said south line 12S feet, more or less., to the point of beginning. nLSO That part of Lot 196, Auditor's Subdivision Humber 120 of Hennepin County, Minnesota, according to the plat -thereof on file or of record in the office of the County Recorder in and for said county, lying easterly of the northeasterly line of a certain 10 foot right of way deeded to Hels Bruce and described in deed Document No. 097952 and southerly of the south line of Lot 2, fuditor's Subdivision Humber 246 of Hennepin County, Minnesota, EXCCP'(ING THEREFROM= Beginning at the intersection of the east line of said Lot 116 with the northeasterly line of a certain 10 foot right of way deeded to He15 Bruce and described in deed Document No. 097952; thence North 51 degrees 30 minutes West along the northeasterly line of said right of way a distance of `_O feet; thence northeasterly at right angles to said last line to they east line of said Lot 196; thence South along the east lifle of said lot to the point of beginning. 1 411 �4 k, -L_..i {• 4 — � ref �� .'C:�r %�i jr .. jr APO. All N It Ln I SCALE: I" - 60' Jean Panchyshyn Subject: FW: AIS Inspections on Christmas Lake in 2014 Attachments: PastedGraphic- 2.pdf; ATT00001.txt - - - -- Original Message---- - From: 7oseph N. Shneider [mailto:-jshneider(@visi.com] Sent: Friday, 7anuary 31, 2014 3:44 PM To: Scott Zerby; Bill 7oynes Cc: 7NS 7NS; Brad Nielsen Subject: AIS Inspections on Christmas Lake in 2014 Scott and Bill - I feel remiss in that I haven't been keeping you up to date on actions we are trying to take for the 2014 boating season to do inspections at Christmas Lake. I apologize! Once again, we are floating an approach using a regional AIS inspection /decontamination station, and this time it seems to be getting more traction. By we, I mean the Coalition of Minnehaha Creek Waters... the 11 or so lake associations including Minnetonka, Minnewashta, Wassermann, Pierson, Lotus, Zumbra... etc. We have been trying to get a pilot program moving and this year we kept trying to craft one that eliminated every major stumbling block. So... No new gates, No impact to the Carver County Regional Park at Minnewashta as we have carved Minnewashta out of the pilot, No new money for Carver County, no new ordinances, etc. The lakes that we are trying to have in scope include: Christmas, Virginia, Wassermann, Pierson, Bavaria, and Zumbra. All Carver County Lakes (depending on how you count Christmas). If we go forward, The plan will be worked wight the DNR by the MCWD. The operation will be run by our lake Coalition, a non - profit, using staff from Volt Temporary Services. We would be piloting a number of things, including using the gate at Christmas Lake the way it was originally intended... for access after inspection with a code number like at an automated carwash. The Minnehaha Creek Watershed District is supportive, but doesn't want to broker the deal... so we (I) have been doing that. We've met with most of the Carver County Board. We've met with the Carver County Parks Commission and will be meeting with them again in 2 weeks. We are meeting with the Three Rivers Park District Board on Thursday to try to get their agreement to let Zumbra be included. We are assuming that Shorewood will be supportive and will help us with any agreements that you will need to make this work for you. I hope that is the case! Here is a map of the lakes we hope to have involved. It is 9 miles as the crow flies between the landing at Christmas Lake and the landing at Pierson Lake. The blue circle (4 mile diameter) is the area of where we will look to house our regional inspection and decontamination facility. 1 WN l lOL o eij JaBUO?d * o aae�aT & as] n0 ukho1 6+ r 'YN aXel45JByy zlz v 'a leuoiLeN au'llazeH #6 4s,e� rill o SUOS1d osia J,1 i1J!'J b`■' Nil dJ(N M10 ur3w�S� BL pnJg uewJ�J t? l iUl{�i2 ?ii T 14 )f�W ti d>[N utm eM a lol J °C L gnlo lloo * 4 c a �aaa ,o b = k � 4Jgd 11!H JaMOd y 11�� Y cr s AN J� WBSrT$ dJ�i'J n o m Fl d' t F i aMa piq � *11?d suo P ^I9?tlel �W d r PUUl ?I�ti � � LunJdJO(llb equeq ��laJ OQfd 0 :: adeospuel A NJosauwW m O PAtq LU 9 Q PAf9 wnRAOgJV PRIG wnla,oq,y O p ^I9 wmaiogiy ri s ■ 1�Jed,(J'funwLUoj '.• LSI �1 lr.a wniaiogJv t0 a�elJabaiis uJrryJryd?rEl Jal ua",) xly )/JPd 11Utl h1 �htop a(/tJ� UIJr' dNN7 a u6 l l 1�J it Ja2h1N,j a 41 SO aJle ! rin4 Cc r; A311 A311 ale eiysen+auu�yy � T NJed feu ag E l eJgwtjZ cz eJysi?mauu ;; aKe� — Niurbnq xJed a>fN1 J( a>Ie� auoLS _ lr' ue�yJe� um dk ��ed leuorbay — I,- — (� rl>fuolauwyy agel sewJSUy 5L G is pooMaJaa r JU q:?DXj = r}juQ;auulyq also Lunasnyq ,Se$ suNgJv? }o City Administrator"` City Clerk Park St Rec /Ad m Asst PW /E ngr /Ad m Asst Comm Coord Webmaster Finance [Director Sr Accountant Acct Clerk 1 Planning [Director Assistant Planner Bldg Official [Director of PW City Engineer" Engineering Tech# FTE TOTALS STAFFING HISTORY - Full Time Equivalents 2004 -2014 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 0-75 0-75 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.75 0.75 0.75 0.75 0.75 0.75 0.50 0.50 0.50 0.50 0.50 Position Eliminated 11/2011 0.60 0.60 0.40 0.20 0.20 0.20 0.20 0.20 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Position eliminated when Sr_ Acct_ resigned and Acct Clerk became Sr_ Acct_ 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 O.80 O.80 O.80 O.80 O.80 1.00 1.20 1.20 1.20 1.20 1.20 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.40 0.40 1.00 1.00 1.00 1.00 1.00 1.00 New position in 2007 Position began 11/2001; eliminated 12/2006 1.00 1.00 1.00 1.00 1.00 10_70 10_70 11_55 12_15 12_15 12_15 12_90 12_90 11_90 12_90 12_90 I City Administrator 2008 - Larry Brown served as Acting