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03-10-14 CC Reg Mtg AgendaCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, MARCH 10, 2014 AGENDA 1. CONVENE CITY COUNCIL MEETING A. Roll Call 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Zerby Hotvet Siakel Sundberg Woodruff Attachments B. Review Agenda 2. APPROVAL OF MINUTES A. City Council/Staff Retreat Minutes, February 8, 2014 Minutes B. City Council Work Session Meeting Minutes, February 24, 2014 Minutes C. City Council Regular Meeting Minutes, February 24, 2014 Minutes 3. CONSENT AGENDA - Motion to approve items on Consent Agenda & Adopt Resolutions Therein: NOTE: Give the public an opportunity to request an item be removed from the Consent Agenda. Comments can be taken or questions asked following removal from Consent Agenda A. Approval of the Verified Claims List Claims List B. Appointment of City Attorney Timothy J. Keane, Kutak Rock, LLP Clerk's memo C. Appointment of Tad Shaw as Minnetonka Community Education Clerk's memo representative D. Accept Improvements and Authorize Final Payment for County Rd 19 Trail Engineer's memo, Resolution E. Accept Proposal for Professional Services for the Surface Water Asset Director of Public Management Program (SWAMP) Works' memo 4. MATTERS FROM THE FLOOR (No Council action will be taken) 5. PUBLIC HEARING CITY COUNCIL REGULAR MEETING AGENDA — March 10, 2014 Page 2 of 3 Attachments 6. REPORTS AND PRESENTATIONS A. Recognition of Service of Park and Planning Commissioners Clerk's memo 7. PARKS 8. PLANNING A. Report on March 4, 2014 Planning Commission meeting B. Conditional Use Permit for Accessory Space over 1200 Sq. Ft. Planning Director's Applicant: Henrick Nielsen memo, Resolution Location: 4755 West Lane C. Minor Subdivision and Combination Planning Director's Applicant: Keenen Dammen memo, Resolution Location: 20435 Radisson Road, Outlots C & D, and 5590 Shore Road 9. ENGINEERING /PUBLIC WORKS A. Resolution Authorizing Preparation of Feasibility Report for Sunnyvale Lane Engineer's memo, Improvements Project Resolution B. Authorize Execution of Roadway, Drainage and Utility Easement for west Engineer's memo, turnaround on Valleywood Lane Improvement Project Resolution C. Accept Proposal for Professional Services for Radisson Road Lift Station Director of Public Project Works' memo D. Salt Storage Agreement between Shorewood and Excelsior Director of Public Works' memo 10. GENERAL /NEW BUSINESS A. 2014 Aerial Deer Survey Planning Director's memo B. Christmas Lake AIS Inspection Program Planning Director's memo 11. OLD BUSINESS A. Representative Appointment on the Lake Minnetonka Conservation District Clerk's memo, (LMCD) Board Resolution B. Discussion on Defining a Solar Study Request for Proposals Clerk's memo CITY COUNCIL REGULAR MEETING AGENDA — March 10, 2014 Page 3 of 3 Attachments 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff B. Mayor and City Council 13. ADJOURN CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 960 -7900 Fax: 952- 474 -0128 • www.ci.shorewood.mmus • cityhall( cTdshorewood.mn.us Executive Summary Shorewood City Council Regular Meeting Monday, March 10, 2014 7:00 p.m. 6:00 PM – A Council Special Meeting is scheduled to interview an LMCD candidate. 6:15 PM – A Council Work Session is scheduled this evening. Agenda Item 43A: Enclosed is the Verified Claims List for Council approval. Agenda Item 4313: This resolution changes the name of Attorney Tim Keane's firm from Malkerson Gunn Martin LLP to Kutak Rock LLP. Agenda Item 43C: This resolution appoints Tad Shaw to serve as the Minnetonka Community Education representative for 2014. Agenda Item 43D: Staff is requesting the acceptance of a resolution for final payment of the County Road 19 Sidewalk Extension Project, City Project 412.01. Agenda Item 43E: Staff solicited a proposal from WSB and Associates for preparation of a Storm Water Asset Management Program, (appropriately named "SWAMP, ") such that a progressive inventory of stormwater features and basins can be accurately inventoried and provide a means of ongoing documented actions for these features. This item considers that proposal. Agenda Item 44: Matters from the Floor— members of the public have an opportunity to address the council on an issue not on the agenda; no council action will be taken. Agenda Item 45: There are no public hearings scheduled this evening. Agenda Item 46A: Former Planning and Park Commissioners have been invited to be recognized for their service on the Commissions. Agenda Item 47: There are no Park items this evening. Agenda Item 48A: Commissioner Dustin Maddy is scheduled to provide a report on the March 4, 2014, Planning Commission meeting. Agenda Item 4813: Henrik Nielsen has requested a conditional use permit for accessory space in excess of 1200 square feet of area for his property at 4755 West Lane. After holding a public hearing on the matter, the Planning Commission voted unanimously to recommend approval, subject to staffs recommendations. A resolution to that effect is included in your packet. Executive Summary — City Council Meeting of March 10, 2014 Page 2 of 2 Agenda Item 48C: Keenan Dammen proposes to sell his two outlots on Shore Road to the next door neighbor, Ian Friendly. Staff and the Planning Commission recommend approval of what is considered to be a "housekeeping" request. A resolution to that effect is included in your packet. Agenda Item 49A: Staff is requesting the acceptance of a resolution ordering preparation of a feasibility report for the Sunnyvale Lane Improvement Project, City Project 414 -01. Agenda Item 4913: City staff requests Council accept the donation of the roadway, drainage and utility easements, and authorizes the Mayor and Clerk to execute the easement agreements and to record the easements in the name of the City of Shorewood, with Hennepin Count. Agenda Item 49C: Staff has solicited a proposal from WSB and Associates for the Radisson Road Lift Station and Forcemain Project. This item considers acceptance of the proposal. Agenda Item 491): As discussed during the last City Council —Staff retreat, the Mayors of Shorewood and Excelsior have suggested that an agreement be considered by both communities for combined salt -sand storage at the Shorewood Public Works Facility, located at 24200 Smithtown Road. Staff has consulted with Tim Keane, City Attorney, and has drafted an agreement for this purpose. Agenda Item 41 OA: A recommendation is being made that the Deer Management Program be continued for 2014 with the possibility of limiting the number of weekends to three. Agenda Item 41OB: Staff is requesting that Council direct staff to apply for MCWD AIS grant funds for 2014. Agenda Item #11A: A decision by Council as how to proceed with appointing a representative on the lake Minnetonka Conservation District Board. Agenda Item 411B: Mayor Zerby would like to discuss the possibility for Proposals on Defining a Solar Study Request. Agenda Items 412A: Staff reports will be provided. Agenda Items 41213: Mayor and City Council Members may report on recent activities. CITY OF SHOREWOOD CITY COUNCIL /STAFF RETREAT SATURDAY, FEBRUARY 8, 2014 MINUTES 1. Convene City Council /Staff Retreat Mayor Zerby called the meeting to order at 8:35 AM A. Roll Call Present: Mayor Zerby; Councilmembers Hotvet, Siakel, am arrival); City Administrator Joynes, City Cl DeJong, Planning Director Nielsen, Director of Hornbv Absent: Councilmember Sundberg B. Review Agenda Administrator Joynes explained that any itei scheduled on future Nvork sessions. Also, abc discuss an-,- other issues that Council may want Hotvet moved, Woodruff seconded, approving 2. Financial Joynes reviewed the following decisions that were #Za 24150 SMITHTOWN RD SOUTH LAKE PUBLIC SAFETY FACILITY TRAINING ROOM 8:30 A.M. :)odru,f; City Attorney Keane (8:45 chi, shyn; Finance Director Works Brawn, and City Engineer the agenda that are not addressed today will be ninutes will be allocated at the end of the day to uss. igenda as noted. Motion passed 4/0. Je and implemented during the past year • General fund stabilization with d 2 % levy increase • Initiated and completed rate studies, Wopted seN er and storm water rates • Sell the Country Club R(c ad house, with proceeds going to the parks fund • Revise CIP assumptions and *Dusted equipment and timing of items • Devised funding plan for trails; construct Smithtown West and Cty Rd 19 links • Taking steps to'stabilize Enterprise and CIP - this is in progress • Devised funding for Smithtown East and Galpin Lake trails • Resolve Southshore Center use and responsibilities - in progress Joynes then reviewed the 2013 fund balances as compared to the 2014 fund balances in the General Fund; Water Fund, SeNver Fund; Street Reconstruction Fund; Trails Fund; Equipment, Municipal Buildings, and Technology Fund; Storm Water Fund; and Park Improvement Fund. Citv Attornev Keane arrived at 8:45 AM. Woodruff noted the plan, for example, for the storm water fund, gives us a positive cash balance in future years. He believes that having a large positive balance in out years is a not a good plan when there's no plan for use of the funds. He indicated the need for an explanation for the large balances. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 2 of 18 DeJong noted some of the differences between what is shown here and what is in the Ehlers rate study. He indicated Ehlers used a 3% inflation factor; wve used 2 %. There are not a lot of projects in the out Nears in the CIP, and Ehlers made some assumptions about averaging the costs in the upfront Nears and projecting that number into the out Nears. He noted there wvill likely be more projects in the future. He stated the balance is unrealistic, and that is N-,-h-,- it wvas recommended to not go to a large upfront increase in adopting the storm wvater increases until it is known what additional mandates and projects will be coming forward. Woodruff indicated that historically, for example, the road plan wvas made for the wvorst case scenario, and typically Council has backed aw-a -,T from this. This planning produces a larger cash balance, and he noted wv e need to be careful that wv e are not building up the fund without a plan for spending the money. Jovnes stated that to some degree, staff is obligated to plan for the have the flexibility to adjust it. Siakel concurred that there are likely projects that are prudently and noted the fund wvill need to be monitored. DeJong also noted that all of the proposed rate increases in 'the Eh and at any point future rates increases can be removed from the lon Jovnes noted that the trails program in the CIP wvas made on assu It is expected that the trails will cost 3 -4 times more than what is need to be reevaluated as wv e move forw-ard. 3. Southshore Center Jovnes noted that the Min; Council meeting. The Soo Email communication fro member Elli Ansari from Education (NICE), and the: Woodruff recalled that Kit Jovnes stated the city can in NNW,- for the other cities to providing they are intereste( managing agent under this a Hotvet asked if the Vai discussed directly with scenario, and Council can et study are Ian. felt Council acted in the plan, of costs from a few Nears ago. d in the budget. This will also School Vantage Group will present its report at the Februan- 10 er Advison- Committee is scheduled to meet on Februan- 12. he Mavor of Greene ood, has been provided. Kind and Council Lave been discussing a proposal Nvith Minnetonka Community his at the Februan- 12 meeting. to meet with NICE. Zerbv concurred. N-,-hat is being done now, look at Shorewood taking the lead, and find a n or leave; or the city can move fonyard with the NICE proposal, ier discussion will need to be conducted on who will be the fiscal and its are seeking space for their meetings, and if so, this would need to be District. Zerbv stated that the Vantage Group's main idea is to have a summer camp. This involves the other cities providing financial support. How the gap is funded needs to be decided. Kind's plan is to have NICE run the Center and it provides for a revenue share for custodian service and front desk staff. Woodruff recapped what happened four Nears ago when Shorewood took over management of the Center, noting the other cities were willing to let Shorewood manage it. He stated that maybe the other cities will contribute a small amount of funding, but not at a level of what is needed. He questioned how serious NICE is about participating; he understood that NICE has not yet endorsed the Kind proposal. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 3 of 18 Siakel expressed investigating what Shorewood Nvould need to do to have complete oN -,nership of the Center. She supports engaging in discussion Nvith the Vantage Group, and having a conversation Nvith MCE. Hotvet stated that the Legion had approached her about trading property. Jovnes and Nielsen stated that a liquor establishment next to a park Nvould be a serious zoning issue. Zerby stated that the Gillespie Center has a partnership Nvith three or four other cities, where they contribute $6 per head. Jovnes stated that Nve don't know how interested MCE is in the Kind, proposal. He indicated Kind's proposal should be investigated, and to determine what level the other cities are Nulling to participate. At the same time, Attorney Keane can begin to look at other ovmership options for Shorewood. It is possible that some of the cities Neill be interested in remaining if a proposal is negotiated Nvith MCE. Siakel stated the need for a time limit for getting a decision by June. She favors investig as owner, noting it may even be easier for MCE to Nvork N ith one ovmer, rather than five. Hotvet noted that MCE is a nonprofit. She indicated the District,is'growing and she thinks a Nvest location is needed. She asked if anyone has approached the District about the Vantage program using the facility. Hotvet stated the District just purchased the Pagel Community Center next to the high school, and they are adding onto it as they need the space. She stated, the Southshore Senior Partners cannot be forgotten and to remember a space for senior activities is really important to the community. Discussion ensued on the various options including the'proposal Nvith MCE, the Vantage Group Proposal, the level of support from the '6ther-cities, Shorev, ood as sole ov ner, and potential School District interest. Siakel indicated a need for Council to understand all the options and that Attorney Keane be consulted to review the contract 1=4 =4e,and ovmetshiu options. Keane briefly reviewed what he recalled from the contract language, Nvithout having the agreement in front of him. Woodruff requested Attorney Keane conduct a Nvork session Nvith Council for review of the Agreement. Jovnes stated that the establishment of the Advisory Committee and the discussions it has had makes the assumption that the other cities have a voice in how Nve move forward, and the committee is acting along this assumption. Hotvet acknowledged tlte' need to proceed in a cooperative spirit, in consideration of future cooperative efforts Nvith the other cities. Zerby stated he believed all the cities seemed Nvilling to contribute financially at some level. Woodruff noted that when the Friends Nvere operating the Center, all of the cities, including Shorewood, Nvere at various funding contributions to the Friends. He stated the Southshore Senior Partners Neill need to 1 -,- what their needs are and if they will be able to contribute anything for use of the facility. Siakel proposed a Nvork session be held in March, where Attorney Keane could review the Agreement. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 4 of 18 Discussion continued on the details outlined in the Vantage Group proposal. Jovnes stated that if none of these options go forward, Shorewood would continue with the current operations, with no increase in capabilities. There would be around $90,000 needed to maintain the building over next few Nears, which would require a commitment of resources for operations and maintenance. He suggested it be determined if the MCES proposal is realistic. Jovnes indicated a work session will be scheduled for March 10 for review of the SSC Advison- Committee proposal and the current Agreement. 4. Staffing for the Public Works Department Jovnes indicated that Public Works Director Brown will outline the Public Works Department staffing history*. He noted this topic includes how our engineering function is handled, the past Tear's weather and equipment issues, as well as a growing interest in providing on -line access for public works issues. He also noted this past Near, a couple of staff members were out for extended times for medical reasons, and there was one retirement. Brown stated he is seeking Council's direction on what Council thinks the priorities are. He noted public works now has an employee out on long term medical leave for eight weeks. Brown stated that when he started Nvorking here in 1995, there were' 13,5 FTE and 3 seasonal; now in 2014, there are 9.6 FTE. There are a number cif unfunded mandates coming in the near future relating to items such as storm water requirements. Zerbv noted that since 1995, the skate park, Gideon ,Glen, and the'public safety* facility* have taken more public works time. It was also 'rioted there are more trails, and diseased trees will likely* require more public works resources. In response to a question from Siakel, Brown stated that the decrease from 13 to 9 FTE was mainly* due to the city* taking on all utilities from contract to� in house in 2000 -01, only adding one employee. The contract used three employees. Residents have expressed that the seNver and water service is better with the city taking this over: Woodruff would like to look at this from the standpoint of where we are today*, and if there are shortfalls that Council of staff thinks exist; He noted that since 2006, we haven't had any changes in staffing levels. Brown clarified we no longer have the full-time Engineering Tech position and the Engineer position was reduced to .6 time. Woodruff feels that pubic works is doing an OK job; he noted some grounds maintenance was not being done, and that work was contracted out. Regarding the work on the storm water issues, he thought we haven't done as well and should spend more resources in that area. He is not sure how much more is needed. He asked staff to guess what the increased requirement will be, based on new legislation. Zerbv stated back office help may be needed. Siakel asked for a baseline understanding of public works to fully understand how it is structured in order to determine if the city* is delivering the value and services needed. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 5 of 18 Brown stated there are eight full-time employees. Of these, there are two in utilities full -time; a third floats between utilities and roadway. There are two employees in roadway functions full -time. The shop technician assists with roadw-a -,Ts about 50% of the time. There are two employees in parks. All are involved in winter operations. Joynes commented that Shorewood has a higher socio- economic status; therefore, resident's requests are more demanding in terms of quality and timely services. He stated the public wvorks employees are your front line ambassadors; they have more contact, and create a big impression with residents. Council needs to understand the type of services the residents demand. He believes there is no slack in the current system; it is managed well. Joynes stated Council needs to tell staff what they want, and staff will provide a plan for how to structure for that. Woodruff stated if expectations are being met, we are ok. But if need to plan accordingly. He gave some examples, such as, e plowing or how often the grass should be cut in the parks. Siakel suggested bringing in an arborist for assistance. residents. Her concerns are making sure public works I not pushing people to a point of safety issues. She ash employees are out on long term medical leaves, or if a She questioned overall what the needs are. Brown indicated that public works is running at 100% and he equipment needs are being met. He sees the shortfall %iin the adn the storm water issue with regards to information requests aind he can get in a bind when, for example, one person calls in sie] fill that void. It doesn't happen often, but there may be some safely due to personnel limits. In response to a question °from Woodruff, Brown noted are going to change, we it expectations of street this could be luipment, and a; need for a p Jed to do the e to offer to sure we are fill in when rative work. ielieves' this is working. He feels that the inistrative side. There will be a push from tow maintenance is tracked. He noted that can a roadway patching crew, and how to days when road patching cannot be done is to review the roadv ay survey annually. Hornby stated that when looking; at publie works staffing as it relates to storm water requirements, most public works departments will need approximately 75% time commitment for inspections. This is an estimate from other cities with populations of 10- 20,000. Typically it is an environmental scientist doing this work, ,Administrative assistance front a: consultant, city engineer or public works director is needed on top of that. Documentation is very important in this process. We can look at the time commitment the public w orks'staff is currently spending on inspections, and if a specialist is needed for the tree inventory. In response to a question from Siakel, Hornby indicated this position could either be a contract position, a city employee, or a combination of the two. In response to a question from Joynes, Hornby indicated the person would need to know MS4 requirements. He thought the salary would be in the $55 -70K range, and the type of person would be, for example, an environmental scientist. Hotvet stated that the 2011 survey results indicate residents are happy with the level of service and she doesn't feel the need to know specific details such as how often parks are mowed. She asked what was meant by a seasonal employee? Brown noted that we have relied on college students for summer help, so summer seasonal employees have been defined by the school schedule. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 6 of 18 Hotvet asked if Nve have explored partnerships Nvith universities or technical colleges as a Nvay to expand the seasonal employee schedule, noting there are many university programs that are growing, such as in environmental engineering, and this could be an innovative program for interns. BroN -,n discussed the Public Employee Retirement Association (PERA) requirements on the number of days seasonal employees can Nvork. Jovnes noted there is also language in the state law about union membership requirements. There is the ability to start someone earlier to see if Nve can attract someone. Hornbv noted that WSB hires interns every summer and they have several doing the inspections and documentation. He explained a variety of Nvays cities have filled positions ,to meet the upcoming MS4 requirements. A 10- minute break Nvas taken from 10:35 -10:45 a.m. Jovnes stated at the break he spoke Nvith BroN -,n and Hornby about staffing needs for MS'4 and tree programs. One option Nvould be to hire an intern through ,WSB to do,the MS4 inspections in the field. That Nvould free up the public Nvorks employees to Nvork on the diseased'`tree program, which Nvill likely start out Nvith eliminating younger trees. In agreement on doing this, Nve could schedule someone to start this summer. Hotvet Nvas in agreement and noted it Nvas a smart and efficient Nvav to work. She Nvould like it to begin earlier than summer. Jovnes stated Nve Nvould likely starfearlier if contracting Nvith someone from WSB. There Nvas consensus to hire Zerbv said he would like to in had issues raised by residents to address these issues. He wt line. Hotvet would like considerat anah sis' on specifically on h public Nvorks functions. Woodruff indicated support engineering degree which c state, which would proyid( management requirements; c for the MS4 inspections in the field. addition of an administrative assistant in public Nvorks. He has Is, Nvater, etc, and he thinks more back office support is needed to see the GIS system expanded to more Nyork stations and on- of hiring an outside resource to conduct a feasibility study /cost - benefit ae cities of Tonka Ba -T, Excelsior, and Shorewood can work together on 8roN -,n to review his position and identify items that don't require an done by an administrative assistant, such as completing reports to the :)N n more time to focus on other key items, such as storm water other critical functions. Jovnes stated that staff can bring a job description back to Council based on items that BroN -,n can identif -,T as duties an administrative staff member could do. Siakel agreed with investigating additional administrative help for public works. She noted that what Hotvet is suggesting in relation to cooperative efforts with the other cities, and conducting a cost - benefit analysis with the other cities is above and beyond the evaluation of Shorewood public works staffing needs. With regards to looking at a cooperative effort Nvith the other cities, she agrees it is logical and pragmatic, but there is an emotional component that gets problematic. She feels if the city were to consider this effort, Excelsior would be the most likely city to focus on in this effort. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 7 of 18 Hotvet concurred and reiterated the need for an outside source that is neutral party to conduct a cost - benefit analysis to see where cooperative efforts are feasible. Further discussion tools place on the topic of cooperation between the cities of Excelsior, Tonka Bay and Shorewood in the area of public Nvorks, the level of support needed by the cities, and the possibility of the cities funding a feasibility study relating to cooperative efforts. Joynes noted that it has been his experience that what Nvorks best is a grassroots effort by citizens or community groups to request their respective Councils look at issues such as this, rather than it coming from one City Council to another. Efforts are more successful when they come from a citizen group rather than the Council level. Siakel suggested looking at the use of a contract for services type of relationship for certain cooperative efforts Nvth other cities. Zerby concurred a contract is a good N-,-a-,- to proceed; however, there are differences with how services are provided by each individual city which may make it difficult to enter in a contract. Woodruff reiterated that all parties must want to enter into be successful. Zerby suggested moving the discussion to Iter heading in that direction. In response to a question from Woodruff, Br( handle a number of items to make data reporting would help with maintaining a 'database in the efficient to retrieve the .'data; it Nvould. track it elements that are often requested and mandated. Further — Cooperative these efforts to since the discussion Nvas dained that the GIS function would potentially icient. It would support data on utility locates; it fulfill data requirements; it would make it more s data; storm water data; and many other data GIS system. Jovnes noted that the GIS program expenditure would be brought to Council for review of a plan for its use, and what parts of it N -611 be made accessible to the public. Discussion moved to Item 6, Cooperative Functions before discussion on Item 5, Trails. 