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07-28-14 CC Reg Mtg AgendaCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JULY 28, 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 B. Review Agenda 2. APPROVAL OF MINUTES A. City Council Work Session Meeting Minutes, July 14, 2014 B. City Council Regular Meeting Minutes, July 14, 2014 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 B. New Liquor License Request from MGM Liquors Location: 5660 County Rd 19 4. MATTERS FROM THE FLOOR (No Council action will be taken) 5. PUBLIC HEARING 6. REPORTS AND PRESENTATIONS 7. PARKS 8. PLANNING A. Zoning Text Amendment for Lower Density for Senior Housing Attachments Minutes Minutes Claims List Clerk's memo, Resolution Planning Director's memo, Draft Ordinance CITY COUNCIL REGULAR MEETING AGENDA — JULY 28, 2014 Page 2 of 2 9. ENGINEERING /PUBLIC WORKS A. Accept Bids and Consider Award of Construction Contract for the 2014 Sealcoat Project, City Project 14 -05 10. GENERAL /NEW BUSINESS 11. OLD BUSINESS A. Bee Safe Resolution and Proposal for Clover Plantings B. Letter to the Minnehaha Creek Watershed District (MCWD) Requesting Video Broadcasting of the Board's Regular Monthly Meetings C. Draft Request For Proposals for Renewable Energy Alternatives Study 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Trail Schedule B. Mayor and City Council 13. ADJOURN Attachments Engineer's memo, Resolution Administrator's memo, Resolution Draft Letter Engineer's memo Trail Schedule CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 . 952- 960 -7900 Fax: 952 - 474 -0128 • www.ci.shorewood.mnmtiis • cityhallgci.shorewood.mn.tiis Executive Summary Shorewood City Council Regular Meeting Monday, July 28, 2014 7:00 p.m. A 6:00 PM Work Session is scheduled this evening. An EDA Meeting will immediately follow the Regular City Council meeting. Agenda Item 93A: Enclosed is the Verified Claims List for Council approval. Agenda Item 9313: The City received an off -sale liquor license application from Wine & Spirits by JD, Inc., dba MGM Wine & Spirits, for a business located at 5660 County Road 19, the former Heartbreaker Boys retail location. All license requirements have been met. Approval of the resolution approving the license is recommended, contingent upon receipt of the Certificate of Insurance and upon approval by the Shorewood EDA of the Letter of Intent to Option to Purchase Agreement with Real Estate Holdings by J.D., LLC. Agenda Item 94: 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 95A: There are no public hearings scheduled for this evening. Agenda Item 96A: There are no reports or presentations scheduled for this evening. Agenda Item 97: There are no Park items this evening. Agenda Item 98A: The Planning Commission held a public hearing on 1 July to consider amendments to the Shorewood Zoning Code intended to encourage a variety of senior housing types. The amendment provides for a somewhat higher density for certain zoning districts and within the Smithtown Crossing Redevelopment Area. It also provides additional flexibility with respect to parking requirements for senior housing. The Commission voted unanimously to recommend adoption of the amendment. Agenda Item 99A: A resolution accepting bids and awarding the construction contract for the 2014 seal coat project is provided for Council's consideration. Agenda Item 910: There are no items of new business this evening. Agenda Item 911A: A resolution endorsing "Bee- Safe" Policies and Procedures is provided for Council's approval. Also, three for the planting of clover at Cathcart Park, Freeman Park, and the South Shore Skate Park are recommended for approval. Agenda Item 911B: A draft letter from the City Council to the Minnehaha Creek Watershed District Board requesting that the Board video broadcast its regular monthly meetings is provided for Council's consideration. Executive Summary — City Council Meeting of July 28, 2014 Page 2 of 2 Agenda Item 911 C: A draft RFP for a renewable energy alternatives study is provided for review and discussion. Agenda Item 912.A.1: The Trail Schedule is provided for Council information. Agenda Items 91213: Mayor and City Council Members may report on recent activities. CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, JULY 14, 2014 MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Zerby called the meeting to order at 5:31 P.M. A. Roll Call #Za 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 P.M. Present. Mayor Zerby; Councilmembers Hotvet, Siakel, Sundberg, and Joynes; City Clerk Panchyshyn; Finance Director DeJong; P (arrived about 5:45 P.M.); and, Director,of Public Works Brown Absent: None B. Review Agenda Siakel moved, Hotvet seconded, app 2. SIX -MONTH RE Administrator Joynes has been made on th went through the item 1.) Most combbnents of items order. passed 510. Administrator •ector Nielsen a copy of a spread sheet showing the progress that February 8, 2014, Council and staff retreat. He The rate study recommendation were implemented and the trail costs in the Capital (CIP) have been recalculated. Storm water cost projection activities are in progress. e new financial system have been implemented. 2.) Southshore Community Center (SSCC) — The Minnetonka High School Vantage Team presented its business plan for the SSCC to Council two days after the retreat. Staff did a financial analysis of some of the information in the plan for Council. A subset of the SSCC Advisory Committee (Greenwood Mayor Kind and Tonka Bay „Councilmember Ansari) prepared its SSCC 3 -Year Pilot Cove proposal and presented it to four of the five cities that co -own the SSCC. Council met in executive session to discuss the Cove proposal and a letter was, sent to the other four cities stating the City's position and asking the Cities if they wanted to continue to be involved with the SSCC. Earlier in the day he forwarded a copy of a letter the City received from Mayor Kind. The City Administrators /Manager of some of the other cities have indicated their Councils are unable to make a decision at this time. Those Councils wanted more information. During a Greenwood Council meeting a comment was made that Tonka Bay had no response on this topic. The City of Deephaven had submitted a letter a while ago stating it no longer wanted to participate in the SSCC, but it was not clear about how it intended to go about terminating its arrangement. The Deephaven Administrator has indicated that the Deephaven Council was intentionally vague because it wanted to maintain some options. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 14, 2014 Page 2 of 9 Mayor Zerby noted that Greenwood has indicated it would be interested in modifying the SSCC joint powers agreement (JPA) such that Deephaven could terminate its participation. Administrator Joynes stated based on conversations with the other Administrators /Manager there is a lot of false information out there. There is some speculation that Shorewood is going to make a lot of money on the SSCC. That is hard to understand being SSCC operations run a deficit each year. He thought there are ways to ensure the other cities that is not the case. He noted the next step in this process is getting the mayors together to work this out. Joynes then stated there has been a slight pickup in rentals over the last few months. There have also been some inquiries about the use of the SSCC kitchen. He noted that the ownership of and responsibility for the SSCC needs to be clarified. Mayor Zerby presented a hypothetical situation. Five people, bought a strip mail. Only one of the five actively tried to find renters and maintain the mall because they lived closest to the strip mall. He asked if there is any case law related to absentee partners. Administrator Joynes stated there is a legal theory that is consistent with that. It is called "failure to maintain the asset ". That would be the final step lftthe issue had to be forced. Administrator Joynes stated the other four citi willing to put capital money in to maintain 1 operations. He does not think the cities can h-, their equity but not participate in the operatic' fair position. Shorewood needs to find a way continues to solely fund deficits In the operatic operation becomes sustainable on its oven that protected for funding deficits. 3.) Public Works Staffing - Staff will present a budget'it recommendation is for a .75 f 4.) Future 'Trails — The Smi and construction for that prof are complete and Council h, segment are in progress. The one roadway and trail that ne the construction of a trail alo; into that. equivalent have indicated pdblically and privately that they may be asset. None of them are interested in sustaining SSCC ,it both ways. They, can't say they are going to maintain f the, SSCC. He does not think anyone believes that is a drawn down their equity stakes over time if Shorewood The cities need to be provided some assurance that if the y,would not lose their equity stakes. The City needs to be ob description for a support position under Public Works. luring the discussion of Item 3 on the agenda. The initial FTEI position. wn Road east walkway feasibility report has been completed and planning is in progress. The plans and specifications for the Galpin Lake Road trail uthorized the advertisement for bids. Planning and construction for that Lining Commission is going to review the trail and road plan overlay. The serious consideration is the timing for Strawberry Lane improvements and de of that roadway. The safe routes to school (SRTS) initiative will factor Councilmember Siakel stated she SRTS program has been referenced a number of times. She asked staff to provide Council with some information about that. She asked if the City could apply for an SRTS grant for Strawberry Lane. She would like to know what is available and what the City needs to do. Administrator Joynes noted there is no funding for the Strawberry Lane walkway segment. 5.) Cooperative Functions — The salt storage cooperative arrangement with the City of Excelsior was implemented the past winter. A study was done on a joint snow plowing initiative with Excelsior. That is in Excelsior's hands now. Shorewood has an agreement to plow the LRT trail in Tonka Bay. Carver County has backed away from a common boat inspection location. Staff has been discussing other options for the Christmas Lake boat launch area with the Christmas Lake Homeowner Association (CLHA). The CLHA CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 14, 2014 Page 3 of 9 has purchased equipment for power washing of boats. The City is in discussion about how to set that up and running. 6.) Organized Refuse Collection — Staff will address this with Council in the fourth quarter of 2014. 7.) Summit Avenue Roadway — During the retreat staff presented configuration options for Summit Avenue. Drainage concerns have been addressed. Per Council's direction staff has asked the Minnesota Department of Transportation (MnDOT) to conduct a traffic study. Once the study is complete Council will need to make a decision on the options. 8.) Snow Removal / Plowing Policy — Staff has developed a priority snow removal list. During the Item 3 budget discussion staff will present a request to budget for a new piece of equipment for plowing th e trails /sidewalk. 9.) Technology Enhancements — Council authorized the purchase of a geographic information system (GIS) data hosting services. The purchase and installation of key pad door access, internal alarm system and identification card technology is in progress. 10.) Other Issues — The Park and Planning Commissions have been reduced in size from seven to five and commissioner attendance has been discussed. The mayor's term ,of office has been changed to four years from two years effective with the 2016 election. The salaries for the mayor and councilmembers have been adjusted based on area norms. 11.) Other Items Added After The Retreat — Council and, staff revisited the plan for Badger Park. Council has asked that an Option 1.5 be developed based on Council's feedback to staff. Staff has scheduled WSB & Associates to discuss alternative energy options with Council during its meeting immediately following thiswork session. That information is needed to solidify what the scope of a request for proposal (RFP) for alternative enemy` should be. There has been a lot of discussion about adopting a Bee Safe City Resolution. That will �bc discussed again during Council's meeting following this work session. Staff has concerns about some of the language in the resolution that was proposed that will hopefully be resolved during that discussion. The succession planning for the Chief of the South Lake Minnetonka Police Department ( SLMPD) is in its infancy, stages. Initial Coordinating Committee discussions also included talking about the SLMPD and Excelsior Fire District (EFD) organization structures concurrently. The City Administrators /Manager are gathering information about calls and other requested data. There has been some discussion about an interim person once the Chief retires to oversee SLMPD operations and to help the member cities determine what the organizations should took like and operate like in the future. The next step is in the Administrators court. He and Attorney Keane have been involved in negotiations with an MGM Liquor franchisee about the Heartbreaker site in Shorewood and with the owner of that site. The elements for an option agreement have been identified. The franchisee has a contingent offer on the property. It is contingent upon getting a liquor license. If the franchisee agrees to the option agreement the City will grant a liquor license. That will be considered during the July 28, 2014, Shorewood Economic Development Authority meeting. Staff has been heavily involved with storm related issues. Staff has been consolidating data that is needed to apply for Federal Emergency Management Agency reimbursement. A preliminary application has been submitted. There has some fallout from how the emergency services operated. EFD Chief Gerber is planning on a fall exploration of lessons learned in terms of the cities abilities to cooperate. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 14, 2014 Page 4 of 9 Councilmember Woodruff stated residents are asking him what is going to happen with regard to the temporary road surfaces on the Islands once the level of Lake Minnetonka recedes somewhat. Administrator Joynes stated staff has discussed a permanent solution for that and that will require some priorities be switched and some coordination with the City of Minnetrista. Woodruff stated some of what is there no has to be removed before winter. Administrator Joynes stated staff has accomplished the majority of items. Some items are dependent of actions from those outside of Shorewood. Mayor Zerby stated he asked for staff to provide Council with an updatc' on this and suggested it be done semiannually. He has heard Councilmembers asked what the status is, of various projects. This discussion is an opportunity for Council to discuss if the priorities for staff arc'the same and if there are new action items that should bed added. Councilmember Sundberg stated she thought the spread sheet is an extremely a helpful document. She suggested using that type of format for things Council initiates; something she has brought up before. Councilmember Hotvet stated the document is simple Administrator Joynes encouraged Council to have a retreat year update or even a quarterly update on progress. Mayor Zerby stated the emerald ash borer st action items. Administrator Joynes stated that x 3. 2015 BUDGET AND CAPITAL COUNCIL PHILOSOPHY AND DI finds it very to establish goals. And, then get a mid- at the retreat and that is not one of the scussion about the new staff position. GRAM DISCUSSION ON Administrator Joynes stated the purpose of this discussion is to provide Council with a general budget outlook for 2015 based on the inforniation staff currentlyhas. Also, to provide costs for some of the things asked for in the retreat. The amounts in his presentation are approximate yet close to what staff estimates them to be. He reviewed the major components forthe 2015 budget. During the 2013 Council and staff retreat it was pointed out that the levy needed to increase 2 percent a year to maintain the General Fund reserve. Anything above that is optional and up to Council. There are no levy limits for 2015. A salary reserve of 2.5 percent is recommended; it is an early indication of what the settlements are in the Twin Cities area. He then reviewed the external etements that will affect the budget. The percentages are an approximation. Fire — a 1.3 percent increase assuming the capital projects for the Excelsior Fire District (EFD) facility EFD Chief Gerber identified get completed in 2014. Police — a 2.7 percent or 3.0 percent increase. Public Employee Retirement Association (PERA) contribution — a .5 percent increase. The health insurance increase is not known at this time. The increases or decreases for the Lake Minnetonka Conservation District, the League of Minnesota Cities / Association of Metro Municipalities, and the Minnehaha Creek Watershed District will be negligible. The General Fund reserve is estimated to be $3,557,000 at the end of 2014. The City's General Fund Balance Policy stipulates a reserve level of 55 — 60 percent of the next year's operating expenditures. Sixty percent of the year -end balance would be $3,333,000. That leaves $224,000 available for use (the difference between the two amounts). The last two years the City has relied on transfers from the reserves CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 14, 2014 Page 5 of 9 in the amount of $102,000. It is assumed that will be the same in 2015. That leaves an undesignated balance of $122,000 above the 60 percent that could be available for use. The Office of the State Auditor (OSA) a much looser guideline that if followed would give the City close to $1 million to use. Councilmember Woodruff stated it is his recollection that when the 2014 budget was finalized there was a decision not to budget for the subsidy for Southshore Community Center (SSCC) operations. Any shortfall would be funded out of reserves. It does not appear that the City will not receive any funds for operations from the other four co- owners of SSCC. Therefore, $70,000 in reserves will be needed to subsidize operations for 2014. Administrator Joynes stated it is his understanding that the $102,000 will cover that. Director DeJong stated for last year there were transfers out budgeted for in the Council budget sufficient to cover the SSCC operating costs. But, that is not budgeted in the Sg(C Fund. DeJong then stated the $3,557,000 in reserves will be available January 1, 2015. Administrator Joynes explained staff has identified three 2014, Council and staff retreat that would impact the 20 _ support/forester .75 FTE position. The assumption is tht on the current level of operations. That deficit could be chose to have a full-time coordinator on site at the SS( developing the SSCC Capital Improvement Program (CII to purchase the new trail plowing equipment, then the tra il things identified during the February 8, ;et. The first is the proposed Public Works be a SSCC oneratina budizet deficit based Staff to $150,000 from $75,000. If that is done going forward, t] improvements that will be necessary to maintain the. SSCC facility Director Brown explained that at the Works did not think it needed any as thought it would be able to use the Ci the spring snow melt sta& realized th curbs. The new Galpin Lake Roac recommending the purchase of a track that can be purchased along with the personnel to reach out with a mower would b used basically all vear roan CIP. There would be an by approximately $45,0100 if Council as spent a significant amount of time €il accepts the SSCC CIP and the need Equipment Fund needs to be increased i the City will be able to fund the it throw4h 2030. this Dast winter he had informed Council that Public .ditional equipment to plow the trails and the new walkways. Staff y's wing plows,on the trucks. That appeared to work fine. But, after it the wing plows caused damage to the new walkway surfaces and walkway will not be adjacent to back of curb. Staff is now ess,unit which is quite expensive. There are a number of attachments tnit including a boom flail mower which would allow Public Works while keeping the operator safe on the roadway. The trackless unit 1. That unit would be a tradeoff for equipment that is already in the of approximately $60,000. Mayor Zerby asked how the trails have been cleared of snow in the past. Many of them have a grass boulevard between the curb and the trail. Director Brown explained mostly with the skid steer and the one blower. When there is a heavy, or the wet snowfalls it takes 2.5 — 3 days to clear the trails. With the proposed trackless unit it should take 1 day. The plow trucks push the snow from the roadways onto the trails along Eureka Road and along Highway 7. Then the trails are cleared. Administrator Joynes explained the primary duties of the proposed public works support position would be City forester, the creation of a diseased tree program, help and consultation on tree and foliage related issues when trails are constructed and roadways are reconstructed, developing a program for the emerald ash borer issue, and possibly providing residents with consultation on personal distressed tree issues. The secondary responsibilities would be related to stormwater management, MS4 (Municipal Separate Storm Sewer System) requirements and survey work. The position would relieve WSB from doing some of that work. The position could provide community contact to residents on private property issues that are public works in nature. Response times