Administrator for 6 months 2012 - Larry Brown served as Acting Administrator for 4 months 2012 - current - Bill Joynes Contract Administrator 24 -30 hrs /week 11 City Engineer 2013 to current: Contract with WSB for Engineer Services OTHER: Community Rec_ Resources provided Park Coordinator Services for scheduling field /rink use through 2008; this was expanded in 2009 to include Park Commission coordination and administration_ In 2012, Brad Nielsen began to serve as Park Commission administrator /coordinator_ Community Rec_ Resources also provided SS Center Management 7/1/09 - 2/11/13_ � #s MEETING TYPE City of Shorewood Council Retreat Item Council Retreat Title / Subject: Organized Refuse Collection Meeting Date: 8 February 2014 Prepared by: Brad Nielsen Reviewed by: Patti Nelgesen Attachments: Att. I - Excerpt 2011 Community Survey Att. 11 - Excerpt 2002 Resident Survey Re: Refuse Collection Att. 111 - Current State Law Re: Organized Waste Collection Background: The issue of organized refuse collection has once again arisen. This is not the first time the City has addressed the topic. In 1995, the City asked the Namline University Graduate School to do a public policy analysis which resulted in a report - Initiating Organized Refuse Collection, City of Shorewood, dated May 1995. Nothing much became of that study until 2001, when the Planning Commission conducted its own study as part of its Comprehensive Plan. The Commission did an extensive review, starting with its own resident survey, some of the results of which are attached for your consideration. The Commission considered several options with respect to refuse collection: • Do nothing — continue with the current system of collection services • Restrict days of collection • Require use of smaller trucks • Divide the city into three or four districts, then solicit bids and contract with refuse haulers for each district • Solicit bids and contract with one refuse hauler to collect the entire city. • Expand the Public Works Department to provide municipal collection services The option of the City doing the collection was quickly dismissed, but there was some support for dividing up the city and contracting with as many as four haulers. In the end, it was decided to limit collection to one day a week and to simply license refuse haulers. The number of haulers licensed at that time was four. The City currently licenses 10 haulers, of which three provide roll -off services only. There is too much material from these past efforts to include with this report. Staff has, however, scanned the material and can e -mail it to anyone interested in reviewing it. It may be quite useful as the Council moves forward with its own study of organized collection. Finally, laws have changed since the 200112002 study. The last attachment hereto is a summary of the current law, prepared by the League of Minnesota Cities. Connection to Vision / Mission: Quality public services and sound financial management. 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 u n Table 14: Support for or Opposition to City Initiatives To what extent .. you support or oppose each of . ngly Somewhat Somewhat Strongly following . ... ? support support oppose oppose Total Increasing recycling options for residents 41% 48% 8% 3% 100% Providing organic material collection (yard and food waste) 36% 46% 11% 7% 100% Encouraging more community gardening (i.e., growing, harvesting and distributing produce, flowers, etc.) 24% 54% 14% 8% 100% Increasing environmental education and public awareness programs 24% 52% 15% 10% 100% Having a single trash hauler contracted by the City, rather than multiple haulers 21% 29% 21% 29% 100% Figure 25: Level of Support for City Initiatives Increasing recycling options for residents Providing organic material collection (yard and food waste) Encouraging more community gardening (i.e., growing, harvesting and distributing produce, flowers, etc.) Increasing environmental education and public awareness programs Having a single trash hauler contracted by the City, rather than multiple haulers 0% 25% 50% 75% 100% Percent "strongly" or "somewhat" support 140 130 120 110 100 90 80 70 60 50 40 30 20 10 C A. How do you view the traffic and noise that is generated by the several refuse collection providers that service your neighborhood? 130 120 110 100 90 6o 70 60 50 40 30 20 1C C 1 2 3 4 0 NoProblem 1 .................... ............................... 5 Serious Problem B. How satisfied are you with the fees charged by your current refuse collector? — 118 131 w z -- a �'� " 7 �m4 �'�1'3 Pik N^<'•�sy�s: i ;d 77 78 �3 t .�"� p £ A'-! 58 rs .,,, S' I r 39 10 11�1 M�h RIM MWI affiv x i NEW 130 120 110 100 90 6o 70 60 50 40 30 20 1C C 1 2 3 4 0 NoProblem 1 .................... ............................... 5 Serious Problem B. How satisfied are you with the fees charged by your current refuse collector? 140 130 120 110 100 90 80 70 60 5C 4C 3( 2( 1( I i 2 3 4 Very Dissatisfied 1 ........................... . . . ............... . . .... 5 Very Satisfied C. How important is it that your refuse collector accept yard waste (e.g. leaves, lawn clippings, etc.)? — 118 131 w z -- 108 �m4 �'�1'3 Pik N^<'•�sy�s: i ;d 77 82 k' �3 rs r 26 10 11�1 M�h RIM MWI �� yt x 140 130 120 110 100 90 80 70 60 5C 4C 3( 2( 1( I i 2 3 4 Very Dissatisfied 1 ........................... . . . ............... . . .... 5 Very Satisfied C. How important is it that your refuse collector accept yard waste (e.g. leaves, lawn clippings, etc.)? 1 2 3 4 0 Not Important 1 ....................... ............................... 