6. Cooperative Functions Zerby stated that he and BroN -,n met Nv th Tonka Bay and Excelsior to discuss a couple of items of cooperation between thp! ,cities. These included salt storage and snow removal/storage. Excelsior has joined in on the salt storage efforts; Tonka Bay has not due to requirements Shorewood has for use of its equipment for loading the salt mix for cities use. He noted a draft agreement is provided in an effort to make this cooperative venture official. Snow storage Nvas also discussed with Excelsior and this Neill be further evaluated in the future. Zerby also stated public works will be looking at snow ploNving routes in order to be more efficient, and he noted there are route planning tools available to aid in determining the best plow routes for cost savings. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 8 of 18 In a separate cooperative effort, Joynes stated that staff asked Minnetrista about plowing ShoreNvood's section of the island. In doing so, Minnetrista asked Shorewood to provide a quote for plowving their section of the city on the island. A draft agreement for this has been put together for review. Woodruff stated the salt storage wvas a great idea; he asked what the city's costs are in providing this service for Excelsior, noting he is concerned that wv e are not incurring additional costs to supply a service to another party. Hotvet stated that as a reflection of this Near, it wvould be interesting to see how these efforts are financially Nvorking by conducting a cost - benefit analysis. BroN -,n stated the draft agreement was left open because there are of the salt and sand, which is done by Shorewood staff and its e issues are emotional. He stated the salt storage is not a mone, Shorewood is using its sealcoat rock; Excelsior will provide seal Shorewood for this salt effort. It is being done in a good -will cooperation may be beneficial. Woodruff would like to see all costs of this effort in'th( be onsite when Excelsior is loading its salt. He stated and wants to see all costs identified. Siakel suggested these cooperative efforts storage, for plowing, and other items. Discussion took place about the possibility of Shores Brown identified the Minnetrista roadvvays on the ii plowing would be on an o, and equipment costs for the and some is hilly and steep. Woodruff mile. things such Council effort. are other inQ snow costs and figured 1 -1/2 miles noting involved. One cost is the mixing vent. He noted that these types of cer or, break -even for Shorewood. rock, if needed. There are costs to t to beLyin to: explore areas where the staffing time it takes to lent to document the costs contracted service,,this could be done for the salt A plowing the Minnetrista portion of the island. nd that would be plowed. He calculated what the all other staff time, opportunity costs, machinery ` Minnetrista roadway. Some of the roadway is flat between Mound and Shorewood is about 3/4 at need to be clarified, such as how to handle call-backs for additional sand /salt, etc. programmed into the agreement, it is worthwhile to investigate this Joynes stated wve will bring this agreement back to Council and will add details about call -backs and other pertinent items. Council can determine if it wants staff to proceed with pursuing this agreement. He noted an arrangement like this may be good for Shorewood and Minnetrista individually but also it could save public money overall which supports good, efficient government. Discussion moved to Christmas Lake. Woodruff indicated he is interested in the aspect of the relationship with the homeowners association, and expressed that the boat inspection process use a data tool, rather than paper for recording data. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 9 of 18 Joynes noted the current inspection operation at Christmas Lake includes on -site inspections by contracted personnel from Volt. Last Near, staff talked Nvith Carver County about an automated centralized inspection system and there Nvas initially some level of interest in this, but this has somewhat Nvaned, although they are still in the conversation. Christmas Lake resident Joe Shneider received grant money to look at other Nvays to approach this issue. Shneider is looking at a system in this area for a centralized inspection location, wherebN- boaters who pass inspection Nvould received a password that Nvould be entered into a computerized system at the launch site Nvhich Nvould raise a mechanical arm and allow access to the launch. While this is investigated, Nve NN-111 likely conduct a similar program this Near as Nvas conducted last Near Nvith contracted inspectors from Volt. Joynes also discussed the agreement that is in place Nvith the DNR, which has 'no expiration date. The DNR has notified the city it is giving up all responsibility for maintenance of the ramps. They plan to repair the boat launch, and then turn total responsibility over to the City and have provided a new agreement for this. Joynes stated this appears to violate the original agreement. In the new agreement, the DNR Nvants the city to take over responsibility for the launch, but has also put restrictions on how it is used. The DNR placed a stack of pavers at the site last fall ' in anticipation of repairing the ramp this spring. Woodruff indicated he sees no motivation or benefit for the' ,c this responsibility to the city Nvith no financial assistance. He q BroN -,n indicated the DNR has reluctanth installed the dock. It proposed by the DNR includes the city being responsible for year, as Nvell as maintenance of the dock. Hotvet asked Nvhat the Christmas Lake res maintenance. Nielsen stated he think and dock. He noted association donated the Siakel BroN-, n stated there are ongoil are problems that need to be area by the launch is shallow and take it in every, year. Woodruff stated those are me to agree to DNR's request to turn over ioned N-,-ho is responsible for the dock. clarified that the new agreement being Ping iti the dock and taking it out each taking over the boat launch its would favor Shorewood having responsibility for the boat launch nod oN -,ns the property because the Christmas Lake homeovriers h the condition that the city oN -,ns the property. maintaining the ramp and dock. es to consider. The ramp should be good for 20 -25 years. There likely due to' power loading, such as some dredging may be needed as the ite a distance out. Public Nvorks staff Nvould need to put the dock out to let the DNR continue to maintain the launch site. Joynes stated he Ne ill Nv qrk Nvith Attorney Keane to see v hat options there are for notifving the DNR the city is not interested in pursuing a new agreement. Attorney Keane noted that in the 1970s -80s, the DNR had more funds, and opened up many public Nvater access points, and over time they have been turning them back to the cities and counties for maintenance. Woodruff stated if a centralized inspection system is established, he thinks it is reasonable for Shorewood to participate in this. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 10 of 18 Brown noted that the Lake Association Nvas responsible for ordering and installing the gate; the system in there has a key -pad numbering system, and someone has to physically load the numbers into the system. DeJong stated one issue that he sees Nvith the centralized inspection system is a situation where there may be a person who is going to the boat launch to be picked up by someone who is already on the lake in a boat; that person Neill need to first go to the centralized inspection location to get a code in order to enter the parking lot. It Nvas noted that there may be other issues like this that come up and that Neill need to be addressed. Consensus Nvas to continue to Nvork on investigating the establishment of a centralized inspection process. Discussion moved to Item 5, Future Trails. 5. Future Trails Jovnes noted that two trails are funded for the next tN-, o v ears; Galpin Lake and SmithtoN -,n East. There are a number of trails on the list that are unfunded. What needs to be determined ig hQw to fund future trails and to evaluate those remaining on the list. He reminded Council that the cost for'building trails is much higher than what Nvas estimated a few rears ago. He noted scime funding options include taking money from enterprise funds where appropriate to fund certain aspects of the trail construction, Nve can make loans from funds that are flush in terms of reserves, such as the Nvater fund; Nve can bond for them; Nve can raise taxes for them. He asked Council how it Nvants staff toproceed Nvith trail planning. In response to Hotvet's question about the discrep costs, Hornby stated that it appears that the trail cs other items such as curb and gutter and storm constructing the trail. He also described how state state aid roadways, if state, aid' funding is invol, designed differently as there are not as many requ of the project. Jovnes stated update the nu W Jovnes stated it around 3 -4 times prod y between the original trail cost estimates and actual in the SIP only included the cost of the trail, and not er. He rioted those items Nvill increase the cost of I roadN-, aN standards need to be folloNved for trails on If the trail is on a local road, those trails can be vents that need to be met, which Nvill reduce the cost and Nvill need to be updated; staff intends to he Nvas hoping Nve Nvould have an updated number at this time so Council Nvould have a cost of the trail Wan. be a lot of Nvork to get a high level number. He said, in general, the cost Nvill be ember that is in the CIP. Siakel questioned if it is,feasible for the city to adopt the trail plan. She stated it may need to be looked at over a longer period of time, such as 20 Nears. She looks at what the critical arteries are for safety and pedestrian traffic, noting SmithtoN -,n is critical. She thought a consideration Nvould be to develop a plan over 20 Nears and have trails coincide Nvith when the bond payments for the public safety facility are due. She believes it Nvould be best to focus on critical pathwa -,Ts; for her those are SmithtoN -,n Rd, Galpin Lake Rd, Ct -,T. Rd 19, Strawberry Ln, and streets around Minnewashta Elementary School, especially since the school is adding three classrooms. Hornby added one element to consider is that, for example, SmithtoN -,n Road trail Nvas a retrofit project, and one alternative is to add trails to roadwa -,Ts when the roadwa -,Ts are being reconstructed. This Nvould be much more cost efficient. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 11 of 18 Siakel noted it Nyould be helpful to have an overlay of the trails Nvith the road plan. Woodruff stated that to implement a N-,-hole trail plan in a short term of five years is a major financial challenge. There isn't enough funding noNy to do an -ahing but N-,-hat Nye are doing this year. He stated that one option to raise a significant amount of money Nyould be to do a bond issue. He noted there is an election this year, so Council could decide to put a bond issue on ballot for funding some trail Nyork. Nielsen clarified that the trail plan goes out 15 years or more; but Nye have been Nvorking on the Priority 1 trails. A feasibility study Neill be done for the SmithtoN -,n Road east trail. Zerby indicated he thought it Nyould be beneficial to get resident input and feedback on the trail plan. Nielsen stated the Galpin Lane and Mill Street trails Nyere made a higher priority due to resident input. He thought it is a great idea to overlay the trails Nvith the road plan, but the streets don't ahyays get reconstructed. Woodruff Nyould like staff to put together the streets that NA-111 be re with those streets, and what we know now that Nye didn't when trail an expectation in the community that a trail Nyill be constructed each Joynes said we are doing SmithtoN -,n East trail in 2014 and two trail segments has been identified. Woodruff noted that he didn't knoNy N-,-here Nyhich is Enchanted Lane, because it is all N- Siakel stated that the trail plan'is not N ritten in N-,-here a trail could be placed. Joynes stated that staff N -ill look at coordinating trails based on critical arteries. such as pathN -,-ays to' chool ed and Nvhat trails go along developed. He thinks there's trail in 2015. Funding for these be found for the last trail on the list, that it has to be done, but it just identifies areas road reconstruction program and look at a plan to commercial areas. Hornbv also said to keep, in mind there are differences betNyeen a 6 -ft vs. 8 -ft Nyide trail, and other factors to consider such as land acquisition and rules for DNR grant funded projects, Nyhich are similar to state aid roadwa ,projects. He noted that the st6rmwater management portion of these trails Nyill not be less. A break for lunch was taken at 1,2:20 pm. The meeting resumed at 12:39 him Nvith Item 7, General City Staffing Levels. 7. General City Staffing Levels Joynes revievyed the general city hall staffing levels from 2004 -2014, noting that Council previously discussed the unknown future needs for the Southshore Center, and the creation of a position description for a public Nyorks administrative assistant. It Nyas clarified that the data provided does not include public Nyorks department union employees. Over the past ten years, reductions have been made in the Planning Department and in Engineering. It Nyas concluded that no further action Nyas necessary at this time Nvith general city staffing levels. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 12 of 18 8. Organized Refuse Collection Zerby stated that this topic was discussed at the recent Mayor's Lively Issues forum. At that meeting, the Mayors from Tonlca Bay, Deephaven and Greenwood all indicated they have organized refuse collection and it was working very well. Their haulers provided great service, and will even perform services such as taking the trash can from a garage and returning it to the garage after emptying it. Shorewood was the only city at that forum that did not have organized collection. Zerby feels it is worthwhile to talk about, noting that the refuse vehicles are heavy and multiple vehicles on the streets put additional Nvear on the streets. He realizes that some people like choosing their own hauler. Woodruff felt it would be worth exploring, noting that if the level of service expected is specified, that level of service would be in the contract. He indicated that Council need "to look objectively at the long term costs involved with this issue. Siakel noted this topic has been discussed in the past. She exploring organized refuse collection. She would like to see 1 to. She also stated that she tried organics, but with all the sery and organics, there's not enough room at curb for all of the new container developed that meets the needs of people, such it is for trash and half for organics. thinks it's timely, i ie haulers have a r( ces, including yard she would support plan that they stick te, recycling, trash, ions containers. She would like to see a a trash can that is split in half, so half of Hotvet stated it would be important to include the element of education, to provide residents with the reasons and benefits and how it will save money, Woodruff stated that yard waste needs to be organized as well, noting there are three yard waste companies that drive through his neighborhood. Woodruff recommended staff contact the three cities who have organized collection -- Tonka Bay, Deephaven, and Greenwood -- to find out what level of services those communities are getting from their contractor. Jovnes noted there is a new state laN- with regards to organizing refuse collection. He stated there are steps to take to begin the ;process, and he recommends this be looked at in the latter part of the year. Staff can start to do some research on costs and provide a plan to Council for how to proceed. Council was in agreement with this process. 9. Summit,Avenue Roadav Improvement Alternatives Jovnes noted this topic is being ;discussed because of the safety issues that were generated from residents in the Summit Avenuc.area where the Summit Woods development is proposed. Hornbv stated that the roadway width varies from 13 -18 feet. He also said there is a driveNvay that gets as Nvide as 22 feet. He stated they looked at a few options. One is to widen the street width to include curb and gutter, using a barrier curb or surmountable curve. Another is to leave the road as is, and put a cul- de -sac on the lower and upper end. The problem with this option is that it would be a long cul -de -sac, and an alternative route for emergency vehicles would be needed. Residents voiced that they do not care for the steepness of the hills. Hornbv stated if the road was reconstructed, this would not change the steep roadway. Another option is to create a one -Nvav roadway. He described two alternatives for this option. Jovnes asked Council how it wishes to proceed with this item. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 13 of 18 Woodruff stated he heard there are serious drainage issues in the area, and asked if there is something that can be done about that. Hornby stated that if the road is reconstructed, more storm drainage Nvould likely be added. BroN -,n noted that some of the issues referred to by residents are issues that existed before Shorewood took on an improvement with Chanhassen to install a storm Nvater pipe along the shoulder. He noted that one resident at the end of Summit Nvill likely alwaN-s have drainage problems due to the dramatic topography. Although some of the drainage issues can be resolved N ith reconstructing the roadway, he didn't think all of the drainage issues could be resolved due to the expense. In response to a question from Hotvet regarding drainage on the north side, Nielsen indicated the builder Nvill not do an -ahing that Neill add to the existing problem. Woodruff stated he heard the Summit Road hill, up from Murray Hill, is often impassable in the N inter. BroN -,n indicated that verbal agreements have been worked out at border roadways. The City of Chanhassen uses chemicals on Summit Road, and in exchange Shore,,vood plows a couple of Chanhassen streets. He noted that Shorewood started getting complaints" that chemicals didn't Nvork, so they sanded the roadwa -,T and received many compliments that it Nvas much better: Hotvet asked what costs are involved in be the cost of the signs. Siakel indicated she likes the one -Nvay option the Woodruff stated he talked to residents who Nvere Siakel noted that all focusing on what ca Woodruff asked if anything con hill, noting there are sight line is i that this is ,4 safe abbreviated feaibili Zerbv thought it Was a little development issues are resol) y roadN-, aN options. Hornby stated minimal; it Nvould of to a public meetings involved the safety of the road; therefore, she is road safe. the difficulty in negotiating tight curve at top of 'n brought fonvard, and asked Council if it would like to for this roadway. to move fonvard N ith a feasibility report at this time, until the Hornby stated that although the development and roadway safety concerns are two separate issues, they are related; he thought the roadwa -,T safety concerns should be done in conjunction N ith development. He noted it is a substandard roadwa -,T and upgrading it to a standard roadwa -,T Nvill address many of the safety issues. Siakel stated that if that is done, then the Shorewood road Nvould be built to standards, but it Nvould meet up N ith the Chanhassen road which is substandard. Nielsen reported that Chanhassen recently agreed to a lot split of the property just south of Summit Woods, located in Chanhassen, and they didn't require Nvidening of the road. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 14 of 18 Woodruff suggested the safety and drainage issues be listed out and identIA- how to address them, short of reconstructing the entire road. He noted the road has been this Nyay for a long time, and maybe not everything needs to be fixed. Siakel stated that when the new homes are constructed, there Nvill be four new residents who Nvill likely have input on this issue. She believes it Nvould be best to address the road issues when development goes in, and agrees that a feasibility study Nvould be needed at that time to know what the costs are for the options. Nielsen stated that the one -way option is a cheap experiment that could be tried. He also noted he has talked to two people who have said the road is hazardous but they like it. Joynes recapped that the options and costs Neill be researched in response 1o,the resident's concerns about the roadway- being unsafe, and this Nvill occur when the development underway. Staff Neill also Nvork Nvith the developer to assure drainage concerned are addressed. 10. Diseased Tree Programs Jovnes stated that Council has alreadv discussed the staffing needs relating to diseased trees, and asked Nielsen to provide an overview on how other cities are approaching diseased trees and Nvhat our issues are. Nielsen indicated the tree inventors- has been completed. The one piece that he is uncomfortable Nvith is the Freeman Park portion of the inventon-. This area was estimated, but it holds the bulls of the ash tree population. Nielsen Nvould like Council to consider hiring or contracting Nvith a professional forester to look specifically at Freeman Park, to determine hoN-, many trees ,are actually there. The tree inventory shows approximately 2700 ash trees in 53 acres. Ifthat s accurate, he Nvould like to know Nvhat should be done Nvith that. In the last vear or two: cities have jumped on the treatment bandwagon. At Citv Hall and in Silverwood Park, there are some remove smaller trees, as it, is cheape about 10 years, you Nvould have :son spreads out the cost of this project. should be a contracted service. Ni would charve to remove smaller tre, are a lot of guys available to do this i ash; Nve are; looking at a 10-year perio likely be controversial and people wil Nvould have and /or, ,a contractor; He Minnetonka Beach regarding a cooper forester. e ash trees that likely could be treated. The current thought is to remove a 4" tree vs. 12" tree. If you put something in its place, in ing else groNving -where the smaller trees Nvere removed. This also le questioned if public Nvorks could do some of that Nvork, or if it en Nvill be meeting Nvith a landscaper to get a price on what they He noted this is good Nvinter Nvork to remove these trees, and there f we contract out this Nvork. If 2/3 of the trees in Freeman Park are d of cutting 20% even* other year; and reforest in- between. It Nvill 1 not like it. He asked for Council input on Nvhat role public Nvorks stated that Excelsior has a forester, and he talked to someone in ative effort Nvith ash borer. The city of Minnetonka has an in -house Woodruff stated Nye need a program and he Nvould like to see us v rite an RFP to see Nvhat response Nve get. Siakel noted that in looking at this from a larger perspective, she Nvonders if Nve have an arborist, could Nve offer residents this service for diagnosis. Hotvet agreed that offering this service to residents Nvould be beneficial. Nielsen stated an advisory service like this could fit in Nvhether it Nvas someone who Nvas hired or if it Nvas a contract Nvith someone. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 15 of 18 Woodruff agreed that residents could use this service as a resource for evaluation of their situation for a fee, but he doesn't Nvant the city to get involved N ith tree removal. Nielsen stated he Nvas referring to removing trees in public right of He also discussed an option to offer the homeow ner whose property abuts the right- of -Nvay where a diseased tree exists to treat the tree for a fee if they really didn't Nvant it cut, or the city Nvould cut and replace the tree. Woodruff stated there is a Rainbow tree symposium coming up soon, and he hopes that someone can attend that meeting. Zerby asked what direction staff Nvas looking for from Council. Nielsen stated that in August last Near, staff provided a preliminary` estimate of approximately $70,000 per Near on tree cutting and reforestation; he indicated a need to look more closely at those numbers. He asked for Council's feedback on having public Nvorks do some of this Nvork or have a private landscaping contractor perform that Nvork, noting it Nvould be much cheaper than a tree service. Woodruff stated a professional forester could make a recommendation on schedule for tree removal and replanting. Joynes stated that the Nveather may have impacted the emerald ash borer, as it has been discussed that the insects have been reduced by 70% in some areas due to the Nveather. Joynes recapped that staff Will outline a program and put together an RFP for a professional forester and how to best address handing diseased trees in public right of Way and parks. It Will also consider making forester advisors- services available to residents for a,small fee. 11. Trail Plowing and Equip BroN -,n indicated this topic «vas prompted from discussions about the SmithtoN -,n Road trail. He noted that approximately 9,010- 10,000 feet of trail havebeen added in the city. He stated that no other equipment is needed for plowing,the trails. He outlined that the practice has been to first plow roadways, as they are first priority-. He stated it,titkes about 8 -12 hours to plow after a snov,-fall. Depending on when the snov,fall occurs, it is then decided when the rinks are plowed. After the rinks are plowed, the trails are ploy,-ed. It takes about 1.5 Nvork shifts to clear the trails. He did note that the LRT is an exception as it is a high demand trail route, so 'that trail is being plowed earlier in the morning. He discussed the expectations that residents have 'With regards to ploNving the trails and rinks and asked Council what their priorities are and if they are Nv ill ng to pay overtime to call a Nvorker in on a Sunday to plow the trails. Hotvet noted that the City of Minnetonka has neighbors who surround the parks adopt the rink, and they volunteer for rink. care. She asked if this Nvould be something to look into. BroN -,n stated that one issue he has had in the past Nvas when they used to have snow blowers at each rink.. The rink. attendants Nvere not authorized to operate the snow blowers because they Nvould clear out the rink., but Nvould leave a ridge of snow near the edge of the board. That ridge Nvould freeze and the hockey players Nvould complain about the ridge. He Nvould be interested in knoNving how Minnetonka manages its program. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 16 of 18 Zerby indicated it is important to communicate on the Nvebsite when rinks are open or not open. He also noted that trails at the intersections of, for example at CR 19 and Smithtown, Vine Hill and HN -,-\T 7 didn't appear to be cleared. Brown indicated that public works does plow the trails, and it takes a two -day period of time to get them plowed and it could be that it snowed in- between ploNvings. Siakel expressed that this may be a bigger issue this winter due to the cold weather and amount of snow. She agrees with communication on the Nvebsite about the rinks being closed. She stated she thinks the majority of the time the needs are being met. Woodruff suggested thinking about what it would take to not guar example, having the rinks open for some part of the weekend. He impacted for those organizations that have reserved the rink. Brown stated that every attempt has been made to clear the rinks, dt Joynes stated the question is that when it is not a safety issue, is the during the high usage times, and if that is being done, then we are open. Nielsen suggested putting those trails that are on a school route on e Hotvet stated she has noticed that Smithtown Trail is,cleared very* q Brown described how the equipment is used to clear Siakel asked if the city would benefit from having a She noted she does not see this as a priority for this place a high priority on, for how scheduled events were on the loalsties of the crew. being called back to do the rinks all that we can t6,keep the rinks trail plowing priority list. a emergency policy, and what it might look like. but something to consider for next year. Brown stated the crew has expressed a desire to have a snow emergency policy, as there have been issues with cars in the street and needing to plow around them. Woodruff stated he is concerned about how a policy would be enforced. He proposed that maybe some streets should just be posted "no parking". Brown stated he would bring beck to Council some options for discussion in regards to a snow removal policy that addresses roadways, and rinks. Staff will also contact the city of Minnetonka to inquire about their polio with regards to residents who surround the parks, and adopt the rink and volunteer for rink care. 12. Technology Enhancements Joynes noted that Council already addressed the GIS system. He reviewed the list of technology items from the CIP. He indicated that with the key -pad door access system, it would provide better access for staff and Council. A wireless alarm system or the front desk would potentially alert police and anyone else in the building of an emergency at the front counter. Brown explained the safety concerns relating to front desk staff and access to the offices during Council and commission meetings. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 17 of 18 Zerby indicated a preference for a proximity key fob. Woodruff agreed. Hotvet indicated that the kev access and alarm system Nvould be her highest priority of the items on the list. Siakel also supports an alarm in the Chambers, and asked staff to research options for installing an alarm in Chambers and at the front desk, as Nvell as the key access options. Woodruff stated he supports cable Nviring in the Council Chambers and a 42" TV. BroN -,n explained the cable needs to be Nvired in the building. Jovnes stated that all Council members and staff Neill be getting ID Jovnes stated staff will bring back more information on key and cable N citing /TV for city hall. Council and staff Neill a, access be expanded to include the Southshore Center. Zerbv discussed the Commission size f commission. The city often struggles to get consider changing the commission size to fi Siakel also expressed commissioners be more people who are completely committed. A recommitment from members_ esneciallv with 1 Jovnes stated that the Lea,' decisions that they are ast insurance fee for attending land use session with the S Another item that Zerb been in the role as Ma seat, and suggested this presidential race. an alarm system, requested the key now a seven - person He suggested Council ce ' It may be easier to have five 5ions, she suggested staff get a up on the Planning Commission. on -line 30- minute training program on land use rs to go through. They also offer a reduction in scussion about having Attorney Keane provide a minQ forward. n size. He also agreed Nvith Siakel about the need to be sioners to also be prepared for the meetings. idment on the size of the commissions from seven to five for meeting, as Nvell as review of the attendance issue. -d to discuss Nvas the term of the Mavor seat. He indicated that since he has sees value in moving from a two -year to a four -year term for the Mayor Nvith the 2016 election, in order to keep the mayor seat on same cycle as the Hotvet agreed that a two -year term is short, and thought a four -year term Nvould make sense. Woodruff also indicated his support for a four -year term. He thought it Nvas a good idea, indicating a two - vear term may dissuade some good candidates from running. Woodruff asked if Council Nvanted to consider evaluating Council salaries. It Nvas noted the mayor's salary Nvas at $300 per month, and the Council salaries Nvere $250 per month. City Council /Staff Retreat Minutes Saturday, February 8, 2014 Page 18 of 18 Joynes stated that if this hasn't been looked at for a few years, it should be evaluated. He stated that staff can find out what other cities' Council salaries are and report that back to Council. Hotvet asked for a summary report/return on investment report for Arctic Fever relating to attendance, how much the event costs, and what the city spent on it. Brown noted that a report is provided each year, but it takes time to receive invoices and process payments; he stated that Council will receive a report on this event. Further discussion took place on how other city events came to be, and the role of the park commission in planning the events. It was stated that the park commission did begin some of the events, and they were established as a N-,-a-,- to bring people into the parks. Further discussion took place on the various events, issues and management, and the idea of a centralized manager for events in the south lake area. It was noted that the Parks Summit group lilted the idea of one source for all events, but funding this type of arrangement c=ould be an issue for participating cities. 14. Adjourn Woodruff moved, Hotvet seconded, adjourning the City Council /Staff Retreat at 2:21 p.m. RESPECTFULLY SUBMITTED, Jean Panchyshyn ATTEST: Jear Zerby, Mayor W-O-1 CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, FEBRUARY 24,2014 MINUTES I. CONVENE CITY COUNCIL WORK SESSION Mayor Zerby called the meeting to order at 6:01 P.M. A. Roll Call Present: Mayor Zerby; Councilmembers Hotvct Panchyshyn; Planning Director Niclscn,,,,� Absent: None B. Review Agenda Sundberg moved, Siakel seconded, 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 P.M. S ',j*`11d1, Sundberg, and ,Woodruff, City Clerk `Director of Public Wor4 own 2. PRESENTATION BY HUMMING,f ,OR B EE&IM "I EMBERATRICIA HAUSER, JEFF DINSMORE AND OTHERS 4 V Mayor Zerby noted that' icia Hatfsp,,,, and JelY,"pifismore and others are going to give a presentation about disappearing b Patricia Hauser, 5805 1 a,"", ned bea&,?al-c in a precarious situation because of the huge challenges thp j cing. I t d 4 supply. She stated that a couple of months ago a group o,fjjki`/,,,', ple got"idge'ther to talk about what could be done to help bees and thus their group Hummj#'—'-J` , g,�/fi bees ees Bees seeks to make Shorewood a safe city for bees and a model B or s6lhsx cities. Flumming ",dicatcd to contributing to a sustainable future for bees and other , p 0 6,,/,Dinsmore contacted Mayor Zerby last month and asked if llil b noted that 4k, and Hurni es could be plated oil thi s evening's agenda. She stated this evening they will first make a ; , Po i ioll, then nt a resolution for Council's consideration and lastly entertain questions from Council Sli, noted that had provided information for inclusion in the meeting packet for this evening. The items included in M"auser's presentation are as follows. In the United States and Europe bee colonies have experienced significant losses. This phenomenon has become known as Colony Collapse Disorder or CCD- The losses are a significant concern because pollination plays a very important role in our food production. CCD is the syndrome in which worker bees from a bee ]live abruptly disappear. Just the queen and the newly hatched bees are left at the hive with lots of honey thus causing the colony to stop functioning. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES February 24, 2014 Page 2 of 7 ➢ There are several contributors to CCD which are sometimes referred to as the 4 P's (poor nutrition, pesticides, parasites and pathogens). ➢ Poor nutrition • There is not enough bee food. In some cases bees are starving. There are not enough flowers in agriculture and suburban areas and often times the flowers are poisoned. • There is not enough plant variety. That causes malnutrition. • There is an inconsistent food supply over the entire foraging season. • In the suburban areas there is lawn monoculture; it is a food desert. • Weeds (including the flowering varieties) are mowed, weed- whipped and /or sprayed with poison. ➢ Pesticides • Starting in around 2006 there has been an increasing use of a family of pesticides known as 11 neonicotinoids" (or neonics). In heavy doses neonics are known to kill bees and other beneficial pollinators. In lesser doses they are known to disrupt bees' reproduction, mobility, navigation, feeding, foraging, memory, learning, and overall hive activity. • Neonics are systematic — they turn the plant into a poison factory. All parts,ofthe plant (roots, stem, leaf, pollen and nectar) and the surrounding soils c'onta'in the chemical. If other systemic pesticides come on the market they should not be used either. • In some cases various pesticides (i.e., insecticides, herbicides and fungicides) build up in bees and create problems due to the chemical combinations. This further weakens the bees. • Some countries have banned the use of neonics. In 2000 France banned the use of neonics on corn, sunflowers and canola. Starting on'December 1, 2013, members of the European Union banned the use of three neonics family members., • Neonics are everywhere. There are numerotis types with many different names. • In the United States the Environmental Protection Agency (EPA) has been granting conditional registration of neonics with, incomplete health and safety data, and then extending that registration without required studies. The EPA's main action has been in facilitating labeling changes and providing guidance for the investigation of "beekill" incidents. The labels will be on the new products that are dangerous to bees. But, the products are still being sold. The EPA has estimated that it will be 2018 before it makes a decision on neonics. Bees can't wait that + The bottom 'line is do, not spray, drench or inject bee - killing pesticides. That means no insecticides, herbicides and fungicides on or near bee food. The pesticide industry, is a $1 billion a year industry. ➢ Parasites and Pathoaens • There are a variety of parasites and pathogens (i.e., viruses) that exist in honeybee populations. • Weaknesses due to lack of nutrition and due to chronic and low levels of exposure to chemicals make bees,more susceptible to pathogens and they more readily succumb to parasites. ➢ Solutions and Proposal • Turn public spaces into bee -safe areas. Buy plants, shrubs and trees from nurseries that guarantee they have not used neonics or other systemics on their seeds, plants or trees. Utilize knowledgeable landscapers, gardeners and citizens who understand the issues. Create bee -safe areas and plantings in public green spaces. • Plant pesticide -free flowers — bee food Plant a variety of garden and native flowering plants that bees like — pollen for protein and nectar for carbs. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES February 24, 2014 Page 3 of 7 Plant a variety of flowering plants that guarantee blooming from spring to fall — April through October. Bees need to eat from pesticide -free plants, shrubs and trees. • Don't spray the bee food Do not use insecticides, herbicides or fungicides on or near the bee food. Use Integrated Pest Management (IPM) best practices. Systemic pesticides are not consistent with IPM. According to the EPA IPM is a continuum approach to dealing with plants. It starts with having really good soils. It recommends starting with the least harmful pesticides if they are needed and monitoring the use and impact of them. Systemic pesticides are unavoidable for bees and other foraging insects. • Educate the public Tell the public what bees and pollinators are facing. Tell the public what the cost of losing bees wouldmean to humans. One -third of the food is due to pollinators. In the Sichuan province in China harmful pesticides destroyed the bees. People are now pollinating things by hand. Show the public the research from the Xerces Society, the Pesticide Action Network, the University of Minnesota Bee Squad and the alarms that countless others are sounding around the globe. Ask the public to see things with different eyes � perhaps the green lawn with its tons of upkeep, no flowering plants and no food for our, bees is not the ideal after all. • Begin this spring to implement the Bee Safe City Resolution • Publish a Bee Safe City Report each spring ➢ Cost considerations • Instead of spending money spraying for weeds, buy, bee- favorite -food plants (both garden and native species). • Instead of spending money Mowing the grass every week or two in public places, use that money on pesticide -free plants, shrubs and trees that provide nectar and pollen for bees. • Once established, many perennial garden and native plantings can be sustainable and may cost less to manage. • Create. henithv cnik —tiri frnnt i Marla Spivak, "Why Bees are Disappearing ", TED Talk University of Minnesota Bee Lab, www.beelab.umn.edu • Pesticide Action Network North American, www.panna.org • Beyond Pesticides, Www.beyondpesticides.org • XPrI P,C- nriety xXr "A), xerces ore, Jeff Dinsmore, 5805 Minnetonka Drive, read the resolution they had drafted. It reads as follows. "Whereas, bees and other pollinators are responsible for at least a third of the food we eat, and Whereas, we have a wide diversity of food: fruits, nuts and vegetables thanks to the great diversity of wild bees and honey bees; and Whereas, all bees (native bees and honey bees) are in a grave situation because of habitat loss, pesticides, pathogens and parasites; and CITY OF SHOREWOOD WORK SESSION MEETING MINUTES February 24, 2014 Page 4 of 7 Whereas, pesticides, especially systemic pesticides, are a key contributor to Colony Collapse Disorder, and they are unavoidable for foraging bees; and Whereas, in the fall of 2013, thousands of bees from two neighborhood hives in Minneapolis were killed by a legal pesticide application; and Whereas, systemic pesticides are not consistent with Integrated Pest Management (IPM) best practices and pose particular risks by their chronic exposure to bees and other beneficial insects; and Whereas, ideal pollinator friendly habitat: • provides diverse and abundant nectar and pollen • is comprised of both native species and garde] shrubs and trees • includes, where possible, designated pollinat educate the public and build awareness; and Whereas, it is essential that municipal staff and the public pollinators play and what each of us can to do sustain then Therefore, be it resolved that the City Council of become a Bee -Safe City by agreeing to: !is blooming in succession of annual and perennial flowers, zones in public spaces with signage to the vital role that bees and all 1. Turn public spaces into Bee -Safe areas 2. Plant pesticide free flowers 3. No Spraying of the Bee Food, (not on it, not near it) 4. Educate All Citizens of Shorewood About Bees; their gifts and needs 5. Begin this spring to implement this resolution 6. Publish a "Bee -Safe City Progress Report" each spring adopt this resolution to Councilmeber, otvet thanked. Ms. Hauser and 'Mr. Dinsmore for the education and wonderful presentation. She was pleased to have people come together and offer up a solution to a problem. She asked how ,the success of such an effort could be measured. Ms. Hauser stated she hopes she would see more bees in her back yard and noted the absence of bees in her yard was very noticeable last year. Mr. Dinsmore stated if there is habitat there will be bees. Councilmember Sundberg stated she has been aware of this international bee issue for several years. She then stated she likes the idea of people coming forward with local solutions. The recommendations in the draft resolutions are good, She noted that children use the City's parks. She asked if an increase in bees would result in an increase in bee stings to the children playing there. Ms. Hauser explained honey bees are busy doing their own business. Once they sting someone they die. Robert Schulz, 4075 Auburn Lane, a beekeeper, stated that when he was a child he used to pick bees off of flowers by their wings and he never got stung. He explained a lot of times people don't see bees because they are flying to the next location where there is nectar. The only time you notice them is when there are no flowers blooming or no nectar source. Councilmember Sundberg asked Mr. Schultz if the flowers that should be planted for bee food are also deer food. Mr. Schultz stated he does not know. Mr. Schultz then stated that Roundhouse Park has lots of CITY OF SHOREWOOD WORK SESSION MEETING MINUTES February 24, 2014 Page 5 of 7 flowers in it that people will see bees on. He noted that in the spring he goes to the Minnesota Landscape Arboretum and looks to see which flowers /plants have bees on them. He also noted that last year he did not see many bees there. Dan Keyler, 5900 Minnetonka Drive, noted that he is a toxicologist by training. He stated people are not generally aware of the residual effect of pesticides on flowers and grass. He then stated neonicotinoids are the newer pesticide on the market and are on the forefront of things nationally and internationally. Therefore, there is not a lot of data to know what the long -term effects are. He noted he thought it prudent to be ahead of the surge. Councilmember Siakel stated some of what has been proposed in the resolution can be done now. For example, publishing some of the research findings in the City's newsletter or on its website as part of a series. She noted that the City could get the volunteer gardeners and the community gardeners involved. Now is an appropriate time to think about what can be done to help the bees. Councilmember Woodruff stated from his perspective Council needs to have another session to talk about this. He would like to hear from staff about current City practices. He thought educating the public is a good idea. He commented that his wife and he basically operate in a pesticide -free manor. They have a lot of bees on their property. He stated there is a lot of controversy, about the CCD. He noted he wants to explore things further. Mayor Zerby noted that he watched the YouTube video about disappearing bees and found it to be very eye opening. He encouraged people to watch it. He suggested staff put a linkto.it on the City's website. Councilmember Sundberg agreed, that the City has an opportunity to be more proactive about this and stated that education is a good start. She noted that the community is environmentally conscientious. There was Council consensus to direct' staff to assess the City's current practices and how they could be changed to be more bee friendly. He thanked people for coming this, evening and educating people. 3. PRESENTATION BY CHERYL CULBRETH OF LANDSCAPE RESTORATION ON CONTROL OF GARLIC MUSTARD AND BUCKTHORN Mayor Zerby,troduced Cheryl Culbreth, owner of Landscape Restoration, Inc., who is present to talk about control of the invasive species buckthorn and garlic mustard. Ms. Culbreth noted that her 'Landscape Restoration business helps people restore native habitat. She stated the first step in doing that is to get rid of invasive species. Two of the more prominent invasive species is this area are buckthorn and garlic mustard. Both are very devastating to the native habitat. She explained buckthorn is a small tree to shrub. She has seen them grow as tall as 35 feet. It arrived in North America around 1850 with European immigrants. In their native homeland it was valued as a hedge plant in its native ecosystem. Garlic mustard is an herbaceous biennial; it is edible. It arrived around 1860 with European immigrants. The herb is high in vitamin A and C and that is part of the reason they brought it here. It was used to treat gangrene and ulcers. And, it was used for erosion control. According to the Minnesota Department of Agriculture buckthorn is a restricted noxious weed which means it is so prevalent it is not possible to eradicate it. Garlic mustard is newer and worse than buckthorn. It is a prohibited noxious weed. An attempt must be made to eradicate it. It is likely it will become a restricted noxious weed. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES February 24, 2014 Page 6 of 7 Invasive plants and animals have no natural enemies in our ecosystem. They have unlimited growth; there are no checks and balances. For garlic mustard in its native environment in Europe there are more than 30 natural predators that would attack garlic mustard leaves, blossoms, stems and seeds. The invasive species have a dense, rapid growth that crowd out native plants. As they become dense they rob natural resources such as soil nutrients, sun -light and water. The loss of native plants leads to a loss of wildlife habitat and pollinators. Lack of pollinators affects the food supply and there is the potential for species extinction. Buckthorn is a host plant for soybean aphid and crown rust fungus. That can result in an economic loss for those in the agriculture business because it will affect the quality and amount of yield. Minnesota Statute 1505.0732 makes it illegal to sell, import or transport buckthorn. She displayed photographs of a thick area of buckthorn. She terminal bud which is the twig at the end. She explained that I pair of terminal buds. There is nothing else like it in the woods The leaves are broadly oval in shape with a finely toothed wa vy goes from twig to tip there are 3 — 4 indented veins that curve the fall. Invasive species have a longer growing season. Lea attached longer in the fall than native woody species. Bockth twig; they attach singly. Berries are present only on female berries ripen to purple -black in late August. They sometimes r are not a food choice for birds because they set as a laxative death. The best thing to do with the berries is to put the branch limits germination and, if necessary, the pile can be treated�witk pictures of a buckthorn a small thorn between a The buckthorn leaf is also easy to identify. margin. On both sides of a middle vein that toward the tip. The leaves remain green into ves emerge earlier in the spring and remain orn berries have a stem that attaches to the buckthorn. Each berry has 3 — 4 seeds. The ,main on the tree all winter long. The berries diarrhea, dehydration and possible ie berries on them in a pile where it ide,in a concentrated area. She noted she prefers using, the cut -stump method for removing buckthorn. She explained the cut -stump method involves cutting it near the grade, (near the soil line) and then applying a herbicide to the cambium area (the outer rim of the stump just inside of the bark) of the freshly cut stump. She uses a buckthorn blaster to apply it. The blaster is filled with the herbicide which she puts coloring into so she can see it when it's applied. The tool only releases herbicide when pressure is applied. There is no risk of the herbicide translocating. It is very effective against re- sprout. She uses the herbicide glphosate which is known by its brand name Round Up. The benefits of glyphosate are: it does not translocate to .the soil ( stays where it is placed); it is inexpensive; and, it has a short half - life. For cut -stump or frill cutshe uses'an herbicide with a glyphosate strength of 18 -20 percent. Frill cut is when you chop the bark or tree around the entire circumference at the base of the tree. Then she puts herbicide on that chopped area. The buckthorn is killed but left standing. If a foliar application is being done that involves „spraying the leaves in late fall. For that she uses glyphosate strength 2 — 4 percent. Glyphosate can be, diluted withwater. During most of the year energy is being stored in the root structure of buckthorn. In the spring all of the energy stored in the root structure travels upward to develop leaves and grow. That is not the time to treat buckthorn. If the stump is cut during the spring a person will likely notice the stump appears to be wet. If it must be cut in the spring cut the stump a little bit high and come back and treat with herbicide at a later date. Don't apply the herbicide treatment from May 1 through July 1. When buckthorn is cut at grade but not treated spouts come out and each one of them has to be cut and treated. If the stump is cut higher off the ground it will be easier to cut the sprouts off. When people do a mass removal of buckthorn all at once the next year they find massive amount of garlic mustard in that cleared area and that is worse than buckthorn. In this area it is very likely there are mustard seeds in or near an area. When a great deal of buckthorn is removed at once and the canopy is opened to CITY OF SHOREWOOD WORK SESSION MEETING MINUTES February 24, 2014 Page 7 of 7 bright sunlight the garlic mustard has a prime growing environment. She recommended a slow removal approach. When she is doing a restoration area she primarily looks for the buckthorn with berries on. Her number one objective is to stop the seed production by removing the berry producers. If she cuts out anything with berries she believes she is doing a great job. After that she looks for higher value native plants seedlings and she tries to clear an area around them so they can grow. She will be a somewhat more liberal with buckthorn removal in those areas. After that she monitors the area and lets the area adjust to where the buckthorn was removed. When going through that process she encourages people to celebrate nature's rewards. With regard to getting rid of garlic mustard, she recommends hand pulling if out when it is in its flowering stage. Once it starts to develop seed pods it needs to be bagged or eomposted'separately after it is pulled. It is appropriate to spray herbicide on the first year seedlings but only in early spring or late fall when native plants are dormant. It's prudent to work the best areas first;' the areas with one or, two plants and with young plants. She displayed a list of restoration guidelines. Establish 'a pre- restoration timeline. Chart the restoration progress. Scout for new species and map if appropriate. Mayor Zerby stated the information provic wrench tool to help with the removal of buc tool is. Ms. Culbreth responded that approa the root comes out there is a crater left bel mustard to grow in. If someone wants to use native seeds in the holes. . Mayor Zerby thanked Ms,. Culbreth 4. ADJOURN Woodruff moved, Sandberg seco 2014,4f 6:59 P.M. Motion passed RESPEC'T'FULLY SUBMITTED Christine Freeman, Recorder ATTEST: Jean Panchyshyn, City Clerk was very, very good. He explained the City has a weed o rn. He asked Ms. Culbreth how effective she thought that Lakes a lot of energy and time to get the root out and when Fin the disturbed soil for things such as weeds and garlic it approach then it is,prudent that they put some local origin and sharing her knowledge. Adjourning the City Council Work Session of February 24, Scott Zerby, Mayor E-No CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, FEBRUARY 24, 2014 MINUTES I. CONVENE CITY COUNCIL REGULAR MEETING Mayor Zerby called the meeting to order at 7:03 P.M. Present: Absent: Mayor Zerby; Co Keane; City Clerk Director of Public Review Agenda uncilmernbers Hotvet, Panchyshyn; Finance Works Brown; and, City Mayor Zerby noted staff had asked that Ite Representative Appointment on the Lake agenda. Zerby moved, Woodruff seconded, approving Hotvet 3, 2014, Councifi't�u'b,x 27 rneetatt because she 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Woodruff-, Attorney ig Director Nielsen; agenda. He asked that Item 101 District Board be added to the Motion passed 510. Council Special Meeting Minutes of February a special meeting on February 3, 2014, because its January weather. She was not able to attend the special meeting She stated that w art ,,she readlIthe minutes for that meeting she was concerned about some of the comments that were adc,,466ut the approval of the increase to the stormwater rate. There were comments made about 6JAffig the Stormwater Management Fund, about the increase in the rate being a backdoor way of taxing,,, e residents, and about Council needing to act as grownups. She explained the City hired Ehlers to do a rate study for the stormwater rate and the sanitary sewer rate. Increasing the stormwater rate is not a backdoor tax or way to pay for trails. The Stormwater Management Fund was projected to have insufficient funds to meet the City's stormwater management needs. She noted she found the comments to be condescending and unfair. She stated there is no intention to raid or backdoor anything. Council is being 'fiscally responsible. She commented that Council talked about trails during its February 8, 2014, Council and staff retreat and there was discussion about possibly bonding for the construction of trails. She noted that she wanted to go on record that small rate increases have been well thought out. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 24, 2014 Page 2 of 14 Mayor Zerby stated she was missed at the February 3 meeting and that he appreciated hearing her comments this evening. Motion passed 510. B. City Council Executive Session Minutes, February 10, 2014 Hotvet moved, Siakel seconded, Approving the City Council Executive Session Minutes of February 10, 2014, as presented. Motion passed 510. A. City Council Work Session Minutes, February 10, 2014 Woodruff moved, Siakel seconded, Approving the City Council Work Session Minutes of February 10, 2014, as presented. Motion passed 510. B. City Council Regular Meeting Minutes, February 10, 2014 Hotvet moved, Woodruff seconded, Approving the City Council Regular Meeting Minutes of February 10, 2014, as presented. Motion passed 510. 3. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Hotvet moved, Woodruff seconded, Approving the Motions Contained on the Consent Agenda. A. Approval of the Verified Claims List B. Shorewood Yacht Club Multiple Dock Facility License C. Approval of Cooperative Agreement for Signal System County Road 19 and Trunk Highway (This was removed front the agenda at staff's request.) d 5/0. 4. MATTERS FROM T] There were no matters from the 5. PUBLIC HEARING None. presented this evening. 6. REPORTS AND PRESENTATIONS None. 7. PARKS A. Report on the February 11, 2014, Park Commission Meeting CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 24, 2014 Page 3 of 14 Director Nielsen reported on matters considered and actions taken at the February 11, 2014, Park Commission meeting (as detailed in the minutes of that meeting). Councilmember Woodruff stated that during its February 3, 2014, special meeting Council authorized the transfer of the proceeds from the sale of the residential property located at 5795 Country Club Road from the General Fund to the Park Capital Improvements Fund. Director Nielsen noted the Park Commission was pleased to hear that. Woodruff stated doing that provides the funding necessary for park improvement projects through 2015. 8. PLANNING A. Setback Variance /Variance to Construction Applicant: Dan and Trina Volbrecht Location: 5770 Smithtown Circle Director Nielsen explained Trina and Dan Volbrecht own They were cited in October 2013 for a zoning violation. T1 rear yard without a permit and in violation of Shorewo comply with the rear yard setback and side yard setback Single- Family Residential zoning district the property is lc requirements for an accessory structure in a residential Volbrechts chose to apply for variances. The City suspen requests had been resolved. He displayed a copy of'a sur and a picture of that structure that was taken in October. � accessory structure the size of what they want that we locations that would work as;wel: the property located at 5770 Smithtown Circle. to kconstructed a vinyl storage structure in their ad zoning regulations. The structure does not abutting the street requirements for the R -1C, cated in And, it does not meet the construction district. Rather than remove the structure the led any enforcement efforts until that variance vey showing the location of the vinyl structure staff identified three alternative locations for an uld comply with City Code. There are other Nielsen noted the Planning, Commission held a public hearing on their requests during its February 5, 2014, meeting and unanimohsly voted to deny the variances. It took into consideration that if something can be done without a variance it is, difficuh to satisfy the practical difficulty criterion for granting a variance. He explained staff had recommended that the violation be corrected within 15 days of the Council meeting. The Commission recommended they be given until May 15 to remove the structure. In response to a question from Councilmember Woodruff, Director Nielsen explained the tall posts that are part ofthe fence will have to be shortened so they comply with the Zoning Code. They are included in the zoning violation notice. Councilmember Sundberg noted she was the Council liaison at the Planning Commission meeting when this was discussed. She stated she understood the Volbrechts had thought they had come up with a good solution. Unfortunately, they did not know the requirements of the City Code. The Planning Commission did not think it was practical to ask them to remove the structure during the winter. Sundberg moved, Woodruff seconded, Adopting RESOLUTION NO. 14 -008. "A Resolution Denying Setback and Building Construction Material Variances to Dan and Trina Volbrecht, 5570 Smithtown Circle, and Requiring the Structure in Question be Removed No later than May 15, 2014." Motion passed 510. 9. ENGINEERING /PUBLIC WORKS CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 24, 2014 Page 4 of 14 A. Amendment to Chapter 610 of the Shorewood City Code Pertaining to Seasonal Weight Restrictions Director Brown explained that the Seasonal Weight Restrictions (SWR) identified in the City Code extend from March 1 to May 1. That does not give any consideration to the actual frost conditions in the ground. Before the internet age those restrictions used to be quite common. Cities were able to reduce the number of phone calls that came in asking if the weight restrictions were still in effect. Most metropolitan communities have gone to having their seasonal weight restrictions coincide with the Minnesota Department of Transportation (MnDOT) restrictions. That is what Council is being asked to consider for the City this evening. The City has about 103 SWR signs. With this process when Public Works personnel will have to put up the new signs. It wo do that. And, when MnDOT removes the restrictions the signs is labor intensive, cities understand that putting restrictions in p MnDOT has ways to accurately check the frost conditions and matched to its findings. The Seasonal Weight Restriction Ordinance has to be ch the MnDOT program. One place is for four -ton roadways Siakel moved, Hotvet seconded, Approving ORDINANCE NC Chapter 610 of the Shorewood City Code as it Pertains to Season Mayor Zerby noted he had spoken about this the City and contractors. Councilmember Woodruff stat will be done this spring. Direr May 1 SWR signs or bagging 1 won't enforce its Ordinance. when MnDOT thinks it is safe are left up the roadways are re! heavy load on other roadways deliver their, load. Woodruff sl know if there is or is not a wf and they will go on when the up. Brown explained if Cow signs would not be up until wanting to have weight resfij should be able to get the ne, minimum of six to eight wee] Motion passed 510. :)T ;implements weight restrictions :e three, people about one full day to have to be taken down. Although it otects their high -value investments. are its restrictions are appropriately places to implement the change to is for six -ton roadways. "An Ordinance Amending ht Restrictions." change will be good for both ;d the City won't have new weight limit signs by March 1. He asked what or Brown explained staff has talked about removing the current March 1 — aem because frost is not going to leave the ground any time soon. The City Noodruff suggested leaving the signs up now and then take them down dr, when the new signs are available. Brown explained if the current signs tricted from heavier loads and a contractor may be allowed to transport his but when the contractor reaches the City's border they won't be able to ued if the signs are taken down now there would be no way for people to int restriction. Brown noted that MnDOT's restrictions are currently off additions are soft. Woodruff expressed concern about not having any signs it approves this change to the Ordinance then next year in the spring the [nDOT enacted weight restrictions. Woodruff stated his concern is about tions in the City but there would be no signs up. Brown noted the City MnDOT generic weight limit signs quickly and that custom signs take a to get. B. Authorization for Expenditure of Funds for Seasonal Load Restriction Signs Director Brown stated staff is asking Council to authorize the purchase of 120 weight limit signs. The number includes a few spares. The State Contract pricing for the signs is $23.85 each or a total of $2,862. He noted that the 2014 Capital Improvement Program (CIP) has allocated $6,300 to replace a subset of CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 24, 2014 Page 5 of 14 signs in order to bring them into compliance with the Federal Highway Administration retroreflectivity standards. The weight limit signs were the next signs to be replaced. Sundberg moved, Woodruff seconded, authorizing the expenditure of funds out of the Capital Improvement Program for the purchase of new weight restriction signs for an amount not to exceed $2,862. Motion passed 510. 10. GENERAL /NEW BUSINESS A. Amending Chapter 201 Planning Commission of the Shorewood City Code Director Nielsen explained that during the February 8, 2014, Couneit and staff retreat there was a suggestion made to reduce the number of people on the Planning and Park Commissions to five from seven. The amendments to the City Ordinance Chapter 201 included in the meeting packet for this agenda item and the following agenda item would do that. He noted they do not address the attendance issue. He stated staff recommends that issue be referred back to the respective Commissions with the understanding that the current attendance requirements are quite liberal. Mayor Zerby noted that he supports making the change. T serve on these two Commissions as well as other commiss make the Commissions more effective and efficient. Woodruff moved, Zerby seconded, Approv Chapter 201 of the Shorewood City Code passed 510. B. Amendini Chapter 202 Park Co Woodruff moved, Chapter 201 of the 5/0. M easit rgy Proposal to find suitable applicants to He thought the change would ANCE NO. 509 "An Ordinance Amending Gins to the Planning Commission." Motion n of the 'Shorewood City Code NCE NO. 510 "An Ordinance Amending to the Park Commission." Motion passed Director Nielsen explained he and Mayor Zerby have met with representatives from JJR Power LLC who were makirig,a proposal to the City to install a solar array that would provide some portion of the electric power consumed by the Southshore Community Center (SSCC), the Badger well building, Badger Field and Shorewood City Hall. It would sell power to the City for less than or equal to what Xcel Energy charges. The rate would be guaranteed for a number of years. He noted John Jaffray with JJR Power is present this evening to "explain how things would work. He stated Councilmember Woodruff had submitted a list of questions to staff that he wanted answered and Mr. Jaffray had provided answers to them earlier in the day. He explained that in order to possibly qualify for funding for the program this year a letter of intent needs to be submitted and the application filed in a lottery by February 28. Mr. Jaffray thanked Council for the opportunity to be here. He explained a program was adopted in the State of Minnesota in June 2013 with Xcel Energy (Xcel) and other investment utilities where they have allocated a portion of SIT funds from conservation improvement allocations. Xcel will allocate $15 million a year for small projects for residential, government, nonprofit and commercial whereby those who install systems of a maximum size of 40 kilowatt (KW) per installation can receive a ten -year CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 24, 2014 Page 6 of 14 production payment from Xcel. In the case of Shorewood it would be 20 cent per kilowatt hour (KWh) produced. He explained JJR is not making a hard, binding proposal at this time because there is not adequate information to do that. They are not sure what size the array should be. The plan would be to submit a 20 KW capacity array proposal on behalf of the City to a lottery the State Department of Commerce runs. That capacity array would provide 27,000 KWh a year. It is approximated the energy consumption in the Badger Park property to be 10 -times that amount. Residential use is about 1,000 KWs per month. That window of opportunity closes on February 28. If the City were to win it would receive roughly a 20 KW allocation pot of money. That is 20 KW times the number of KWh used per year, for 10 years. That would allow a system to be installed and paid for by JJR or its investors. The City would buy energy at a reduced cost over 10 years. He stated JJR is a Minnesota company that has been doing stuff in Minnesota since 2006. He has been involved with energy in the State since 1995 and commodities, and finance since 1981. JJR would use panels made in Minnesota by tenKsolar. The project would cost $80,000 — $90,000 and that would be paid by JJR and its investors. The City would not have any out -of- pocket cost. A contract and lease -right agreement would have to be approved by Council., if the City received an award. The project would receive a 30 percent investment tax credit and accelerated appreciation. The panels have a 20 — 25 year useful life. He noted if the City gets an award it is not obligated to proceed and it can refuse any of the contract terms. He stated the objective is to have a win /win situation. He commended that he is a resident of the City of Deephaven. He stated it would be a relatively small project for JJR. And, it would be good for the economics of the Shorewood. JJR has not vetted out fully where the structure would go. Councilmember Sundberg noted she is very interested in renewable energy for Shorewood. She stated she thought there is a lot of potential for the City. She commented she lias many, many questions that would have to be answered. She expressed,rcluctance to going about this in this way. She thought there is a need for a planned approach. She stated there are many renewable energy players around; some are terrific and some are not. There are many technologies available. She commented that tenKsolar is a good company. She stated she is aware of many miserable flops and she does not want Shorewood to make that mistake. She suggested also looking into wind as a renewable energy while noting she is aware there are a lot of issues with that. She also suggested bringing 'in experts that can help Council and staff on financing, on technology' on appropriate location and so forth. She noted to move this forward quickly in order to meet the February 28 date is notcopellina to her. Councilmember Hotvet noted a decision has not been made about what Badger Park improvements will be made. She then stated that if Council decided to pursue the award she asked if it could be used for a project in a different area or if the scope could be larger. Mr. Jaffray stated the configuration and sizing would be locked in with the Department of Commerce. But, the City would not have to go forward with the project. The Department of Commerce does not want to receive a lot of frivolous applications. Mr. Jaffray stated the program JJR is talking about is one program that the City can pursue pursuant to the law and there are two or three other options that the City could pursue with regard to renewable energy in terms of solar. They are a Community Solar Garden Program and a Value of Solar Tariff. Councilmember Siakel stated she supports the idea of renewable energy and the idea of taking a well thought out approach to assessing its appropriateness for the City. She asked if the City could apply for the award next year. Mr. Jaffray responded it could. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 24, 2014 Page 7 of 14 Mayor Zerby stated he would like to apply for the award this year. That would not obligate the City to accept the award. He then stated things are moving forward with narrowing down options for Badger Park. He noted that he would be pleased if the solar array would be able to power the Badger Park lighting and irrigation system. He stated he does not think there would be any harm in applying for the award and then continuing to have additional dialogue about this. He then stated the possibly location for the array is good. Councilmember Woodruff thanked Mr. Jaffray and Mr. Woodley for answering the questions he submitted so quickly. He stated having to submit an application by February 28 when it is already February 24 does not sit well with him. He agreed the improvements to Badger Park have not been solidified. He questioned if the Public Works facility might be a better location'' for this. He stated he thought it prudent to entertain other players in this business as well if Council is serious about this. He noted he knows a fair amount about one of them and that company is a multi-billion dollar company. He stated he wants to pursue renewable energy but not the award. Mayor Zerby clarified that Council is being asked to support sending a letter of intent only. He noted he likes the fact that local investors would be investing in the residents. Councilmember Sundberg reiterated that she is interesting in looking into renewable energy for the City and that she wanted to bring experts in who can help Council and staff determine what makes the best sense. She commented that investors come and go; they are vapor. She stated the projects are generally well intentioned but they often vaporize because investors change their mind. She then stated the application would be made on the City's behalf but it would done in' cooperation with a company she doesn't know about. She noted that she is strongly against moving forward with this initiative. She stated there are plenty of similar incentives available. She then stated there will be more legislation that gets passed this legislative session that will mandate more investment in renewable energy by utility companies. She commented. that City will not lose anything by taking more time. Councilmember Woodruff concurred and stated the most monetary opportunity the City would lose would be about 519,900. He noted he is'dot,worried about this opportunity passing Council by. Woodruff moved, Sun further and brine back; item and directing staff to investigate this tv of sources. Mayor Zerby stated he appreciates Council's desire to look into this further. He then stated he viewed this as an ,opportunity to do something at no cost to the City. He viewed it as win/win situation. He noted that there will be a cost to the City to hire consultants to help Council and staff work through options. Motion passed 4/1 with Zerby ;dissenting. Mayor Zerby thanked Mr: Jaffray and Mr. Woodley for coming D. Boulder Cove Proposed Development — City of Chanhassen Director Nielsen explained in 2006 a developer proposed developing the property immediately south of the south end of Strawberry Lane. At that time twin homes and townhomes totaling 39 units were proposed. The development did not come to fruition. The City of Chanhassen has received a new development proposal for the Boulder Cove site. It would essentially be an extension of Strawberry Lane down to a cul -de -sac in the property serving 31 new lots and 2 existing properties. Shorewood staff has raised a number of issues that should be brought to the attention of Chanhassen. He clarified staff is not suggesting that the project be killed. He stated one of the issues raised is a land use issue. The proposal CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 24, 2014 Page 8 of 14 refers to 31 single - family residences yet the developer refers to them as its "NextGen Series ". Some of the 31 units are designed as basically two family dwellings. He noted Council recently approved an ordinance to allow accessory apartments for extended family use. He explained the City has tight restrictions on them. For example, the apartments are for extended family members only and there is a size restriction on it. They cannot be rented out. Staff is not sure what, if any, restrictions Chanhassen has. He explained another issue raised is about the amount of additional traffic, both vehicle and pedestrian, that would result from development and the effect it would have on two somewhat substandard roads with regard to width (Strawberry Lane and West 62"d Street). That issue was, also raised in 2006. Staff has suggested Chanhassen indicate what its intent would be particularly for West 62"d Street because traffic would probably primarily come and go that way to get to Highway 7. Strawberry Lane is a fairly narrow roadway and there is a lot of pedestrian traffic along there going to and from the School. Drainage was an issue in 2006. It appears for the recent application that the developer has spent a fair amount of time attempting to address the drainage issue. Based on what staff has looked at so far the developer will route the stormwater runoff out to the south.. Nielsen stated staff suggests the issues and concerns they identified be incorporated into a letter to Chanhassen that Mayor Zerby would sign. The letter needs to be received by March 6; the end of the comment period. Councilmember Hotvet disclosed she lives along Strawberry Lane. She asked that the City strongly request that a traffic study be done (issue 96). She explained the traffic on that road is extremely heavy in the morning and afternoon with people driving or walking to and from the Minnewashta Elementary School. The trail also crosses ih that area. She questioned how a proposed streetlight will work at the intersection of Strawberry Lane and West 62"d Street (issue 911). Councilmember Woodruff, also expressed concern about Strawberry Lane. He stated the development would be in the Minnetonka School District and he assumes the proposed houses would be attractive to families with children of or goig,to be of elementary age. That will generate a lot of additional pedestrian traffic as well: He then stated there is a development being proposed in Shorewood along Summit Avenue, a substandard street, ;which residents in Shorewood and Chanhassen have concerns about: He went on to state that the proposed development in Chanhassen will be in an already congested area. He noted that he supports including all of the 11 issues and concerns identified by staff in the letter. He commented that albeit infrequently when he tries to go east on Highway 7 after coming south on Church Road during the morning; rush hour it takes a lot of time. He thought a stop light is needed at that intersection. Councilmember Sundberg stated the proposed Boulder Cove development in Chanhassen is far more serious than the proposed Summit Woods planned unit development (PUD) in Shorewood. The Boulder Cove development would include significantly more dwelling units. She noted she supports incorporating all 11 issues and concerns in the letter. Councilmember Siakel stated there is a big difference between a 4 unit development and a 31 unit development. She asked Director Nielsen what NextGen means. Nielsen explained from what he can tell it is the next generation model that the developer has come up with. The units would be divided with a main level and lower level each with a kitchen, separate access and separate living quarters. The two units could be locked off. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 24, 2014 Page 9 of 14 Councilmember Hotvet asked that the issue of the trail crossing be added to the list of issues and concerns. Councilmember Woodruff stated the Boulder Cove Community narrative included in the meeting packet states "This revolutionary series is a multi- generational home plan designed specifically to accommodate two adult generations living under one roof with privacy and convenience." Director Nielsen stated staff does not know how Chanhassen will regulate that. Councilmember Hotvet stated if a development is totally within Chanhassen she asked if it can build an exit/entrance on to Shorewood property. Director Nielsen explained this development would be using a public street and it has the right to do so. Based on past experience, Minnesota Department of Transportation (MnDOT) will not allow the development to have an access, to Highway 7 especially so close to Church Road. A number of years ago there were two corridor studies dune and as a result of one Shorewood closed five direct accesses to Highway 7. Hotvet clarified she was talking about feeding onto Strawberry Lane. Nielsen stated for the proposed Summit Woods'PUD the new residents will end up using Hummingbird Road at times and that roadway is located in Chanhassen. Staff's issue is about if the roadways can support the development. He noted there is n0 way to route the traffic directly onto Church Road. He then noted that the excerpt from the February 27, '2006, City Council meeting minutes included in the meeting packet answers some of the questions being asked: Mayor Zerby stated the excerpt from the February 27 meeting indicates there were 14 people on record that spoke to the issue. Yet, there is no one present this evening to comment on this. He asked if this came up quickly or if more information was provided ' in advance in 2006. Director Nielsen stated the application was received by Chanhassen on February 14; 2014, He noted that Chanhassen will hold a public hearing on the development on March 18. Councilmember Woodruff asked if the 2006 nronosal showed an entrance onto West 62nd Street. Director Nielsen stated the road design is just about identical to the one in the 2006 proposal. Martin Heiland, 26510 West 62 "" Street, stated his, property is three driveways from the access to West 62nd Street. He noted he spoke with the Chanhassen City Engineer last week. He stated West 62nd Street is narrow and small and it is deteriorating,, When four houses were built in a new development along Strawberry Lane the construction traffic really put a lot of wear and tear on West 62nd Street. He can't imagine what the construction traffic for 31 houses will do to the roadway. The City Engineer told him that Shorewood maintains West'62nd Street. And, because the development only borders that roadway by a small amount the developer is not obligated to make upgrades to West 62nd Street. He indicated he supports addressing the issues and concerns that have been raised. He noted that this evening he wanted to make his concerns known, He stated the Minnetonka School District is open enrollment and there are lots of parents who have to drive their children to school. The traffic is very busy between 7:00 A.M. and 9:00 A.M. on school days. He finds it scary to walk with his two young children to the bus stop at Church Road. It is a 100 foot walk on West 62nd Street and sometimes 10 cars will drive by during the short walk. Councilmember Hotvet stated there is a driveway into the development off of Highway 7. She asked if that could be a separate access road. Director Nielsen stated he thought it was one or two driveways that serve the existing houses. He explained the plan staff has seen shows that those will be closed off and those two houses would access the new cul -de -sac. Hotvet clarified at the access off of Highway 7 she is talking about there are two pieces of wood across it. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 24, 2014 Page 10 of 14 Director Nielsen explained the corridor studies for Highway 7 basically recommended the removal of direct access points onto Highway 7 for safety reasons. Based on experience if there is access off of Highway 7 onto an internal street he does not think MnDOT will allow that either. He stated he is not sure the neighborhood would want another thru street. There was a lot of controversy about that when Shorewood Oaks was built. Hotvet stated it would be interesting to know what MnDOT's position is on that existing access. Nielsen stated a comment could be added regarding what is MnDOT's position on access to Highway 7. Councilmember Woodruff asked if the Shorewood /Chanhassen boundary is the middle of West 62"d Street. Director Brown responded it is. Woodruff then asked if Chanhassen is,responsible for one half of the roadway. Brown responded yes. Woodruff moved, Siakel seconded, directing staff to draft incorporating the eleven issues and concerns identified by st, it. Councilmember Sundberg clarified that Councilmem crossing be added. Without objection from the maker or seconder, the concern about the trail crossing. Motion passed 510. E. Representative Appointm Mayor Zerby noted that at the dais this evening representative appointment to the Lake Minnetonka representative Mark Sylvester, has been unable to att that position. There has been one applicant and the C meantime he thought it would be prudent to appoint LMCD Board meeting. Staff' member and Shorewo interim representative. If the applicant is well suites rescinded during a future,meetin . LMCD member, cii Hotvet moved, Woodruff seco Appointing Julie Moore as the District Board." Motion passed 51 11. OLD 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Monthly Budget Report City of Chanhassen ing the Mayor to sign that a concern -about the trail amended to include adding the n District Board Council ; found a "copy of a resolution making a Conservation District (LMCD) Board. The former ;nd recent meetings. The City has advertised to fill uncil will interview that person on March 10. In the an interim representative to attend the February 26 A resident Julie Moore is willing to serve as the to that position Ms. Moore's appointment will be es cannot have an alternate representative. ag RESOLUTION NO. 14 -009, "A Resolution esentative to the Lake Minnetonka Conservation Mayor Zerby noted the meeting packet contains a copy of the December 2013 General Fund Monthly Budget Report. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 24, 2014 Page 11 of 14 2. Reminder of Upcoming Work Session on March 10, 2014, to Review the Current Southshore Center Agreement and Discuss the Advisory Committee Proposal Mayor Zerby noted a Council work session is scheduled for March 10, 2014, to review the current Southshore Community Center (SSCC) agreement and to discuss the Southshore Center Advisory Committee's (SCAC) proposal. He explained staff has met to discuss questions staff had about the business plan the Vantage Team prepared for the SSCC. Staff would like to discuss the questions it has with Council. Director DeJong noted that staff is meeting on February 25 to summarize the questions it has and it will email them to Administrator Joynes for his review. Mayor Zerby noted the SCAC has sunsetted. Its last meeting meeting Greenwood Mayor Kind made a presentation; she expan The SCAC thought Kind could make a presentation to the City ( SSCC. She will make her presentation to the Shorewood City Co Other Engineer Hornby noted that the residents in the Sunnyvale neighborhood meeting on February 27 from 6:30 — 7:30 P.M Director DeJong stated the preliminary year positive with the amount being about the s previously City -owned property located at 5' reserves had been budgeted for use to balance 2013 financial audit will happens during April. component of the new financial system. Repr( week. out one week ago. During that �e Vantage Team's presentation. of the five cities that co -own the •ing its March 24 meeting. hood have been invited to a about the improvement project. 2013 budget indicates that the year should end in a as the amount of the proceeds from the sale of the `ountry Club Road. About $100,000 of General Fund )udget. That 'ill not be needed for 2013. He noted the F is moving forward on the conversion to utility billing lives from Sprgbrook will be on site three days next Mayor Zerby stated hearing that the City came in under budget is good news. Director Nielsen Mated that during deer survey done by the Minnesota B. Mayor and City, Council he will present the results of the 2014 aerial of Natural Resources. Councilmember Hotvet stated that earlier in the day she and Mayor Zerby were among about 35 people who attended a meeting about a possible Lake Minnetonka Regional Scenic Byway initiative. She found the meeting to be very informative and beneficial. She noted things are in the exploratory phase. People are being educated and it is' up to them to educate others about what that it would mean for the communities and the roadways. As things evolve the information will be brought back to the various city councils, agencies, businesses and so forth. Mayor Zerby noted he will attend a South Lake Minnetonka Police Department Coordinating Committee meeting on February 26 at 5:30 P.M. Councilmember Siakel stated that during Council's February 10, 2104, meeting she gave a brief update about the January 22, 2014, Excelsior Fire District (EFD) Board meeting she attended. In hindsight she now believes that should have given a more thorough report. The comments made after her report CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 24, 2014 Page 12 of 14 questioned if she had exceeded her authority during the Board meeting. She believes she acted within her scope of authority. She provided some background information and facts. • The five cities that are part of the EFD are serviced by a volunteer fire department. • There are currently approximately 44 volunteers. The member cities are fortunate to have people willing to volunteer. • The EFD has two fire stations — one along Smithtown Road in Shorewood and one in Deephaven. • The firefighters are paid an hourly call rate. The 2013 rate was $10.46. • If the EFD had to have a full-time department the member cities could possibly have to pay triple what the current cost is. • Firefighters have to meet a very rigorous training program, they are required to live in close proximity of one of the two stations, and they are on call. • Firefighters think their per - year -of- service (PYOS) pension Benefit is an important part of the compensation they get. That benefit has been in place for a very long time. • An increase to the benefit has been a topic of discussion for quite some time. • EFD Board Chair Greg Miller from the City of Excelsior did a very good job of orchestrating the effort to define principles and policy guidelines for future benefit increases based on the Excelsior Firefighters Relief Association's (EFRA's) fund for pensions (Fund) coverage ratio, or Funding Coverage Percentage (FCP), thresholds and corresponding PYOS pension benefit percentage increases. • When she first updated Council on the EFD Board and EFRA Board discussions about a benefit increase in October 2013 what was being considered was a 4 percent ($250) benefit increase for 2014. An 8 percent ($500) increase was ultimately approved by EFD Board during its January 22, 2014, meeting. She voted in favor of ,that. The Office of the State Auditor (OSA) only allowed a $350 increase in 2014 so the other $150 will be carried over to 2015. • When the benefit increase was discussed by the two Boards during October a 4 percent increase was proposed for 20,14 — 2017. At that time the following increase guidelines were proposed: If the coverage ratio was,at least 110 percent and less than 115 percent the PYOS increase would be 2 percent; if the ratio was,at least 115 percent and less than 120 percent the PYOS increase would be 3 percent; i the ratio was, at least 120 percent and less than 125 percent the PYOS increase would be 4 percent; and, if "the ratio was at least 125 percent the PYOS increase would be 5 percent. During its January 22, 2014, meeting the EFD Board approved higher coverage ratios in the resolution the EFD Board adopted establishing policy guidelines for PYOS pension benefit increases (112 percent - 2 percent, 117 percent — 3 percent, 124 percent — 4 percent, 132 percent — 5 percent)., That is why a higher 2014 benefit increase was approved. The new guidelines will go into effect for 2015. There was a lot of negotiation that took place during that meeting • As a Council appointed liaison to the EFD Board she has the authority to negotiate and to make decisions in the best interest of Shorewood and its residents. That is what she did. • The volunteer firefighters become partially vested in their pension after 10 years of active service and they are fully vested after 20 years. • Any person who gives 20 years of their time and meets all of the demands of the Department certainly deserves the EFD Board to act in good faith. She believes the Board did that. • The EFD Board unanimously adopted the resolution establishing policy guidelines for pension increases. The majority adopted the resolution approving a guaranteed increase in the 2014 PYOS pension benefit. That was the right thing to do. The benefit was last increased in 2007. • The money in the EFRA's Fund is the EFRA membership's money. The vast majority of the money is from the Fund's investments earnings. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 24, 2014 Page 13 of 14 If there is a significant downturn in the market that creates a situation where the funding level in the Fund does not cover the entire pension liability the member cities through the EFD are required to make mandatory contributions to the Fund to help restore it to 100 percent funded. The 2008 market event created such a situation. In large part EFD General Fund reserves were used to make the contributions. There have been very few times when mandatory contributions have been required. Siakel explained that during its January 22, 2014, meeting the EFD Board again discussed the need to put aside contingency funds in the event of another significant downturn in the market. She noted it is not fair for the firefighters to be solely responsible for maintaining a high coverage ratio to protect against the need for mandatory contributions. The EFD Board agreed that a portion of the EFD 2013 Operating Budget surplus will be set aside for future mandatory contributions. Siakel stated there has been very thoughtful planning by the EFD Board and1here has been a lot of back and forth amongst the EFD Boardmembers. She thought things, are in the right place and that the Board did the right thing. She then stated that to suggest she exceeded her authority as the City's representative on the EFD Board — she absolutely did not. She did what was in the best interest of Shorewood and its residents and a volunteer fire department that goes above and beyond every day. She went on to state that she will give a more thorough report on the EFD Board's March 26 meeting and the discussion about setting aside funds in case there is another significant market downturn. Siakel clarified that the EFRA Board and membership does not need the EFD Board's approval to increase the PYOS pension benefit. She stated she thought the outcome of the negotiations was a win/win. Councilmember Sundberg thanked Councilmember Siakel for befng' so diligent and stated she believes Siakel is doing an excellent job.' She noted that she could not agree more with Siakel's approach. Councilmember Hotvet thanked Councilmember Siaket for coming back and responding in an appropriate and respectful way and for,presenting the facts. She expressed appreciation for what Siakel is doing as a member of the EFD Board. She stated,she is,confident that Siakel is doing the right thing on behalf of the residents. Safety conies first. She thanked Siakel. Mayor Zerby stated the EFb Board is and has been well run. He then stated he knows that the Board has had discussions for a long time about the need to set aside contingency funds in the event of the need for future mandatory contributions. He noted he was a member of the EFD Board for two years after the 2008 market event. He expressed his appreciation for the work Councilmember Siakel has done as a member of the EFD Board. He stated the EFI)'s volunteer firefighters deserve an increase. He thanked Siakel. Councilmember Woodruff stated he feels suitably chastised for comments he made during the February 10, 2014, Council meeting regarding this topic that he thought were appropriate. He then stated the message for him is that in the future when guidance is given or sought by a representative to a commission that it should be done in the form of a motion and have Council vote on it. It would make it clear what is authorized. That is what some cities do. Woodruff then stated that Councilmember Siakel pointed out that the EFRA Board can increase the PYOS pension benefit without the EFD Board's approval. Should that occur the EFRA would be solely responsible for any shortfalls in the Fund. He went on to state that even though the previous shortfalls were funded out of reserves it was out of the cities' pockets. The reserves were there to be spent for something else. The reserves should be spent for something necessary or to reduce the cities contributions CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 24, 2014 Page 14 of 14 to the Fire Department. To consider it free money to be used anyway people want would be fiscally irresponsible. Councilmember Hotvet noted that she does not support making everything a motion when giving guidance. To her that is micromanaging. Director Brown thanked the Public Works personnel for their efforts during last Thursday and Fridays significant snow event. Many of them worked 13 — 16 hours to keep the City's roadways safe. They did an excellent job under challenging conditions. Councilmember Sundberg asked how the City's salt situation is. Director Brown explained salt is in very short supply. Next year's contracts will include guarantees. Staff has managed to get a different form of salt for about twice the price and it has diluted the mix in order to try and get through the season. Mayor Zerby thanked Director Brown and his Public Works, teem for their efforts. He noted that he continually receives compliments from residents on how quickly and how well the City's roadways are cleared. Councilmember Siakel stated she does not remember ever recciving a,sn+ow alert message from the City. She noted she thought it was well written and to the point. Director Brown stated the City's Communications Coordinator came across that and suggested theCity send out the alert. The City will continue to use that. Attorney Keane explained that he has been in consuls the fact that effective March 3, 2014, he is going to LLP. That is a larger firm, larger platform and more continuing to serve as Shorewood's City Attorne, experience in municipal practice. He anticipates a same level of service that he has provided. His rate he will work with Clerk Panchyshyn on a reso consideration on March 10, 2014. 13. 2014, at 8 Christine ATTEST: ration with Administrator Joynes for some time about be affiliating his practice with law firm Kutak Rock compatible with the work that he does. He plans on and he will be backed up by others who have seamless transition. He will continue to provide the and retainer structure will not change. He noted that lution for an amended designation for Council's Siakel seconded, Adjourning the City Council Regular Meeting of February 24, Vl. Motion passed 510. Scott Zerby, Mayor Jean Panchyshyn, City Clerk ® #3A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title/ Subject: Verified Claims Meeting Date: March 10, 2014 Prepared by: Michelle Nguyen, Senior Accountant Bruce DeJong, Finance Director Attachments: Claims lists from both old and new financial systems Policy Consideration: Should the attached claims against the City of Shorewood be paid from current funds available? Background: Claims for council authorization. 60151 -60153 & ACH 37,447.00 Pending Checks 193,868.55 Total Claims $231,315.55 Staff has implemented the new software for the financial side of the operations, but we are still sorting out reporting processes. We have included the claims from the old system which are payments for invoices dated through the end of December. New claims for 2014 are entered into the new software. We have also included a payroll summary for the payroll period ending February 8, 2014. Financial or Budget Considerations: These expenditures are reasonable and necessary to provide services to our residents and funds are budgeted and available for these purposes. Options: The City Council is may accept the staff recommendation to pay these claims or may reject any expenditure it deems not in the best interest of the city. Recommendation / Action Requested: Staff recommends approval of the claims list as presented. Next Steps and Timelines: Checks will be distributed following approval. Accounts Payable Check Detail User: mnguyen Printed: 03/06/2014 - 2:20PM Check Number Check Date Amount 4 - AFSCME CO 5 MEMBER HEALTH FUND Line Item Account 0 02/24/2014 Inv PR Batch 00002.02.2014 Dental- Union 408.00 0 Total: 408.00 4 - AFSCME CO 5 MEMBER HEALTH FUND Total: , i ; ... : 408:00 3 - DELTA DENTAL OF MINNESOTA Line Item Account 0 02/24/2014 Inv PR Batch 00002.02.2014 Dental- Non Unio 478,92 0 Total: 478,92 3 - DELTA DENTAL OF MINNESOTA Total: I . 478.92 5 - EFTPS - FEDERAL W/H Line Item Account 0 02/24/2014 Inv PR Batch 00002.02.2014 Medicare Employer 11,545.33 0 Total: 11,545.33 5 - EFTPS - FEDERAL W/H Total: 11,545.33 6 - HEALTH PARTNERS Line Item Account 60151 02/24/2014 Inv PR Batch 00002.02.2014 HealthInsurance- 12,957.50 60151 Total: 12,957.50 6 - HEALTH PARTNERS Total: 12,957.50 2 - ICMA RETIREMENT TRUST - 302131 -457 Line Item Account 60152 02/24/2014 Inv PR Batch 00002.02.2014 Deferred Comp Fla 1,325.00 60152 Total: 1,325.00 2 - ICMA RETIREMENT TRUST - 302131 -457 Total: 1,325.00 7 - MINNESOTA LIFE Line Item Account AP -Check Detail (3/6/2014 - 2:20 PM) Page 1 Check Number Check Date 0 02/24/2014 Inv PR Batch 00002.02.2014 Life Insurance 0 Total: 7 - MINNESOTA LIFE Total: 11 - MN DEPT OF REVENUE Line Item Account 0 02/24/2014 Inv PR Batch 00002.02.2014 State Income Tax 0 Total: 11 - MN DEPT OF REVENUE Total: 9 - PERA Line Item Account ' 0 02/24/2014 Inv PR Batch 00002.02:2014 MN PERA Benefit E 0 Total: 9 - PERA Total: 8 - PRUDENTIAL GROUP INSURANCE Line Item Account 60153 02/24/2014 Inv PR Batch 00002.02.2014 Short Term Disabi 60153 Total: 8 - PRUDENTIAL GROUP INSURANCE Total: 1 - WELLS FARGO HEALTH BENEFIT SVCS Line Item Account 0 02/24/2014 Inv PR Batch 00002.02.2014 HealthSavings Ac 0 Total: 1 - WELLS FARGO HEALTH BENEFIT SVCS Total: Total: AP -Check Detail (3 /6/2014 - 2:20 PM) Amount 390.84 390.84 390.84 1,907.11 1,907.)] 1,907.11 6,420.61 6,420.61 6,420.61 725.64 725.64 725.64 1,288.05 1,288.05 1,288.05 37,447.00 Page 2 Amount DC: Dependent Care Deduction 192.00 DC -FL: Deferred Comp Flat Amount 1,325.00 DR: Dental - Non Union 239.46 DU: Dental - Union 204.00 FED: Federal Income Tax 4 ,242.51 FICA: FICA Employee Portion 2,959.31 FICAR: FICA Employer Portion 2,959.31 H -CP: Health Ins - CoPay 1,866.60 H -HSA: Health Insurance -HSA 4,612.15 HSA: Health Savings Account 1,288.05 LI: Life Insurance 195.42 LTD: Long Term Disability 141.57 MEDI: Medicare Employee Portion 692.10 MEDIR: Medicate Employer Portion 692.10 MNPERA: MN -PERA Deduction 2,972.51 MNPERR: MN PERA Benefit Employer 3,448.10 STATE: State Income Tax 1,907.11 STD: Short Term Disability 221.25 WC: Workers Compensation 1,128.71 ZZ-DF: Direct Deposit - Flat Amount 4,164.59 ZZ-DP: Direct Deposit Percentage 28,805.53 Report Total: 64,257.38 PR- Deduction Register - Totals Only (3/6/2014 - 2:37 PM) Page I liti U li LL. 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C. r'a 00 ON M al 00 r" In en CD n �rl In ll�� rl- 01 Irl tl- m xL7 1-1 1� OF 'IF OF Ix 00 `0 Q 'C IC V- vi C' 0, 4 C' o' 0' 0, '-4 d, cy, J, '0� 0, 0' C� ck 4-1 71 00 w c' r In V'� In In ,-I �n In "n 11" �`nl In �n In 41� C, It CE C, z a, u > E S Z Z; 7S 7S Z3 E; -:3 S E 7-- 7=, u > C� �r "'r --T "T w Oc� rrt v 00 888888 U m 'n rn M en m t -t 'T E g g g g � ll g g g "I M r M M 'n m In m " f�) -r rn ca va r,l n r- 00 C, �71 ell CD C t, fa •A > fq > go ON A U, 'M -3 z > L) u u u tj u cc 24 r cl �l CA 00 or, r'l t- CE c C, C� C� C, -1 IT Ir 'r > w" w Oc� rrt kill) City of Shorewood Council Meeting Item Title / Subject: Appointment of City Attorney Timothy J. Keane, Kutak Rock, LLP Meeting Date: March 10, 2014 Prepared by: Jean Panchyshyn, City Clerk Reviewed by: Attachments: Resolution Policy Consideration: Update of the City Attorney's firm name. . MEETING TYPE Regular Meeting Background: At the February 24, 2014, City Council meeting, City Attorney Timothy J. Keane notified Council of his move from Malkerson Gunn Martin LLP to Kutak Rock LLP, effective March 3, 2014. On January 31, 2014, Council adopted Resolution No. 14 -005, making appointments to certain offices and positions, where Timothy J. Keane, Malkerson Gunn Martin LLP, was appointed as City Attorney. The attached resolution corrects the new firm name and appoints Timothy J. Keane, Kutak Rock LLP as City Attorney. Options: 1) Approve the Resolution correcting the City Attorney's firm name. Recommendation /Action Requested: Approval of the attached Resolution appointing City Attorney Timothy J. Keane, Kutak Rock LLP. Next Steps and Timelines: Staff will update its records to reflect this change. 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 K T MK ROCK L P ATLANTA CHICAGO SUITE 1750 DENVER U.S. BANK PLAZA SOUTH DES MOINES FAYETTEVILLE 220 SOUTH SIXTH STREET IRVINE MINNEAPOLIS, MN 55402 -4511 KANSAS CITY LITTLE ROCK 612- 334 -5000 LOS ANGELES FACSIMILE 612 - 334 -5050 MINNEAPOLIS OKLAHOMA CITY www.kutakrock.com OMAHA PHILADELPHIA RICHMOND March 6 2014 SCOTTSDALE WASHINGTON WICHITA Mayor Scott Zerby and Members of the City Council City of Shorewood 5755 Country Club Road Shorewood, MN 55331 -8926 Re: Agreement for Municipal Legal Services Dear Mayor Zerby and City Council Members: On behalf of Kutak Rock LLP (the "Firm "), I am pleased to submit this Agreement for Municipal Legal Services to the City of Shorewood (the "City "), This letter is intended to serve as the understanding concerning the scope of legal services to be provided by the Firm to the City and the fees which will be charged for such services (the "Agreement "). This Agreement reflects the same terms and rates as set forth in the prior Agreement dated January 6, 2011. The City appoints the Firm as city attorney, with Tim Keane acting as city attorney with respect to the services described in this letter. Tim will be backed up and assisted as necessary by David Murphy. David has over 13 years as public finance counsel for municipal and public corporations throughout the region. The city attorney agrees to perform all usual and customary civil legal services for the City as follows: a) Work within monthly retainer. Routine legal work shall be provided under a monthly retainer, including attendance at regular and special council meetings; day -to -day telephone /e -mail consultations with City staff, drafting and review of routine ordinances, resolutions and correspondence; advising the City Council, City Administrator and staff on routine legal matters; advice on parliamentary procedure; review of routine municipal contracts, including contracts for public improvements, performance bonds, certificates, of insurance, construction and purchase of equipment; routine advice on matters related to enforcement of the building, housing and zoning codes; -legal briefings regarding' new or proposed legislation affecting municipal operations and activities; advice on open meeting and data practices /privacy matters; and routine advice on municipal employment matters. Compensation for the retainer in 2014 shall be $1,850.00 per month. Mayor Scott Zerby and Members of the City Council March 6, 2014 Page 2 b) Non - retainer work. Legal work of a non - routine nature not covered by the retainer shall be compensated at an hourly rate. We will do our best to anticipate these projects, circumstances or disputes that fall outside the monthly retainer and provide advice of opening a new matter. Work outside of the retainer shall include: (1) litigation matters, including actions, suits, or proceedings in all courts and before any administrative boards, tribunals, arbitrators, or hearing officers; (2) real estate matters, including land acquisition by negotiated purchase or eminent domain and advice concerning environmental law issues; (3) matters involving utilities or telecommunications regulation; and (4) other matters determined not to be "routine legal work." Work of a non - routine nature shall be billed at an hourly rate of $185 for shareholder level attorneys with 10+ years' experience; $155 for associate level attorneys; and $100 for paralegals and law clerks in 2014. C) Development Work. The development rate will apply to the negotiation and preparation of development, 'subdivision and related agreements and representation of the City or Economic Development Authority with respect to economic development or redevelopment matters for identified projects. This is work that is customarily billed through the city to an outside entity or third party for reimbursement. This work shall be billed at an hourly rate of $220 for senior attorneys;$165 for associate attorneys; and $125 for paralegals and law clerks in 2014. The hourly rate is billed for all services provided to the City, including phone calls, intraoffice conferences, client conferences, legal research, etc. Travel time and mileage are charged based on the shorter of the two alternatives: travel time and mileage from the Minneapolis office; or travel time and mileage from the point of departure, if different from the Minneapolis office (e.g., the attorney's home or another client's office). Hourly rates shall be adjusted annually by letter supplement. The amount of the retainer and the volume of work performed thereunder shall be reviewed and adjusted at the time of adjustment of the hourly rates. 3. The Firm shall also be reimbursed for any costs and disbursements which it incurs in connection with providing any of the services described in paragraph 2 of this letter. Reimbursable costs and disbursements shall be actual costs without a mark -up and shall not include charges for secretarial or word processing services. Costs and expenses advanced by the Firm for the benefit of the City, including filing fees, process service fees, court reporter fees, courier fees, postage and computer research charges shall be billed. The firm does not charge for day -to -day photocopy expenses, although larger copy projects are reimbursed at firm cost. Billings by the Firm to the City for services, costs and disbursements shall be made monthly. The billing statement shall be of sufficient detail to adequately inform the City concerning the tasks performed, the attorney performing them, the time spent on each such task and the nature and the extent of costs and disbursements. The statement shall also show the total time spent and the fees. 4844 - 8694 - 9657.1 Mayor Scott Zerby and Members of the City Council March 6, 2014 Page 3 4. It is the intention of the parties that Tim Keane will perform, supervise and be responsible to the City for the legal services herein agreed upon, except in the case of extraordinary circumstances involving disability, unavoidable conflict or other good and substantial reasons. Other Firm attorneys may from time -to -time be directed to perform services described in this letter under the supervision of Tim Keane. The Firm agrees that it will not undertake the representation of any person or other entity during its appointment as City Attorney in instances where such representation may create a potential conflict of interest, unless: a) The Firm reasonably believes the representation will not adversely affect its relationship with the City; and b) The City and such other person or entity has consented after consultation. The Firm agrees that it will not, during its appointment as city attorney, undertake representation of any elected official of the City in connection with any personal legal matter of such person, and will not during such appointment, absent the consent of the City Council, undertake the representation of any other employee of the City. The provisions of this letter shall be deemed to be automatically extended from year -to- year or extended with such modifications or adjustments as the City and the Firm may agree from time to time. Dated: March 61, 2014 KUTAK ROCK LLP By. Timothy J. Keane Dated: March , 2014 CITY OF SHOREWOOD Loan Dated: March _, 2014 cc: Steve Likes, Esq. 4844 - 8694 - 9657.1 Scott Zerby, Mayor Bill Joynes, City Administrator CITY OF SHOREWOOD RESOLUTION NO. 14- A RESOLUTION MAKING APPOINTMENTS TO CERTAIN OFFICES AND POSITIONS WITHIN THE CITY OF SHOREWOOD FOR THE YEAR 2014 WHEREAS, Resolution No. 14 -005 was approved at the January 13, 2014, Regular City Council meeting making various appointments to offices and positions within the City of Shorewood for the Year 2014; WHEREAS, Resolution No. 14 -005 appointed Timothy J. Keane, Malkerson Gunn Martin LLP, as City Attorney. WHEREAS, Timothy J. Keane has relocated to the firm Kutak Rock, LLP. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood that Timothy J. Keane, Kutak Rock LLP, is appointed as City Attorney, and such appointment shall be effective March 3, 2014, and shall continue for the remainder of the year or until such time as a successor is appointed by the City Council. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 10th day of March, 2014. Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk 3C MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: Appointment of Tad Shaw as Minnetonka Community Education Advisory Council representative Meeting Date: March 10, 2014 Prepared by: Jean Panchyshyn, City Clerk Reviewed by: Attachments: Resolution Policy Consideration: Should the City Council appoint Tad Shaw to serve as the Minnetonka Community Education (MCE) Advisory Council representative? Background: Tad Shaw has served as representative on the Minnetonka Community Education Advisory Council for about 20 years, and he is interested in continuing to serve for 2014. As no other candidates have come forward, Council may decide to appoint Mr. Shaw for another term. Should another candidate express interest in serving on this advisory council, Tim Litfin, MCE Executive Director, indicated an additional member would be welcome. Options: 1) Approve the attached resolution appointing Tad Shaw as the Minnetonka Community Education (MCE) Advisory Council representative for 2014. Recommendation /Action Requested: Approval of the attached resolution provided. Next Steps and Timelines: Staff will notify MCE of Tad Shaw's appointment. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD RESOLUTION NO. 14- A RESOLUTION MAKING AN APPOINTMENT TO THE MINNETONKA COMMUNITY EDUCATION (MCE) ADVISORY COUNCIL WHEREAS, the City of Shorewood annually appoints a Shorewood resident to serve as City Representative on the MCE Advisory Council; and WHEREAS, the City advertised this volunteer board opportunity for appointment to said Advisory Council; NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Shorewood hereby appoints Tad Shaw as City Representative on the Minnetonka Community Education (MCE) Advisory Council for the year 2014. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 10th day of March, 2014. Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk #3D MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Accepting Constructed Improvements and Authorizing Final Payment for the County Road 19 Sidewalk Extension Project, City Project 12 -01. Meeting Date: 3/10/2014 Prepared by: Paul Hornby Reviewed by: Attachments: Resolution, Final Payment Summary Background: The City awarded the County Road 19 Sidewalk Extension Project, City Project 12 -01, to Barber Construction Company, Inc. on April 22, 2013. The sidewalk extension is a project scheduled in the Capital Improvement Program and budgeted through the Trail Construction Fund. The project extended the city sidewalk system from the Lake Minnetonka Regional Trail in front of Xcel Energy and the Hanus Transportation Facility. Barber Construction Company, Inc. has completed the scheduled work in general conformance with the Contract documents and has requested final payment. The City Engineer has determined that the project is substantially complete and final payment is appropriate. Barber Construction Company, Inc. has submitted the two -year Maintenance Bond, Minnesota Form IC- 134 Withholdings Affidavit and the signed request for final payment. A Resolution Accepting Improvements and Authorizing Final Payment for the County Road 19 Sidewalk Extension Project, City Project 12 -01, are included for Council consideration of approval. Financial or Budget Considerations: The Project was awarded to Barber Construction Company, Inc. for their low bid of $54,294.00. Project modifications included redesign of the approach to the Lake Minnetonka Regional Trail, abandonment of an underground tank, and repairs to irrigation systems increased the project contract to $68,284.96, and the final project amount completed is $69,107.96. The amount remaining for payment with Payment Request No. 5 /Final is $3,455.40. Recommendation / Action Requested: Staff recommends approval of the Resolution Accepting the Improvements and Authorizing Final Payment to Barber Construction Company, Inc. in the amount of $3,455.40 for the County Road 19 Sidewalk Extension Project, City Project 12 -01. Staff will be coordinating record plans and requesting payment from Hennepin County in accordance with the Cooperative Agreement for this project. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 / Pay Voucher Owner: City of Shorewood 5755 Country Club Road Shorewood, MN 55331 -8928 WSB For Period: 10/1/2013 to 12112/2013 Contractor: Barber Construction Co., Inc. 4350 Main Street cir �Issociaies, 1170. St. Bonifacious, MN 55375 Pay Voucher SHOR - County Road 19 Sidewalk Client Contract No.: Project No.: 01459 -79 Client Project No.: 12 -01 Date: 12/12/2013 Request No.: 5 & FINAL Project Summary 1 Original Contract Amount $54,294.00 2 Contract Changes -Addition $13,990.96 3 Contract Changes - Deduction $0.00 4 Revised Contract Amount $68,284.96 5 Value Completed to Date $69,107.96 6 Material on Hand $0.00 7 Amount Earned $69,107.96 8 Less Retainage $0.00 9 Subtotal $69,107.96 10 Less Amount Paid Previously $65,652.56 11 ILiquidated Damages $0.00 12 JAMOUNT DUE THIS PAY VOUCHER NO. 5 & FINAL $3,455.40 I HEREBY CERTIFY THAT A FINAL EXAMINATION HAS BEEN MADE OF THE ABOVE NOTED CONTRACT, THAT THE CONTRACT HAS BEEN COMPLETED, THAT THE ENTIRE AMOUNT OF WORK SHOWN IN THE FINAL VOUCHER HAS BEEN PERFORMED AND THE TOTAL VALUE OF THE WORK PERFORMED IN ACCORDANCE WITH, AND PURSUANT TO, THE TERMS OF THE CONTRACT IS AS SHOWN IN THIS FINAL VOUCHER. Recommended for Approval by: Construction Observer: seci Inc. App ved by actor: Approved by Owner: Ba r Co r do o., City of Shorewood Specified Contract Completion Date: 8/9/2013 Comment: Date: 1 CITY OF SHOREWOOD RESOLUTION NO. 14 - A RESOLUTION ACCEPTING IMPROVEMENTS FOR COUNTY ROAD 19 SIDEWALK EXTENSION PROJECT AND AUTHORIZING FINAL PAYMENT CITY PROJECT NO. 12 -01 WHEREAS, on April 22, 2013, the City of Shorewood entered into a contract with Barber Construction, Inc. for City Project 12 -01, the County Road 19 Sidewalk Extension Project; and, WHEREAS, the Contractor has substantially completed the project work and has requested City acceptance of the project and final payment for the work performed and documented to date; and, WHEREAS, the City Engineer has made final inspection of the project and recommends acceptance and final payment be made by the City. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Shorewood as follows: The City hereby accepts the work completed pursuant to said contract and authorizes final payment to the Contractor, and all warranties shall commence as of the date of this resolution. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 10th day of March, 2014. ATTEST- Jean Panchyshyn, City Clerk Scott Zerby, Mayor 3E MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Accept Proposal for a Storm Water Asset Management Program Meeting Date: March 10, 2014 Prepared by: Larry Brown, Director of Public Works Reviewed by: Attachments Storm Water Basins, Proposal by WSB and Associates, Inc. Policy Consideration: Should the City enter into a contract for Professional Design Services for a Storm Water Asset Management Program? Background: Within the City of Shorewood, there are 52 basins as shown in Attachment 1. Staff solicited a proposal from WSB and Associates for preparation of a Storm Water Asset Management Program,(appropriately named "SWAMP, ") such that a progressive inventory of stormwater features and basins can be accurately inventoried and provide a means of ongoing documented actions for these features. This would include basic data, inspection efforts, existing capacities and other characteristics for each basin. This database will also serve as one component in the mandated Municipal Separate Storm Sewer Systems (MS4) program, which has been handed down by the Environmental Protection Agency (EPA) and is administered by the Minnesota Pollution Control Agency (MPCA). Creation of this database will allow staff to perform and track assets and issues online, will aid in accurately determining CIP needs, and assist in programming out improvement projects. WSB and Associates will host the site online. This will allow staff to input data and query data in and out of the field. Attachment 1 to this memorandum is the proposal for these services, which key tasks have been summarized below. Task 1- Project Organization and Input Parameters for SWAMP • Identify the various stormwater basins present within the City for incorporation into the SWAMP • Develop and define attributes for each basin which include: ✓ Facility type (pond, infiltration basin, storm water wetland, etc.) ✓ Storage volume of facility ✓ Treatment expectations ✓ Size of drainage area ✓ Imperviousness of drainage area 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 ✓ Receiving water classification /sensitivity ✓ Impaired Waters and Waste Load Allocation status of approved TMDLs ✓ Anti - Degradation considerations ✓ BMP sensitivity analysis ✓ Field investigation process and results ✓ BMP age and historic maintenance activities completed ✓ Ownership (private vs. public) ✓ Access for maintenance • Gather any pond inspection data which has been collected to date. Task 2 - Develoo and Launch a Customized Version of SWAMP for Shorewood • WSB will develop an individually tailored SWAMP using ArcGIS Server. This web application will be hosted by WSB. • The web -based SWAMP program will allow City Employees to easily access information related to the City's storm water basins, complete and store survey records, and update information as needed. • Using the information stored in the database, SWAMP will allow the user to: ✓ Create a composite SWAMP score for each storm water basin. Composite scores can be used to prioritize and budget inspection and maintenance activities. ✓ Calculate estimated annual treatment efficiencies and annual load reduction provided by each stormwater basin for Total Phosphorus and Total Suspended Solids. ✓ Calculate the life cycle cost - benefit to help the City determine the value of performing maintenance or improvement activities on any given storm water basin. ✓ Provide calculated responses regarding storm water basin maintenance activities ✓ Meet MS4 requirements for stormwater basin management Staff also inquired as to ownership of the data, should the City and WSB part ways. It appears that the City would own the data, and WSB would own the software application. Financial or Budget Considerations: The cost to complete Tasks 1 -2 is $8,500 and will be billed at an hourly not to exceed cost. This cost assumes developing the SWAMP for approximately 50 storm water basins. In addition, if approved, there would be a software cost of $2,800 and annual subscription fee of $1,400 beginning in 2015. This subscription includes access to the web application, cloud server storage of City's program, application maintenance, and future software updates. If approved, these costs would be funded by the Stormwater Management Fund. Options: 1. Accept the proposal as provided by WSB and Associates 2. Provide Staff with alternative direction. Recommendation /Action Requested: 1. Staff is recommending Option 1: To accept the proposal by Motion, as provided by WSB and Associates, as outlined herein. 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Engineering ■ Planning ■ Environmental ■ Construction February 3, 2014 Mr. Larry Brown Director of Public Works City of Shorewood 5755 Country Club Road Shorewood, MN 55331 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763 - 541 -4800 Fax: 763 - 541 -1700 Re: Proposal to Provide a Storm Water Asset Management Program (SWAMP) for the City of Shorewood Dear Mr. Brown: We are pleased to present this work plan to develop and implement a Storm Water Asset Management Program (SWAMP) for the City of Shorewood. The SWAMP will assist the City with scheduling and budgeting inspection and maintenance activities, tracking TSS and TP pollutant loadings, and can be used to help meet the City's MS4 permit requirements. This program will establish your Standard Operating Procedure (SOP) for managing your storm water basins. BACKGROUND INFORMATION Minimum Control Measures 5 and 6 of the MS4 permit require the City to have a standard operating procedure for inspections and maintenance of their MS4 owned and operated facilities (BMPs). Minimum Control Measure 6 also requires the City to develop pond assessments to determine the treatment effectiveness of stormwater basins within the City. WSB has met with the MPCA to review our approach (outlined below) to verify that it will meet the MPCA's requirements outlined in the NPDES permit. MPCA staff has indicated that the SWAMP will satisfy the requirements for the inventories and SOP required in the NPDES permit. The City of Shorewood contains approximately 50 storm water basins. The task of inspecting and maintaining these items, as well as tracking the treatment efficiency of these basins, is a significant commitment of staff time and a financially daunting task. To allow the City to manage its storm water system, annually allocate budget, and meet MS4 requirements, WSB proposes to develop a SWAMP by completing the following scope of services. Task 1 — Organize and Format Shorewood Input Parameters for SWAMP WSB will work with City staff to complete the following steps needed for the SWAMP: • Identify the various stormwater basins present within the City for incorporation into the SWAMP Minneapolis ■ St. Cloud Equal Opportunity Employer C:\ Users \jnewhall\Deskrop\SWAMP SmfaTRPROP _SWAMP_Shm'ewood_020314.docx Mr. Brown February 3, 2014 Page 2 • Develop and define attributes for each basin which include: • Facility type (pond, infiltration basin, storm water wetland, etc • Storage volume of facility • Treatment expectations • Size of drainage area • Imperviousness of drainage area • Receiving water classification /sensitivity • Impaired Waters and Waste Load Allocation status of approved TMDLs • Anti - Degradation considerations • BMP sensitivity analysis • Field investigation process and results • BMP age and historic maintenance activities completed • Ownership (private vs. public) • Access for maintenance • Gather any pond inspection data which has been collected to date. This data will need to be formatted to meet the programming needs of the SWAMP. Task 2 — Develop and Launch a Customized Version of SWAMP for Shorewood WSB will utilize the information collected during Task 1 to develop an individually tailored SWAMP using ArcGIS Server. This web application will be hosted by WSB. The web -based SWAMP program will allow City Employees to easily access information related to the City's storm water basins, complete and store survey records, and update information as needed. Using the information stored in the database, SWAMP will allow the user to: • Create a composite SWAMP score for each storm water basin. Composite scores can be used by City staff to prioritize and budget inspection and maintenance activities. • Calculate estimated annual treatment efficiencies and annual load reduction provided by each stormwater basin for Total Phosphorus and Total Suspended Solids. • Calculate the life cycle cost - benefit to help the City determine the value of performing maintenance or improvement activities on any given storm water basin. • Provide calculated responses regarding storm water basin maintenance activities (similar to a pavement management program) • Meet MS4 requirements for stormwater basin management c: \users \jnewhall \desktop \swamp smff\la' prop _­nip _shorewood_020314.docx Mr. Brown February 3, 2014 Page 3 The cost to complete Tasks 1 -2 is $8,500 and will be billed at an hourly not to exceed cost. This cost assumes developing the SWAMP for approximately 50 storm water basins. Software Cost and Annual Subscription Fee The SWAMP Web Application cost is $2,800 with an annual software subscription of $1,400 beginning in 2015. This subscription includes access to the web application, cloud server storage of City's program, application maintenance, and future software updates. WSB intends to keep the SWAMP current and relevant by providing program updates as necessary. WSB will notify you when updates are available. Future Task — Inspections and Comprehensive Project Review (Future Task) Based on the SWAMP prioritization, inspections and a comprehensive project review may need to be completed to determine the extent of maintenance and improvement that is needed. WSB staff will be available to complete inspections and /or help the City prepare a project review memoranda concerning future maintenance or improvement projects that need to be conducted. WSB has completed many basin inspections, project review memoranda, and design /construction of basin improvement projects. Based on our experience, we are able to complete these tasks efficiently and at a low cost to our client. SUMMARY We propose that Tasks 1 -2 be billed hourly and at a cost not to exceed $8,500. In addition, the Web Application will be billed at a lump sum cost of $2,800 and there will be an annual subscription cost of $1,400 that will be billed at a lump sum cost annually starting in 2015. Thank you for this opportunity to develop a SWAMP Web Application for the City of Shorewood. WSB is confident this assessment tool and inspection and maintenance prioritization program will help guide City staff on the best use of funds to achieve the desired storm water benefits. If you are in agreement with the scope of services outlined above, please sign where indicated below and return one copy to our office. If you should have any questions regarding this proposal, please contact Todd at 763 - 287 -7182 or Jake at 763 -231 -4861. c: \users \jnewhall \desktop \swamp smff\la' prop _—nip _shorewood_020314.docx Mr. Brown February 3, 2014 Page 4 Sincerely, WSB & Associates Inc. Todd Hubmer, PE Water Resources Group Manager ACCEPTED BY: e Project Manager City of Shorewood I hereby authorize WSB & Associates, Inc. to complete Tasks 1— 2 identified above for an hourly not to exceed cost of $8,500. In addition, I authorize a one -time billing of $2,800 for the SWAMP Web Application and an annual subscription fee of $1,400. Name Title Date c: \users \jnewhall \desktop \swamp smff\la' prop _­nip _shorewood_020314.docx k,\ ;\ City of Shorewood Council Meeting Item Title / Subject: Recognition of Service of Park and Planning Commission Members Meeting Date: March 10, 2014 Prepared by: Jean Panchyshyn, City Clerk •A MEETING TYPE Regular Meeting Background: The following Park and Planning Commissioners have been invited to receive recognition for their service on the commission as noted. A plaque recognizing their service will be presented to those in attendance. PARK COMMISSION: Mark Kjolhaug — 3 years of service from March 1, 2011 through February 28, 2014 Steve Quinlan — Over 6 years of service from July 1, 2007 through February 28, 2014 PLANNING COMMISSION: Steve Charbonnet — 3 years of service from March 1, 2011 through February 28, 2014 Michael Garelick — 3 years of service from March 1, 2011 through February 28, 2014 Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 #8B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: Nielsen, Henrik — Conditional Use Permit for Accessory Space in Excess of 1200 Square Feet Meeting Date: 10 March 2014 Prepared by: Brad Nielsen Reviewed by: Patti Helgesen Attachments: Planning Director's Memorandum Draft Resolution Policy Consideration: Should the City grant a conditional use permit that would allow Mr. Nielsen to build additional garage space on his property at 4755 West Lane? Background: Henrik Nielsen proposes to build a new home on his property at 4755 West Lane. The proposed attached garage exceeds 1200 square feet in area, which requires a conditional use permit as provided in the Shorewood Zoning Code. For detailed background information, see attached Planning Director's memorandum. The Planning Commission held a public hearing on this item at their 4 March meeting and voted unanimously to approve the CUP as presented. Financial or Budget Considerations: None. The cost of the application is covered by application fees. If anything, the addition to the home will increase tax base. Options: Approve the request as presented, approve with conditions or deny the request. Recommendation / Action Requested: Staff agrees with the Planning Commission's recommendation and recommends adoption of the attached draft resolution. Next Steps and Timelines: The applicant will be provided with a certified copy of the resolution for recording, after which he may obtain a building permit for the new home and garage. Connection to Vision / Mission: Healthy environment and sustainable tax base. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 Memorandum Re: Nielsen Conditional Use Permit 27 February 2014 a. The total area of the garage (1268 square feet) does not exceed the floor area (2474 square feet main level) above grade of the proposed home. Note: as of this writing it is not known if a small utility shed, measuring 10'x14', located to the south of the existing home on the site, will remain. Even if it is to remain, the ! total amount of accessory space is well within the allowable maximum. i - b. The total area of accessory building(s) does not exceed 10 percent of the - minimum lot size for,the R -lA /S zoning district (.10 x 40,000 = 4000 square feet). j C. The proposed house and garage comply with R -lA/S setback requirements. Hardcover on the site will be 13,8 percent, well within the 25 percent maximum requirement. The site is heavily wooded and the structure is well screened from the street and adjoining properties. d. Since the new garage is an integral part of the proposed house, architectural compatibility is not considered to be an issue. The proposed angle, of the garage actually diminishes the size of the garage. The relocation of the driveway from the south side of the lot to the north, moving it farther from the street corner, is also considered an improvement. Based upon the preceding analysis, it is recommended that the applicant's request for a conditional use permit be granted as proposed. Cc: Bill Joyner Tim Keane Henrik Nielsen 1 F# i � AEI D Ja1 Auc Wd � � kC 0 ft a m FA,� 0 a �Ml -w — cv < CL ''L^^ vJ vJ a a a a a a \�L vl- a a a a i Exhibit A SITE LOCATION 1 l 94 U M „90,01,OOS i u2 g h i I ay - �Z 4 Fd S - a s - 3 �E_ _ Ea ¢ -E - Ev \ Fh wLLe= , •.11099 1, 972 M „10,£1,005 - =- 2 1 — — — — — — — — — -- � a r $� O- c � _ s - _ dg E - aip �a zaLL r I � a _ 7if l 94 U M „90,01,OOS i I _ l;ilit�� VIII o�o u k� a C W Q1 � u w °_ . ... U z Lu LLI U p. ova +pc�Sxj�hp �O °r I 1� -� a .1 l.✓ � _� 1i _ II I _ h i I ay - �Z 4 sA �w ¢ I/ \ Fh , I _ l;ilit�� VIII o�o u k� a C W Q1 � u w °_ . ... U z Lu LLI U p. ova +pc�Sxj�hp �O °r I 1� -� a .1 l.✓ � _� 1i _ II I _ � ❑ Q C O�> o 4 9 V7 uJ V L m Z �s W3 LU a = x (Q n 3 � �y `3 5 S Hl a �r AIM ” - opo�p�s a° h G I �Z 4 sA �w ¢ •.11099 1, 972 M „10,£1,005 b '.£9 1.0 .. 1 — — — — — — — — — -- � a r O- c � _ � ❑ Q C O�> o 4 9 V7 uJ V L m Z �s W3 LU a = x (Q n 3 � �y `3 5 S Hl a �r AIM ” - opo�p�s a° o n° C @I it £� O E� W W W �C W CITY OF SHOREWOOD RESOLUTION NO. A RESOLUTION GRANTING A CONDITIONAL USE PERMIT FOR CONSTRUCTION OF ACCESSORY SPACE IN EXCESS OF 1200 SQUARE FEET OF AREA TO HENRIK NIELSEN WHEREAS, Henrik Nielsen (Applicant) is the owner of real property located at 4755 West Lane, in the City of Shorewood, County of Hennepin, legally described as: "Lot 13, Holtmere, Lake Minnetonka, Minn. and That part of Sunset Lane dedicated in "Holtmere, Lake Minnetonka, Minn." as Lake William Road, lying east of a line drawn perpendicular to the centerline of said Sunset Lane from the southwest corner of Lot 13, Holtmere, Lake Minnetonka, Minn. to the south line of said Sunset Lane as dedicated in Minnetonka Manor." WHEREAS, the Applicant has applied to the City for a Conditional Use Permit for the constriction of a new attached garage, the area of which is 1268 square feet in area; and WHEREAS, the Shorewood City Code requires a Conditional Use Permit for the constriction of accessory space exceeding 1200 square feet; and WHEREAS, the Applicant's request was reviewed by the City Planner, and his recommendations were duly set forth in a memorandum to the Planning Commission dated 27 February 2014, which memorandum is on file at City Hall; and WHEREAS, after required notice, a public hearing was held and the application was reviewed by the Planning Commission at its regular meeting on 4 March 2014, the minutes of which meeting are on file at City Hall; and WHEREAS, the Applicant's request was considered by the City Council at its regular meeting on 10 March 2014, at which time the Planner's memorandum and the minutes of the Planning Commission were reviewed and comments were heard by the Council from the City staff. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: FINDINGS OF FACT 1. The Applicant's property is zoned R -IA/S, Single - Family Residential/Shoreland and contains approximately 56,650 square feet of area. 2. The total area of accessory space (1268 square feet) does not exceed the floor area above grade of the principal stricture (2474 square feet — on the main level). -1- I . The total area of accessory space on the property will not exceed 10% of the minimum lot area for the R -IA/S Zoning District in which it is located (4,000 square feet). 4. The design and materials of the garages are compatible with the architectural character of the proposed home. CONCLUSION A. Based upon the foregoing, the City Council hereby grants the Applicant's request for a conditional use permit to constrict an attached garage. B. The City Cleric is hereby authorized and directed to provide a certified copy of this Resolution for filing with the Hennepin County Recorder or Registrar of Titles. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 10th day of March 2014. ATTEST: Jean Panchyshyn, City Clerk -2- Scott Zerby, Mayor � #sc MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Dammen - Minor Subdivision /Combination Meeting Date: 10 March 2014 Prepared by: Brad Nielsen Reviewed by: Patti Helgesen Attachments: Planning Director's memorandum Draft Resolution Policy Consideration: Should the City approve a subdivision and combination to allow Keenan Dammen to convey two outlots to Ian Friendly in order to enlarge the Friendly property. Background: Keenan Dammen has requested a minor subdivision /combination that would allow him to convey two outlots located on Shore Road to Ian Friendly, who owns the adjoining property at 5590 Shore Road. For complete background on this item, see Planner's memorandum, attached. The Planning Commission voted unanimously to approve the subdivision /combination, subject to staff's recommendations. A draft resolution is attached for the Council's consideration. Financial or Budget Considerations: None. Options: Approve the resolution; deny the resolution; or modify the resolution. Recommendation / Action Requested: It is recommended that the resolution be adopted. Next Steps and Timelines: Upon receipt of the certified copy of the resolution, the Applicant must record it within 30 days. Connection to Vision / Mission: Approval of the request contributes to a sustainable tax base. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD - SHOREWOOD, MINNESOTA 55331-8927 - (952) 960 FAX (952) 474-0128 • www.d.shorewood.w.us - dlyhall6d.shorewood.mmus MEMORANDUM TO: Planning Commission, Mayor and City Council FROM: Brad Nielsen DATE- 27 February 2014 RE: Darnmen, Keenan — Subdivision and Combination FILE NO. 405(14.03) BACKGROUND Mr. Keenan Dammen owns the property at 2043 5 Radi sson Road (see Site Location map — Exhibit A, attached). The property was part of the former Larson Estates plat and includes two outlots on Shore Road,'one of which abuts the shoreline of Christmas Lake. When Larson Estates was platted in 1997, the approval stipulated that the outlots would remain legally combined with the home at 20435 Radisson Road. The exception to that restriction was that the outlots could be conveyed to abutting property owners on either side of the outlots. Mr. Darnmen now proposes to sell the property to Ian and Carol Friendly, who own the property at 5590 Shore Road (see attached exhibits). The Dammen homestead parcel contains 1.87 acres of land and is zoned R. -IA /S, Single- Family Residential/Shoreland. The outlots and the Friendly property are zoned R-lC/S, Single-Family Residential/Shoreland. Outlot C is undeveloped and contains 4729 square feet' of area. Outlot D is occupied by a small deck and a dock and contains 5908 square feet of area. The Friendly property contains 20,819 square feet of area and is occupied'by the Friendly's home� Assuming approval of the division/combination, the Friendly property will ultimately contain 31,456 square feet. ANALYSIS/RECOMMENDATION The proposed division and combination was what was intended when the ]Larson Estates plat was approved in 1997. The outlots in question relate far better to the Friendly PRINTED ON RECYCLED PAPER Memorandum Re: Dammen Minor Subdivision/Combination 27 February 2014 property and actually greatly improve the zoning conformity of their lot. Given the large size of the Dammen property, there is no adverse zoning effect on that parcel. Based upon the preceding, it is recommended that the applicant's request be approved, subject to recording the Council resolution approving the division and combination within 30 days of their receipt of the resolution. j cc: Bill Joynes Tim Keane Keenan Dammen I j 'i i f I i I -2- El s E�O � J " A o � 0 I U z< LO 0 E Exhibit A SITE LOCATION Dammen Minor Subdivision o LL o� rA 0 I U z< LO 0 E Exhibit A SITE LOCATION Dammen Minor Subdivision u v Z �I`1 Mo , We ( ,� b QO QO � cli I LLI p � d MA RnA q O pvn�ZJn� 0013.A5q g\ 0 y d6 �aa w L J g 793 10 8f G6f Ob 152.95 , \q p3 ` .,;.� S 5 y i sy o�0 on S r �;gOg,99 £S'Z19.af 06 ' 16'£11 \ \1 q Mo —N Q c 1 co 99 I b'66 06 18'£IZ =a82 y6• .,N o In* n s 4, \o �f z 80'011 r- 9l'- --- '66'Z91 clj n I N Z Q' O�j "e'� O/�- � 3 � "�� I V G a O Y\ M N 1�7�v M N V � P � UVaa lJ Q (a co 1j 1�JOIJV -� O _N �P I ao oIN 1 JS L Itb Q p yE \.p1�N u°oQ9 £bl £1 �� \�9h, �Sj _N 6 �/ �/^�� r 02//05 ' N „, `o� LZ'65 N VO e. Q \ / rt, "•' c�3 \63 Q p•, o p fti�°. mQ� a, iP'.. i'r� O `9.9 co co Il��n II 'p \ ti O o /gso m N 1 n N I'- °l o ((Ic?��� 2/2 0 OPio co RR o� N MOOf� IM�� d�]d '� �� `�' �'I'2J�°7� II N 00 007 w, ��� I 011 £ 1 LLI HIAON 88'09£ p Z V 4° 00 ,o+ � 3.ZZ,b0 °bLNr o-- 6638 '' • f £S: Q. ll ry v CV 99'86'••. Z ¢ 0 2 O3• 70 10 N rn lb -- o + 0 591 ---- ---•- �S 82 8/ Bch' 0. �Oo. \ u lI� 091° N '�_/l d o lty i ro'\ e - � S fad /�,� 'l Q Sb, ; \ fi . V n 08' 9. CA O Q'Pv € � + rte• \ I— \ cv �� °+4 0 p 8 0 \ Sg gg 02F 6P + o kg J° - s + 0 a. q "rJ oa Fo0 m y I£1 Lo Ori • 68'f£ c� M O .in �` •L \\ ran g '21\ i N� \ 9S 56766 LIT, o \� ¢ y 08S gy 62b o 60 �� c1 66 r 3'561 8b'96 (n�a F Fn. Nd \4'2g2 r° L9,b ON k 2£ 012v O \11 y5 S35.5g yq3 Exhibit B I \0 y5. \ \\ \ \ \ o PROPOSED o DIVISION /COMBINATION WI CITY OF SHOREWOOD RESOLUTION NO. A RESOLUTION APPROVING A SUBDIVISION AND COMBINATION OF REAL PROPERTY FOR KEENAN DAMMEN AND IAN FRIENDLY WHEREAS, Keenan Dammen (Applicant) is the ovner of certain real property in the City of ShoreNvood, legally described as: "Tract B, RLS No. 1706 and Outlots C and D, Block 1, Larson Estates, Hennepin County, Minnesota and WHEREAS, Ian Friendly is the ovner of certain real property in the City of ShoreNvood, legally described as: "Lot 1, Radisson Inn Addition, Hennepin County, Minnesota", and WHEREAS, the Applicant has applied to the City for a subdivision and combination of said real properties into two parcels legally described in Exhibit A, attached hereto and made a part hereof; and WHEREAS, the Applicant's request Nvas revieNved by the City Planner, whose recommendations are included in a memorandum, dated 27 February 2014, a copy of which is on file at the Shorewood City Hall; and WHEREAS, the application Nvas reviewed by the Planning Commission at a regular meeting held on 4 March 2014, the minutes of which meeting are on file at City Hall; and WHEREAS, the City Council considered the application at its regular meeting on 10 March 2014, at which time the Planner's memorandum and the Planning Commission's recommendations Nvere revieNved and comments Nvere heard by the Council from the Applicant and from the City staff; and follov-s: NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as FINDINGS OF FACT 1. The properties in question are located in the R -IA/S, Single - Family Residential/Shoreland zoning District. 2. The proposed Dammen parcel Neill contain 81,457 square feet of area. The proposed Friendly parcel Neill contain 31,456 square feet of area. 4. The proposed Dammen parcel Neill comply Nv th the requirements of the R -IA/S zoning district. The proposed Friendly parcel Neill be enlarged so as to be buildable as provided in the Shorewood Zoning Code. -1- CONCLUSIONS A. The real properties legally described above are herewith approved for subdivision and combination into two parcels, legally described in Exhibit A, attached hereto and made a part hereof. B. The Applicant shall record this resolution N ith the Hennepin County Recorder or Registrar of Titles N ithin thirty (30) days of the date of the certification of this resolution. C. The City Cleric Neill furnish the Applicant N ith a certified copy of this resolution for recording purposes. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 10th day of March 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor -2- PROPOSED PARCEL DESCRIPTIONS DESCRIPTION OF PROPOSED DAMMEN PARCEL: "Tract B, RLS No. 1706, Hennepin Countv' Minnesota" DESCRIPTION OF PROPOSED FRIENDLY PARCEL: "Lot 1, Radisson Inn Addition, and Outlots C and D, Block 1, Larson Estates, Hennepin Countv' Minnesota" Exhibit A -3- #QA MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Resolution Ordering Preparation of Feasibility Report — Sunnyvale Lane Improvement Project, City Project 14 -01 Meeting Date: March 10, 2014 Prepared by: Paul Hornby Reviewed by: Attachments: Resolution Ordering Preparation of Feasibility Report Background: On February 24, 2014, the City Council accepted a proposal from WSB for the preparation of a feasibility Report for the Sunnyvale Lane Improvement Project, City Project 14 -01. The proposed improvement project is to include the reconstruction of Sunnyvale Lane between Meadowview Lane and Eureka Road, with updates including curb and gutter, storm sewer, rehabilitation of the sanitary sewer, and extension of watermain. The extension of watermain is the portion of the improvements that may be assessed under Minnesota Statutes, Chapter 429, and by City policy. Since the watermain is proposed in the improvement project, Chapter 429 requires the City pass a resolution ordering the preparation of the feasibility report. The Resolution Ordering Preparation of Feasibility Report meeting Minnesota Statutes, Chapter 429, is enclosed for Council consideration of approval. Recommendation / Action Requested: Staff recommends approval of the Resolution Ordering Preparation of Feasibility Report in compliance with Minnesota Statutes, Chapter 429, for the preparation of the proposed improvement project. Next Steps and Timelines: The feasibility report will be presented to the Council for acceptance and setting the public hearing on the improvement at a future meeting. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD RESOLUTION NO. 14 - A RESOLUTION ORDERING PREPARATION OF FEASIBILITY REPORT FOR SUNNYVALE LANE IMPROVEMENTS PROJECT CITY PROJECT NO. 14 -01 WHEREAS, the City of Shorewood proposes to improve Sunnyvale Lane between Meadowview Lane and Eureka Road, and WHEREAS, the proposed improvements include reconstruction of the street, construction of storm sewer, sanitary sewer rehabilitation, and extension of watermain within Sunnyvale Lane, and WHEREAS, the City of Shorewood proposes to assess benefitted property for the cost of the watermain extension portion of the improvement project, pursuant to Minnesota Statutes, Chapter 429, and, NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Shorewood as follows: That the proposed Sunnyvale Lane Improvement Project, City Project No. 14 -01 be referred to the City Engineer for study and that the City Engineer is instructed to report to the council with all convenient speed advising the council in a preliminary way as to whether the proposed improvement is necessary, cost - effective, and feasible; whether it should best be made as proposed or in connection with some other improvement; the estimated cost of the improvement as recommended; and a description of the methodology used to calculate individual assessments for affected parcels. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 10th day of March, 2014. ATTEST- Jean Panchyshyn, City Clerk Scott Zerby, Mayor #9B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Resolution Accepting Roadway, Drainage, and Utility Easements for Valleywood Area Improvements (2013 Street, Drainage, and Utility Improvements), City Project 13 -01. Meeting Date: March 10, 2014 Prepared by: Paul Hornby Reviewed by: Attachments: Parcel Sketches, Resolution Background: The City of Shorewood previously awarded the construction contract for the Valleywood Area Improvements (previously referred to as the 2013 Street, Drainage, and Utility Improvements) for the alternative bid for 2014 construction. At the request of a landowner, City staff reviewed the potential for a buildable lot at the west end of Valleywood Lane. The two existing homes at the west end of Valleywood Lane currently have access to Valleywood Lane by means of a private driveway within the public right of way, connecting just west of Valleywood Circle. There is another lot of record between the two existing homes, but a turn - around meeting the fire access guidelines needs to be constructed for the vacant lot to be considered buildable. Staff has worked with the property owners to dedicate an easement for a "hammerhead" type turnaround. The easements are prepared for roadway, drainage and utility purposes and the parcel sketches of the easements are attached for your reference. Both owners have dedicated and donated the easements to the City for this purpose. Financial or Budget Considerations: The property owners have donated the easements to the City. The City attorney or staff will record the easements with the County upon authorization to do so by the Council. Recommendation / Action Requested: City staff requests Council accept the donation of the roadway, drainage and utility easements, and authorizes the Mayor and Clerk to execute the easement agreements and to record the easements in the name of the City of Shorewood, with Hennepin County. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 r i IN A CITY OF SHOREWOOD RESOLUTION NO. 14 - A RESOLUTION ACCEPTING ROADWAY, DRAINAGE, AND UTILITY EASEMENTS FOR VALLEYWOOD AREA IMPROVEMENT PROJECT (2013 Street, Drainage, and Utility Improvements) CITY PROJECT NO. 13 -01 WHEREAS, the City of Shorewood Council has previously awarded the construction contract for local improvements designated as the Valleywood Area Improvement Project (2013 Street, Drainage and Utility Improvements), for Valleywood Lane and Valleywood Circle, City Project 13 -01; and WHEREAS, a landowner requested the construction of a turn- around at the west end of Valleywood Lane as part of the improvements; and WHEREAS, the Valleywood Lane Improvement Plans have been modified to provide a roadway turn- around meeting National Fire Code Standards; and, WHEREAS, roadway, drainage and utility easements have been prepared for two parcels (P.LD. 32.117.23.12.0004 and P.I.D. 32.117.23.12.0038); and, WHEREAS, the property owners have signed the roadway, drainage and utility easements, dedicating and donating the easements to the City of Shorewood with no cost to the City. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Shorewood as follows: 1. That the Mayor and City Clerk are hereby authorized and directed to execute the Roadway, Drainage, and Utility Easements of two parcels (P.LD. 3211723120004 and P.I.D. 3211723120038) for the Valleywood Lane Improvement Project (City Project 13 -01), and record said easements at Hennepin County, in the name of the City of Shorewood. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 10th day of March, 2014. Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk 9c MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Accept Design and Construction Engineering Proposal for Radisson Road Lift Station Rehabilitation Project, City Project 14 -03 Meeting Date: March 10, 2014 Prepared by: Larry Brown, Director of Public Works Reviewed by: Attachments 2014 CIP, Site Map, Design Proposal - WSB and Associates, Inc. Policy Consideration: Should the City enter into a design contract with WSB and Associates, for the design of the Radisson Road Lift Station Rehabilitation and Forcemain Replacement Project? Background: Included in the 2014— 2023 Capital Improvement Program (CIP) is the Radisson Road Lift Station Project, as shown in Attachment 1. The Radisson Road Lift Station (a.k.a. LS 11) is located on the southeast side of Radisson Road, approximately 300 feet northeast of the intersection of Radisson Road and Shore Road. Attachment 2 is a map of the subject area. LS 11 is a pumping station that pumps wastewater, to the east and up the incline of Radisson Road, to a point near the intersection of the south frontage road of T.H. 7 and Covington Road. It is noted that LS 11 currently pumps into the existing Metropolitan Council's forcemain, for their interceptor system. For reference, a " Forcemain," in the sanitary or storm sewer realm, is a main that is under pressure, versus a more common type of main where materials flow solely by gravity. The old adage "Water flows down hill, unless you pump it" fits. Where topography limits the ability to place pipes that can flow by gravity alone, a pumping station (lift station) is placed and the water is pumped, or lifted over the hill in a pipe under pressure (i.e. forcemain), until a point is reached where material can return to flowing downhill by gravity. Since this lift station is currently tied into Met Council's forcemain system, the rather large pumps that are in LS 11 were sized years ago to overcome the pressure of the Met Council's forcemain system. During review of this project, staff noted that if the City's forcemain were separated from the Met Council's system and extended over the crest of the hill to the south to discharge into the gravity system, the pumps could be reduced in size. This not only minimizes initial costs and operational costs, but reduces the risk of back - flowing the City's lift station by the Met Council's forcemain system. 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 in the proposal by WSB, included as Attachment 3, the Met Council project that is currently underway includes construction of a new forcemain through the Cities of Excelsior and Greenwood that will cross T.H. 7, east of Barrington Way, to Covington Road. City Staff has coordinated our proposed project and proposed discharge from LS 11 with Met Council's project. Tasks for this project are summarized below. Preliminary Design • Complete a topographic survey of the project • Assist the City in acquiring geotechnical engineering services, as necessary, to obtain soils information at the lift station site and along the forcemain alignment • Review existing pump run -times and the existing lift station sewer shed • Evaluate up to two options for locating the new lift station structures and piping on the existing site • Recommend a location and type of lift station for design and construction of the new lift station. • Determine alignment and profile for the proposed LS 11 forcemain and preliminary grades and profile for the reconstruction of Radisson Road. This task will also include the requirements for the temporary forcemain that will be required during the construction of the new lift station. • Prepare feasibility memorandum with recommended lift station location and layout and construction methods. • Deliverables: Feasibility memorandum indicating the recommended location, layout, and style of the new lift station. Design Phase • Perform final design and prepare details for the lift station improvements recommended in the feasibility memorandum. • Develop details for demolition and abandonment of the existing pump station • Prepare site plan and piping design. • Prepare the preliminary plans and specifications • Meet with City staff to review preliminary plans and specifications • Finalize plans and specifications and submit to the City for approval to bid • Prepare quote solicitation documents and performance specifications for the pre - purchasing of new pumps, float and transducer purchasing and installation, control panel and SCADA wiring into the existing control panel • Provide bidding services including preparing and distributing plans and specifications, fielding bidder's questions, attending the bid opening, preparing a bid tabulation and letter of recommendation for award of the project. • Deliverables: Preliminary and final plans and specifications, quote solicitation documents, meeting minutes of review meeting, tabulation of bids received and letter of recommendation for award. Construction Phase Services • Perform Contract Administration including facilitating the preconstruction meeting and providing meeting minutes along with general oversight of the contract to ensure conformance to the contract documents, monthly applications for payment, attendance at project meetings as required as well providing minutes for those meetings • WSB will provide construction observation services during the construction. It is anticipated that we will have a person on sight during the construction for approximately 20 to 30 hours per week during the construction of the project • Prepare as- builts and other miscellaneous work related to the construction • Provide construction surveying for the project and will include staking of the forcemain, wet well installation, reconstruction of the roadway and general surveying for the purposes of completing record drawings • Preparation of record drawings including design data on the pumps and control Financial or Budget Considerations: Costs for the work plan that has been provided equal $47,861. If approved, this would be funded from the Sanitary Sewer Fund. Options: 1. Accept the proposal, as provided. 2. Make modifications to the proposal. 3. Provide Staff with alternative direction. Recommendation /Action Requested: 1. Staff is recommending Option 1 be accepted by Motion by the City Council, to accept the proposal, as provided, from WSB and Associates, Inc. Connection to Vision / Mission: Keeping infrastructure in good design and repair is part of providing good service and a healthy environment. 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Q —ID m c m (n (n Eo L6 .�. 3 C 'o �_ m o 0 o m U � m 0 Y c (c6 c H o c o c o. o C o o c \O m (D N N `o �, d o 3 o o m > o N cn `" m° cn c m m cis a3i m cis 'a m N E c ° cn ° 11) c > o U J c m o o m _. M _°_ m E a°i m s N m m I� Q U n J K J� J J J K J� J N c V CJ u) J > u) Cn U Co Cn CJ N C T a a ",dz d- 5sociales, In e. engineering lanningi �� envlrontnentab construction 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel 763 - 541 -4800 Fax 763 - 541 -1700 January 3, 2014 Mr. Larry Brown, PE Public Works Director City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: Proposal for Professional Engineering Services Lift Station 11 Improvements City of Shorewood, MN Dear Mr. Brown: We appreciate the opportunity to present this proposal for professional engineering services relating to improvements to the City of Shorewood's Lift Station 11. The proposed scope of services presented in this proposal is based on a technical memorandum from WSB to James Landini dated September 11, 2012, discussions with City staff, and MCES coordination on the new forcemain installation project through the City. A project understanding and scope of services, with a delineation of tasks to be performed by WSB & Associates, Inc. and by the City of Shorewood are included on the following pages. Assumptions related to these same items are also defined in a subsequent section. We propose to perform the planning and design phase engineering services as defined for an estimated base fee of $47,861.00. WSB's fees related to the work will be billed at our hourly rates, per the overall agreement with the City. If this proposal is acceptable to you, please have the City block of this letter signed and return a copy to WSB. Receipt of an executed copy will be WSB's authorization to proceed. St. Cloud • Minneapolis • St. Paul Equal Opportunity Employer wsbeng.com Mr. Larry Brown January 3, 2014 Page 2 We sincerely appreciate the opportunity to continue to work with the City of Shorewood and look forward to assisting the City with the completion of this project. If you have any questions, please call us at 763 -541 -4800. Sincerely, Enclosures all ACCEPTED BY: City of Shorewood, MN Name Title Date CITY OF SHOREWOOD LIFT STATION II IMPROVEMENTS SCOPE OF SERVICES FOR PROFESSIONAL ENGINEERING SERVICES PROJECT UNDERSTANDING Lift Station 11 is located on the southeast side of Radisson Road approximately 300 feet northeast of the intersection of Radisson Road and Shore Road. The station is operating with two 40 horsepower hydromatic pumps within a range of 110 to 140 gallons per minute (gpm) under peak flow conditions at a total dynamic head (TDH) of 110 feet. The forcemain is approximately 650 feet long and discharges directly into the MCES interceptor forcemain at Covington Road. Lift Station 11 is a low volume station and the pumps are working against excessive total dynamic head in the system as a result of having to match the pressure and flow conditions within the MCES interceptor forcemain. The MCES is currently constructing a new forcemain through the Cities of Excelsior and Greenwood that will cross TH 7 east of Barrington Way and extend to a new discharge manhole on Covington Road. The construction of the new forcemain will create a new gravity discharge point for the interceptor forcemain, as well as the proposed Lift Station 1 Iforcemain. In conjunction with the MCES project, the City of Shorewood is proposing to construct a new forcemain from Lift Station 11 to the new discharge manhole being constructed on Covington Road by the MCES. The existing forcemain is then proposed to be disconnected from the forcemain resulting in a reduced working condition for Lift Station 11. This will allow the City to install lower horsepower pumps due to the lower head conditions in the new forcemain. By combining the two projects, it is anticipated that the City can capture some economy of scale by incorporating the forcemain work with the larger project and also reduce cost for the restoration as the road will be reconstructed with the MCES project. The existing lift station is duplex station with a wet well and separate drywell for the pumps. The new station is proposed to be designed as a duplex submersible pump lift station. A new valve pit will be installed where the current drywell is located to minimize disruption to the area. As the existing station will need to be removed, a temporary forcemain will need to be installed and operated for the duration of the construction. Temporary pumps will be installed in the upstream sewer manhole adjacent to the existing station along with temporary controls for the bypass pumping system. Radisson Road is a narrow two lane rural road section. The new forcemain installation will require that the existing roadway surface be removed with the project. It is understood that the proposed roadway will be reconstructed to its existing alignment and geometries. New curb and gutter is not proposed to be constructed with the project. Scope of Services January 3, 2014 Page 2 SCOPE OF SERVICES The following are the major tasks that will be accomplished in performing the planning and design phase services for Lift Station 11. Electrical engineering services are proposed to be provided for the preliminary and final design phases by Barr Engineering. A copy of their proposal for the project is attached to this proposal for your review and consideration. Task 1 — Project Management and Coordination This task will consist of management and administration, project coordination and communication with the City of Shorewood on the project. An effective communication plan will ensure that all elements of the project are sufficiently reviewed and addressed by the City. Deliverables: Periodic progress reports, project meeting agendas, handouts, and meeting minutes. Task 2 — Preliminary Design Task 2.1: WSB will complete a topographic survey of the project in order to identify surface features and create accurate base mapping for the project plans. This will include a Gopher State One Locate call to identify the existing public and private utilities within the project limits. Task 2.2: WSB will assist the City in acquiring geotechnical engineering services as necessary to obtain soils information at the lift station site and along the forcemain alignment. It is anticipated that one 25 -foot boring and four ten foot to 15 foot borings along the forcemain alignment will be required. Task 2.3: Review existing pump run times and the existing lift station sewer shed area to confirm /determine the design flow basis for improvements to the lift station. Task 2.4: Evaluate up to two options for locating the new lift station structures and piping on the existing site. Each option will take into account the relation of the structure to the existing influent sewer and wet well and existing effluent forcemain and downstream collection system. Task 2.5: Recommend a location and type of lift station for design and construction of the new lift station. The wet well will be appropriately sized to provide storage capacity to meet the number of recommended pump starts per hour and to provide City staff with sufficient time to respond to a power outage or high water alarm at the lift station. We will meet with City staff to determine the optimum lift station design that will meet the City's needs and existing City lift station standards, including control panel configuration, level