to residents would be improved. The position would be a .75 FTE position. The person hired to fill that position would likely have some of the skills the City would want but would have to grow into the rest of the job. He expressed confidence that there are forester people who CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 14, 2014 Page 6 of 9 would do that. It would be a person who would interested in getting into environmental issues. The salary and appropriate benefits for that .75 FTE position would be approximately $64,000. Approximately 50 percent of the proposed position could be funded out of a combination of the Stormwater Management Fund (MS4 related activities), the Street Reconstruction Fund (dealing with trees and foliage as part of roadway improvements), the Trail Fund (dealing with trees and foliage as part of trail construction) and possibly user fees (for private consultation). The other 50 percent would be funded out of the General Fund (i.e., general property taxes); the impact on the general tax levy would be about $30,000. Councilmember Hotvet stated she likes what is being proposed and asked how a .75 FTE position was arrived at. She also asked why position. Administrator Joynes stated he knows there are a two n because it is a .75 FTE and they would be good candidates. FTE is logistical; where will that person be stationed. Thet full-time position would be a larger problem for the City to position is clearly a full-time job. And that the job will gene that the position be changed to full-time. The .75 position wil lat the °City has a lot of needs. She person would apply for a .75 FTE e who would apply for the position part of the reason for it being a .75 ssion about sharing office space. A late. Joynes noted he thinks that the more public use. Staffmay eventually ask address the issues raised Councilmember Siakel stated the concept for the proposed positi Building Official was trained on diseased trees. She asked hove tie together. She thinks it is disjointed. Administrator Joynes stated there are people who haN may have a degree in forestry or hydrology. He noted that is a talented forester who wants to ,get involved it other things the person ,would 'be involved with at engineering degree. It will require an interest in doing those other functions overtime. He thought what is b( a number of needs the C some of the less skilled r Mayor go after oak trees. r of hours )d. She then stated she thought the trees and stormwater management of an environmental approach to things. They e thought it would be possible to find a person other than just forestry. He explained that the terribly complicated; they do not require an things. The person would be trained to take on oposed is an economical approach to satisfying consults for the City could be reduced because position. i need for help in Public Works and that tree diversification is the gypsy moth is headed this way from the east coast and it will Councilmember Woodruff stated the Street Reconstruction Fund and the Trail Fund are taxpayer funded. Therefore, 75 percent of the position would be funded out of taxpayer dollars. He commented that at some point he would like to discuss' user fees. Administrator Joynes stated the specifics of that would be discussed in the fall: Woodruff noted that the City recently raised the stormwater utility rate and the position would add a cost to that Fund that was not factored into the rate study. Administrator Joynes stated there are obligations that have to be met. Councilmember Sundberg stated she supports the proposed position and noted that she thinks staff will come back soon and ask to make it a full-time position. She then stated she thought the person who fills that position would be helpful to the City's residents on a variety of things such as invasive plants and wetland regulations. She thinks there are people who are environmentalists at heart. She went on to state there are a lot of intersections in the City where trees and shrubs are starting to limit visibility. She asked if CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 14, 2014 Page 7 of 9 that position would be responsible for addressing that. Administrator Joynes stated that is a forestry problem and a Public Works site line problem. Councilmember Woodruff stated that position could be responsible for putting out traffic tubes. Administrator Joynes stated based on previous Council discussions the intent for the position is to try to relieve staff members who are overloaded with things to do. Some of those tasks would become the responsibility of this environmental type position; a position responsible for a variety of tasks. Councilmember Siakel asked if that means the City will look for someone with an environmental background. Administrator Joynes stated at least a background in forestry, or hydrology or plant life and with a willingness to learn and expand their knowledge base. Administrator Joynes explained the current operation net deficit for the SSCC is $85,000. The reason it is $85,000 and not the $70,000 that has been used the last t o -years is the Park k& Recreation position is coordinating things at the SSCC part of her time and is,therefore not available to work, ;behind the counter at City Hall at times. That counter work has to be back filled and that will be an additional $15,000 for next year. That is assuming the Park & Rec person continues to do the SSCC work. If she does not and someone else is hired the $15,000 is not needed. If Council wanted to have a full-time coordinator at the SSCC the expanded net deficit would be $130,000; a deficit, increase of $45,000. Staff has been talking with the City of Excelsior about having an events coordinator for the South Lake area at the SSCC. One person would have coordination responsibility ' fort the SSCC and special events. If that were the case Excelsior may be willing to help fund the position. The police and fire departments are very supportive of having one position coordinate all of the events. Special events,are getting to be out of hand. Mayor Zerby asked how much of the SSCC operating deficit is because of salary and benefits. Administrator Joynes noted the SSCC does generate some revenue to help offset operating costs. Director DeJong stated the deficit is not all for salary and benefits. DeJong stated the majority of the Park & Rec Coordinator's time is still budgeted in the Recreation Department. Zerby explained he asked a representative of the Senior Community Services (SCS), which runs the Gillespie Center and two other centers, what they pay their center administrators. It pays a salary of about $50,000 ; $60,000 for a full -time administrator. Administrator Joynes clarified that the City also needs support for the evenings and weekends. Zerby stated he assumes the evenings and weekend work is offset by rental; income and fees. Joynes noted that based on the data he has seen he is standing behind the $130,000. Councilmember Woodruff statedhe would like to have a line item review of SSCC revenues and expenses. He then stated it used to be about $35,000 to keep the SSCC doors open without labor costs and that included janitorial costs. He went on to state that $50,000 — $60,000 is less than what the Park & Rec Coordinator makes by a significant amount. Councilmember Sundberg stated that it is difficult to provide an opinion on this because there is not a well- defined vision for the SSCC. There are a lot of possibilities for where the City may want to take that. The City may want to have a strong marketing oriented person run the SSCC. She asked Administrator Joynes if there is a sense of what Excelsior's timeline is for making a decision about a special events coordinator and the SSCC. Joynes responded it is two concurrent decision paths. Excelsior is struggling with what it wants to do about the SSCC. Excelsior does want to figure it out this budget cycle. He noted that he and Mayor Zerby have put the idea out there several times. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 14, 2014 Page 8 of 9 Sundberg then stated it is almost to the point where Council has to make some hard decisions about the SSCC. Administrator Joynes noted that further on in this discussion he will recommend budgeting for the current level of SSCC operations for 2015. He does not think the future of the SSCC will be solidified during the 2015 budget process cycle. Joynes then noted the meeting packet contains a copy of a SSCC CIP prepared by the Building Official out through 2030. He explained that it shows the year of construction, the age of thvvarious components of the facility, the useful life of each component, the projected replacement year, the current cost, the replacement cost, the projected funding to 2014, the projected expanded cost to 2030, and the costs for elements identified in the Cove proposal, landscaping and a patio, and parking and driveway. The total projected funding needed out to 2014 is $182,483.11. have been put aside starting in 1996 (when the SSCC was consti has been set aside. If that is projected out to 2030 then the amou additional costs for items identified in the Cove proposat. Those they are needed to make the SSCC marketable. And, it includes a, and parking and driveway improvements. There are a numt replacement in 2016 (exterior painting and caulking, plumbing s heater), 2017 (the roof) and 2018 (the mechanical systems, furr over $80,000. tat is the amount of money that should ted) for future maintenance. No money is $344,400. That number includes the tprovements are basically cosmetic but tional'costs for landscaping and a patio of maintenance items scheduled for tems and plumbing fixtures, and water o and air conditioner). Those costs are He reiterated the SSCC CIP costs and the trail plowing equipment cost necessitate increasing the transfer into the Equipment Replacement Fund to $150,000. Transferring that amount annually through 2030 will fund the SSCC CIP if the City takes that responsibility on. If it had been structured correctly when the SSCC was built, the cities,would have plit money aside to make the needed capital repairs. He also reiterated that the available General, Fund reserves (the amount above the 60 percent level) is $224,000. Historically the City has ,transferred $102,000' from reserves to fund operations. That leaves $122,000 of the excess reserves, unallocated for 2015. He explained the General Fund Balance Policy stipulates a, 3 percent,transfer cap which equates to $63,832. He has not been able to find the rationale for the 3_perceit transfer Joynes explained one budget option is to suspend the 3 percent transfer cap and use all reserves above the 60 percent level to help fund the budget. The three additional budget options — the Public Works support position, the SSCC CIP, and the trail plowing equipment would be funded and the current level of SSCC operations would he sustained., This option will result in a tax levy increase of approximately 2 percent. Another option is to adhere to the 3 percent transfer cap, use reserves over the 60 percent level, add the Public Works position, fund the purchase of the trail plowing equipment and the SSCC CIP, and sustain the current level of SSCC operations. For that option the levy increase would be approximately 3.2 percent. The last option is to fund none or some of the selected proposals, adhere to the 3 percent transfer cap, and use reserves over the 60 percent level. For that option the tax levy increase would be between 2 percent and 3.2 percent. Councilmember Woodruff stated it is his recollection that the 3 percent transfer cap in the General Fund Balance Policy was put in place to manage people's knee jerk desire to spend a lot of money because it was available. He noted he does not think it would be a problem to remove the 3 percent stipulation from the Policy particularly if the General Fund balance excess is calculated based on the 60 percent reserve level. It would not affect the City's bond rating. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 14, 2014 Page 9 of 9 Administrator Joynes stated that if the City maintains a 60 percent level of reserves that is a gold standard. It is sufficient to maintain the City's bond rating. Mayor Zerby noted that reserves are basically like a rainy day fund. He stated he thought replacing the roof on the SSCC is a good use of a rainy day fund. Councilmember Woodruff stated that the General Fund reserves surplus over the 60 percent level is a transitory thing. The City has been fortunate to be able to add to the reserves the last few years. He then stated he thought that any of the three 2015 budget options presented, would work. He would be comfortable with any of them from a financial standpoint. He cautioned against counting on spending surplus on a long -term basis. He can support it for one year but not long term. Administrator Joynes stated he thought the strategy could be If economic conditions change then it has to be revisited. Mayor Zerby stated Badger Park is missing from tl something budgeted (about $400,000) in the Park Impr there is no decision about the improvements to th€ improvements could be considered to spread the cost advocating that. Zerby stated Badger Park, improveme Public Works support person, for example. He believe; has also been a lot of discussion about the need to imiaro Administrator Joynes asked Council to provide two or three, years but not long term. iget. Administrator Joynes; clarified there is ;nt CIP but it has not been increased because k yet.-Joynes stated that bonding for the over tune, noting that he is not necessarily iVe been discussed for a lot longer than the get Park funding warrants discussion. There it the narkim area for the SSCC. take time to think about it. Councilmember Siakel stated she does,not want to wait until January 2015 before deciding on the future of SSCC. She wants to know what the other four cities are going to do. She expressed hope that the five mayors will get together to discuss it sooner versus later. That will have an impact on funding things. Councilmember budgeting proce Councihnember Wood Publie Works support created as,n option. 4. Woodruff moved,' 6:50 P.M. Motion RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: Jean Panchyshyn, City Clerk the first option presented in order to get the rapidly. with the first option and suggested budgeting for a full-time hiring a .75 person. Administrator Joynes stated that can be Adjourning the City Council Work Session of July 14, 2014, at Scott Zerby, Mayor CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JULY 14, 2014 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Zerby called the meeting to order at 7:00 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Hotvet, Keane; City Administrator Joynes; City Planning Director Nielsen; Director of Put Absent: None. B. Review Agenda #2B 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Woodruff, Attorney cc Director DeJong; ty Engineer Hornby Mayor Zerby asked that Item I LA be discussed before Item 10.A on the Agenda because there were a number of people in the audience for that item. Councilmember Woodruff stated that Council had received a revised agenda for this meeting early in the day. Item 5.A had been added. He did not think that item was on the agenda that was published last week. He asked if the public had been given legal notice about this meeting. Director Nielsen apologized for the item not being included in the meeting packet distributed last week. He explained the item was added to the agenda the previous, Friday which was three days before this meeting. The item was noticed in both newspapers twice. All legat and technical requirements have been met. Woodruff then stated that from his perspective there are too many items being added to agendas at the last minute. He asked that be brought under control so it does not happen anymore. Woodruff moved, Sundberg seconded, approving the agenda as presented. Motion passed 510. 2. APPROVAL OF MINUTES A. City, Council Work Session Minutes, July 23, 2014 Woodruff moved, Siakel seconded, Approving the City Council Work Session Minutes of July 23, 2014, as presented. Motion passed 510. B. City Council Regular Meeting Minutes, July 23, 2014 Woodruff moved, Sundberg seconded, Approving the City Council Regular Meeting Minutes of July 23, 2014, as amended to note that Councilmember Hotvet was absent. Motion passed 510. 3. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 2 of 19 Hotvet moved, Siakel seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. B. C. D. E. Approval of the Verified Claims List Adopting RESOLUTION NO. 14 -060, "A Resolution Approving the Regular Full Time Appointment of Robert Hanson as Light Equipment Operator." Accept Proposal for Professional Design Service for the 2014 Mill and Overlay Project, City Project 14 -04. Adopting RESOLUTION NO. 14 -061, "A Funds for Replacement of Trees for S1 Intersection Improvements." Adopting RESOLUTION NO. 14 2 for Valleywood Area Improvem Motion passed 510. 4. MATTERS FROM THE FLOOR Resolution Authorizing Expenditure of rawberry Lane and West 62 °a Street tesolution Approving Change Order No. Project 13 -01." George Greenfield, 24715 Yellowstone Trail, stated he wanted to readdress the situation on the property located at 24745 Yellowstone Trail which he first brought to Council's attention during its June 9, 2014, meeting. He noted that the residents in his neighborhood are appreciative of the efforts of Director Nielsen, Administrative Assistant Fasching and Light Equipment Operator (LEO) Lugowski to try and address the matter. Unfortunately, the situation is the same; the lawn has still not been mowed. A person in his neighborhood is trying to sell their property. The 24745 property is a negative. He asked if Council is aware of the response the. City received from the bank that owns the property on June 30 about the grass, needing to be mowed. He "explained that he thought the response was one of contempt for the residents,bf Shorewood and democratic government in general. The bank essentially said it was not going to do anythln about it: He commented that when any organism, including the City, is suffering from a parasite (people who speculate and deal in usury are parasites from his perspective) the parasite needs to be exterminated.. He indicated that one way that could be done would be for Council to lower considerably the criteria for condemnation and eminent domain for unoccupied, bank -owned properties. He does,not think the banks have any intention of selling the properties until there is another bubble. There have been four properties in his neighborhood that were foreclosed on. The banks were willing to kick the people out quickly. But, they have done nothing to sell the properties or maintain the properties. He noted that Director Nielsen had explained to the residents in the neighborhood the City could not mow the property immediately because of the potential spread of noxious weeds. He explained that if the property is allowed to go to seed in its natural state the weeds could be spread regardless. He asked that the situation be readdressed. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 3 of 19 He stated when a citizen exercises their first amendment rights to petition for regressive grievances that right is not realized if the citizen does not receive a response. The neighborhood residents have received a response but the situation has not been addressed. Mr. Greenfield thanked Council for the opportunity to come before it. Director Nielsen stated the City received authorization earlier in the day to mow the grass on the 24745 property. The noxious weeds on the property have to be pulled first. The Hennepin County Weed Inspector has authorized that to be done. Public Works has to schedule time to do that work. Mayor Zerby asked Attorney Keane if there is anything the City she the City Code for these types of issues. Keane explained the City has There is a nuisance declaration. The City can obtain the authorit maintain it. That is about all the City can do to limit the nuisan properties. Zerby stated he assumes the City sent a nuisance notice disregarded. Zerby questioned if that is not enough to allow the City rather than waiting for authorization from the County Weed Inspector uld do to strengthen the language in nuisance provisions in its ordinance. to go on the property in order to -e and the noxious effects to other to the bank. Keane stated that was to mow the grass and pull the weeds Director Nielsen explained the City Ordinance does require the intern from the bank was verbal. He explained the bank called the City the not intend to cut the grass but the City could. The last step was for Weed Inspector. He stated in the past the City would have handled days. He explained the City would have contacted the last known Public Works would cut the grass and send that person a bill. If the bill property. The process is now much more warrant to go onto the property, to ediate step. He noted the response previous week and indicated it did the City to check with the County a situation like this within 10 — 14 owner and if they did not respond was not paid it was assessed to the the point where a city has to get a Councilmember Siakel stated that grass will have to be mowed again in two weeks or so. She asked if the process would have to be started all over again. Or, can the City just mow it again and send the bank another bill. Director Nielsen stated he did not think it would have to be mowed again in two weeks; maybe a month. He noted he will have to askAttorney Keane if the City can continue on with the current notice or if it has to start all over main. Councihnember Woodruff suggested sending the bank a letter noting that the bank has told the City it will not snow the grass as required, by the City Ordinance and explaining that the City will mow the grass when it needs to be mowed and what the cost per mowing will be. It should also inform the bank that if it does not pay the bill the amount of the bill will be assessed to the property. Nancy Rendous, 6040 Maple � Leaf Circle, noted her property is located in the Shorewood Oaks development and that her property abuts the Ashland Woods development. She explained that for the Ashland Woods development that site was raised about nine feet. The properties in that development drain to water that is supposed to drain back to Freeman Park. The area that is supposed to collect the water has been overflowing since sometime in May. The water flows into the Park over one walking path but not the second walking path. It just flows back into her neighborhood. They built their home and moved into it more than 24 years ago. This is the first year their sump pump has run. She noted that she understands that the ground water table is at a record high. She stated she thought the pathway is not adequate to handle the stormwater runoff of the seven huge houses and the raised ground in the Ashland Woods development. The water does not flow where it is supposed to go. She noted her basement is not dry this year. She stated the Shorewood Oaks development does not have CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 4 of 19 the capacity to handle the stormwater that flows into it from other places. The drainage system in and around the area does not have the capacity to handle all of the stormwater. The water was pooling in the streets. She expressed concern about the impact of the Boulder Cove development in Chaska. Ms. Rendous suggested the City consider doing some grading or put in a culvert under the second walking path. Mayor Zerby asked Engineer Hornby if staff has had an opportunity to review the plans for the Boulder Cove development with regard to drainage that will impact Shorewood. Hornby explained that development will drain pretty much to the west and southwest. It will flow down to Highway 7. Staff had told the developer and the City of Chanhassen that the stormwater from that development could not drain to the north. The plans show a berm between the Shorewood Oaks development and the Boulder Cove development. The design is to handle a 100 -year storm event. He noted `that he will work with Director Brown to determine what is going on with stormwater in the area Ms. Rendous talked about. Councilmember Woodruff asked if the Ashland Woods it was designed to work. He asked staff to report back o 5. PUBLIC HEARING A. 7:10 P.M. PUBLIC HEARING — Vacate Dr: Applicant: Bennett and Sharon Morgan Location: 5580 Woodside Lane Mayor Zerby opened the Public Hearing at 7:17 drainage system is working the way Utility Easements Director Nielsen explained, that Bennett and Sharon Morgan, 5580 Woodside Lane, are building a new house on their property. During that process it was discovered that the existing sewer line strays outside of the existing sewer easement. The Morgans have spoken with the property owners to the north of their property about vacating a portion of the City sewer and granting the property to the north a private sewer easement. The private service would extend,into the public sewer line. The Director of Public Works and the City Enginecf afe okay with what is being proposed subject to the existing manholes being removed. Staff recommends approval of the vacation. Councileber Woodruff stated the resolution Council is being asked to adopt does not mention the manhole removal requirement. Director Nielsen explained it should not be in there because the resolution is recorded with Hennepin County. The requirement will be a condition of approval of the vacation. Nielsen noted the City will gat an escrow agreement with the Morgans to ensure the manholes are removed. Seeing no one present to comment on the case, Mayor Zerby opened and closed the Public Testimony portion of the Public Hearing at 7:22 P.M. Hotvet moved, Siakel seconded, Adopting RESOLUTION NO. 14 -064, "A Resolution Vacating the Existing Drainage and Utility Easements Located on 5580 Woodside Lane" subject to the existing manholes being removed. Motion passed 510. Mayor Zerby closed the Public Hearing at 7:22 P.M. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 5 of 19 6. REPORTS AND PRESENTATIONS A. Discussion with Joe Davito, Energy Expert, on Scope of Request For Proposal Elements for Alternative Energy Mayor Zerby introduced Joe Davito, an energy expert, who is present to talk about green energy options for Shorewood. Administrator Joynes explained that Mr. Davito spent some time with staff about one month ago discussing green energy options for Shorewood. The direction from Council was to take a broad look at anything that was possible. There needs to be a look at more specifics in order to craft a request for proposal (RFP) to send out to vendors. Mr. Davito works with WSB & Associates in a number of capacities. Staff thought it would be beneficial to Council to hear some of the same things it heard. Mr. Davito noted he had been asked to put together some i over 25 years of experience in the US power industry. F projects costing over $2 million in the US. He recently forr and operate solar projects in the Midwest. Mr. Davito explained that he and staff discussed large and '§i thermal options. He does not have a lot of geo thermal expertise. Large wind turbine energy has come a long way ovei range from 1.7 megawatts (MW) to 3 MWs. One 2 kilowatt hours (KWh) per year in Minnesota. The av, year. The cost to install is about $4.5 million. The h the Federal Aviation Administration has issues with with Xcel Energy on a very large scale'project (abou' for that energy because of the scale is 'less than $.03 cost for a KWh would be $.07 $.08'. If a new coal $.12. Without a tax credit the_Wh cost for wind_ would be appropriate for the regulatory right to provide; reta Small scale ,,,wind turbines a approximately 175,000 KWh 1 costs as low as $1,15,000. To additional evaluation. They ai generate. The per KWh cost is what is possible. He stated he has involved with renewable energy .one Partners to develoD. construct wind energy, solar energy and geo last five years, Current land based turbine sizes turbine will produce approximately 7.4 million c home in Minnesota uses about 8,000 KWh per it is almost 500 feet; just below the point where planes. They are very efficient. He had worked .4 million) in the City of Rochester and the price KWh. If a new gas fire generator was built the it was built the cost for a KWh would be $.10 — ld be 5.058. He did not think large scale wind of size and regulatory concerns. Xcel has the in its service area. ss than or equal to 100 KW. One 100 KW turbine will produce ear in Minnesota and it costs about $350,000 to install. He has heard of it has been cost prohibitive with other alternatives, but it may warrant )out 80 — 100 feet high. The higher they are the more energy they it S.20. The City would be able to offset energy costs with this. The State Legislature passed a law in 2013 that mandated the State's largest utility, Xcel Energy, to begin a community solar garden. Subscribers buy a piece of the solar garden. Everyone who subscribes to the solar garden gets their pro rata share. Some of the important details about the program are being worked out with the most important being the bill credit from Xcel. There have to be at least five subscribers to a solar garden and no one subscriber can own more than 40 percent. The City and the public safety facilities could all be subscribers. Xcel will take the energy from the solar garden. If a subscriber signs a deal with the solar garden operator then the subscriber is entitled to a bill credit from Xcel. The credit will be equal to the Value of Solar Rate which is currently being negotiated at the state level. The subscriber buys from the solar garden operator. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 6 of 19 The solar garden operator gives the power to Xcel. The subscriber multiples the KWh they are getting from the solar garden by the rate. So long as the subscriber is paying the solar garden operator less than what they get paid from Xcel they save money. There would be benefits to Shorewood if it were to subscribe to a solar garden. There is no installation cost if it uses a third party owner. The City would pay a monthly subscription fee for its pro rata share of the garden. In exchange the City would receive a monthly bill credit from Xcel. The difference between what the City would pay the operator and what Xcel would pay the City would be a savings of about 5 — 10 percent of the bill. The City would save money on its bill, support renewable energy and open the solar garden to the residents in the City. City Hall, police and fire could all be subscribers. The City could get paid an annual lease payment from the solar garden operator if it provides,the land. If the City wanted to it could own the solar garden, but there are some tax questions that would have to be figured out because a big component is an investment tax credit. There is a way to brim tax investors into the deal. Councilmember Hotvet asked if a solar garden could be put they cannot be put on roofs. Mr. Davito explained the other interesting solar opportunity, is net m¢ solar panels on top of the public safety facility the solar would offset t turn the meter back the other way if there was more produced than cox behind the meter. There is something called stand by charges. Usuall infrastructure and the customer has to pay a certain stand by charge rc consumed. For projects below 1 MW a utility cannot do a standby cb cost of the net metering program. If the City generated all of its potentially offset its bill for the entire year. A cost benefii" analysis, w( this option is the City would loch in its rate for 20 years. Davito responded Bring. For example, if the City put e electricity consumption. It would umed. In the industry that is called a utility can charge a customer for ardless of the amount of electricity rge per state law. That reduces the electricity in six months it could to be done. The benefit of A 100 KW solar array would produce approximately 140,000 KWh per year in Minnesota. It would cost about $250,000 to install 'on land and a bit more on a roof. The equivalent KWh energy price with an investment tax credit would be about S. 13. There are Made-in Minnesota incentives and Xccl solar rewards. Xcel is changing how the rewards work. Xcel is transifioning to pay customers, based on how much energy is produced not by what it cost the Md. Davito, stated he thought the community solar garden would be the best option for the City. Net metering is another good option. Both would necessitate doing a financial analysis. Councilmember Sundberg thanked Mr. Davito and stated that she thought he provided an overview of all of the possibilities quite Well: She asked Mr. Davito to not take any of the comments she is about to make personally. He is clearly an expert in what he does. Sundberg stated she is baffled as to why staff has not crafted an RFP yet. She explained that she does not want Council to prejudge what the possible best opportunities for green energy are. She had hoped to get an expert that would evaluate Shorewood's infrastructure, needs and so forth. Although solar gardens may be a good option for the City, she does not want to make that prejudgment yet. She would have preferred a broader RFP process where Council and staff allow a Mr. Davito type of person to assess the Shorewood community thoroughly and recommend what that person believes are the best energy options, the best economic options and provide the best benefit to the community. She expressed disappointment that basically six months have gone by and there is still no RFP. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 7 of 19 Mayor Zerby stated it was staff's goal to have this discussion first to gain an understanding of what Council wants the RFP to seek out. For example, is there is a study the RFP should be modeled after. He asked if a consultant would assess the location of the sun or land spaces. Would they survey public land? Councilmember Sundberg recommended letting the expert look at the Shorewood community and decide. She stated she thought Shorewood is a prime community for solar gardens. She cautioned against discounting wind energy. She commented there are issues with any green energy. She explained she is trying to avoid having Council and staff making decisions based on sketchy information. She wants the experts to help everyone decide on what the focus should be. She stated there are many programs, financing options and technical options. She then stated Council and staff need to know about successful and unsuccessful programs. Mayor Zerby asked Mr. Davito if this type of thing is being responded the thought the City is on the forefront of this. Mr. Davito clarified he did not intend to come across a presupposing asked to explain to Council what some of the options ate. Staff int would be willing to provide Engineer Hornby guidance on that or the then stated that from his perspective the primary driver of this is community. Council and staff need to clearly understand what it wou Councilmember Sundberg stated she envisions that a consultant w data that backs up two or three recommendations. Mr. Davito noted what the City needs to have done. Sundberg reiterated she is not criticizing Mr. Davito and that sh( good overview. She stated she does not want to presuppose solar ga Mayor Zerby asked Engineer Hornby noted he will stated staff's intent was to start t understand what Councilmember an expert evaluate all of for `other: communities. Mr. Davito a solution. He explained he had been ended to write an REP. He stated he City can bring in another expert. He the economics and the value to the Id be getting and the cost of it. the City with good hard ked to do that and that is ght he provided Council with a are the solution. has gotten enough clarification to write the RFP. taff and Mr. Davito to come up with a scope for the RFP. He it the various options. He then stated that staff did not clearly wanted before. He now understands that the desire is to have )r the City. Councilmember Woodruff stated from his perspective it seems that the answer is alternative energy. But, he does not know what the question is. If people do not know what they want they can get there from just about anywhere. He asked if the goal is to eliminate the payment for energy for all City -owned facilities. If that is the question, then Mr. Davito or other experts could tell Council and staff how to achieve that. If the goal is to service 24 percent of the houses in Shorewood with alternative energy, experts could tell Council how to do that. Until Council decides what the objective is it will be difficult for staff to write an RFP. Mayor Zerby stated he does have solar panels on his home which generate about 10 percent of the energy he needs. They are the net metering effect. He knew that was not a cost effective decision. Using alternative energy is about things such as sustainability and being good stewards of the environment. Councilmember Woodruff stated Mayor Zerby had an objective to do a solar project on his home. His question was how to accomplish that. If Council decides it wants to do a solar project for City Hall then CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 8 of 19 that is the boundary around the question. There can be a technical discussion about how to go about that. Until Council clarifies what it wants to achieve he does not know how an RFP can be written. Councilmember Sundberg stated part of an RFP process is to identify the mission. Environmental quality is one of the residents' base values. She noted that the results from the resident survey the City conducted a few years ago indicate that 79 percent of the respondents were interested in environmental quality. She clarified she is only interested in cost effective opportunities. She explained she wants to know what options there are for running City facilities and to offer opportunities to interested residents. Councilmember Woodruff provided a hypothetical situation of hiring, a consultant to write the requirements for an RFP and the outcome ends up being a camel and the desire was actually to get a race horse. He stated Council needs to tell Engineer Hornby what it wants and then he can write the specifications for the RFP. Councilmember Sundberg asked Council if it agrees that the RFP,, should be to find out what cost effective, alternative energy options there are for the City -owned facilities and to, identify opportunities that the City could offer to interested residents. Solar gardens are a great example of that. Mayor Zerby noted that Council had previously asked staff to write an RFP for Council's" consideration. This discussion was a step in trying to clarify that. He stated Council can have more discussion about the scope of the RFP after it has been written. Zerby thanked Mr. Davito for his presentation Mr. Davito stated based on this discussion Counci determine what the right questions are and how to then he and staff can write the RFC'. He stated if C( is very different than if Council wants all renewab help frame the questions correctly. B. Tour de To Mayor Zerby'introd Tour de Tonka event two options. Council can ask him and WSB to them. Or, Council can decide the questions and wants 20 percent renewable energy the solution rgy for City -owned facilities. He and WSB can ohnson who was present to give a presentation on the August 2, 2014, e time she had been the Mayor of Excelsior. Ms. Johnson stated she currently serves on the Advisory Council for Minnetonka Community Education (MCE). This evening she is here to represent the 2014 Tour de Tonka event. The event showcases the Lake Minnetonka communities as well as fits the mission statement for NICE which is a commitment to serve the life -long educational, social and recreational needs of the community. She highlighted the 2013 Tour de Tonka event; a multi - distance bicycle ride through the Lake Minnetonka communities. In 2006 there were 861 riders. There were 2896 in 2013; a 336 percent increase. The riders have been between 4 and 84 years of age. In 2013, 24 states, 42 Minnesota counties 211 communities and 3 countries represented. There were 77 legacy riders in 2013; they are riders who have ridden since 2006. There were 108 riders from the City of Shorewood. She explained that in 2013 there were 16 -mile, 26 -mile, 43 -mile, 51 -mile, 77 -mile and 100 -mile routes. Routes are changed each year. The committee that works on the routes all year long really hopes the Vine Hill Road Bridge will be completed at least one day before the event. She thanked the communities for their collaboration in making the routes work. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 9 of 19 She stated Tour de Tonka has partnered with the local food shelf ICA. Over the nine years Tour de Tonka has raised more than $30,000 for the ICA. In 2013 it collected $5,411. She noted there is a miles of smiles ride for ages 4 — 8. In 2013 there were 50 participants. She stated safety is paramount with that many riders over that many miles. The police and fire departments in the communities have been wonderful to work with. There were 21 agencies involved in 2013. Aid stations / rest stops are also important. There will be 11 throughout the 2014 course. Each rest stop is sponsored by a local business or local community group or an organization. Local bike shops will have a mechanic at each of the aid stations. There will be music at each of the aid stations and at the start / finish line. She explained that for 2014 there will be 16 -mile, 26 -mile, routes. The routes go through 25 communities and total 305 Minnetonka High School. She noted that the 2014 sponsors are Cub Foods Maple Grove Cycling, Invicta, Boyer Building Cor 44 -mile, 52 -mile, 67 -mile and 100 -mile miles. All routes begin and end at the Tonka Bay Marina, Speedprp Imaging, Twin Cities Orthopedics (new for 2014). She stated volunteers are needed for a variety of positions. In 2013 "there were more than 500 volunteers for about 330 different volunteer positions on the course. Riders and volunteers all get a Tour de Tonka shirt. The website is www.tourdetonka.M and the phone number is 952.401.6800. Ms. Johnson thanked Shorewood and all of the communities for their cooperativeness and participation in making the event possible. The event could not be done without ,them. She noted the event is a rain or shine event. Mayor Zerby thanked Ms. Johnson C. State Sen Mayor Zerb Senator 0sx about altert legislative s named Best tate Senator D this Report on Recent Activities is present to report on State Senate activities. noted that he serves one the Energy and Environment Committee. He found the discussion ve energy to be interesting. He distributed copies of his legislative report for the last ,ion. He noted that he was named the minority whip for Senate republicans. He was also lend of the Tax Payer by the Taxpayers League of Minnesota. He highlighted positive outcomes of the session. During the summer he worked with State Senator Champion on an expungement bill. Expungements are for people who have committed crimes in their lives and they want to reenter society and not have the scarlet letter on them. They want to be more productive and be better citizens. The initial bill came out with a number of felonies which raised red flags. The bill was very generic. During the session he and Senator Champion refined the billed to cover nonviolent felonies only. Felonies resulting to injuries to someone were not included either. Only three republicans supported the original bill coming off of the Senate floor. By the time it went to conference and came back and after his speaking with his colleagues over one half of the Senate republicans voted for the final bill. That demonstrates that republicans and democrats can work together. He clarified the felony is never erased but it will not show up during a background check. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 10 of 19 Some taxes were repealed. There was a warehousing tax that was scheduled to go into effect on April 1, 2014. That was taken away. There was some damage done because companies started making changes before the law was to go into effect. The farm implement tax and the telecom tax were also taken away. He noted that he voted for both of the tax bills this year. He explained that the Energy and Environment Committee never discussed municipalities becoming involved with solar gardens. The Value of Solar rate will heavily factor into the Shorewood Council's decision about alternative energy. Xcel Energy has expressed great concern about net metering. Xcel has built a system that delivers energy from its power plant to a customer. When energy is backwashed into the system it can cause problems with things such as transformers. Solutions to that are being worked on. Something called decoupling is also being discussed. A bill would sho�the amount of energy used and the overhead for infrastructure. The more Xcel customers reduce their consumption of its energy the more the overhead charge has to be increased. He noted the current 5.07. He encouraged people to talk with representatives from where it put a solar array on top of one of its service facilities. Senator Osmek stated he would entertain questions Councilmember Hotvet asked Senator Osmek what he is doin in his district get some type of benefits for the damages caused there has been this spring and summer. Senator Osmek stated Hennepin and Shorewood should be coordinating an y is a member of the Clean Water Coun for private property owners to slip line overload problems that occurred in th properties leaking. Ground water is lea Councilmember Hotvet aske would support that but a Aran Mayor ,Zerby thanked S lowatt hour from Xcel is 5.06 — County because it had a project esent the residents and businesses or indirectly by the amount of rain Ramsey Counties have been added to the disaster declaration. expenses incurred by the flooding through Hennepin County. He cil and he is working to tryand get monies from the Legacy Fund their private sewer pipes. From his vantage point a lot of the sewer e City of Mound are because of the clay sewer pipes on private king into the Dines. i to ask for support. Senator Osmek stated he He will look into that for businesses. p in moving forward the sales tax exemption for joint Zerby stated that the sales tax exemption only applies to purchases the City directly makes. For example it does not apply to purchases a contractor makes for a City project. If the City were to make the purchase it has to deal with the manufacture and deal with warranty issues. That bothers him because it is like a double tax; the City is being taxed when it is using taxpayer dollars. Senator Osmek stated there would not be a lot of support for that from the Minnesota Department of Revenue. He then stated that his first priority is to leave more,money in cities. Mayor Zerby thanked Senator Osmek for coming this evening. 7. PARKS A. Report by Commissioner Steve Dietz on the July 8, 2014, Park Commission Meeting CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 11 of 19 Park Commissioner Dietz reported on matters considered and actions taken at the July 8, 2014, Park Commission meeting (as detailed in the minutes of that meeting). Councilmember Siakel stated there is a demand for community gardening from residents. She noted that Commissioner Dietz mentioned expanding the community garden in the Skate Park on the east end of the City. She explained there was a waiting list for a community garden plot in Freeman Park this year. She asked the Park Commission to have a conversation about expanding the garden in Freeman Park and having a fence and water there. The people living in Shorewood Ponds are older and they are carrying buckets to water their plots. Commissioner Dietz noted that cost to add water for the garden in Freeman Park is not insignificant. That is why the Park Commission has been talking about expanding the garden in the Skate Park which already has water access. He suggested asking those on the waiting list for a garden plot in Freeman Park if they would be willing to drive to the Skate Park. Councilmember Siakel stated that would be asking older people to drive across town so they can have access to water for their garden plot. She then stated there is a fire hydrant right by the garden in Freeman Park. She asked what the cost to add water would be. She' noted there is room to expand the garden in Freeman Park. Commissioner Dietz stated he will bring the request back to the 8. PLANNING A. Report on the July 1, 2014 Director Nielsen reporte Commission meeting (as + red and actions "taken at the July 1, 2014, Planning of that meeting). Nielsen stated that he and Director DeJong attended a safe routes to school (SRTS) seminar the week of July 7. The representatives they spoke with from the State of Minnesota talked about everything but infrastructure; They were there to talk about infrastructure. It will take a lot of cooperation between the City and the Minnetonka School District and possibly some of the other surrounding communities. Nielsen noted that there will be an open house for the Galpin Lake Road trail segment on August 24. Mayor Zerby stated it is his understanding that the ground work for SRTS is being done by the Planning Commission. Director Nielsen explained that his intent is to make a SRTS plan an element in the Trail Implementation Plan rather than develop a standalone SRTS plan. The Trail Plan contains a lot of information that is required in an SRTS plan. What is missing in the Trail Plan are the SRTS five Es — education, encouragement, engineering, enforcement and evaluation. The five Es will largely come from the School District. The City is the infrastructure. Zerby asked what the status of landscaping standards is. Nielsen explained that the Park Commission is working on those standards for City -owned properties. A list of the types of properties the City owns has been developed and they have been classified and prioritized. That Commission will continue to discuss that. Zerby then asked when the concerns about mass and scale will be discussed. Nielsen stated the Planning Commission will talk about that again later this year. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 12 of 19 B. Summit Avenue Weight Restrictions Director Nielsen explained that when Council approved the Summit Woods planned unit development (PUD) final plan and final plat during its June 23, 2014, meeting Council directed staff to draft a temporary weight restriction for the portion of Summit Avenue from where it turns southwesterly to Murray Hill Road. What is proposed is a prohibition of any vehicle or combination of vehicles with a gross weight of any single axle exceeding 8000 pounds (four tons). The weight restriction would be in place until December 31, 2015. Councilmember Sundberg asked if the construction companies we Director Nielsen responded they can come to the site the other way have told Council and staff they do especially during inclement went) Mayor Zerby stated there had been discussion about not allowing ti if truck drivers know how heavy their trucks are. Director Nielsen of that. There is a hefty fine for exceeding weight limits. Din proposed is typically what is enforced. It is the weight per axle t] would exceed that weight. Sundberg moved, Hotvet seconded, Adopting RESOLUTIOI Weight Restriction on a Portion of Summit Avenue." Motion Discussion moved to Item I LA on the agenda. 9. ENGINEERING /PUBLIC WORKS 10. A. Communication fro'.Donald Asles This was discussed after Item I LA on the able to get their jobs done. ed that is what the residents but that was,not doable. He asked d truck drivers,are very conscious Brown explained what is being enforced. An empty semi - tractor 14 -063, "A Resolution Imposing Shorewood Oaks Drainage Donald Aslesen, 26055 Shorewood Oaks Drive, noted that his property is located in the Shorewood Oaks development. He also noted that he has been a resident of Shorewood for 20 years. He explained he has observed the development of Shorewood Ponds and Ashland Woods. And, he has observed the Boulder Cove development coming to fruition. Stormwater has to flow somewhere with all of that development. He has seen a lot .of stormwater during his 20 -year residency but nothing like this year. During a 6 -inch rainfall there is a dehige between two houses in Shorewood Oaks where the Freeman Park entrance is. It is like a dangerous rapid river. He thought the rain falling onto Shorewood Oaks could be handled. His concern is about the water that flows between ball field 1 and ball field 2 in Freeman Park and from the Park parking lot. There are two drains down at the bottom that follows a culvert that goes to the holding pond to the north. In a 6 -inch deluge in seven hours the water flows very fast right past Park Lane onto the parking lot around field 1 and joins up with the water that comes off of the parking lot that goes through the Park entrance. He provided Council pictures showing what he is talking about. He noted that former Mayors Love and Lizee and Director Brown have experienced that water come through there. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 13 of 19 He stated he has had dozens of neighbors who had not previously experienced water in their basements have major damage to their basements this year. Part of that is because during heavy rains the stormwater flows between field 1 and field 2 through the spillway. The culverts at Shorewood Oaks cannot take the water away fast enough. Picture 95, which a neighbor took, shows the intersection of Burlwood Court and Shorewood Oaks Drive and that the culverts could not handle the stormwater from the Shorewood Oaks development as well as Freeman Park and the ball fields. During the morning of June 19 when the really heavy rain came down Shorewood Public Works employees came out to assess the drains right next to that but there were no obstructions. The next day residents in his neighborhood were removing, for example, damaged carpets and furniture. He noted that he understands it was an extraordinary amount of rain in a relatively short time. He explained that for the two houses on either side of the spillway, it is a mosquito haven. Water pools there for a number of days. He noted that thanks to Mayor Zerby and Director Brown the spillway was put in to help the water flow away from the two ball fields. It has served its purpose welt He explained that he does not observe a lot of stormwater flowing into the culvert that serves the Shorewood Ponds area. The holding ponds there don't seem to be holding a lot of water. Even during a f- inch rainfall the water tends to flow westerly towards the ball fields, and works its way onto the spillway. He suggested regrading the parking lot so that the water will flow to the culverts at Shorewood Ponds. He asked, on behalf of his neighborhood, for the City to help alleviate some of the extra stormwater that flows into Shorewood Oaks. During a 6 -inch deluge the water cannot make a 90° turn at the culverts at the end of Park Lane to go through the culverts. It ends up, going around the ball fields and fills up the two backyards on either side of the spillway. He stated the pathway (spillway) is eight feet wide and it is supposed to be ten feet wide with flares on it so it somewhat cups the water and prevents it from going on either side of the houses to those backyards. He then stated if you move between Burlwood Court and Maplewood Court there are four outlets that eventually flow into Lake Minnetonka and even those were starting to backup. He reiterated that the culverts in his, neighborhood can probably handle the water that rains onto it. It cannot handle the water that flows from Freeman Park and beyond. He also reiterated his request for the City to regrade the parking lot and restore the spillway (he would put sandbags there to try and divert water fromhis,neighbors backyards). Mayor Zerby noted that he and Mr. Aslesen had spoken on the phone about this. He commented that one of the first things he did when he first became a member of Council about 16 years ago was approve the Shorewood Ponds development. He stated it is time this problem is fixed. Director Brown thanked Mr. Aslesen for his presentation and noted it described the problem accurately. He noted that he promised Mr. Aslesen that the City would restore the spillway which was put in cleverly discussed as a trail. That was done because there was not enough grade to work with storm sewer. WSB designed it as a spillway. He explained that the soils have shifted somewhat. That needs to be restored as soon as there has been a dry week. He cautioned against opening up that project when there is potential for another deluge. If that happened there would really be issues. Brown reminded Council that Public Works highest priority is fixing steer - buster potholes in the spring, then there is a race to sealcoat and stripe the roadways, then it does the rest of the roadways and then on CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 14 of 19 to the special asphalt projects. Staff has committed to restoring the spillway as soon as there is a dry stretch. If Council decides the parking lot improvement should be done, it will not happen until September or October because that is when the crews and equipment will be available to do that. It will take a couple days to grade it out and there would be a couple of thousand dollars in aggregate rock costs. In response to a question from Councilmember Siakel, Director Brown explained that staff would first have to take some survey shots of the parking lot to determine if the material can just be moved around or if more material has to be put down to make the grades work. Mayor Zerby stated it seems the drainage is not well designed there. He thinks that an engineering study needs to be done and as part of that staff should work with the Minnehaha Creek Watershed District (MCWD). Councilmember Hotvet stated that maybe this is an opportunity to work with the MCWD to determine what needs to be done to have a more permanent fix to the issue. Houses are being added to an area close to there. She encouraged staff to work closely with the MCWD on all parts of the issue. Mr. Aslesen stated it is his recollection that at one time there had been discussion about putting in holding ponds between field 2 and field 3. Unfortunately, it was not feasible from a cost perspective. The spillway was put in as a relief valve for the parking lot and ball fields. Director Brown stated a number of the wooded areas in Freeman Park were considered. A feasibility study, was done and the report called for a very large retention basin. In previous years, the City has sought out help from the MCWD to help fund that. The cost to do that is very substantial. Staff can relook at than with the MCWD if that is what Council wants. Mr. Aslesen then stated if the culverts that bridge the west side of Shorewood Ponds could be utilized some of the water from the parkinglot could be pushed to the holding pond and eventually end up going into the slew to the north-of it. That holding pond after the June 19 rains did not look very full. Councilmember Woodruff stated from his perspective a drainage plan that drains into a residential neighborhood is ill thought out. That needs: to be fixed. If that involves creating a holding pond in Freeman Park it should be revisited. He then stated it is his recollection that early on during his tenure on Council there hadbeen a $300,000 or so project in the CIP for that. Director Brown noted that was the feasibility report project. Woodruff noted that she does not want to create a problem at Shorewood Ponds by routing tormwater to the Bolding pond,then the pond can handle. Mr. Aslesen stated there is the northern holding pond and there is a small one on the other side of the walking path. Mr. Aslesen thanked everyone for listening. He also thanked Director Brown for his help on a Sunday afternoon and noted he appreciated it. B. Appeal for Extension of Deadline to Correct Nuisance Violations Appellant: Kert Koerting Location: 20325 Excelsior Boulevard Director Nielsen explained the City received a resident complaint about the property located at 20325 Excelsior Boulevard. Staff found a number of violations when it inspected the property. There is a long list of items to remove. There are several inoperable or unlicensed vehicles, equipment, building materials CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 15 of 19 and junk. Staff has spoken with the owner of the property, Kert Koerting, about removing the items. Mr. Koerting has appealed to Council for additional time to comply with the order. In the past Council has been willing to grant, for example, an additional 30 days to comply as long as the appellant is showing a good faith effort to comply. Staff does not think 30 days is enough for Mr. Koerting because of the size of the project. Staff recommends granting Mr. Koerting as much as 90 days in 30 day increments with each increment based on the amount of progress being made. Kert Koerting, 20325 Excelsior Boulevard stated he has been working property. The last few years have been a rollercoaster for him in many f; reuse and recycle type of person basically his entire adult life. For examf house with a shovel and the block used was recovered from a landfill accumulating things that he thought he could repurpose. He is committed expressed his gratitude to the City for giving him some additional time to F Mayor Zerby stated Mr. Koerting seems to want to be a along. Councilmember Woodruff stated that when a resident wo the City wants to work with the resident. He expressed his Councilmember Siakel stated 90 days out is riiid- October and that appropriate. Council granted three extensions recently and she tho consistent. and ry hard at cleaning up his s: of his life. He has been a he dug the basement of his e got a little carried away downsizing those items. He e items from his property. to help him with the City to solve the problem what staff has recommended. staff's recommendation is nt for Council to again be Woodruff moved, Siakel seconded, giving Kert Koerting, 20325 'Excelsior Boulevard, 90 days to remove the vehicles, equipment and materials in violations, in 30 -day increments with each increment being based, on the extent of compliance achieved in the previous extension. Motion passed 510. Discussion moved to Item 1 11. OLD BU Bee Safe Resolution and Proposal for Clover Plantings This was discussed after Item 8.13 on the agenda. Administrator Joynes,, stated Council has discussed a resident - proposed Bee Safe City Resolution a number of times. The ,Humming for Bees group has changed some of the language in its proposed resolution over the last week. This evening he wanted Council to talk about the language in the resolution and then staff will put it in final form for Council to act on during its July 28 meeting. He noted that staff has invited Patricia Hauser, a member of the Humming for Bees group, to come before Council this evening. He, Attorney Keane and Ms. Hauser will take the language Council recommends and put it into resolution form. Patricia Hauser, 5805 Minnetonka Drive, thanked Council and staff for continuing to discuss the very important issue of the decline of pollinating bees. She noted that three of the very first members of the Humming for Bees group helped start the community garden in Shorewood. She reviewed their involvement with the garden. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 16 of 19 Ms. Hauser stated that Shorewood has a history of being a leader in Minnesota. It was a leader when it came to banning phosphorous in fertilizer. The issue of the decline of bees presents another opportunity for Shorewood to be a leader. She referred to a Sunday, June 29, 2014, Star Tribune article in the Science + Health section titled Bees at the Brink. She found the article to be very informative. The author states that bees play a central role in agriculture. There are also a number of informative mini award winning documentaries about the decline of bees. She stated that even though this is not an agricultural area the City has some of the same situations bees have to face. There are monoculture lawns. There are many non - flowering plants. There is an extensive use of pesticides on flowering plants. Some of the bees and other pollinators are starving, being malnourished or poisoned in agricultural areas and in urban/suburban areas. Poor nutrition, pesticides, parasites and pathogens all play a role in the decline of bees as do habitat loss and climate change. Even though there is more to learn about what is causing,the decline of bees there is enough knowledge to do something. People know that pesticides in general contribute to, the poor health of bees. Systemic pesticides in particular are a serious part of the problem. By passing and working the resolution Shorewood can start to help bees. Ms. Hauser stated Humming for Bees looks forward to working with Shorewood on this important issue. She thanked Council for its time and consideration and for caring enough about bees to do something. Mayor Zerby explained that he has been working with Mss. Hauser and Mr. Jeff Dinsmore on trying to craft resolution language. He does not think they are up to speed yet when it comes to writing the legislation. Staff has some questions, about some of the language., Attorney Keane has weighed in on it some. Now is the time for Council to weigh in on it. He hopes that it can be finalized for Council's consideration on July 28. There is a desire to make the language as strong as possible while making it something the City can deliver on. she hopes Council can bring this to conclusion during its July 28 meeting. Council member Siakel stated, she understands the important role pollinating bees play in the world. She supports the City doing something to help and protect them if possible. Because it is up to staff to implement what is asked for in the resolution, she asked staff what is problematic from their perspectives. Is it something like using the word "all"? That would not allow the City to have much discretion or latitude in implementing what is specified in the resolution. She noted she is not interested in taking out existing plants in order to plant clover at City Hall. There are possibly other areas in the City to plant clover. Administrator Joynes clarified that staff is not disparaging any of the recommendations. He stated it is staff's obligation to inform Council of any cost implications and staff time needs. It is prudent that the program can be administered and that it makes sense. Staff had some initial concerns about taking plants out next to City Hall to plant clover. Staff had been told by people that service the plants that the type of clover that Humming for Bees wanted to plant there may have a difficulty growing in that area. Staff discussed if there are opportunities to plant clover on other City -owned properties. He asked if that is a reasonable alternative to what Ms. Hauser has asked for. Staff is very willing to work with her on locating those places. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 17 of 19 Joynes stated the first item in the resolution under THEREFORE states "... sources must attest to the city that their plants are certified organic or are systemic and neon icotino id free." He is unsure how that would work. He asked if it is just the sources the City is using for landscaping needs. He asked how that would be administered and enforced. He then asked what happens if the City finds materials that do not meet the standards the Humming for Bees group is talking about. What does Council want staff to do in those situations? Those types of questions need to be resolved before the blanket language is adopted. Mayor Zerby stated the language about the sources is to dovetail with the new Minnesota Law that requires bee safe labeling. He and Ms. Hauser discussed what would happen if the labeling is not on the product packing. The vendor would have to sign off that to the best of their knowledge the product is pesticide free and contains no neonicotinoids. That would absolve the City of an issue. The onus would be on the vendor. Administrator Joynes asked if it was only for materials the City it is for product used on City -owned land. Mayor Zerby agreed the wording of the first item is Administrator Joynes stated Attorney Keane has some suggestions language. He indicated he thought staff could have something read` for Mayor Zerby stated this is worth doing right; It is a cutting edge apl much of the country. He expressed hope that the resolution could be could be used as a model by other cities so they coutd' also help bees Hauser for her patience so it can be done right. He stated Council is doi� promise. Councilmember Hotvet slated she the bee safe labeling standard. She Ms. Hauser stated she woul Neonicotinoids and, systemics including the pollen and nectar Councilmember Woodruff sta gardeners. Discussion returned to Item 10 12. STAFF AND COUN( A. Administrato Mayor Zerby clarified on how to reword some of the the July 28 Council meeting. ach for the City, the State and Red in the right language so it [e noted that he had asked Ms. whatever it can to deliver on its is phased the resolution will have a reference to the State Statute about asked that the reference remain in there. ke to add language about the City not planting poisoned plants. poisonous. They turn the plant into a poison factory. Everything, poisoned. the language needs to be clear that it applies to the City's volunteer the agenda. REPORTS r and Staff 1. Trail Schedule Mayor Zerby noted that the meeting packet contains a copy of the Trail Schedule. Councilmember Woodruff asked what is happening with the Excelsior Boulevard trail. Engineer Hornby explained that Metropolitan Council Environmental Services (MCES) has completed the installation of forcemain up Covington Road and the City has also completed its forcemain installation up Covington CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 18 of 19 Road. The roadway is currently being restored up to gravel. MCES has begun installing forcemain under Excelsior Boulevard; that roadway has already been reclaimed down to gravel. As part of that restoration the retaining wall and trail will be put in. As part of that project CenterPoint Energy is relocating a gas line. Councilmember Woodruff asked if the project will be completed in 2014. Engineer Hornby responded that is the intent. Mayor Zerby noted that a portion of Excelsior Boulevard has a sidewalk � 2. Update on Option to Purchase Agreement wit Attorney Keane stated staff will bring forward a real estate agreement I and a liquor license request for Council's consideration during its July 28 3. May 2014 Budget Report Mayor Zerby noted that the meeting packet contains a copy of the 11 nor MGM Liquor franchisee 14 monthly 4. Federal Emergency Management Agency'Consideration for Recent Flooding Director Brown explained he has prepared a 1 Management Agency (FEMA) for consideratic preliminary estimate he submitted was for $20,401 to the disaster declaration. The County waited tc flooding started to subside. What has been submit additional costs to add to what has been subm: Engineer Hornby have been discussing if the City of Minnetrista out on the islands. Other iminary damage, estimate for Federal Emergency for reimbursement for , °the recent flooding. The $22,400. Hennepin County has recently been added ,clare the County a' disaster area until the rain and to date appears,to be acceptable. The City will have 3 once the roadways have been restored. He and Auld pursue a joint resurfacing project with the City Director Brown stated he has been working with representatives from the Minnesota Department of Transportation (MnDOT) to try, and workout a better detour route for the County Road 19 / Highway 7 signal replacement project. The current route does not appear to be effective and it is impacting the MCES project: Mayor Zerby stated he sees cones at the site but no people working. Brown stated there was a worker out at the site earlier in the day. Engineer Hornby statedthe survey work for the Smithtown Road east walkway project should begin this week. Staff met with t c'contractor for the Smithtown Road west sidewalk project. About 95 percent of the punch list was agreed; upon. The turf subcontractor will come out mid -week. That contractor came out this morning but it was too wet to work. Director DeJong stated customers should have received a new utility bill recently. The conversion to the new system went well. Staff is still working on the purchasing card system. B. Mayor and City Council Councilmember Hotvet thanked Shorewood for being a major sponsor for the Lake Minnetonka Fourth of July event. It was once again a very successful event. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 14, 2014 Page 19 of 19 Mayor Zerby thanked Councilmember Hotvet on behalf of the City for the great job she did organizing the event as the Executive Director for the Excelsior -Lake Minnetonka Chamber of Commerce. He agreed it was a great event and noted that he was part of the water patrol for the air show and he had a great view of the fireworks from the water. He was able to see four other fireworks displays at the same time and he thought those in Excelsior were the best. Councilmember Siakel stated at the end of the last Council meeting on June 23 she had regretfully forgot to acknowledge the passing away of Shorewood resident Mary Donahue on June 14. She thought she was a fabulous, kind woman. Ms. Donahue was the voice behind seniors. She was instrumental in starting community gardening. She was the voice of seniors on the Trail Committee. Mayor Zerby added she was a very special woman. Mayor Zerby noted that he attended a Lake Minnetonka G Executive Committee meeting and budget meeting. He also representative to the LMCC did an excellent job with the budget it He stated the LMCC is going to upgrade to high definition as part be able to broadcast high definition programming. The LMCC in Shorewood eliminating the DVD with a two -hour limit. Council of Shorewood's Council Chamber cameras to high definition.: Bas& camera is about $3,500. He then noted he attended a South Lake Minr Committee budget work session on July 1. He expl 2.8 percent increase. He expressed concern about us using reserves to lower the increase is dangerous. (reserve) policy about the level of reserves and Administrator Joynes to help prepare a forecast for have a finance person. There is a regular Committee 13. ADJOURN Woodruff moved, I at 9:35 P.M. Motio RESPECTFULLY Christine Freeman. ATTEST: second ed 510. Recor Jean Panchyshyn, City Clerk a Police the Comi serves to nunieations Commission (LMCC) A that the City's former resident ):13 with little history of the LMCC. the new franchise agreement. It will Is to purchase a digital recorder for i to decide when it wants to upgrade i a quick search on the Internet one -nt (SLMPD) Coordinating ned to be in agreement for a increase. He stated he thinks SLMPD does not have a formal fund balance w far they ' should be drawn down. He asked SLMPD's 'reserves because the SLMPD does not ,ting scheduled for July 16. City Council Regular Meeting of July 14, 2014, Scott Zerby, Mayor #3A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title/ Subject: Verified Claims Meeting Date: July 28, 2014 Prepared by: Michelle Nguyen, Senior Accountant Bruce DeJong, Finance Director Attachments: Claims lists Policy Consideration: Should the attached claims against the City of Shorewood be paid? Background: Claims for council authorization. 60575 & ACH 25,005.08 Pending Checks & ACH 375,567.22 Total Claims $400,572.30 We have also included a payroll summary for the payroll period ending July 12, 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: 07/24/2014 - 12:23PM Check Number Check Date Amount 5 - EFTPS - FEDERAL W/H Line Item Account 0 07/14/2014 Inv Line Item Date Line Item Description Line Item Account 07/14/2014 PR Batch 00001.07.2014 Federal Income Tax 700 -00- 2172 -0000 07/14/2014 PR Batch 00001.07.2014 FICA Employee Portion 700 -00- 2174 -0000 07/14/2014 PR Batch 00001.07.2014 FICA Employer Portion 700 -00- 2174 -0000 07/14/2014 PR Batch 00001.07.2014 Medicare Employee Portion 700 -00- 2174 -0000 07/14/2014 PR Batch 00001.07.2014 Medicare Employer Portion '700 -00- 2174 -0000 Inv Total 0 Total: 5 - EFTPS - FEDERAL W/H Total: 2 - ICMA RETIREMENT TRUST- 302131 -457 Line Item Account 60575 07/14/2014 Inv Line Item Date Line Item Description Line Item Account 07/14/2014 PR Batch 0000 1.07,2014 Deferred Comp Flat Amount 700 -00- 2176 -0000 Inv Total 60575 Total 2 - ICMA RETIREMENT TRUST- 302131 -457 Total: 11 - MN DEPT OF REVENUE Line Item Account 0 07/14/2014 Inv Line Item Date Line Item Description Line Item Account 07/14/2014 PR Batch 00001.07.2014 State Income Tax 700 -00- 2173 -0000 Inv Total Inv 2nd Qtr- 2014 -WA Line Item Date Line Item Description Line Item Account 06/30/2014 Quarterly Water Sales Tax - 2nd Qtr 601 -00- 2081 -0000 4,549.88 3,062.51 3,062.51 716.27 716.27 12,107.44 12,107.44 12,107.44 1,625.00 1,625.00 1,625.00 1,625.00 2,013.03 2,013.03 369.00 AP -Check Detail (7 /24/2014 - 12:23 PM) Page 1 Check Number Check Date Amount Inv 2nd Qtr- 2014 -WA Total 369.00 0 Total: 11 -MN DEPT OF REVENUE Total: 9 - PERA Line Item Account 0 07/14/2014 Inv Line Item Date Line Item Description 07/14/2014 PR Batch 00001.07.2014 MN -PERA Deduction 07/14/2014 PR Batch 0000 1.07.2014 MN PERA Benefit Employer Inv Total 0 Total: 9 - PERA Total: 1 - WELLS FARGO HEALTH BENEFIT SVCS Line Item Account 0 07/14/2014 Inv Line Item Date Line Item Description 07/14/2014 PR Batch 00001.07.2014 Health Savings Account Inv Total 0 Total: 1- WELLS FARGO HEALTH BENEFIT SVCS Total: Total: Line Item Account 700 -00- 2175 -0000 700 -00- 2175 -0000 Line Item Account 700 -00- 2183 -0000 2,382.03 2,3 82.03 3,113.37 3,611.46 6,724.83 6,724.83 6,724.83 1,288.05 1,288.05 1,288.05 1,288.05 24,127.35 AP -Check Detail (7 /24/2014 - 12:23 PM) Page 2 Accounts Payable Check Detail User: Mnguyen Printed: 07/24/2014 - 12:23PM Check Number Check Date 286 - MIDWEST MAILING SYSTEMS INC Line Item Account 0 07/22/2014 Inv 73672 Line Item Date Line Item Descri tion 07/28/2014 Newsletter Postages- August 07/28/201.4 Newsletter Svc - August Inv 73672 Total 0 Total: 286 - MIDWEST MAILING SYSTEMS INC Total: Total Amount Line Item Account 101 -13- 4208 -0000 465.73 101 -13- 4400 -0000 412.00 877.73 877.73 877.73 877.73 AP-Check Detail (7/24/2014 - 12:23 PM) Page I Payroll G/L Distribution Report User: mnguyen Batch: 00001.07.2014 - PR- 07142014 CITY OF SHOREWOOD Account Number DebitAmount Credit Amount Description FUND 101 General Fund 101 -00 -1010 -0000 0.00 48,776.34 CASH AND INVESTMENTS 101 -11- 4103 -0000 1,300.00 0.00 PART -TIME 101 -11- 4122 -0000 99.47 0.00 FICA CONTRIB - CITY SHARE 101 -13- 4101 -0000 8,327.52 0.00 FULL -TIME REGULAR 101 -13- 4121 -0000 520.63 0.00 PERA CONTRIB - CITY SHARE 101 -13- 4122 -0000 487.95 0.00 FICA CONTRIB - CITY SHARE 101 -13- 4151 -0000 19.27 0.00 WORKERS COMPENSATION - 101-15- 4101 -0000 4,646.68 0.00 FULL -TIME REGULAR 101 -15 -4121 -0000 306.24 0.00 PERA CONTRIB - CITY SHARE 101 -15 -4122 -0000 313.39 0.00 FICA CONTRIB - CITY SHARE 101 -15- 4151 -0000 15.61 0.00 WORKERS COMPENSATION 101 -18 -4101 -0000 5,966.34 0.00 FULL -TIME REGULAR 101 -18- 4121 -0000 370.75 0.00 PERA CONTRIB - CITY SHARE 101 -18- 4122 -0000 357.00 0.00 FICA CONTRIB - CITY SHARE 101 -18- 4151 -0000 24.32 0.00 WORKERS COMPENSATION 101 -24 -4101 -0000 4,216.72 0.00 FULL -TIME REGULAR 101 -24 -4121 -0000 273.08 0.00 PERA CONTRIB - CITY SHARE 101 -24- 4122 -0000 246.21 0.00 FICA CONTRIB - CITY SHARE 101 -24- 4151 -0000 20.34 0.00 WORKERS COMPENSATION 101 -32- 4101 -0000 11,699.93 0.00 FULL -TIME REGULAR 101 -32- 4102 -0000 117.17 0.00 OVERTIME 101 -32- 4105 -0000 328.56 0.00 STREET PAGER PAY 101 -32- 4121 -0000 772.21 0.00 PERA CONTRIB - CITY SHARE 101 -32- 4122 -0000 763.75 0.00 FICA CONTRIB - CITY SHARE 101 -32- 4151 -0000 557.71 0.00 WORKERS COMPENSATION 101 -52- 4101 -0000 3,898.93 0.00 FULL -TIME REGULAR 101 -52- 4103 -0000 748.13 0.00 PART -TIME 101 -52 -4121 -0000 230.72 0.00 PERA CONTRIB - CITY SHARE 101 -52 -4122 -0000 315.08 0.00 FICA CONTRIB - CITY SHARE 101 -52- 4151 -0000 132.07 0.00 WORKERS COMPENSATION 101 -53- 4101 -0000 754.17 0.00 FULL -TIME REGULAR 101 -53- 4103 -0000 776.25 0.00 PART -TIME 101 -53- 4121 -0000 53.39 0.00 PERA CONTRIB - CITY SHARE 101 -53- 4122 -0000 115.99 0.00 FICA CONTRIB - CITY SHARE PR - G/L Distribution Report (07/14/2014 - 3:10 PM) Page 1 Account Number DebitAmount Credit Amount Description 101 -53 -4151 -0000 0.76 0.00 WORKERS COMPENSATION FUND Total: 48,776.34 48,776.34 FUND 201 Southshore Center 201 -00 -1010 -0000 0.00 1,061.35 CASH AND INVESTMENTS 201 -00- 4101 -0000 802.10 0.00 FULL -TIME REGULAR 201 -00- 4102 -0000 20.48 0.00 OVERTIME 201 -00- 4103 -0000 115.00 0.00 PART -TIME 201 -00- 4121 -0000 59.64 0.00 PERA CONTRIB - CITY SHARE 201 -00- 4122 -0000 63.44 0.00 FICA CONTRIB - CITY SHARE 201 -00- 4151 -0000 0.69 0.00 WORKERS COMPENSATION FUND Total: 1,061.35 1,061.35 FUND 601 Water Utility 601 -00- 1010 -0000 0.00 7,832.72 CASH AND INVESTMENTS 601 -00- 4101 -0000 6,575.65 0.00 FULL -TIME REGULAR 601 -00- 4102 -0000 92.40 0.00 OVERTIME 601 -00- 4105 -0000 142.00 0.00 WATER PAGER PAY 601 -00 - 4121 -0000 437.74 0.00 PERA CONTRIB - CITY SHARE 601 -00- 4122 -0000 439.93 0.00 FICA CONTRIB - CITY SHARE 601 -00- 4151 -0000 145.00 0.00 WORKERS COMPENSATION FUND Total: 7,832.72 7,832.72 FUND 611 Sanitary Sewer Utility 611 -00 -1010 -0000 0.00 6,501.09 CASH AND INVESTMENTS 611 -00- 4101 -0000 5,520.21 0.00 FULL -TIME REGULAR 611 -00- 4105 -0000 142.00 0.00 SEWER PAGER PAY 611 -00- 4121 -0000 354.51 0.00 PERA CONTRIB - CITY SHARE 611 -00- 4122 -0000 362.46 0.00 FICA CONTRIB - CITY SHARE 611 -00- 4151 -0000 121.91 0.00 WORKERS COMPENSATION FUND Total: 6,501.09 6,501.09 FUND 621 Recycling Utility 621 -00 -1010 -0000 0.00 347,06 CASH AND INVESTMENTS 621 -00- 4101 -0000 319.90 0.00 FULL -TIME REGULAR 621 -00- 4121 -0000 20.23 0.00 PERA CONTRIB - CITY SHARE 621 -00- 4122 -0000 6.93 0.00 FICA CONTRIB - CITY SHARE FUND Total: 347.06 347.06 FUND 631 Storm Water Utility PR - G/L Distribution Report (07/14/2014 - 3:10 PM) Page 2 Account Number Debit Amount Credit Amount Description 631 -00- 1010 -0000 0.00 3,491.25 CASH AND INVESTMENTS 631 -00- 4101 -0000 2,914,89 0.00 FULL -TIME REGULAR 631 -00- 4102 -0000 92.40 0.00 OVERTIME 631 -00- 4121 -0000 212.32 0.00 PERA CONTRIB - CITY SHARE 631 -00- 4122 -0000 207.18 0.00 FICA CONTRIB - CITY SlIARE 631 -00- 4151- 0000 64,46 0.00 WORKERS COMPENSATION FUND Total: 3,491.25 3,491.25 FUND 700 Payroll Clearing Fund 700 -00- 1010 - 0000 67,847.27 0.00 CASH AND INVESTMENTS 700 -00- 2170 -0000 0.00 34,152.89 GROSS PAYROLL CLEARING 700 -00- 2171 -0000 0.00 7,755.00 HEALTH INSURANCE PAYABLE 700 -00- 2172 -0000 0.00 4,549.88 FEDERAL WITHHOLDING PAYABLE 700 -00 -2173 -0000 0.00 2,013.03 STATE WITHIOLDING PAYABLE 700 -00- 2174 -0000 0.00 7,557.56 FICA /MEDICARE TAX PAYABLE 700 -00- 2175 -0000 0.00 6,724.83 PERA WITHHOLDING PAYABLE 700 -00- 2176 -0000 0.00 1,625.00 DEFERRED COMPENSATION 700 -00- 2177 -0000 0.00 1,102.14 WORKERS COMPENSATION 700 -00- 2179 -0000 0.00 192.00 SEC 125 DEP CARE REIMB PAYABLE 700 -00- 2183 - 0000 0.00 1,288.05 HEALTH SAVINGS ACCOUNT 700 -00- 2184 -0000 0.00 478.89 DENTAL DELTA 700 -00 -2185 -0000 0.00 408.00 DENTAL - UNION FUND Total: 67,847.27 67,847.27 Report Total: 135,857.08 135,857.68 PR - G/L Distribution Report (07/14/2014 - 3:10 PM) Page 3 Accounts Computer Check 'Proof List by Vendor User: Mnguyen Printed: 07/24/2014 - 12:18PM Batch: 00005.07 City of Shorewood Invoice No Description Amount Payment Date Acet Number Fund Dept Vendor: 102 ABDO PICK & MEYERS LLP Check Sequence: 1 330822 Audit Svc 19,960.00 07/28/2014 101 -16 -4301 -0000 General Prof Svcs 330822 Audit Svc 2,500.00 07/28/2014 601 -00- 4301 -0000 Water Non -Dept 330822 Audit Svc 2,500.00 07128/2014 611 -00 - 4301 -0000 Sewer Non -Dept Check'I'otal: 24,960.00 Vendor: 105 ADVANCED IMAGING SOLU'T'IONS Check Sequence: 2 1NV52367 Konica Minolta Printer- 06/15 -07/14 100.95 07/28/2014 101 -19 -4221 -0000 General Mun Bldg Check'fotal: 100.95 Vendor: 4 AFSCME CO 5 MEMBER HEALTH FUND Check Sequence: 3 August -2014 PR Batch 00001,07.2014 Dental - Union - AUGUST 408.00 07/14/2014 700 -00 -2185 -0000 Payroll Non -Dept Check Total 408.00 Vendor: 12 AFSCME COUNCIL 5 - UNION Check Sequence: 4 AUGUST -2014 PR Batch 00003,06.2014 Union Dues- AUGUST 312.32 06/30/2014 700 -00- 2182 -0000 Payroll Non -Dept Check Total: 312.32 Vendor: 509 ARTEKA COMPANIES Check Sequence: 5 23937 Retorationto Watermain Break - 4940 -4720 Regents Walk- Landscape 1,600.00 07/28/2014 601 -00- 4400 -0000 Water Non -Dept Check Total: 1,600.00 Vendor: 123 BLUE -TARP FINANCIAL INC Check Sequence: 6 4062026600 Spring & Hardware Trailer 140.83 07/28/2014 101 -32- 4221 -0000 General Pub Works Check Total: 140.83 Vendor: 508 BRYAN ROCK PRODUCTS, INC. Check Sequence: 7 2179 Rip Rap Storm Sewer- Rustic Way & Ivy Lane 225.20 07/28/2014 631 -00- 4245 -0000 Storm Water Non -Dept Check Total: 225.20 Vendor: 134 CARQUEST AUTO PARTS Check Sequence: 8 6974- 228600 Batteries 14838 07/28/2014 101 -32- 4221 -0000 General Pub Works 6974 - 228954 Gasket Material 23.45 07/28/2014 101 -32 -4221 -0000 General Pub Works 6974 - 229294 Lube & Lamps 2826 07/2812014 101 -32- 4221 -0000 General Pub Works 6974 - 229644 Window Repair Motor Van 80.74 07/28/2014 101 -32 -4221 -0000 General Pub Works 6974 - 229817 Tractor Battery & Belt 159.89 07/28/2014 101 -32- 4221 -0000 General Pub Works 6974 - 230747 Alternator Utility Truck 116.75 07/28/2014 101 -32- 4221 -0000 General Pub Works 6974- 230974 CFI -Oil Filter 4624 07/28/2014 101 -32- 4221 -0000 General Pub Works Check Total: 603.71 Vendor: 137 CENTURY LINK Check Sequence: 9 612E451785 -JL14 612 -E45- 1785- B1drBrdg 315.39 07/28/2014 601 -00- 4396 -0000 Water Non -Dept 612E458019 -JL14 612 -E45- 8019 -SE Areas 236.43 07/28/2014 601 -00- 4398 -0000 Water Non -Dept Check Total: 551.82 Vendor: 148 CITY OF SHOREWOOD Check Sequence: 10 2nd Qtr- 2014 -UB 5735 Ctry Club Rd- 2nd Qtr Utility 185.06 07/28/2014 201 -00- 4380 -0000 SSC Non -Dept Check Total: 185.06 Vendor; 149 CITY OF TONKA BAY Check Sequence: 1 I 2nd Qtr- 2014 -SW Quarterly Sewer - 2nd Qtr 380,07 07/28/2014 611 -00- 4400 -0000 Sewer Non -Dept 2nd Qtr- 2014 -WA Quarterly Water - 2nd Qtr 438.51 07/29/2014 601 -00- 4260 -0000 Water Non -Dept Check Total: 818.58 Vendor: 150 CLASSIC CLEANING COMPANY Check Sequence: 12 20932 City Hall -July 495.00 07/28/2014 101 -19- 4400 -0000 General Man Bldg 20933 Public Works -July 295.00 07/28/2014 101 -32- 4400 -0000 General Pub Works Check Total: 790.00 Vendor: 158 CUB FOODS - SHOREWOOD Check Sequence: 13 07142014Meeting Food for Council Meeting -07/14 25.98 07/28/2014 101 -11- 4331 -0000 General Council Check Total: 25.98 Accounts Computer Check Proof List by