5 Very Important Attachment II — 131 w z -- 108 �m4 �'�1'3 Pik N^<'•�sy�s: �3 rs r 26 10 11�1 M�h RIM MWI 1 2 3 4 0 Not Important 1 ....................... ............................... 5 Very Important Attachment II 120 110 100 90 60 70 60 50 40 30 20 10 0 110 100 90 80 70 60 50 40 30 20 10 0 D. How important is it that refuse and recycling be collected on the same day? 110 100 nz OR � W i ter" 59 � i NOW`, IR rba�` 29 1 2 3 4 5 Not important 1 5 Very Important E. To what extent do you find it unsightly to have garbage cans out on the street for collection in your neighborhood several days a week instead of only one day? 140 130 120 110 100 90 80 70 60 50 40 30 20 10 0 i 2 3 4 0 Not Unsightly .......................... ..............................5 Very Unsightly F. To what extent does road damage from garbage trucks concern you? 1 2 3 4 5 Not Concerned 1 ...................... ..............................5 Very Concerned Pg. 1 127 4 72 M 6 55 re z �. �¢ > "z- 8 9 fib. SjS �g3 4e1. 4{7asg�"�: pt. y�.3SZ nA°t. 1 2 3 4 5 Not Concerned 1 ...................... ..............................5 Very Concerned Pg. 1 130 120 110 100 90 80 70 60 50 40 30 20 10 0 G. How important are any "special" services that your current refuse collector provides that others might not (e.g. enter driveway, take yard waste for free)? 117 1 ,�' ,� 3S 102 >�e tj Mgat &FIF 88 ggg }� W �• YL'.zu`.� xJ3I N r cASeT, , 3w" 1 -42 M. 21 g W. p� gs''Oi`^�"*i '"SY»4is- FBI, IB� �� x`v°3''. �y �Vx a. ?, 60 ��eiatt I RN 120 110 100 90 80 70 60 50 40 30 20 10 0 220 200 180 160 140 120 100 so 60 40 2C C 1 2 3 4 5 NotImportant I ........................ ............................... 5 Very important H. Of the issues noted (A - G), which 2 do you consider most important to resolve or include in any future planning? (select 2 choices) A B C D E F G Questions A through G K. Would you be willing to switch services in order to have one hauler for your neighborhood? 201 ,�� 102 >�e tj Mgat &FIF 88 104 �• xJ3I N r , 60 ��eiatt I RN sn i �; Z d RR s r' - F � Ogg ME � mg C0�,�� : �. i•,..�r', " i � k� 1'w ��. ��y�yya&' F� � i`' .i%= t o ��'`a➢.. pp�� G"g�' +f¢r`�h. MINIM A B C D E F G Questions A through G K. Would you be willing to switch services in order to have one hauler for your neighborhood? 201 %a 104 xJ3I N MOM YES NO Pg. 1 Organized Waste Collection What is Organized Waste & Recycling Collection? It is when communities select one trash and recycling company to handle these services for all of their residents• -- rather than having 2, 3, or even 10 companies driving around your City streets picking up the trash and recycling. In 2013, Minnesota lawmakers changed the law to make it easier to select ONE COMPANY to provide these services. The law had been cumbersome previously—now it's simple, How many communities have an Organized Waste Collection program? There are a few dozen communities in the Twin Cities area that use the Organized Collection model right now. Most large metro communities across the country select one company to provide these services for their citizens, The Twin Cities area is one of the last metropolitan areas to fully move to this model ... but now the Minnesota Legislature has removed many of the hurdles that had stopped this from being an easy decision for a community. Attachment III Could moving to Organized Collection Positively Impact your community ? ➢ Street repair impact: fewer trash /recycling vehicles driving your roads might make a difference in frequency of repairs needed; ➢ Organized Collection limits the truck and traffic congestion; ➢ Safety: fewer trucks on the road equal fewer incidents; ➢ Lower monthly costs for the City and your citizens; ➢ Reporting: one hauler gives you concise information; ➢ Community Partnerships and Sponsorship Opportunities; ➢ Pricing and Service consistency among neighbors; ➢ City controls the process and response to service- -and only one call to make; ➢ Goodwill for elected officials and positive feedback from community. The new Minnesota Organized: Waste & Recycling Collection Law makes it easier for a city to enact an. organized collection system. The previous 180 -day process is now reduced to as little as 60 days. Here is an outline of the steps to take. We'll be glad to help you with any questions you might have and will help guide you through this process. THE PROCESS: Step 1 1. If a city has more than one licensed hauler, and wants to consider organized collection, the city must first enter a "60 -day negotiations period" with all incumbent licensed haulers. a. During this 60 -day period, meetings and negotiations shall occur exclusively between licensed collectors and the city b. Given statements made during the 2013 legislative process, it is believed that these meetings must meet the requirements of Minnesota's "open meetings" law. Any member of the public, including waste /recycling haulers not operating in that city, may attend these meetings. However, this "open meetings" requirement is still unsettled. By the end of 2013, the League of Minnesota Cities will likely give cities direction on whether "open meeting" law applies. c. Minnesota law provides an exemption to anti -trust law, and allows incumbent haulers and a city to negotiate the price for waste collection by incumbent haulers. However, the haulers cannot meet separately to agree on a price. Rather, a city employee must actively supervise the setting of a price. Additionally, as mentioned above, this "price setting" will likely need to occur as part of an "open meeting" under state law. 3 d. The proposal crafted by the city and incumbent haulers must maintain the existing market share of incumbent haulers. The proposal must also be for a period of three to seven years. e. If