sensors and alarms, flow metering, SCADA system interface, and standby power requirements. Task 2.6: Determine alignment and profile for the proposed Lift Station 11 forcemain and preliminary grades and profile for the reconstruction of Radisson Road. This task will also Scope of Services January 3, 2014 Page 3 include the requirements for the temporary forcemain that will be required during the construction of the new lift station. Task 2.7. Prepare feasibility memorandum with recommended lift station location and layout and construction methods. Task 2.8: Meet with City staff to review the feasibility memorandum. Finalize memorandum based on City staff review comments. Deliverables: Feasibility memorandum indicating the recommended location, layout, and style of the new lift station. Task 3 — Design Phase Task 3.1: Perform final design and prepare details for the lift station improvements recommended in the feasibility memorandum. Task 3.2: Develop details for demolition and abandonment of the existing pump station. Task 3.3: Site plan and piping design. Task 3.4: Prepare the preliminary plans and specifications. Task 3.5: Meet with City staff to review preliminary plans and specifications. Task 3.6: Finalize plans and specifications and submit to the City for approval to bid. Task 3.7. Prepare quote solicitation documents and performance specifications for the pre - purchasing of new pumps, float and transducer purchasing and installation, control panel and SCADA wiring into the existing control panel. (See attached electrical engineering proposal from Barr Engineering for electrical design related services). Task 3.8: Provide bidding services including preparing and distributing plans and specifications, field bidder's questions, attending the bid opening, preparing a bid tabulation and letter of recommendation for award of the project. Deliverables: Preliminary and final plans and specifications, quote solicitation documents, meeting minutes of review meeting, tabulation of bids received and letter of recommendation for award. Scope of Services January 3, 2014 Page 4 Task 4 — Construction Phase Services Task 4.1: Contract administration will include facilitating the preconstruction meeting and providing meeting minutes along with general oversight of the contract to ensure conformance to the contract documents, monthly applications for payment, attendance at project meetings as required, as well providing minutes for those meetings. Task 4.2: WSB will provide construction observation services during the construction. It is anticipated that we will have a person on sight during the construction for approximately 20 to 30 hours per week during the construction of the project. The time spent on the project will vary based on the work being performed. Additional time has been included for the preparation of as- builts and other miscellaneous work related to the construction. Task 4.3: WSB will provide construction surveying for the project and will include staking of the forcemain, wet well installation, reconstruction of the roadway and general surveying for the purposes of completing record drawings. Task 4.4: Preparation of record drawings, including design data, on the pumps and control. This information will also be included with any operations and maintenance manuals that will be provided for the project. City of Shorewood Tasks In order to complete our tasks, we will need the City to provide the following: • A designated project contact person. • Answers to project - specific questions. • Requested information and make decisions regarding project direction during the course of the project. • Authorize necessary testing services as defined in the Contract Documents (including soil borings). • Coordinate, purchase, and services acquisition for pumps and service outside of the bid documents. • Necessary easements and easement information. • Communication with residents and property owners. Total Estimated Engineering Fees and Estimated Construction Cost The cost to provide the scope of services outlined in this proposal will be billed on an hourly basis based on our current hourly rates. We are proposing to complete the defined engineering services for an estimated fee of $47,861. A proposed hourly breakdown of each task by employee class is included with this proposal. Subconsultant billings will pass through WSB without mark -up. Scope of Services January 3, 2014 Page 5 A breakdown of our proposed fee is as follows: Project Management .................... ..............................$ 1,656.00 Feasibility Memo ... ............................... .....................$10,811.00 Design Phase Services .......................... .....................$15,606.00 Construction Phase Services ................. .....................$12,188.00 Electrical Engineering Services ... ..............................$ 7,600.00 Total Estimate for Engineering Services $47,861.00 Time Schedule It is our understanding that the City would like the design completed in January and February and have the project ready for bidding early in the spring of 2014 so that construction could coincide with the MCES construction project. WSB will complete our tasks in a timely manner to ensure that this timetable is met. A proposed schedule for planning and design is listed below: Complete Feasibility Memo ..................... February 2014 Complete Final Design . ............................... March 2014 Open Bids ........................ ............................... April 2014 Construction ............. ............................... May /June 2014 rasourcafuL natura"y. BAR�F engineering and environmental consultants Memorandum To: WSB and Associates Attn: Kevin Kawlewski From: Stuart Stephens Subject: Shorewood Lift Station 911 Date: December 31, 2013 This memorandum outlines our scope of work and related fees for electrical engineering services for the proposed sanitary sewer lift station for the city of Excelsior, MN. Proiect Description The project generally includes construction of a new sanitary lift station, to replace an existing lift station The following assumptions have been made. • Two submersible pumps will be installed in the lift station. Pump size has not been determined but it is anticipated the motors will be approximately 10hp to 15hp each. • The existing lift station has 25hp pumps, so it is assumed three phase power is available at this location. This will have to be confirmed; if three phase power is not readily available the design scope will have to be changed later. • It is assumed conventional across - the -line motor starters will be used to operate the pumps, and reduced voltage starters or variable frequency drives will not be required. The anticipated electrical service size is 100 amps. The voltage will be either 208vac or 480vac, but this will have to be determined later. • The lift station will have a manual transfer switch and a receptacle for a portable generator connection. The exact type and style receptacle will have to be determined later. It is assumed the City has an existing portable generator that can be used to operate this lift station. A new generator is not included in the scope of this project. • The pumps will be controlled based on level in the wetwell, as measured by a submersible pressure transducer, with float switches for backup control. • A freestanding control panel will be installed adjacent to the lift station. The control panel will contain interlocked main and standby circuit breakers, a generator receptacle, branch circuit breakers, lift station controls and SCADA equipment. It will monitor lift station run and alarm status, and light an alarm light on top of the enclosure in the event of an alarm condition. Barr Engineering Co, 4700 West 77th Street, Suite 200, Minneapolis, MN 55435 952,832,2600 www,barr.com To: Kevin Kawlewski / WSB and Associates From: Stuart Stephens / Barr Engineering Co. Subject: Shorewood Lift Station Date: December 31, 2013 Page: 2 • It is assumed the City has an existing SCADA system that will be used to remotely monitor lift station run and alarm status, and that data will be transmitted to the existing master SCADA panel via radio. The signal path from the lift station to the master SCADA panel will have to be reviewed to make sure there is a clear path that will allow for a good radio signal. It is assumed, based on previous lift station projects in Shorewood, that the City will purchase the lift station control panel directly from their preferred supplier or systems integrator, and then provide the control panel to the contractor for installation. It is further assumed the City will directly purchase services from the same preferred supplier or systems integrator to make necessary modifications to their master SCADA system so it can monitor and display information from the lift station. Proposed Scope of Services Barr Engineering Company proposes to provide the following engineering services: I . Design phase services will include preparation of press -ready final electrical plans and specifications for the proposed lift station. It is assumed WSB and Associates will provide Autocad background drawings of the project site for our use. We will plan on one meeting with WSB and the City during this period, it is assumed all other matters during the design phase can be resolved via telephone calls and emails. 2. Bid phase services will include preparation of addendums as required, answering telephone calls and emails from bidders, etc. No meetings are planned during this phase. 3. Construction phase services will include review of electrical and control shop drawings, preparation of change orders as required, answering telephone calls and emails from the contractor, etc. One final site inspection visit is included in this phase. Proposed Fees Barr Engineering Company proposes to provide the described services on an hourly basis for the following not to exceed amounts: Design Phase .................................... ............................... $4,800 Bid Phase ........................................ ............................... $700 Construction Administration Phase .................. ............................... $2,100 Services will be billed monthly. Thank you for the opportunity to present this proposal. If you have any questions, comments or revisions, please call. 9D MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Salt Storage Agreement between the Cities of Shorewood and Excelsior Meeting Date: March 10, 2014 Prepared by: Larry Brown, Director of Public Works Reviewed by: Attachments Draft Agreement Policy Consideration: Should the City of Shorewood enter into an agreement with the City of Excelsior for combined salt —sand storage at the Shorewood Public Works Facility? Background: As discussed during the last City Council — Staff retreat, the Mayors of Shorewood an Excelsior have suggested that an agreement be considered by both communities for combined salt -sand storage at the Shorewood Public Works Facility, located at 24200 Smithtown Road. Staff has consulted with Tim Keane, City Attorney, and has drafted an agreement that has been included at Attachment 1. Financial or Budget Considerations: The agreement does not have direct out of pocket expenses associated with this. Any costs would be labor costs, a portion of which may already be accounted for. Options: 1. Direct staff to prepare a final agreement, as proposed 2. Provide staff with additions or deletions and direct staff to revise the agreement and return with a final agreement. 3. Provide staff with alternative direction. Recommendation /Action Requested: Staff will await City Council input regarding this agreement. 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 SALT STORAGE COOPERATIVE AGREEMENT THIS SALT STORAGE COOPERATIVE AGREEMENT ( "Agreement ") is made and entered into as of , by and between the City of Shorewood, a municipal corporation and political subdivision of the State of Minnesota, (hereinafter referred to as "Shorewood ") and the City of Excelsior, a municipal corporation and political subdivision of the State of Minnesota (hereinafter referred to as "Excelsior "). BACKGROUND RECITALS 1. The City of Shorewood Public Works Department owns and operates a salt/sand shed ( "Facility ") on its Public Works Campus located at 24200 Smithtown Road. 2. The City of Excelsior Public Works Department is in need of a salt /sand depot from which it may store and access salt /sand reserves throughout the winter road maintenance season. 3. Shorewood and Excelsior desire to enter into an agreement to provide Excelsior convenient access and use of the Facility. 4. Shorewood and Excelsior deem it beneficial to enter into this Agreement to address the terms, conditions and responsibilities of each party with respect to the Facility. 5. The Council and the City agree that each is authorized to enter into this Agreement pursuant to Minnesota Statutes § 471.59 6. On March 10, 2014, the Shorewood City Council authorized its Director of Public Works to negotiate and execute this Agreement with Excelsior. 7. On March _, 2014, the Excelsior City Council authorized its staff to negotiate and execute this Agreement with Shorewood. AGREEMENT NOW, THEREFORE, for mutual valuable consideration, the sufficiency of which has been agreed to by the parties, Shorewood and Excelsior agree as follows: I. AGREEMENT AND OBLIGATIONS 1. This Agreement shall be for a term of one year from the date written above and shall renew annual unless terminated by one party giving written notice to the other. 2. The Purpose of this Agreement is to set forth the terms and conditions and responsibilities of each of the Parties to this Agreement with respect to the operation and use of the Salt Storage Facility, and for payment of the cost and expenses related to the Facility. 3. The Shorewood Director of Public Works (the "Director") shall at all times be responsible for the operation and maintenance of the Facility. 4. Excelsior shall be responsible for order and delivery of the quantity of salt /sand inventory to meet the requirements of Excelsior and placed in a location as specified by the Director. 4832 - 2912 -0281.1 5. All loading of Excelsior salt/sand to Excelsior trucks shall only be undertaken by Shorewood Public Works employed at the direction of the Director. 11. PAYMENT OF COSTS 1. Excelsior shall pay Shorewood not later than December 1 each year the sum of $250 to reimburse Shorewood for its overhead expenses. 2. Except as otherwise provided specifically in this Agreement, Excelsior shall be solely responsible for costs of its inventory of salt /sand stored at the Facility. III. RIGHTS OF ACCESS For the purposes of performing its duties or obligations or exercising its rights under this Agreement, Excelsior (including its employees) may enter upon the Facility owned by Shorewood at those times agreed upon by the Director. 2. All records kept by Shorewood and Excelsior with respect to the Inventory shall be available to the other. IV. EMPLOYEES All employees of Shorewood and all other persons engaged by Excelsior in the performance of any work or services required or provided for herein Excelsior shall not be considered employees of Shorewood, and any and all claims that may or might arise under the Worker's Compensation Act or the Unemployment Compensation Act of the State of Minnesota on behalf of said employees while so engaged, and any and all claims made by any third parties as a consequence of any act or omission on the part of said employees while so engaged, on any of the work or services provided to be rendered herein, shall in no way be the obligation or responsibility of Excelsior. All employees of Excelsior and all other persons engaged by Shorewood in the performance of any work or services required or provided for herein shall not be considered employees of Excelsior, and any and all claims that may or might arise under the Worker's Compensation Act or the Unemployment Compensation Act of the State of Minnesota on behalf of said employees while so engaged, and any and all claims made by any third parties as a consequence of any act or omission on the part of said employees while so engaged, on any of the work or services provided to be rendered herein, shall in no way be the obligation or responsibility of Shorewood. V. RESPONSIBILITY AND INDEMNITY 1. Each party agrees that it will be responsible for its own acts and the results thereof to the extent authorized by the law and shall not be responsible for the acts of the other party and the results thereof. Shorewood's maximum monetary liability is governed by the provisions of Minnesota Statutes Chapter 466. Excelsior's maximum monetary liability is governed by the provisions of Minnesota Statutes Chapter 466. 2. Shorewood and Excelsior each warrant that they shall hereinafter comply with the aforementioned indemnity requirements through a self- insurance program and have minimum coverage consistent with the liability limits contained in Minnesota Statutes Chapter 466. 4832 - 2912 -0281.1 Excelsior agrees that any obligation for the performance of the work pursuant to this Agreement shall include: (1) Excelsior shall defend, indemnify, and hold harmless Shorewood, its members, officers agents and employees from claims, suits, demands damages, judgments, costs, interest, expenses (including, without limitation, reasonable attorney's fees, witness fees and disbursements incurred in the defense thereof) arising out of or by reason of the negligence of Excelsior, its officers, employees, agents, or subcontractors; and (2) Require Excelsior to include Shorewood as an additional insured in all liability and property coverage for work performed at the Facility under this Agreement. VI. ENTIRE AGREEMENT It is understood and agreed that the entire Agreement between parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof. All items referred to in this Agreement including the Recitals are incorporated or attached and are deemed to be part of this Agreement. 2. Any alterations, variations, modifications, or waivers of provisions of this Agreement shall only be valid when they have been reduced to writing as an amendment to this Agreement signed by the parties hereto. VII. INCORPORATION OF APPLICABLE LAW Applicable provisions of Minnesota State law, federal law and of any applicable local ordinances shall be considered a part of this Agreement as though fully set forth herein. Shorewood agrees to comply with all federal, state and local laws and ordinances applicable to the Facility. VIII. SEVERABILITY The provisions of this Agreement shall be deemed severable. If any part of this Agreement is rendered void, invalid or unenforceable, such rendering shall not affect the validity and enforceability of the remainder of this Agreement unless the part or parts which are void, invalid or otherwise unenforceable shall substantially impair the value of the entire Agreement with respect to the parties. One or more waivers by said party of any provision term, condition or covenant shall not be construed by the other parties as a waiver of a subsequent breach of the same by other parties. IX. SUCCESSORS AND ASSIGNS The covenants of this Agreement shall be binding upon and inure to the benefit of the parties hereto, their successors and assigns. X. NOTICES Any notice of demand, which may or must be given or made by a party hereto, under the terms of this Agreement or any statute or ordinance, shall be in writing and shall be sent certified mail or delivered in person to the other party addressed as follows: 4832 - 2912 -0281.1 CITY OF SHOREWOOD Bill Joynes City Administrator 5755 Country Club Road Shorewood, MN 55331 (952) 474 -3236 CITY OF EXCELSIOR Kristi Luger City Manager 339 Third Street Excelsior, MN 55331 (952) 474 -5233 IN TESTIMONY WHEREOF, the parties hereto have caused this Agreement to be executed by their respective duly authorized officers as of the day and year first above written. CITY OF SHOREWOOD By: Scott Zerby Its: Mayor CITY OF EXCELSIOR By: Mark Gaylord Its: Mayor 4832 - 2912 -0281.1 aCity of Shorewood Council Meeting Item Title / Subject: Deer Management Program 2014 Meeting Date: 10 March 2014 Prepared by: Brad Nielsen Reviewed by: Patti Nelgesen Attachments: Aerial Survey Map Policy Consideration: Should the Deer Management Program be continued for 2014? Item #10A MEETING TYPE Regular Meeting Background: The aerial deer survey for 2014 has been completed by Three Rivers Park District (see attached map). As you can see, the numbers have decreased from the 72 that were counted last year. The current 26 is the lowest count we have seen since starting our management program. The previous low was 64, after which the City suspended the program. The following two years the number rebounded to 106 and 145, respectively. With respect to last year's removal effort, the total number taken was 41 over five weekends. This was our most successful season to date, beating the previous high of 34, the year before last. The weather was again quite cooperative. More detail of where and how many deer were removed will be presented at Monday night's meeting. The archers tell us that they still get approached by residents who would like their property included in the program. Three Rivers personnel in charge of the aerial survey remind us that numerous deer move between Chanhassen and Shorewood and between Shorewood and Tonka Bay. Nevertheless, the City may want to adjust the program for the upcoming season. It is not recommended that the program be suspended, but perhaps a reduction in the number of weekends may be in order. Financial or Budget Considerations: As in the past, this program has been relatively low -cost. The insurance certificate required from MBRB is $50 and the annual aerial survey was under $1000. Although staff involvement has increased somewhat over the few years that the program has been in existence, it has not detracted from normal duties. Options: The Council can continue the program for 2014, discontinue the program, or direct staff to explore alternatives to what we are currently doing. Recommendation / Action Requested: It is recommended that the program be continued for 2014, possibly limiting the number of weekends to three. Next Steps and Timelines: Depending on the Council's determination, staff will contact the Metro Bowhunters Resource Board relative to this year's program. Connection to Vision / Mission: This program is considered to contribute to a healthy environment with a variety of 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 #10B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: 2014 AIS Inspection Program — Christmas Lake Meeting Date: 10 March 2014 Prepared by: Brad Nielsen Reviewed by: Patti Helgesen Policy Consideration: Should the City continue management of the AIS Inspection Program for Christmas Lake for 2014? Background: Minnehaha Creek Watershed District has just informed us that applications for AIS grants are due on 19 March. The City managed AIS inspections at the Christmas Lake access last year after the MCWD decided not to do it. Costs of the inspection program were paid by the Christmas Lake Homeowners Association, augmented by grant funds. The CLA continues to pursue a centralized, multi -lake inspection program, but it is not known if that program will be in place prior to this year's boating season. To hedge our bet, staff is recommending that the City apply for the same grant we received last year, and contract again with Volt, Inc. for inspection services. Our agreement with Volt would provide for the potential of a centralized program starting sometime this coming season. Prior to Monday night's meeting staff will contact the CLA to see what its intentions are for 2014 and to find out the status of its centralized inspection proposal. Financial or Budget Considerations: Last year's program cost approximately $47,000, which was covered by the MCWD and CLA. The City ended up contributing existing staff time and some incidental funding for signs at the landing. We expect the cost to be the same for this season. Options: Continue working with CLA regarding centralized inspections, and contracting with Volt until the centralized inspection can be implemented; limit the inspection program to what can be obtained through the DNR; or do nothing. Recommendation / Action Requested: Assuming the CLA is willing to enter into the same agreement as last year, it is suggested that the Council direct staff to apply for MCWD AIS grant funds for 2014. Next Steps and Timelines: Continue discussions with CLA and the DNR, and contact Volt about providing inspection services for 2014. Connection to Vision / Mission: Healthy environment. 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 M 11A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: Representative Appointment on the Lake Minnetonka Conservation District (LMCD) Board Meeting Date: March 10, 2014 Prepared by: Jean Panchyshyn, City Clerk Reviewed by: Attachments: Resolution Policy Consideration: Should the City Council appoint a representative to the Lake Minnetonka Conservation District (LMCD) Board? Background: The City has advertised for a resident volunteer to serve on the LMCD Board. The city has received one letter of interest and that applicant, Ms. Deborah Zorn of 4940 Shady Island Road, interviewed with the City Council earlier this evening. At the February 24, 2014, Council meeting, Council appointed staff member and Shorewood resident Julie Moore to serve as LMCD Board representative until a permanent representative could be appointed. If Ms. Zorn is appointed, Ms. Moore's appointment will be rescinded. Council will need to identify the length of Ms. Zorn's appointment, which can be for the period ending January 31, 2015 (one - year); January 31, 2016 (two - years); or January 31, 2017 (three - years). Options: 1) Council may approve a resolution appointing Deborah Zorn as Shorewood representative to the Lake Minnetonka Conservation District Board. The length of the term of the appointment needs to be determined by Council. 2) Council may approve a resolution naming someone else to serve as representative to the Lake Minnetonka Conservation District Board. 3) Do not make an appointment at this time. Julie Moore would remain the LMCD Board Representative until another candidate is interviewed and appointed. Recommendation /Action Requested: Council may decide how it wishes to proceed with this item. Next Steps and Timelines: Staff will notify the LMCD of Council's decision. Connection to Vision/ Mission: Making an appointment to the LMCD Board provides residents with quality public services. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD RESOLUTION NO. 14- A RESOLUTION MAKING AN APPOINTMENT TO THE LAKE MINNETONKA CONSERVATION DISTRICT BOARD WHEREAS, the City of Shorewood appoints a resident to represent the City on the Lake Minnetonka Conservation District; and WHEREAS, the City advertised this volunteer board opportunity for appointment to said Board; NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Shorewood to hereby rescind the appointment of Julie Moore as representative for the City of Shorewood on the Lake Minnetonka Conservation District Board, and appoint Ms. Deborah Zorn on the Lake Minnetonka Conservation District Board, effective March 10, 2014, and continuing through January 31, ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 10th day of March, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor kill) Title / Subject: Meeting Date: Prepared by: Reviewed by: Attachments: City of Shorewood Council Meeting Item Policy Consideration: Discussion on Defining a Solar Study Request for Proposals March 10, 2014 Jean Panchyshyn, City Clerk Kl MEETING TYPE Regular Meeting Mayor Zerby requested this item be added to the agenda for discussion on defining a solar study request for proposals. 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