Vendor User: Mnguyen Printed: 07/24/2014 - 12 18P Batch: 0000587 City of Shorewood Invoice No Description Amount Payment Date Acct Number Vendor: 161 BRUCE DeJONG 07/28/2014 406 -00- 4620 -0002 Check Sequence: 14 2013 -W2 -1099 2013 -W2 & 1099 Supplies 120.18 07/28/2014 101 -15- 4200 -0000 2014 - GFOA -Conf 2014- GFOA -CAFR Fee 370.00 07/28/2014 101 -16 -4301 -0000 GFOA- 05192014 GFOA- Parking 9.00 07/28/2014 101 -15 -4331 -0000 LunchSBrook Lunch with SpringBrook Trainer 13.92 07/28/2014 101 -15- 4331 -0000 ReceiptPrinter NewEgg.Com- Receipts Printers - Twila & Pat 538.06 07/28/2014 403 -00- 4640 -0000 ReeeiptPrinterC Micro Center - Receipts Printers Cable - Twila & Pat 100.80 07/28/2014 403 -00 -4640 -0000 Pub Works Check Total: 1,151.96 Man Bldg Vendor: 167 ECM PUBLISHERS INC 07/28/2014 406 -00 -4620 -0002 119363 Bids -Chip Seal Project Ads 07/28/2014 406 -00- 4620 -0002 188.14 119364 Bids - Galpin Lake Trail Ads "frail 204.50 119365 PHN- Morgan Easement Non -Dept 73.62 119566 PHN - Morgan Easement 07/28/2014 406 -00- 4620 -0002 59.76 Non -Dept Check Total: 526.02 Non -Dept Vendor: 487 EGAN 07/28/2014 101 -32- 4400 -0000 JC10102477 LED Signal Lamps Change Out 07/28/2014 101 -32- 4400 -0000 375.00 Pub Works Check Total: 375.00 Man Bldg Vendor: 219 ELLY PIEPER Non -Dept Check Sequence: 22 07142014 Tablecloths -07/14 06/30/2014 700 -00- 2171 -0000 64,00 Non -Dept Check Total: 64.00 Non -Dept Vendor: 506 ENTERPRISE ELECTRONICS Non -Dept 07/14/2014 700 -00- 2171 -0000 14687 Radio Equipment Check Sequence: 23 1,410.00 Check Total: 1,410.00 Recreation Vendor: 187 FINANCE AND COMMERCE 741679641 Bids -2014 Chip Seal Projectt Ads 185.23 741679642 Bids - Galpin Lake Trail Improvement Ads 220.16 741690599 Bids for Sunnyvale Lan St & Utility Improvement Ads 215.80 Check Total: 621.19 Vendor 425 FIRST AMERICAN TITLE INS. CO. NAIL COMMERCIAL SVC 754 - 1327237830 22885 Murray Street 80.00 754- 1327237832 22830 Murray Street 80.00 754- 1327237861 5985 Galpin Lake Road 80.00 754- 1327237863 22760 Galpin Lane 80.00 754 - 1327237874 Galpin Lake Rd 80.00 754- 1327237875 5905 Galpin Lake Rd 80.00 754- 1327237966 5910 Galpin Lake Rd 80.00 Check Total: 560.00 Vendor: 192 G & K SERVICES Feb - 2014 -Addt Feb - additional invoice #1006164520 258.20 June -2014 P.W. - June 1,19152 June -2014 C.H.June 11136 June -2014 SSCC -June 5180 Check Total: 1,614.08 Vendor: 6 HEALTH PARTNERS AUGUST -2014 PR Batch 00003.06.2014 Health Ins - CoPay 1,939.25 AUGUST -2014 PR Batch 00003.06.2014 Health insurance -HSA 4,584.60 August -2014 PR Batch 00001.07.2014 Health Ins - CoPay 3,170.40 August -2014 - PR Batch 00001.072014 Health Insurance -HSA 4,584.60 Check Total: 14,278.85 Vendor: 214 HENN CO HUMAN SVC DEPT 2014 -MIP Event Music in The Park 09/12/14 -Food License 49.00 Check Total: 4200 Check Sequence: 15 07/28/2014 406 -00- 4680 -0000 07/28/2014 406 -00- 4620 -0002 07/28/2014 101 -18 -4351 -0000 07/28/2014 101 -18- 4351 -0000 Check Sequence: 16 07/28/2014 101 -32- 4400 -0000 Check Sequence: 17 07/28/2014 201 -00- 4400 -0000 Check Sequence: 18 07/28/2014 403 -00 -4640 -0000 Check Sequence: 19 07/28/2014 406 -00- 4680 -0000 07/28/2014 406 -00 -4620 -0002 07/28/2014 404 -00- 4620 -0004 Fund Dept General Fin General Prof Svcs General Fin General Fin Equip Repl Non -Dept Equip Repl Non -Dept Trail Non -Dept 'Frail Non -Dept General Planning General Planning General Pub Works SSC Non -Dept Equip Rep1 Non -Dept Trail Non -Dept Trail Non -Dept Street Cap Non -Dept Check Sequence: 20 07/28/2014 406 -00 -4620 -0002 Trail Non -Dept 07/28/2014 406 -00- 4620 -0002 Trail Non -Dept 07/28/2014 406 -00- 4620 -0002 "frail Non -Dept 07/28/2014 406 -00- 4620 -0002 Trail Non -Dept 07/28/2014 406 -00- 4620 -0002 Trail Non -Dept 07/28/2014 406 -00- 4620 -0002 Trail Non -Dept 07/28/2014 406 -00- 4620 -0002 Trail Non -Dept Check Sequence: 21 07/28/2014 101 -32- 4400 -0000 General Pub Works 07/28/2014 101 -32- 4400 -0000 General Pub Works 07/28/2014 101 -19- 4400 -0000 General Man Bldg 07/28/2014 201 -00- 4400 -0000 SSC Non -Dept Check Sequence: 22 06/30/2014 700 -00- 2171 -0000 Payroll Non -Dept 06/30/2014 700 -00- 2171 -0000 Payroll Non -Dept 07/14/2014 700 -00- 2171 -0000 Payroll Non -Dept 07/14/2014 700 -00- 2171 -0000 Payroll Non -Dept Check Sequence: 23 07/28/2014 101 -53- 4437 -0000 General Recreation Accounts Computer Check Proof List by Vendor User: Mnguyen City of W. Printed: 07/24/2014 - 12:18PM Shorewood Batch: 00005.07 Invoice No Description Amount Payment Date Acet Number Fund Dept Vendor: 436 MARK HODGES Check Sequence: 24 07142014 Video Tape Service -07/14 60.00 07/28/2014 101 -11- 4400 -0000 General. Council Check Total: 60.00 Vendor: 468 INTERSTATE ALL BATTERY CENTER Check Sequence: 25 2165 Batteries 94.50 07/28/2014 101 -32- 4245 -0000 General Pub Works Check Total: 94.50 Vendor: 278 MENARDS Check Sequence: 26 62123 Lumber Parts 105.07 07/28/2014 101 -52 -4245 -0000 General Park Maint Check Total: 105.07 Vendor: 279 METROPOLITAN COUNCIL (WASTEWATER) Check Sequence: 27 0001036036 Waste Water Svc- August 45,684.54 07/28/2014 611 -00 -4385 -0000 Sewer Non -Dept Check Total: 45,684.54 Vendor: 7 MINNESOTA LIFE Check Sequence: 28 AUGUST -2014 PR Batch 0000106.2014 Life Insurance - AUGUST 390.73 06/30/2014 700 -00 -2180 -0000 Payroll Non -Dept Check Total: 390.73 Vendor: 10 NCPERS MINNESOTA Check Sequence: 29 AUGUST -2014 PR Batch 00003.06.2014 -PERA Life - AUGUST 16.00 06/30/2014 700 -00- 2180 -0000 Payroll Non -Dept Check Total 16.00 Vendor: 322 OFFICE DEPOT Check Sequence: 30 717948010001 Toner 294.96 07/28/2014 201 -00- 4245 -0000 SSC Non -Dept 717963881001 Utility Paper 93.04 07/28/2014101 -15 -4200 -0000 General Fin 718129784001 General Supplies 54.41 07/28/2014 101 -13- 4200 -0000 General Admin 718925981001 General Supplies 14.91 07/28/2014 101 -13 -4200 -0000 General Admin Check Total: 457.32 Vendor: 324 OMEGA INDUSTRIES Check Sequence: 31 14457 Chain Saw Parts 85.60 07/28/2014 101 - 324221 -0000 General Pub Works Check Total: 85.60 Vendor: 325 ON SITE SANITATION INC Check Sequence: 32 A- 548272 Badger Park 50.00 07/28/2014 101 -52- 4410 -0000 General Park Maint A- 548273 Cathcart Park 50.00 07/28/2014 101 -52 -4410 -0000 General Park Mains A- 548274 Freeman Park 150.00 07/28/2014 101 -52- 4410 -0000 General Park Maint A- 548275 Silverwood Park 50.00 07/28/2014 101 -52 -4410 -0000 General Park Maint A- 548276 South Shore Skate 50.00 07/28/2014 101 -52- 4410 -0000 General Park Maint A- 548277 Christmas Lk Boat Access 220.00 07/28/2014 101 -52- 4410 -0000 General Park Maint A- 548287 Cresent Beach 50.00 07/28/2014 101 -52- 441.0 -0000 General Park Maint Check Total: 620.00 Vendor: 507 PIONEER RIM & WHEEL COMPANY Check Sequence: 33 1- 252256 Axe & Part Park Trailer 775.62 07/28/2014 101 -52- 4221 -0000 General Park Maint Check Total: 775.62 Vendor:- 8 PRUDENTIAL GROUP INSURANCE Check Sequence: 34 AUGUST' -2014 PR Batch 00003.06.2014 Long Term Disability- AUGUST 296.62 06/30/2014 700 -00- 2181 -0000 Payroll Non -Dept AUGUST -2014 PR Batch 00003.06.2014 Short Tenn Disability- AUGUST 458.21 06/30/2014 700 -00- 2181 -0000 Payroll Non -Dept Check Total: 754.83 Vendor: 346 SAFETY SIGNS Check Sequence: 35 14201437 Flush Island 522.00 07/28/2014 631 -00- 4499 -0000 Storm Water Non -Dept Check Total: 522.00 Vendor: 347 SAM'S CLUB Check Sequence: 36 07232014 C.H. Exp - 07/23 111.47 07/28/2014 101 -19- 4245 -0000 General Man Bldg 07232014 P.W.Exp -07/23 183,02 07/28/2014 101 -32- 4245 -0000 General Pub Works 2014- 2015Dues 2014 -2015 Membership -Brad Nielsen & Larry Brown 100.00 07/28/2014 101 -19- 4433 -0000 General Man Bldg Check Total: 394.49 Accounts Computer Check Proof List by Vendor Lam User: Mnguyen City of �. Printed: 07/24/2014- 12:18PM SZlOi' @WOOED Batch: 00005.07 Invoice No Description Amount Payment Date AectNumber Fund Dept Vendor: 354 SHOREWOOD TRUE VALUE Check Sequence: 37 120482 Bulbs 15.98 07/28/2014 401 -32- 4245 -0000 General Pub Works 120518 Pitch 44,99 07/28/2014 101 -52 -4240 -0000 General Park Maint 120525 Cypress Mulch 2394 07/28/2014 101 -52- 4245 -0000 General Park Maint 120631 Gasket 5.99 07/28/2014 101 -32- 4221 -0000 General Pub Works Check Total: 90.90 Vendor: 355 SHRED -N -GO INC Check Sequence: 38 38795 Svc Thru -07/11 35.00 07/28/2014 101 -13 -4400 -0000 General Admin Check Total: 35.00 Vendor: 360 SOUTH LAKE MINNETONKA POLICE DEPT. Check Sequence_ 39 2nd Qtr- 2014 -CO Court Overtime - 2nd Qtr 451.29 07/28/2014 101 -21- 4440 -0000 General Police August- 2014 -OBE Operating Budget Exp - Aug 86,879.67 07/28/2014 101 -21- 4400 -0000 General Police June - 2014 -HCPF Henn Cty Processing Fee - Jun 216.43 07/28/2014 101 -21 -4400 -0000 General Police Check Total: 87,547.39 Vendor: 364 SPRINGBROOK SOFTWARE INC Check Sequence_ 40 INV28551 07/25/14 - 07/25/15 Annual Maintenance 13,049.40 07/28/2014 403 -00- 4640 -0004 Equip Repl Non -Dept Check Total: 13,049.40 Vendor: 380 TITAN MACHINERY Check Sequence: 41 4076660 -GP Parts 1830 07128/2014 101 -32- 4221 -0000 General Pub Works Check Total: 18.30 Vendor: 384 TOTAL PRINTING SERVICES Check Sequence: 42 9961 Newsletters - August 663.50 07/28/2014 101 -13- 4400 -0000 General Admin 9961 SSCC Insert - August 237.00 07/28/2014 201 -00 -4400 -0000 SSC Non -Dept 9961 Safety Camp Insert - August 13100 07/28/2014 101 -53- 4400 -0000 General Recreation 9962 Inspection Notices & Ink 156.75 07/28/2014 101 -24- 4200 -0000 General Insp 9963 Window Envelopes 525.00 07/28/2014 101 -15- 4200 -0000 General Fin Check Total: 1,714.25 Vendor: 480 TOWN & COUNTRY FENCE Check Sequence: 43 3041087 City Hall Fence -Chain Link 2,075.00 07/28/2014 101 -19 -4223 -0000 General Mon Bldg Check Total: 2,075.00 Vendor: 386 TWIN CITY WATER CLINIC Check Sequence: 44 5240 Monthly Bacteria Svc 100.00 07/28/2014601 -00 -4400 -0000 Water Non -Dept Check Total: 100.00 Vendor: 390 UPS Check Sequence: 45 O000YF0671284 Package pickup 15.26 07/28/2014 101 -13- 4208 -0000 General Admin 0000YF0671294 Election Package 130.81 07/28/2014 101 -13- 4208 -0000 General Admin OOOOYF0671294 Water Testing 9.19 07/28/2014 601 -00- 4208 -0000 Water Non -Dept Check Total: 155.26 Vendor: 391 US BANK - CORPORATE TRUST Check Sequence: 46 108526000 -JL14 EDA- 2007A- Public Fire -SHWD 61,606.25 07/28/2014 307 -00 -4711 -0000 W Fire Bonds Non -Dept 108527000 -JL14 EDA- 2007B- Public Police 64,001.25 07/28/2014 308 -00- 4711 -0000 Police Bonds Non -Dept 108528000 -JL14 EDA- 2007C- Public Fire - DPHAVEN 21,111.25 07/28/2014 309 -00- 4711 -0000 E Fire Bonds Non -Dept Check Total: 146,718,75 Vendor: 421 VERIZON WIRELESS Check Sequence: 47 9727900931 S & W Lines- Acet842017386- 06/02 -07/01 51.66 07/28/2014 601 -00- 4321 -0000 Water Non -Dept 9727900931 S & W Lines- Acct842017386- 06/02 -07/01 51.65 07/28/2014 611 -00- 4321 -0000 Sewer Non -Dept 9727900931 S & W Lines - Acet842017386- 06/02 -07/01 51.64 07/28/2014 631 -00- 4321 -0000 Storm Water Non -Dept 9728536391 Brad's Cell -612- 865- 3582- 06/13 -07/12 48.43 07/28/2014 101 -18- 4321 -0000 General Planning Check Total: 203.38 Vendor: 415 WARNER CONNECT Check Sequence: 48 29919071 Comp Maint- August 2,558.20 07/28/2014 101 -19- 4221 -0000 General Mon Bldg Check Total: 2,558.20 Accounts Computer Check Proof List by Vendor User: Mnguyen Printed: 07/24/2014 - 12 18P Batch.: 00005.07 Invoice No Description Vendor; 408 WM MUELLER & SONS INC 194494 Road Maint 194669 Road Maint Check Total: Vendor: 409 RICHARD WOODRUFF 07152014 - Meetin Metro Cities Meeting -LMC - Mileage 07/28/2014 101 -32- 4250 -0000 Check Total: Vendor 410 WSB AND ASSOCIATES INC 01459- 350 -40 GIS & CAD Support - March 01459- 650 -16 Silver Lk Outletlmprovement -March 01459-690-19 Smithtown Rd Trl -March 01459 -700 -18 MCES Forcemain - March 01459 -760 -11 Valleywood Area St - March 01459- 810 -10 Galpin Lk Rd Tr1 - March 01459 -830 -6 Summit Woods Development -March 01459 -841 -1 Badger Park Topo Survey & Geotech -March 01459 -850 -3 Sunnyvale Ln Improvements- March 01459 -870 -3 Gen Eng Svc - March 01459 -890 -2 Wellhead Protection Plan Amend -March 01459 -900 -I 2014 Misc. Engineering Support -March 02092 -710 -5 MS4 Svcs - March Check Sequence: 51 Check Total: Vendor: 411 XCEL ENERGY Stmt #419222473 5655 Merry Lane - 06/09 -07/09 General Check Total: Vendor: 413 ZEE MEDICAL SERVICE 54076125 First Aid Supplies Non -Dept Check Total: 68725 Total for Check Run: - Trail Total of Number of Checks: LM City Amount Payment Date Acct Number Fund Dept Check Sequence: 49 925.68 07/28/2014 101 -32- 4250 -0000 General Pub Works 1,387.36 07/28/2014 101 -32 -4250 -0000 General Pub Works 2,313.04 Check Sequence: 50 36.40 07/28/2014 101 -11- 4331 -0000 General Council 36.40 Check Sequence: 51 115.00 07/28/2014 101 -31- 4303 -0000 General Engineering 124.50 07/28/2014 631 -00 -4303 -0000 Storm Water Non -Dept 68725 07/28/2014 406 -00 -4620 -0001 - Trail Non -Dept 212.25 07/28/2014 611 -00- 4680 -0001 Sewer Non -Dept 73.50 07/28/2014 404 -00- 4620 -0003 Street Cap Non -Dept 6,785.50 07/28/2014 406 -00- 4620 -0002 Trail Non -Dept 294.00 07/28/2014 101 -31- 4303 -0000 General Engineering 357.00 07/28/2014 101 -31- 4303 -0000 General Engineering 2,990.00 07/28/2014 404 -00 -4620 -0004 Street Cap Non -Dept 4,000.00 07/28/2014 101 -31- 4400 -0000 General Engineering 445.50 07/28/2014 601 -00 -4303 -0000 Water Non -Dept 1,183.00 07/28/2014 101 -31- 4303 -0000 General Engineering 293.00 07/28/2014 631 -00- 4302 -0005 Storm Water Non -Dept 17,560.50 Check Sequence: 52 24.25 07/28/2014 101 -52- 4380 -0000 General Park Maint 24.25 Check Sequence: 53 33.95 07/28/2014 101 -32- 4245 -0000 General Pub Works 33.95 375,567.22 53 #3B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Approval of an Off -Sale Liquor License for Wine & Spirits by JD, Inc., dba MGM Wine & Spirits located at 5660 County Road 19 Meeting Date: July 28, 2014 Prepared by: Jean Panchyshyn, City Clerk Reviewed by: Bill Joynes, City Administrator and Tim Keane, City Attorney Attachments: Resolution Policy Consideration: Should the City Council approve a new Off -Sale Liquor License? Background: The City has received an off -sale liquor license application from Wine & Spirits by JD, dba MGM Liquor, located at 5660 County Road 19, former Heartbreaker Boys retail location. Council may recall that when the city -owned liquor stores were sold, additional off -sale licenses were restricted until January 1, 2013. This is the first off -sale license application since that restriction has expired. MGM Liquor has paid the required license and investigation fees. Background checks were processed for the individuals listed on the application. There were no records disclosed for convictions within the past five years for any violation of laws of the State of Minnesota or city ordinances relating to the sale of intoxicating liquor which would prevent approval of the license. As Council is aware, a Letter of Intent to Option to Purchase Agreement with Real Estate Holdings by JD, LLC, dba MGM Wine & Spirits will be considered by the Shorewood EDA immediately after this Regular City Council meeting. It is recommended that this off -sale License be approved contingent upon approval of the terms of the Letter of Intent to Option to Purchase Agreement with Real Estate Holdings by JD, LLC, dba MGM Wine & Spirits, by the Shorewood EDA. Also, the Certificate of Insurance will be provided by the applicant upon approval of the License. Financial or Budget Considerations: none Options: • Adopt the attached Resolution approving the Off -Sale Liquor License for Wine & Spirits by JD, dba MGM Liquor, contingent upon receipt of the Certificate of Insurance and upon approval of the Option to Purchase Agreement with Real Estate Holdings by JD, LLC dba MGM Wine & Spirits, by the Shorewood EDA. • Deny the license request. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 Recommendation /Action Requested: Adopt the Resolution approving the Off -Sale Liquor License for Wine & Spirits by JD, dba MGM Liquor, contingent upon receipt of the Certificate of Insurance and upon approval of the Option to Purchase Agreement with Real Estate Holdings by J.D., LLC dba MGM Wine & Spirits by the Shorewood EDA. Next Steps and Timelines: The license will be sent to the State for its approval. CITY OF SHOREWOOD RESOLUTION NO. 14- A RESOLUTION APPROVING AN OFF -SALE INTOXICATING LIQUOR LICENSE WHEREAS, the Shorewood City Code, Chapter 401, provides for the licensing of the off -sale of intoxicating liquor in the City; and WHEREAS, said Code provides that the applicant shall complete an application for a liquor license, fulfill certain requirements concerning insurance coverage, have a favorable background check; and pay a licensing and investigation fee; WHEREAS, the following applicant has satisfactorily completed an application, and has fulfilled the requirements for the issuance of a license for the "off- sale" of intoxicating liquor; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: That a License for the "off- sale" of intoxicating liquor be issued for the remainder of the license period through May 31, 2015, consistent with the requirements and provisions of Chapter 401 of the Shorewood City Code, to the following applicant: Applicant Address Wine & Spirits by JD, Inc. dba MGM Wine and Spirits 5660 County Road 19 Shorewood, MN 55331 ADOPTED by the City Council of the City of Shorewood this 28th day of July, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor #8A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Zoning Text Amendment — Re: Senior Housing Meeting Date: 28 July 2014 Prepared by: Brad Nielsen Attachments: Planning Director's Memorandum, dated 3 May 2014 Proposed Amendment Language (revisions shown in red) Draft Amendment Policy Consideration: Should the City amend the current Zoning Code in order to provide for and encourage a variety of housing types for seniors? Background: Last year the City adopted an ordinance (accessory apartments) intended to allow seniors to stay in their single - family homes longer, before moving on to other types of housing. As part of our past discussions on senior housing, it has been pointed out that our current codes do not provide very well for various types of senior housing beyond cottage style units. Based on the attached memorandum, dated 3 May 2014, the Planning Commission agreed to hold a public hearing to consider somewhat higher densities for senior housing in certain zoning districts and, most particularly, in the Smithtown Woods Redevelopment Area. After holding the public hearing, the Commission voted unanimously to recommend the attached amendment. It is worth noting that this recommendation is consistent with both the Comprehensive Plan and the Smithtown Crossing Redevelopment Study. Financial or Budget Considerations: If amending the ordinance encourages or expedites a senior housing project, it would contribute to the overall tax base. Options: Approve the amendment as recommended by the Commission; modify the amendment; or deny the amendment. Recommendation / Action Requested: The draft amendment is consistent with the discussions we have had for the past few years relative to senior housing and puts Shorewood in line with what other communities are doing. Staff recommends approval. Next Steps and Timelines: Upon adoption, the amendment would be published in the official paper and would go into effect thereafter. Connection to Vision / Mission: Quality services, 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 TO: , Planning Commission, Mayor and City Council FROM: - Brad Nielsen DATE: 3 May 2014 RE: Elderly Housing - -Zoning Requirements FILE NO. Zoning (Elderly Housing) Several years ago, Shorewood amended its Zoning Code to include and encourage elderly (senior) housing. At that time three phases of housing were identified, which - for-the most part- still exist today: 1)independent living; 2)assisted living (minimal care); and 3)care facilities. Since then there has been some consensus on the Commission that Shorewood's ordinances do not address the future demand for senior housing and that it should be examined as part of a future work program. This has been confirmed in talking with senior housing developers who have expressed interest in our Smithtown Crossing Redevelopment Area. As a brief introduction to the topic, following is how Shorewood's Zoning Code addresses the three phases of elderly housing: Independent Living. Section 1201.03 Subd. 20, a copy of which is attached as Exhibit A, provides for elderly housing within all of the various residential zoning districts. Densities vaiy from four units to the acre in the R -IA districts to 10 units per acre in the multi-family and R -C districts: A minimum of three acres is required for a senior housing project, which must be processed as a P.U.D. Care Facilities. Nursing homes are, allowed in the R -3A, R -313 and R -C zoning districts, by conditional use permit. It is worth noting that no land is currently zoned or planned for R -313 development, and only a small area along Lake Linden Road is zoned R -3A. Provisions relative to nursing homes are attached as Exhibit B. Density is not a factor relative to nursing homes and there is no minimum acreage requirement. Setbacks, impervious surface, parking and building heights restrictions ®�® PRINTED ON RECYCLED PAPER Memorandum Re: Elderly Housing — Zoning 3 May 2014 dictate the intensity of the development. The City should consider allowing these facilities in the C -1 zoning district as well. Assisted Living. Shorewood's Code does not currently address assisted living projects. If one were proposed today, it would fall under the categoiy of elderly housing, subject to Section 1201.03 Subd. 20. Arguably, this phase of senior housing should be treated more like care facilities where density, would not be a factor. As with care facilities, intensity of use would be dictated by setbacks, impervious surface, parking and building height restrictions. It is recommended that "assisted living" be addressed in the R -3A, R -313, R -C and C -1 zoning districts. From a planning perspective, there are certain issues that should be addressed relative to elderly housing, particularly with respect to Smithtown Crossing: 1. Density. It is becoming increasingly clear that our current density provisions are too restrictive for anything other than "cottage style" senior housing. For example, the developers with whom we have talked are generally interested in projects ranging in size from 60 to 100 units. Using our highest available density' (10 u /a), this would require' a site of 6 -10 acres. Few if any sites in Shorewood are available at that size. The chart on Exhibit C shows the densities allowed in a select list of other communities. There are a number of ways to address this issue: a. Simply increase the allowable density for projects in the R -C or C -1 zoning districts, or both. Alone, this measure would require upwards of 20 units per acre for a project to be feasible within the Smithtown Crossing Redevelopment Area. b. Apply the density requirement only to independent living (i.e., senior apartments) projects or portions of projects. Assisted living units would either be counted as partial units (e.g., assisted living might equal one -half unit), and portions of senior housing projects devoted to care facilities would not count as density. c. Allow for density transfer. This tool would provide for the allowable density from another site to be applied to the subject site. In the case of Smithtown Crossing,, the one acre site owned by the City would allow eight units of senior housing. These units could be transferred to the Smithtown Crossing project. d. As part of a mixed use P.U.D., -allow the entire site, including any commercial portion of the site, to be counted for density purposes. e. All, or more than one of the above. 