an incumbent hauler does not want to participate with other incumbent haulers in creating a proposal, the city may divide that hauler's customers proportionally to the other haulers. f. Nothing in the law prohibits a non - incumbent waste hauler from providing information to the city regarding organized collection, including the possible price benefits of a single - hauler system. This information maybe provided to the city during the 60 -day period, but the city must be careful to only "negotiate" with the incumbent licensed haulers during this time frame. g. If the city and the incumbent haulers reach an agreement on their proposal, they skip Step 2 (creation of the Organized Collection Options Committee) and go directly to the public hearing in Step 3 below. h. If the city and the incumbent haulers do NOT reach agreement on their proposal, they proceed to Step 2 (creation of the Organized Collection Options Committee). 2. Step 2: The city council establishes an Organized Collection Options Committee; a. The city council appoints committee members. b. There are no requirements for minimum or maximum number of committee members. c. There are no defined committee membership requirements (e.g. a non - resident may be a committee member). d. It is presumed that all meeting of this committee are "open meetings" under state law. However, the League of Minnesota Cities will likely provide legal direction to cities on this issue. e. The committee must seek input from the city council, the city's solid waste coordinator, residents, and current licensed solid waste haulers. f. The committee shall examine both single - hauler and multiple hauler systems for organized collection. g. The committee shall issue a report to the city council with its findings, including any recommendations. h. The city council shall consider the report and its recommendations. i. The city council provides public notice for a hearing. 3. Step 3: At this public hearing, the city council may vote to organize it's waste collection. a. If the city council wishes, they could choose to have additional public hearings on this issue. 4 Below is the actual language of the new Minnesota State Organized Collection law, enacted in May of 2013: CHAPTER 45-- S.F.No. 510 An act relating to solid waste; amending process for cities to implement organized collection of solid waste; amending Minnesota Statutes 2012, section 115A.94, subdivisions 2, 5, by adding subdivisions; repealing Minnesota Statutes 2012, section 115A.94, subdivision 4. BE IT ENACTED BY THE LEGISLATURE OF THE STATE OF MINNESOTA: Section 1. Minnesota Statutes 2012, section 115A.94, subdivision 2, is amended to read: Subd. 2. Local authority. A city or town may organize collection, after public notification and hearing as required in subdivisions 4a to 4d. A county may organize collection as provided in subdivision 5. A city or town that has organized collection as of May 1, 2013, is exempt from subdivisions 4a to 4d. Section 2. Minnesota Statutes 2012, section 115A.94, is amended by adding a subdivision to read: Subd. 4a. Committee establishment. (a) Before implementing an ordinance, franchise, license, contract, or other means of organizing collection, a city or town, by resolution of the governing body, must establish an organized collection options committee to identify, examine, and evaluate various methods of organized collection. The governing body shall appoint the committee members. (b) The organized collection options committee is subject to chapter 13D. Section 3. Minnesota Statutes 2012, section 115A.94, is amended by adding a subdivision to read: Subd. 4b. Committee duties. The committee established under subdivision 4a shall: (1) determine which methods of organized collection to examine, which must include: (i) a system in which a single collector collects solid waste from all sections of a city or town; and (ii) a system in which multiple collectors, either singly or as members of an organization of collectors, collect solid waste from different sections of a city or town; (2) establish a list of criteria on which the organized collection methods selected for examination will be evaluated, which may include: costs to residential subscribers, miles driven by collection vehicles on city streets and alleys, initial and operating costs to the city of implementing the organized collection system, providing incentives for waste reduction, impacts on solid waste collectors, and other physical, economic, fiscal, social, environmental, and aesthetic impacts; (3) collect information regarding the operation and efficacy of existing methods of organized collection in other cities and towns; (4) seek input from, at a minimum: (1) the governing body of the city or town; (ii) the local official of the city or town responsible for solid waste issues; (iii) persons currently licensed to operate solid waste collection and recycling services in the city or town; (iv) residents of the city or town who currently pay for residential solid waste collection services; and (5) issue a report on the committee's research, findings, and any recommendations to the governing body of the city or town. Section 4. Minnesota Statutes 2012, section 115A.94, is amended by adding a subdivision to read: Subd. 4c. Governing body; implementation. The governing body of the city or town shall consider the report and recommendations of the organized collection options committee. The governing body must provide public notice and hold at least one public hearing before deciding whether to implement organized collection. Organized collection may begin no sooner than six months after the effective date of the