2 Memorandum Re: Elderly Housing - Zoning 3 May 2014 2. Zoning Conditions. The current Code relaxes certain development requirements for elderly housing. For example, park dedication and local sanitary sewer access charges are drastically reduced for senior housing projects. At present, our Code requires two parking spaces per unit for elderly housing, again making no distinction for assisted living. The City may wish to consider a lower number of parking spaces for independent living apartments and especially for assisted living units. If this reduction has merit, a proof of parking requirement should also be considered. Proof of parking is a tool whereby, the development plan provides room for two spaces per unit, but only requires ,a certain lesser number to be built. Then, if the use is ever changed, the full parking requirement can be imposed. j Cc: Bill Joynes I Tim Deane i I is i I P i t Memorandum Re: Elderly Housing —Zoning 3 May 2014 Section 1201.03 Subd. 20 Subd. 20. Elderly housing. a. Purpose. The purpose of this subdivision is to provide opportunities for elderly housing within residential zoning districts and to maintain compatibility with other uses within those districts. b. Conditional use. Elderly housing shall be allowed by conditional use permit in the following zoning districts: R -1A, R -1B, R -1C, R- ID, R -2A, R -213, R -2C, R -3A, R -313 and R -C. In addition the following conditions shall apply: (1) Elderly housing projects shall be processed as planned unit developments (P.U.D.) in compliance with § 1201.06 of this code; (2) Occupancy of each dwelling unit shall be limited to no more than two adults, 62 years of age or older. Occupancy of dwellings which qualify as "housing for older persons" under the Federal Fair Housing Act shall be limited to two adults, 55 years of age or older. The occupancy limitations shall be memorialized in restrictive covenants approved by the city and filed with the Hennepin County Recorder. Exception: the occupancy limitations stated above shall not apply to one adult live -in care - provider serving the needs of the primary occupant(s), provided that if the care - provider resides on the premises for more than 30 days, notice must be given to the Zoning Administrator; (3) To continue to qualify for the elderly housing classification, the owner, homeowner's association or agency shall annually file with the City Administrator /Clerk and the Zoning Administrator a certified copy of a quarterly resume of occupants of the building or buildings, listing the number of tenants or occupants by age, by unit; (4) Adequate off - street parking must be provided in compliance with Subd. 5 of this section. Parking plans must show room on the site for at least one garage space per dwelling unit; Exhibit A M Memorandum Re: Elderly Housing —Zoning 3 May 2014 (5) Parking areas for five or more cars must be screened and landscaped from view of surrounding residential property, in compliance with Subd. 29 of this section; (6) All signing and informational or visual communication devices shall be in compliance with Subd. 11 of this code. (7) All structures shall comply with the Minnesota State Building Code; (8) The residential density of elderly housing projects shall not exceed the following: (a) R -lA and R -1B: Four units per acre; (b) R -1C, R -1D, R -2A, R -2B, and R -2C: Eight units per acre; (c) R -3A, R -3B and R -C: Ten units per acre; (9) The minimum site size for elderly housing projects shall be three acres; (10) Dwelling units may be detached or attached; (11) Building heights shall be limited to one and one -half stories in all districts except the R -3A, R -3B and R -C zoning districts in which buildings may be three stories; (12) Where allowed, inultiple- family elderly housing must have elevator service to each floor; (13) Usable open space as defined in this chapter is equal, at a minimum, to 20% of the gross lot area; (14) The provisions of § 1201.04 Subd. ld(1) are considered and satisfactorily met. C. Fees reduced. Park dedication fees as required in § 1202.07 of this code and local sanitary sewer access charges as required in § 904.18 Subd. 1 of this code shall be charged on the basis of the development potential of property as currently zoned. Fees shall not be charged for additional residential units achieved under b(8) of this subdivision. 5 Memorandum Re: Elderly Housing — Zoning 3 May 2014 Section 1201.09 Subd. 4.e. e. Nursing homes as defined in § 1201.02, provided that: (1) Side yards are double the minimum requirements established for this District and are screened in compliance with § 1201.03, Subd. 2.g.; (2) The site shall be served by an arterial or collector street of sufficient capacity to accommodate traffic which will be generated; (3) All signing and informational or visual communication devices shall be in compliance with § 1201.03, Subd. 11.; (4) All state laws and statutes governing the use are strictly adhered to and all required permits are secured; (5) Adequate off - street parking is provided in compliance with § 1201.03, Subd. 5.; (6) One off - street loading space in compliance with § 1201.03, Subd. 6. is provided; (7) The provisions of § 1201.04, Subd. 4.d.(1) have been considered and satisfactorily met. Exhibit B 0 Co Elderly Housing Standards Allowable Density Required Parkins HeiZht Stories - Feet Burnsville R -3B: 9 -14.5 du/ac; MU: 15 -12.78 du/ac; R -3A: "Retirement Hsg. ": 1 per du (1/2 enclosed); Asst. 3 - 35' Nursing: 800 sq ft/ person (54 per acre) Liv.: 1/2 per du; Nursing:I per bed plus 1 per empl. - max shift Chanhassen R -12: 12 du/ac; R -16: 16 du/ac; nursing homes: 1 (enclosed) per du; Asst. Liv.: 1/3 (enclosed) per 3 - 35'; Off/Ind Dist. du; Nursing: 1 per 2 beds plus 1 per 2 empl.- max Nursing: 2 shift (Off/Ind Dist.) Chaska R -3: 17.4 du/ac; Nursing - n/a 1 per 2 du; Nursing: 4 plus 1 per 4 beds ? Eden Prairie Town Ctr.: 40 -60 du/ac; RM 6.5: 6.7 du/ac; RM 2 per du RM 6.5: 40'; RM 2.5: 17.4 du/ac 2.5: 45' Minnetonka 12+ du/ac; Nursing - collector or arterial street 1 per du (1/2 enclosed); proof of parking - 2 per du Negotiated plus visitor Minnetrista R -3: 8 du/ac; R -5: 8+ du/ac (treated as apartments) .8 per du (62 +); 1 per 1 bdrm, 2 per 2 +bdrm plus 3 - 45' visitor Plymouth RMF -2: Asst. Liv & Nursing; RMF -3: 14.5 du/ac; 1.5 per du; Nursing: 1 per 3 beds RMF -2 /3: 2 - RMF -4: 20 du/ac 35; RMF -4: 45' Wayzata R -5: CUP (62 +) 43 du/ac 1 per 1.5 du; MF: 2 per du (1/2 enclosed); Nursing: 3 - 35; 1 per 4 beds Inst. - 40' 5/3/2014 Exhibit C Section 1201.03 Subd. 20.b. b. Conditional use. Elderly housing shall be allowed by conditional use permit in the following zoning districts: R -lA, R -113, R -1C, R -113, R -2A, R -213, R -2C, R -3A, R -313 and R -C. In addition the following conditions shall apply: (1) Elderly housing projects shall be processed as planned unit developments (P.U.D.) in compliance with § 1201.06 of this code; (2) Occupancy of each dwelling unit shall be limited to no more than two adults, 62 years of age or older. Occupancy of dwellings which qualify as "housing for older persons" under the Federal Fair Housing Act shall be limited to two adults, 55 years of age or older. The occupancy limitations shall be memorialized in restrictive covenants approved by the city and filed with the Hennepin County Recorder. Exception: the occupancy limitations stated above shall not apply to one adult live -in care - provider serving the needs of the primary occupant(s), provided that if the care - provider resides on the premises for more than 30 days, notice must be given to the Zoning Administrator; (3) To continue to qualify for the elderly housing classification, the owner, homeowner's association or agency shall annually file with the City Administrator /Clerk and the Zoning Administrator a certified copy of a quarterly resume of occupants of the building or buildings, listing the number of tenants or occupants by age, by unit; (4) Adequate off - street parking must be provided in compliance with Subd. 5 of this section. Parking plans must show room on the site for at least one garage space per dwelling unit; (5) Parking areas for five or more cars must be screened and landscaped from view of surrounding residential property, in compliance with Subd. 2g of this section; (6) All signing and informational or visual communication devices shall be in compliance with Subd. 11 of this code. (7) All structures shall comply with the Minnesota State Building Code; (8) The residential density of elderly housing projects shall not exceed the following: (a) R -lA and R -1B: Four units per acre; -1- (b) R -1C, R -113, R -2A, R -2B, and R -2C: Eight units per acre; (c) R -3A, R -3B and R -C: Teti Twelve units per acre; (d) For purposes of calculating density, assisted living units shall be counted as one -half unit. (e) Smithtown Crossing Redevelopment Area. For projects that implement and effectuate the goals, objectives and guidelines of the Smithtown Crossing Redevelopment Study, through site planning, architecture, building materials and landscaping, the following provisions may apply: (i) Allowable density may be increased to 15 units per acre. (ii) For projects that include a mixture of commercial and residential uses, the area of the entire site may be used to calculate density. (iii) The density for adjacent parcels within the Redevelopment Study Area may be transferred to the project site. (9) The minimum site size for elderly housing projects shall be three acres; (10) Dwelling units may be detached or attached; (11) Building heights shall be limited to one and one -half stories in all districts except the R -3A, R -3B and R -C zoning districts in which buildings may be three stories; (12) Where allowed, multiple- family elderly housing must have elevator service to each floor; (13) Usable open space as defined in this chapter is equal, at a minimum, to 20% of the gross lot area; (14) The provisions of § 1201.04 Subd. ld(1) are considered and satisfactorily met. -2- Section 1201.03 Subd. 5.h.(8) (8) Elderly housing: *« ^ pafking Spaees pef fik (a) Townhouse or cottage style housing: two parking spaces per unit (b) Apartments: one and one -half parking spaces per unit, plus proof of parking demonstrating the ability to provide two spaces per unit. -3- CITY OF SHOREWOOD ORDINANCE NO. AN ORDINANCE RELATING TO CALCULATING DENSITY FOR ELDERLY HOUSING Section 1. City Code Section 1201.03 Subd. 20.b.(8)(c) is hereby amended read: "(c) R -3A, R -3B, and R -C: Twelve units per acre;" Section 2. City Code Section 1201.03 Subd. 20.b.(8) is hereby amended to include: "(d) For purposes of calculating density, assisted living units shall be counted as one -half unit. (e) Smithtown Crossing Redevelopment Area. For projects that implement and effectuate the goals, objectives and guidelines of the Smithtown Crossing Redevelopment Study, through site planning, architecture, building materials and landscaping, the following provisions may apply: (i) Allowable density may be increased to 15 units per acre. (ii) For projects that include a mixture of commercial and residential uses, the area of the entire site may be used to calculate density. (iii) The density for adjacent parcels within the Redevelopment Study Area may be transferred to the project site." Section 3. City Code Section 1201.03 Subd. 20.b.(8) is hereby amended to read: "(8) Elderly housing: (a) Townhouse or cottage style housing: two parking spaces per unit (b) Apartments: one and one -half parking spaces per unit, plus proof of parking demonstrating the ability to provide two spaces per unit." Section 4. This Ordinance shall be in frill force and effect upon publishing in the Official Newspaper of the City of Shorewood. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this day of 2014. SCOTT ZERBY, MAYOR ATTEST: JEAN PANCHYSITYN, CITY CLERK #9A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Resolution Accepting Bids and Award of Construction Contract for the 2014 Seal Coat Project, City Project 14 -05. Meeting Date: 7/28/2014 Prepared by: Paul Hornby Attachments: Resolution, Location Map Background: The City annually provides for maintenance of City Streets as part of the Street Reconstruction Fund as a seal coating project. Streets scheduled for the 2014 Seal Coat Project are listed below and illustrated on the attached map. West 62 "d Street, Afton Road, Arbor Creek Lane, Beverly Drive, Blue Ridge lane, Brentridge Drive, Brynmawr Place, Cajed Lane, Cathcart Drive, Church Road, Edgewood Road, Elmridge Circle, Glen Road, Grant Lorenz Road, Harding Avenue, Harding Lane, Howards Point Road, Kathleen Court, Kelsey Drive, Mallard Lane, Maple Avenue, Maple Ridge Lane, Marsh Point Circle, Marsh Point Court, Marsh Point Drive, Noble Road, Oak Ridge Circle, Peach Circle, Pine Bend, Smithtown Circle, Smithtown Road, Smithtown Way, Strawberry Court, Strawberry Lane, Teal Circle, Virginia Cove, Woodside Lane, and Woodside Road. The 2014 Seal Coat plans and specifications were prepared as a collaborative project effort with the City of Victoria to reduce project costs. The project bid opening is at the City of Shorewood City Hall on Thursday, July 24, 2014 at 10:00 A.M. The bid results will be presented to the City Council at the regularly scheduled meeting with a bid tabulation and recommendation letter, and a revised Resolution authorizing award of the contract to the lowest responsible and responsive bidder. The resolution will be in the format included in this Council Agenda item with the inclusion of the successful bidder and contract amount. Financial or Budget Considerations: The Capital Improvement Plan budget in the Street Reconstruction Fund is $270,000 for the Shorewood portion of the 2014 Project. Options: 1. Approve the resolution accepting bids and awarding the contract to the lowest responsible and responsive bidder for the 2014 Seal Coat Project, City Project 14 -05. 2. Reject all bids for the 2014 Seal Coat Project, City Project 14 -05. 3. Take no action on this item at this time. Recommendation / Action Requested: Staff recommendation for Council action will be provided in a letter with the Resolution accepting bids and consideration of awarding the construction contract to the lowest responsible and responsive bidder for the 2014 Seal Coat Project, City Project 14 -05, on Monday, July 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 CITY OF SHOREWOOD RESOLUTION NO. 14 - A RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR THE 2014 SEAL COAT PROJECT CITY PROJECT NO. 14 -05 WHEREAS, pursuant to an advertisement for bids for local improvements designated as the Seal Coat Project (Chip Seal), City Project No. 14 -05, bids were received, opened on July 24, 2014, tabulated according to law, and such tabulation is attached hereto and made a part hereof, and WHEREAS, the City Council has determined that lowest bidder in compliance with the specifications. is the 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 enter into a contract with in the name of the City of Shorewood, Project No. 14 -05, according to the plans and specifications therefore approved by the City Council on file in the office of the City Clerk. 2. That the City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except for the deposits of the successful bidder and the next two lowest bidders, which shall be retained until a contract has been signed. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 28h day of July, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor I I sygoY I 4�gNO 0� OE -LWOOD Lq 0' z it G yN G y2 ENOI'�NTF BLUFF RD gROH Oo � 2 EDGEWOODRD EDGEWOOD RD °c 0 QOS RD P i V p \\ BRENTWOODA_VE < w N OQ Q 0pK0.1 G�VALLEYWOOD LAW `j ? _AMLEE RD m _ —� �_�3 `0 NOBLE RD N P NELSINE DR 0 � 0 C, ISIp.NDVIEwr NOBLE RD Z JP� > IIfSUNNWALE LA GLEN RD ?GLEN RD ;,00 , PQ .al n ZU1 I 1 WILD ROSE LA_ -. g W i O s -- _ WOODSIDE RD e °P° a p j S e RSypo a —eyI Q, STAR CIR o j KA LEENCT BRYNMAWR P ='� �� o a N co o �� SMITHTOWN a Y Zm Ecryo RD .1 Z 0 p ew006 �O � Q STRAWBERRY o MANN LA RIDGE POINTCIR A - ON PGA- w ��`l� / a SMIrHTOWN ¢ �P o JJSjONE'tP- m o Z 'I, BOULDER CIR A. BE ERLY DR VI GINIACOVE LA RIDGE LA 2 (+ p 4 ? L z < P 8 > MAP LE`� F C1 � PARK U 4f f 4 OAK LEAF TR J N P� STATEHWYN07 "`� TSEYLA �O 02ND STW NDSTW -O N w E LEGEND S Project Location Document Path: K:k01459 -910 \GIS\Maps \Shorewood SealCoat2014.mxd 2014 Seal Coat Project City of Shorewood, MN 0 1,500 Feet WSB C17Y OF SHOREWOOD _ @.LV °[lulebf �. WSB ,tlry:ua� acete ^M. -planning !�� � � �� a '� �� u ti Irq. engineering July 25, 2014 Honorable Mayor and City Council City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: 2014 Chip Seal Project Cities of Shorewood and Victoria W SB Project No. 1459 -91 & 2219 -01 Dear Mayor and Council Members: 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel 763 - 541 -4800 Fax 763 - 541 -1700 Bids were received for the above - referenced project on Thursday, July 24, 2014, and were opened and read aloud. Two bids were received. The bids were checked for mathematical accuracy and tabulated. Please find enclosed the bid tabulation indicating the low bid as submitted by Allied Blacktop Company, Maple Grove, Minnesota. The bids were split by City; Shorewood - $292,784.00 and Victoria - $97,282.00. The Engineer's Estimate was $317,175.00 for Shorewood and $76,980.00 for Victoria. We recommend that the City Council consider these bids and award a contract in the amount of $292,784.00 for the City of Shorewood's portion to Allied Blacktop Company based on the results of the bids received. Sincerely, WSB & Associates, Inc. Paul Hornby, PE Project Manager Enclosures cc: Peter Capistrant, Allied Blacktop Company ar St. Cloud • Minneapolis • St. Paul Equal Opportunity Employer wsbeng.com KA1459- 910Admiu \Construction Admiu \1459 -91 LTR REC- Shorewood hmcc- 072514.doc PROJECT: 2014 Chip Seal Project OWNER: Cities of Shorewood and Victoria, MN WSB PROJECT NO.: 1459 -91 & 2219 -01 Bids Opened: Thursday, July 24, 2014 at 10:00 a.m. Bid Security Contractor (5 %) City of Shorewood City of Victoria Total 1 Allied Blacktop Company X $292,784.00° 2 Pearson Bros., Inc. X $313,552.00 $99,668.00 $413,220.00 Engineer's Opinion of Cost $317,175.00 $76,980.00 $394,155.00 1 hereby certify that this is a true and correct tabulation of the bids as received on July 24, 2014. Paul Hornby, PE Denotes corrected figure K:101459- 9101AdminlConstruction Admin11459 -91 Bid Tab Summary- 072514 01459 -91 -Project Bid Abstract !M Project Name: SHOR -2014 Sealcoat Project Contract No.: Client: City of Shorewood Project No.: 01459 -91 Bid Opening: 7 /24/2014 10:00 AM Owner: St. Paul WSB Project Bid Abstract Denotes Corrected Figure Page 1 of 2 7/25/2014 Project: 01459 -91 - SHOR -2014 Sealcoat Project I I lEngineers Estimate lAllied Blacktop I Pearson Bros., Inc. Item No. Item lUnits IQuantitylUnit Price ITotal Price jUnit Price I Total Price I Unit Price ITotal Price SCHEDULE A - CITY OF SHOREWOOD 1 2021.501 MOBILIZATION LUMP SUM 1 $15,000.00 $15,000.00 $5,000.00 $5,000.00 $3,200.00 $3,200.00 2 2102.501 PAVEMENT MARKING REMOVAL SQ FT 200 $2.00 $400.00 $3.80 $760.00 $3.80 $760.00 3 2331.603 CRACK FILLING LIN FT 10000 $5.00 $50,000.00 $1.50 $15,000.00 $2.50 $25,000.00 4 2356.505 BITUMINOUS MATERIAL FOR SEAL COAT (CRS -2P) GALLON 47700 $4.00 $190,800.00 $3.50 $166,950.00 $3.22 $153,594.00 5 2356.505 PRETREAT EXISTING PAVEMENT MARKINGS LIN FT 24200 $0.10 $2,420.00 $0.10 $2,420.00 $0.30 $7,260.00 6 2356.604 SEAL COAT AGGREGATE FA -2 CLASS A (GRANITE) SQ YD 176400 $0.30 $52,920.00 $0.56 $98,784.00 $0.67 $118,188.00 7 2582.502 4" SOLID LINE WHITE -PAINT LIN FT 168001 0.20 $3,360.001 $0.101 $1,680.001 $0.201 $3,360.00 8 2582.502 4" DOUBLE SOLID LINE YELLOW -PAINT LIN FT 7500 $0.25 $1,875.00 $0.221 $1,650.001 $0.22 $1,650.00 9 2582.503 1 CROSSWALK MARKING -PAINT ISQ FT 200 $2.00 $400.00 $2.701 $540.001 $2.70 $540.00 Total SCHEDULE A - CITY OF SHOREWOOD: $317,175.00 1$292,784.001 $313,552.00 SCHEDULE B -CITY OF VICTORIA 10 2021.501 MOBILIZATION LS 1 $3,500.00 $3,500.00 $4,200.00 $4,200.00 $3,000.00 $3,000.00 11 2102.501 PAVEMENT MARKING REMOVAL SQ FT 900 $2.00 $1,800.00 $3.80 $3,420.00 $3.80 $3,420.00 12 2356.505 BITUMINOUS MATERIAL FOR SEAL COAT (CRS -2P) GALLON 700 $4.00 $2,800.00 $4.00 $2,800.00 $4.00 $2,800.00 13 2356.505 PRETREAT EXISTING PAVEMENT MARKINGS LIN FT 10700 $0.10 $1,070.00 $0.10 $1,070.00 $0.40 $4,280.00 14 2356.505 BITUMINOUS MATERIAL FOR SEAL COAT (CRS -2) GALLON 13300 $3.50 $46,550.00 $3.10 $41,230.00 $2.88 $38,304.00 15 2356.604 SEAL COAT AGGREGATE FA -2 MOD CLASS A (TRAP ROCK) SQ YD 51700 $0.30 $15,510.00 $0.76 $39,292.00 $0.82 $42,394.00 16 2582.502 4" SOLID LINE WHITE -PAINT LIN FT 100001 $0.201 $2,000.001 $0.101 $1,000.001 $0.101 $1,000.00 17 2582.502 24" SOLID LINE WHITE -PAINT LIN FT 1001 $2.001 $200.001 $3.001 $300.001 $5.001 $500.00 18 2582.502 4" DOUBLE SOLID LINE YELLOW -PAINT LIN FT 7000 $0.25 $1,750.00 $0.22 $1,540.001 $0.221 $1,540.00 19 2582.503 CROSSWALK MARKING -PAINT SQ FT 900 $2.00 $1,800.00 $2.70 $2,430.001 $2.701 $2,430.00 Total SCHEDULE B - CITY OF VICTORIA: $76,980.00$7,f =, 1 $99,668.00 Total SCHEDULE A - CITY OF SHOREWOOD 1 1$317,175.001 $292,784.00 $313,552.00 01459 -91 -Project Bid Abstract Page 2 of 2 I hereby certify that this is an exact reproduction of bids received. Certified By: License No. 23359 Date: July 25, 2014 Project: 01459 -91 - SHOR -2014 Sea lcoat Project I I I Engineers Estimate lAllied Blacktop lPearson Bros., Inc. Item No. I Item jUnits IQuantity I Unit Price ITotal Price I Unit Price ITotal Price I Unit Price ITotal Price Total SCHEDULE B - CITY OF VICTORIA 1 $76,980.00 W "W "O $99,668.00 Totals for Project 01459 -91 $394,155.00 $34$,fD $413,220.00 of Estimate for Project 01459 -91 -1.04% 4.84 I hereby certify that this is an exact reproduction of bids received. Certified By: License No. 23359 Date: July 25, 2014 CITY OF SHOREWOOD RESOLUTION NO. 14 - A RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR THE 2014 SEAL COAT PROJECT CITY PROJECT NO. 14 -05 WHEREAS, pursuant to an advertisement for bids for local improvements designated as the Seal Coat Project (Chip Seal), City Project No. 14 -05, bids were received, opened on July 24, 2014, tabulated according to law, and such tabulation is attached hereto and made a part hereof, and WHEREAS, the City Council has determined that Allied Blacktop Company is the lowest bidder in compliance with the specifications. 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 enter into a contract with Allied Blacktop Company in the name of the City of Shorewood, Project No. 14 -05, according to the plans and specifications therefore approved by the City Council on file in the office of the City Clerk. 2. That the City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except for the deposits of the successful bidder and the next two lowest bidders, which shall be retained until a contract has been signed. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 281h day of July, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor #11A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Bee Safe Resolution and proposal for Clover Plantings Meeting Date: July 28, 2014 Prepared by: Bill Joynes, City Administrator Cc: Tim Keane, City Attorney Larry Brown, Director of Public Works Attachments: Resolution Policy Consideration: Should the City Council adopt a resolution endorsing "Bee- Safe" policies and procedures; and consider clover plantings in certain city parks? Background: City Attorney Keane and I met with Patricia Hauser and Jeff Dinsmore of the Humming for Bees organization on Tuesday, July 22 to finalize the "Bee Safe" resolution for your consideration. You will find a draft resolution from Mr. Keane attached which was agreed to by all parties at the meeting. In addition we discussed possible sites in our City Park system that might be more appropriate for the planting of "Bee Friendly' clover. We identified sites in Cathcart Park, Freeman Park, and the South Shore Skate Park that fit the criteria for this kind of use and, if so directed by Council, we will have the Public Works Department prepare the ground this fall. The locations highlighted on the maps attached allow for a larger planting and in areas that will benefit the bee population and our community garden projects. The Humming for Bees organization will provide the seed and perform the initial planting and watering. The City will be responsible for preparing the soil and for any needed watering after the initial growth has been established. Options: • A motion approving the attached Resolution Endorsing "Bee- Safe" Policies and Procedures, and approving the planting of clover as noted above at the sites identified in Cathcart Park, Freeman Park, and the South Shore Skate Park. • Other direction as provided by Council. Recommendation / Action Requested: • A motion approving the Resolution Endorsing "Bee- Safe" Policies and Procedures; and approving the planting of clover as noted above at the sites identified in Cathcart Park, Freeman Park, and the South Shore Skate Park. 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 ENDORSING "BEE- SAFE" POLICIES AND PROCEDURES WHEREAS, the Shorewood City Council and Park Commission have undertaken several work sessions dedicated to the study and understanding of promoting a healthy natural environment through the reduction and elimination of harmful pesticides; and WHEREAS, bees and other pollinators are integral to a wide diversity of essential foods including fruit, nuts, and vegetables; and WHEREAS, native bees and honey bees are threatened due to habitat loss, pesticide use, pathogens and parasites; and WHEREAS, recent research suggests that there is a link between pesticides that contain neonicotinoids and the die -off of plant pollinators, including honey bees, native bees, butterflies, moths, and other insects; and WHEREAS, neonicotinoids are synthetic chemical insecticides that are similar in structure and action to nicotine, a naturally occurring plant compound; and WHEREAS, the City Council finds it is in the public interest and consistent with adopted City policy for the City to demonstrate its commitment to a safe and healthy community environment through the implementation of pest management practices in the maintenance of the city parks, open spaces and city property. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood: 1. The City shall undertake its best efforts to become a Bee -Safe City by undertaking best management practices in the use of plantings and pesticides in all public places within the City. 2. The City shall refrain from the use of systemic pesticides on Shorewood City property including pesticides from the neonicotinoid family. 3. The City shall undertake its best efforts to plant flowers favorable to bees and other pollinators in the City's public spaces. 4. The City shall designate Bee -Safe areas in which future City plantings are free from systemic pesticides including neonicotinoids. 5. The City shall undertake best efforts to communicate to Shorewood residents the importance of creating and maintaining a pollinator - friendly habitat. 4825- 8825- 3468.1 6. The City shall publish a Bee -Safe City Progress Report on an annual basis. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 28th day of July, 2014 Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk 4825- 8825- 3468.1 y1 1 r7IMMMLTw-'.a'— CATHCART PARK lb* 1`, N. �- ��n FREEMAN PARK A- - a n , r'J EIgi F�lx 1• V-14 _ '� . t` ' +'•�"'�%' � -�'' Y:. �''^' _ - � t�.Yv .- •l�. .ir. '!.fit . v: "w� � Fb .Y ,'�, �•� iii, y: �,. < <�'' '�� , � • ���•�.' �I!' 412 .. 7. � ,' ,"1 �•'P�•"� tF ysP r•- �i. `M�Si"' ,`�J: � •�+' 'y „NGt 1 _ � � - , 0 La i o Writ P ��1 rri °s;E� "P , RBI �`• �Y Q1. � �y�n .'1' - -.•{. _- I IFif'' J��•8�•9t, �i► � • ti9� ', ' y 1 `�� �._�. f/.h- w w_,� < .fit• - - Nkl fir' Jp'py`n!��i,�' +� ''7';f. ®• P ''' - SOUTH SHORE SKATE PARK #11B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Letter to Minnehaha Creek Watershed District (MCWD) Requesting Video Broadcasting of the Board's Regular Monthly Meetings Meeting Date: July 28, 2014 Prepared by: Bill Joynes, City Administrator Attachments: Draft Letter Policy Consideration: Should the City Council send a letter to the MCWD requesting video broadcasting of the Board's Regular Monthly meetings? Background: Councilmember Siakel requested Council consider sending a letter to the MCWD requesting that the MCWD Board video broadcast its regular monthly meetings in order to maintain transparency in their operations. The attached draft letter is provided for Council's consideration. Financial or Budget Considerations: none Options: • A motion approving the attached draft letter as provided, or with any corrections as noted by Council. • Other direction as provided by Council. Recommendation / Action Requested: • A motion approving the attached draft letter as provided, or with any corrections as noted by Council. Next Steps and Timelines: The letter will be sent to the MCWD upon approval. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 DRAFT Date Executive Director Jeff Spartz Minnehaha Creek Watershed District 15320 Minnetonka Blvd. Minnetonka, MN 55345 Dear Mr. Spartz, The City of Shorewood is requesting that the MCWD Board of Managers consider the future video broadcasting of the Board's regular monthly meetings. We have had a number of requests from constituents coupled with a desire by our Council to have this type of record available to residents served by the District. We, along with other communities in our area, are facing ever greater concern about issues effecting surface water management, invasive species and District governance. In this day and age we feel government agencies like the MCWD, that have a significant impact on residential and economic activities should take every opportunity to be as transparent in their operations as practically possible. Many of our member cities provide this information source to their residents and the services of the Lake Minnetonka Cable Commission are available and very reasonably priced. We ask that this request be place on an upcoming Board agenda. The City of Shorewood would fully support such an initiative both in philosophy and through our financial support of the District. Sincerely, Mayor Scott Zerby On Behalf of the Shorewood City Council #11c MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: DRAFT request for proposals for renewable energy alternatives study Meeting Date: 7/28/2014 Prepared by: Paul Hornby Reviewed by: Attachments: DRAFT RFP Background: The City Council requested staff prepare an RFP for soliciting for consultant study of renewable energy alternatives that can be considered for City facilities. The attached DRAFT RFP provides a broad range of renewable energy alternatives to be considered and studied for municipal application. The RFP is specific to a study of alternatives and does include notice that specific manufacturers or vendors should not submit for this study. The purpose of this statement is to request proposals from a non - biased consultant to perform a study of practical alternatives for the City, rather than a manufacturer or vendor that sells a specific technology or product. Recommendation / Action Requested: Staff requests Council review and comments on the Draft RFP in preparation of the final RFP presentation for authorization to distribute the request. 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 REQUEST FOR PROPOSALS RENEWABLE ENERGYALTERNATIVES ANALYSIS CITY PROJECT 14- I. INTRODUCTION The City of Shorewood is Requesting Proposals (RFP) for professional services necessary to successfully perform a renewable energy alternatives analysis study for City facilities. In general, the requested alternatives analysis study will review renewable energy alternatives that will provide cost effective energy system(s) that will reduce City costs for energy, will have a financial benefit lifecycle, is considered a "renewable" or "green" energy technology, and is practical for Municipal facilities. The City is requesting consultants respond to this RFP to study alternatives for the City. The City does not want manufacturers to submit proposals specific to their products. The RFP is to review renewable energy alternatives and the City may decide to issue future RFP(s) for specific implementation. A. RFP Content. This RFP co I. Introduction II. Project Information III. Proposal B. Addenda /Clarifications. A addendum. Verbal modifica C. Pre -Con Contractual expense incurred by the Con' 1. Preparing its pro following sections: changes to this RFP will be made by written 7 will not be binding. enses. The City will not be responsible for any pre- . Pre - contractual expenses are defined as expenses ltant in: I in response to this RFP; 2. Submitting that proposal to the City of Shorewood; 3. Negotiating with the City of Shorewood any matter related to this proposal; or 4. Any other expenses incurred by the Consultant prior to the date of execution of the Proposed Agreement. D. Contract Award. Issuance of this RFP and receipt of proposals does not commit the City of Shorewood to award a contract. The City of Shorewood reserves the right to postpone reviewing proposals for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with other than the selected Consultant should negotiations with the Page 1 of 4 REQUEST FOR PROPOSALS RENEWABLE ENERGYALTERNATIVES ANALYSIS CITY PROJECT 14- selected be terminated, to negotiate with more than one Consultant simultaneously, or to cancel any part or all of this RFP. E. Contact Person. The Consultant's contact for specific questions regarding information in this proposal is Paul Hornby, City of Shorewood, 5755 Country Club Rd, Shorewood MN 55331, or by email at Phornby(a)-ci.shorewood. mn. us. II II. PROJECT INFORMATION II A. City Facilities for Renewable Energy Alternatives Study I. City Facilities that are to be considered for Renewable Energy applications include the following: a. City Hall b. South Shore Center c. Public Works building d. Police Station e. Fire Station f. Badger Park g. Badger well house h. Manor Park i. Freeman Park j. Silverwood Park k. Silverwood well house I. Cathcart Park m. Boulder Bridge, well house n Eleven sanitary sewer lift stations The successful consultant will is required to familiarize themselves with the City facilities and associated activities at each site to provide a comprehensive analysis of renewable energy alternatives. II. Renewable Enerav Alternatives The City of Shorewood is a GreenStep City and is interested in efficient, effective and practical renewable energy resources that will have a payback within its lifecycle. The City is aware of some programs available for renewable energy, but is interested in a broad review of alternatives available that make practical sense for a municipality. Renewable energy alternatives to consider through study are to include (but are not limited to): a. Solar Energy b. Wind Energy Page 2 of 4 REQUEST FOR PROPOSALS RENEWABLE ENERGYALTERNATIVES ANALYSIS CITY PROJECT 14- c. Geothermal Energy d. others B. Project Scope. The objective is to provide a comprehensive review and study of City facilities and determine in report format that details each renewable energy alternative and the practical application for municipal use including: 1. Project kick -off meeting a. Meet with City staff members to discuss City facilities b. Review City facilities 2. Review Renewable Energy Alternatives and potential applications to City facilities a. Provide practical applications for public facilities b. Potential to sublet/subscribe energy to benefit to residential property 3. Prepare Financial benefit analysis for renewable energy alternatives a. Opinion of installation cost b. Operational costs c. Maintenance costs d. Anticipated lifecycle costs e. Cost Benefit analysis 4. Project Management Deliverables: Periodic progress reports, project meeting agendas, handouts and meeting minutes. 5. Prepare draft study report for staff review. a. Attend Council work session to discuss draft findings 6. Prepare final study report including comments of Council and staff, as directed. III. PROPOSAL A. Submission of Proposal. Submit the proposal to: Paul Hornby, P.E., City Engineer City of Shorewood 5755 Country Club Rd Shorewood, MN 55331 Page 3 of 4 REQUEST FOR PROPOSALS RENEWABLE ENERGYALTERNATIVES ANALYSIS CITY PROJECT 14- Proposals shall be received by the end of the business day (4:30 P.M.), Wednesday, xx /xx/2014. Proposals received after this time will not be accepted. B. Proposal Format. Proposals shall be prepared to print on 8'/2" x 11" paper, with all text clear of binding. The proposal shall be clear and understandable when reproduced in black and white. Please limit the proposal to 20 pages. Include, at a minimum, the following: 1. Identification of the offering firm(s), including name, address and telephone number of each firm. 2. Acknowledgement of receipt of RFP addenda, if any, and 3. Name, title, address, email address and telephone and fax numbers of contact person during period of proposal evaluation. E. Consultant Team. Identify all team members and areas of responsibility. Resumes may be requested by City staff during proposal review. F. Understanding of the Project. ' The Consultant shall provide a brief, concise description that demonstrates the Consultant's understanding of the project and what needs to be done to successfully complete the work scope. G. Consultant Fee. The Consultant shall provide the proposed fee and clearly identify any proposed additions, and reimbursable expenses. A total fee, not to be exceeded, for all work shall be included. H. Exceptions and Deviations. The Consultant may include other services outside the scope of this proposal that the firm feels maybe needed. The Consultant also may propose cost- saving items. Any exceptions to the requirements in this RFP, including the language in the contractual terms, must be included in the proposal. If the Consultant proposes changes to the scope of work, include a description, reason for the change and added /deducted fees. Page 4 of 4 #12.A.1. CITY OF SHOREWOOD UM21; 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 474 -3236 Fax: 952- 474 -0128 • www.ci.shorewood.mmus • cityhall @ci.shorewood.mn.us Re: Trail Schedule Update — Galpin Lake Road and Smithtown Road (East) Prepared by Paul Hornby and Brad Nielsen Galpin Lake Road Walkway Schedule 0 Planning Commission recommendation to Council re trail segment for following year 0 Council authorizes preparation of survey and Feasibility Report 0 Survey (30 days) — May 0 Feasibility Report (30 days) — June 0 Planning Commission review of feasibility report and trail walk — July 0 Planning Commission recommendation to Council re Feasibility Report 0 Council approves Feasibility Report 0 Planning Commission holds Neighborhood Meeting (Open House) 0 Council award of land acquisition services and authorizes preparation of Plans and Specifications 0 Preparation of Plans and Specifications (90 days) ■ 95% Complete submittal to MnDOT 7/01/14 ■ MnDOT Review Complete 7/31/14 ■ CC Authorization to Advertise for bids 6/23/14 ■ Open Bids 8/07/14 ■ CC consideration of Award 8/11/14 L Land Acquisition Process (start approx. mid -way through plans and specs) • Land Acquisition process not required due to design modifications • Individual temporary easements or rights of entry may be required • Reduces project schedule ❑ Neighborhood preconstruction meeting 8/18/14 ❑ City possession of easements /letter of compliance N/A ❑ Groundbreaking Ceremony 8/25/14 ❑ Begin Construction 8/25/14 ❑ Construction substantially complete — Phase 1 Construction 10/31/14 ❑ Construction substantially complete — Phase 2 Construction 7/31/15 ❑ Ribbon Cutting Ceremony 8/10/15 ❑ Restoration complete 7/31/15 Trail Schedule Update — Galpin Lake Road and Smithtown Road (East) Page 2 Smithtown Road East (LRT Trail to Country Club Road) Walkway Schedule El El El El El El El El El El El El El Planning Commission recommendation to Council re trail segment for following year 6/03/14 Council authorizes preparation of survey and Feasibility Report 6/23/14 Survey (30 days) — 7/14/14 — 8/22/14 Feasibility Report (30 days) — 7/28/14 — 8/27/14 Planning Commission review of feasibility report and trail walk — 9/02/14 Planning Commission recommendation to Council re Feasibility Report 9/02/14 Council approves Feasibility Report 9/08/14 Planning Commission holds Neighborhood Meeting (Open House) 9/30/14 Council award of land acquisition services and authorizes preparation of Plans 10/13/14 and Specifications Preparation of Plans and Specifications (90 -120 days) 10/13/14— 2/13/15 Land Acquisition Process (start approx. mid -way through plans and specs) 9/03/14 — 7/06/15 o Complete parcel descriptions and legal descriptions o Review proposed easements with staff/attorney o Letters to property owners regarding survey staking o Field stake proposed easements for Appraiser /RW Agent o Easement viewing — parcel owner and RW Agent on -site o Appraisal information o Appraisal review o Council considers resolution to authorize staff to make offers and eminent domain schedule o Prepare and deliver offers to parcel owners Neighborhood informational meeting (Open House) Begin eminent domain action Council approves Plans and Specifications and authorizes ad for Bids Receive bids for construction City possession of easements /letter of compliance Council awards Construction Contract Neighborhood preconstruction meeting Groundbreaking Ceremony Begin Construction Construction substantially complete Ribbon Cutting Ceremony Restoration complete 5/19/15 2/09/15 5/25/15 6/08/15 6/22/15 6/22/15 6/30/15 6/30/15 7/06/15 10/15/15 10/31/15 11/15/15