decision of the governing body of the city or town to implement organized collection. Section S. Minnesota Statutes 2012, section 115A.94, is amended by adding a subdivision to read: Subd. 4d. Participating collectors proposal requirement. Prior to establishing a committee under subdivision 4a to consider organizing residential solid waste collection, a city or town with more than one licensed collector must notify the public and all licensed collectors in the community. The city or town must provide a 60 -day period in which meetings and negotiations shall occur exclusively between licensed collectors and the city or town to develop a proposal in which interested licensed collectors, as members of an organization of collectors, collect solid waste from designated sections of the city or town. The proposal shall include identified city or town priorities, including issues related to zone creation, traffic, safety, environmental performance, service provided, and price, and shall reflect existing haulers maintaining their respective market share of business as determined by each hauler's average customer count during the six months prior to the commencement of the 60 -day negotiation period. If an existing hauler opts to be excluded from the proposal, the city may allocate their customers proportionally based on market share to the participating collectors who choose to negotiate. The initial organized collection agreement executed under this subdivision must be for a period of three to seven years. Upon execution of an agreement between the participating licensed collectors and city or town, the city or town shall establish organized collection through appropriate local controls and is not required to fulfill the requirements of subdivisions 4a, 4b, and 4c, except that the governing body must provide the public notification and hearing required under subdivision 4c. Section 6. Minnesota Statutes 2012, section 115A.94, subdivision 5, is amended to read: Subd. 5. County organized collection. (a) A county may by ordinance require cities and towns within the county to organize collection. Organized collection ordinances of counties may: (1) require cities and towns to require the separation and separate collection of recyclable materials; (2) specify the material to be separated; and (3) require cities and towns to meet any performance standards for source separation that are contained in the county solid waste plan. (b) A county may itself organize collection under subdivisions 4a to 4d in any city or town that does not comply with a county organized collection ordinance adopted under this subdivision, and the county may implement, as part of its organized collection, the source separation program and performance standards required by its organized collection ordinance. Section 7. REPEALER Minnesota Statutes 2012, section 115A.94, subdivision 4, is repealed. Section 8. EFFECTIVE DATE This act is effective the day following final enactment. Presented to the Governor May 3, 2013 Signed by the Governor of Minnesota on May 7, 2013, 10:57 a.m. A WSB & Assoc epigipieeripig m 2laiiii ig m epivircpipuacpit l m copictr ctiopi Memorandum To: Honorable Mayor and City Council, Shorewood, MN From: Paul Hornby, P. E. Date: January 28, 2014 Re: Summit Avenue Roadway Improvement Alternatives W,VB Project No. 01459 -87 #9 FEBRUARY 8. 2014 COUNCIL, RETREAT 477 Temperance Street St. Paul, MN 55101 Tel 651 - 286 -8450 Fax 651-286-8488 During the public hearings for a proposed development on Summit Avenue, the City received comments from residents about the substandard roadway width and grade. Current development would widen the road to 20 feet in front of the plat. We have been reviewing roadway alternatives to improve this roadway, described below. Reconstruct the roadway to the current City standard street section 26 feet wide to face of B -618 curb and gutter • B618 curb and gutter to control storm water runoff • Requires storm sewer installation • Requires retaining walls, tree removal • Street grades to vary little from existing 2. Reconstruct the roadway to a modified width to the current City standard street section • Width may require use of surmountable curb with 13-type curb at storm drains • May need more storm drains to control storm water runoff • Requires storm sewer installation • Requires retaining walls, tree removal • Street grades to vary little from existing 3. Constrict a cul -de -sac at the top of the hill and improve to boundary with Chanhassen • May require an emergency access route due to overall length of cul -de sac • Constrict turn around for homes with access near Murray Hill Road or vacate this portion of the roadway maintaining drainage, utility and access easement 4. Convert the roadway to one -way in the existing roadway width • Review addition of selective turn -outs for parking delivery or service vehicles • Needs coordination with Chanhassen for converting entire roadway or provide turn around area Requires travel up or down the existing hill section of Summit Avenue St. Cloud • Minneapolis • St. Paul Equal Opportunity Employer wsbeng.com C''.�I)ocun tend Settin yl shy shyn Pe�I,topSZE'.MO- PTH_CC- Ol?811 Sunmiit� rozd«z� It datives- Reheatdo- � #so MEETING TYPE City of Shorewood Council Retreat Item Council Retreat Title / Subject: Diseased Tree Program Meeting Date: 8 February 2014 Prepared by: Brad Nielsen Attachments: Diseased Tree Program Memorandum, Dated 17 July 2013 Background: Where last we left off, staff had suggested obtaining professional help relative to a tree management plan for Freeman Park. Specifically, we have suggested commissioning a detailed tree inventory from which we could obtain bids for tree removal services. Depending on costs and funding availability, a program that would remove 20 percent of the ash trees in Freeman Park every other year for the next ten years may be manageable. In off years, it is suggested that reforestation take place, planting a variety of trees based on a forester's recommendations as to suitable species. While this will undoubtedly have an impact on adjacent properties, the phasing of the removal may mitigate the impact somewhat. Street trees are actually a little easier. One option that should be considered is giving residents an opportunity to pay for treatment of trees in front of their property, versus the City cutting them down and replacing the tree with a small one. With respect to treatment of specimen trees (e.g. the ash trees that shade the City Hall parking lot), it is worth exploring the possibility of Public Works personnel doing some of that work. Treatment kits are available for homeowners to treat their own trees and it seems that someone from Public Works could be trained in the procedure for smaller trees. Larger trees would have to be contracted out. We also suggest, as part of the Public Works staffing discussion, that many of the smaller ash trees (size to be decided by the Public Works Director) could be removed by Public Works. For Saturday's Retreat, staff will provide information on what other nearby cities are doing with respect to forestry services and addressing EAB. Connection to Vision / Mission: Healthy environment, attractive amenities and sound financial management. 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 #ioa MEMORANDUM TO: Mayor and City Council FROM: Brad Nielsen DATE: 17 July 2013 RE: Diseased Tree Program FILE NO. 405(Natural Resources) BACKGROUND Note: This is an update of a memorandum prepared in 2010. Since then staff has been lVot'king on the tree inventot y, an of f01't 11 hdCh took %()Ylge1' thC/YI anticipated dlle t0 unavailability of assistance, coupled irith a quicker reeovety to building department activity. Meanwhile the Emerald Ash Borer has advanced to within 13 miles of the south Lake Minnetonka area. Back in the 1970's, in response to Dutch Elm Disease, the City adopted diseased tree regulations, had personnel certified as tree inspectors, and maintained an active diseased tree enforcement program. Shorewood even went so far as to maintain a diseased elm burn site where Freeman Park is currently located. Once Dutch Elm had taken its toll, subsided (it's still out there), and State financial assistance dried up, the City closed the burn site, and reduced its inspection/enforcement program, basically to where the City simply manages its own trees on public property. When the City codified its ordinances a number of years ago, the diseased tree regulations were dropped. Enter the Emerald Ash Borer (EAB). As you are no doubt aware, EAB has made it to Minnesota. In fact suburbs on the east side of the Metropolitan Area have been documented as having the pest, and three counties in Minnesota (including Hennepin and Ramsey) have been quarantined. That is, fire wood, ash trees, and ash products cannot be moved in or out. Experts appear to agree that Minnesota's substantial ash population will be devastated in the next 10 years. Most recently, EAB was found at Lakeview Cemetery Memorandum Re: Diseased Tree Program 17 July 2013 in Minneapolis, approximately 13 miles from Shorewood as the crow flies. They go on to say that stopping EAB is futile, and the best that can be done is to slow down its progress. Copious amounts of information have been published on the topic of EAB, including numerous websites, bulletins, and news articles. The City's website includes valuable links to useful information for Shorewood residents. DISEASED TREE STRATEGY Given the value Shorewood places on its natural resources and the extent of tree cover in the community, it makes sense to develop a proactive strategy for addressing EAB and other tree maladies. The question is — how proactive? Staff has identified a number of steps, some of which are quite easy, others of which require various degrees of City commitment: L Education and Awareness. Always a good start, we have already jumped on this bandwagon. Several newsletter and website articles have been published and EAB bulletins have been posted in City Hall. Recommendation: This of fog t sholrld be increased. It is suggested that the regularspot on the irebsite be made more prominent, setting f )rth the City's fides and policies relative to diseased trees, publishing current materials fl'om the departments of Agriculture and Natural Resources, and providing use information to the public (e.g. links to more information, tips, etc.). IL Update City Regulations. Shorewood's initial Tree Preservation and Reforestation Policy and ordinance included ash trees as acceptable tree replacements. The City currently has no regulations pertaining to diseased trees, except for a nuisance provision that requires the removal of hazardous trees. Recommendation: The tree preservation policy has been updated to eliminate any kind of ash tree that is susceptible to EAB (Mountain Ash is not it is not a true ash). In addition, it is suggested that the City incotporate a diseased tree ordinance into its Code. The League cif Minnesota Cities has a very good model that could be used as a starting point for , Shorewood 's ordinance. The City Council may Irish to direct the planning Commission to study and make recommendations regarding the ordinance. III. Inventory. The old planning axiom "you can't know what you are going to have until you know what you've already got" applies here. Although we know that ash trees are a significant part of Shorewood's existing vegetation, we did not know what percentage of our tree cover is ash until an inventory was conducted. Recommendation: A tree inventory conducted by City staf f is nearing completion. At present there is sufficient information to begin discussions of future removal and i,eplaceutent costs foi- coming yeai-s. The current tree count (trees larger than 6" DBH) 2 Memorandum Re: Diseased Tree Program 17 July 2013 for public properties is 7623, with 3557- or l7 percent - ash. It is worth noting that 2432 of those ash trees reside in Freeman Park. This amounts to nearly 70 percent of the trees in Freeman Palk being ash trees. In light of the ovei-i rhelmingnumber of trees in very close proximity, the method used far counting in Freeman Palk eras to count several representative areas and extrapolate a total. The City may wish to commission a more detailed inventory of the park with the intent of some sort of special program for managing tree removal in the park. IV. Treatment. While treatment of Dutch Elm in the 70's was somewhat hit and miss, chemical treatments for EAB have proven to be quite effective. Information we have found to date suggests a range of $50- $150 for a two -year treatment. The rile of thumb seems to be that treating trees for 7 -14 years equates fairly closely to the cost of cutting and removing trees. Recommendation: Not all trees are recommended for treatment. In fact, experts advise that titles residents Carefully evaluate then' trees and limit Chemical treatment to only specimen trees. There are such trees on City property. For example, ash trees planted on parking lot islands in Badger Palk have groirn to a size inhere they have become quite iisefril iYl parkiYlg lot shadiYlg. There are also large ash trees ivi key locations iti some of the parks that could be considered for treatment. If the Council agrees, it is suggested that the services of a forester or arborist be employed to evaluate trees ear - marked by staff. V. Removal. Understandably, cities on the east side of the Metro, and apparently Three Rivers Park District, have taken a very aggressive approach to the EAB problem. There seems to be merit in removing ash trees (even healthy ones) over a period of years, rather than waiting for the trees to die all at once as the pest arrives in the area. Not only does this spread the financial pain, it also minimizes the impact of removing and disposing of trees in a very short time span. Recommendation: One of the better suggestions staff heard at various conferences and seminars we attended, was to not panic. It was also suggested that if the pest has not yet arrived, start the removal of fort irzth smaller trees. They are equally susceptible to the pest, cheaper and less noticeable to remove now, and can be replaced now so that in ten years they ij)ill look like something. Once trees exhibit infestation, they should be aggressively removed, both on public as irell as private property. VI. Reforestation. The cities aggressively removing trees all seem to have a policy of replacing them one for one as they go. Some cities are also providing low -cost replacement trees for their residents to encourage them to replace trees sooner than later. Shorewood had such a program, twice, several years ago. Recommendation: It seems appropriate that the City irould replace trees removed fl'om public property. In this regard, the pre ferre(a' and most cost - effective, method is bare- Memorandum Re: Diseased Tree Program 17 July 2013 foot plantitig at optitiintii tidies of the year. If the ('Onncil is interested ivi providivig trees to residents, staff can explore the costs of such an effort. Ideally that program would be revenue nentral. In the past two years, Shorewood has participated with the cities of Minnetonka and Plymouth in selling trees to area residents. Deciduous, potted trees irere available at a cost of S65 -S75 per tree. VII. Coordination With Nearby Cities. Intuitively there should be some benefits in coordinating our efforts with other nearby cities, at minimum the other four South Lake cities. If nothing else, it may enhance our chances of receiving grant money. Recommendation: If Council agrees, staff will contact surrounding communities to see What they are doing relative to EAB and if they are interested in collaborating frith Shorei rood VIII. Budget. It is difficult to suggest any kind of budget without knowing the direction the Council may wish to take. As Minneapolis struggled with the issue, they reduced their initial goal of removing 10 percent of the ash trees per year to five percent. Recommendation: The prelmnnaty information ire have gathered suggests that tree removal can cost betireen 5400 and 51500 per tree. If the City uu)ere to attempt to remove five percent of its ash trees per year, that would come to 178 trees. Even on the low end of the spectrum, that would amount to over S70, 000 annually. This is where it may be irise to discuss hoer much tree removal irork might be able to be done by the Public Works Department. There have been grants available for tree programs. In fact, ire have one in place right now for S25, 000 for removal and replacement. Given the current budget woes, none of this comes as good news. It is suggested that the Council set aside a work session to discuss these issues further. Topics of discussion could include project responsibility, a possible tree committee, waste disposal, and of course — budget. Cc: Bill Joynes Larry Brown Brice DeJong 4 #11 MEETING TYPE City of Shorewood Council Retreat Item Council Retreat Title / Subject: Trail Plowing and Equipment Meeting Date: February 8, 2014 Prepared by: Larry Brown, Director of Public Works Reviewed by: Attachments Policy Consideration: What policies or parameters should the City have in place regarding the timing of the plowing of trails? Background: The City of Shorewood has 8.5 miles of trails that are plowed after each snowfall event. With the addition of new trails, guidelines that lay out snow removal operations are in order. Staff needs to provide some background on current priorities and practices for both plowing of roadways, rinks, and trails. Certainly, plowing varies by the duration of the snowfall, the intensity, and the total amount that has fallen. Wind and temperature conditions can also be key factors in the time it takes to perform the duties. Having stated that, for a "typical" snowfall event, the following time ranges are typical to perform the duties of snow removal and deicing. Clearing of Roadways 8 -12 hours Plowing, Shoveling and Buffing of Rinks 3 -4 hours Clearing Trails 1.5 days For any snow event, the entire public works crew is called out. Roadways are the first priority. Second of which are the Public Safety Facilities, Shorewood City Hall, and the Community Center. These are plowed out whether the plowing events occur during the normal work day or outside of the work day /week. From that point, the Director of Public Works makes a decision as to whether hockey rinks are to be plowed out. If crews have been out for a full 10 —12 hours, rinks will typically be put on hold until the next day. If however, the plowing event takes less time and crews are not exhausted, rinks are plowed after the roadways have been cleared. If the snow event occurs on a Saturday evening, for example, clearing of the rinks will typically occur the following Monday. 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 As noted above, the basic clearing of rinks for snow blowing, shoveling the boards and booming takes a minimum of 3 hours. The intent is not to have the rinks closed due to snow for more than one day. This is especially important on holiday or three day weekends, where rink usage tends to be higher than normal. Next in the chain of priorities are trails. It takes a minimum of 1.5 work shifts to clear all of the trails. Therefore, it has been past practice that trails are not cleared using overtime hours. These are cleared the next normal work days. In considering a trail clearing policy, it would not be unreasonable to state as a guideline that trails are to be cleared 48 hours after roadways have been cleared. However, considerations of timing of such a guideline bring rise to some key issues. As a general practice, currently, overtime hours are not utilized to clear trails. Therefore, if a snowfall event occurs on a Friday, weekend or holiday, trails are left until the following normal shift. Therefore, in drafting the parameters of a trail clearing policy, staff is soliciting the City Council's desire, regarding overtime parameters, as these costs have not been included as anticipated costs in the operating budget. Once that has been established, staff will return to the City Council with a draft policy for consideration. EQUIPMENT The addition of the Smithtown Road trail equated to an additional 9,481 feet of trail. At the time of installation, staff was concerned about the additional length and equipment needs to clear this trail in a timely manner. It had been mentioned that there exist specific machines for the clearing of trails that are very efficient, due to their narrower width, articulation and attachments. The added length of trail raised concerns about being able to clear the trails in a timely manner, and efficiently. Since that time, public works staff have had ample opportunity to experiment as to what works best for clearing this trail. As it turns out, having the trail immediately adjacent to the back of curb makes it very easy for crews to clear the walk. Therefore, the addition of this walk does not generate the need to add equipment to the fleet. As noted above, it takes approximately 1.5 work shifts to clear our current walks and trails. This is performed utilizing a single skid steer and blower. If the City Council feels that they would like this time reduced, and additional skid steer and blower would be in order. In consideration of this, staff is not stating that this machine would be warranted, based upon trails alone. If that were the case, we would seek out one of the trail articulated units. There are numerous occasions year round to where an additional skid steer is warranted. Staff will present these items in detail at the work session. Financial or Budget Considerations: Any overtime costs for the clearing of trails would be outside of what has been budgeted, to date. In addition, additional equipment costs would be a revision to the Capital Improvement Program. City ofShorewood [unentVec 1/22/145:04PK8 CIP Potential Technology Upgrades/Additions Description - Capital Outlay portion Year 2014 2015 2016 2017 2018 City Hall Key-Pad door acccess for city hall, election equipment storage closets, and alarm for basement doors to outside. $ 2,500 Wireless Panic Alarm System for Reception Counter and Chambers $ 1,750 Wiring for Cable service in Chambers, Large Conference Room, Kitchen/Break Room, and Lobby, with monitors; high definition projector in Council Chambers $ 5,000 Recording Sign and Wiring for the Sign in Council Chambers $ 250 Computer, Software, and Peripheral Upgrades $ 15,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 I Description - Operating Expense portion to be included in department budgets Total $ 2,500 1