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08-25-14 Reg Mtg AgendaCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, AUGUST 25, 2014 AGENDA 1. CONVENE CITY COUNCIL MEETING A. Roll Call 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Zerby Hotvet Siakel Sundberg Woodruff Attachments B. Review Agenda 2. APPROVAL OF MINUTES A. City Council Work Session Meeting Minutes, August 11, 2014 Minutes B. City Council Regular Meeting Minutes, August 11, 2014 Minutes 3. CONSENT AGENDA - Motion to approve items on Consent Agenda & Adopt Resolutions Therein: NOTE: Give the public an opportunity to request an item be removed from the Consent Agenda. Comments can be taken or questions asked following removal from Consent Agenda A. Approval of the Verified Claims List Claims List B. New Liquor License Request from MGM Liquors Clerk's memo, Location: 5660 County Rd 19 Resolution C. Accept Proposal for Professional Design and Installation of Electrical Director of Public Controls and Programming, West Water System Works memo D. Approve Change Order No. 3 for Valleywood Lane and Circle Improvement Engineer's memo, Project, City Project 13 -01 Resolution 4. MATTERS FROM THE FLOOR (No Council action will be taken) 5. PUBLIC HEARING 6. REPORTS AND PRESENTATIONS 7. PARKS A. Report on August 19, 2014 Park Commission meeting Minutes CITY COUNCIL REGULAR MEETING AGENDA — AUGUST 25, 2014 Page 2 of 2 8. PLANNING A. City Code Amendment to Chapter 500, Noise Nuisances 9. ENGINEERING /PUBLIC WORKS A. Rejecting Bids for the Galpin Lake Road Sidewalk Project, City Project 13 -06 B. Approve Plans and Specifications and Authorize Advertisement for Bids for the 2014 Mill and Overlay, City Project 14 -04 10. GENERAL /NEW BUSINESS A. Approval of the Joint and Cooperative Agreement II with the Lake Minnetonka Communications Commission B. Adoption of the Preliminary 2015 General Fund Operating Budget and Tax Levy C. Selection of the Truth -in- Taxation Hearing Date 11. OLD BUSINESS 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Monthly Budget Report 2. Trail Schedule B. Mayor and City Council 13. ADJOURN Attachments Planning Director's memo, Ordinance, Resolution Engineer's memo, Resolution Engineer's memo, Resolution Administrator's memo, Resolution Finance Director's memo, Resolution Finance Director's memo, Resolution Finance Director'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 • cityhall @ci.shorewood.mn.tiis Executive Summary Shorewood City Council Regular Meeting Monday, August 25, 2014 7:00 p.m. A 6:00 PM Work Session is scheduled this evening. An EDA meeting will immediately follow the Regular 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 93C: Approval of a proposal from Instrument Control Systems -Healy Ruff (AKA ICS - Healy Ruff) for the design, programming and installation of controls for the west water system. Agenda Item 931): Approval of Change Order No. 3 for Valleywood Area Improvements, City Project 13 -01, in the amount of $5,929. 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 95: There are no public hearings scheduled for this evening. Agenda Item 96: There are no reports or presentations this evening. Agenda Item 97A: Park Commission Chair Justin Mangold will report on the recent Park Commission meeting. Agenda Item 98A: In response to the periodic complaints the City receives relative to noise, the Planning Commission has recommended an amendment to Chapter 501 of the City Code (Nuisances) that regulates the hours of certain noise - generating activities. The proposed amendment is attached for your review, as well as a summary of the ordinance for publication. Agenda Item 99A: A resolution rejecting bids for the Galpin Lake Road Trail Project is recommended for Council's consideration, as the low bid came in at 52% above the feasibility report estimate. Staff recommends to rebid the project in February 2015 or consider bidding with a larger project. Agenda Item 9913: This item is approval of the plans and specifications and authorize the advertisement for bids for the 2014 bituminous Mill and Overlay project. Executive Summary — City Council Meeting of August 25, 2014 Page 2 of 2 Agenda Item 910A: Consider approval of the Joint and Cooperative Agreement with the Lake Minnetonka Communications Commission. Agenda Item 91OB: This item adopts the preliminary 2015 General Fund Operating Budget and Tax Levy by resolution Agenda Item 91OC: This resolution sets the Truth -in- Taxation Hearing Date for December 1, 2014, and provides for a continuation date of December 8, if needed. Agenda Item 911: There are no items of old business this evening. Agenda Item 912.A.: The Monthly Budget Report will be sent under separate cover, and the Trail Schedule is attached. Agenda Items 91213: Mayor and City Council Members may report on recent activities. CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, AUGUST 11, 2014 MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Zerby called the meeting to order at 6:02 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Hotvet, Siakel, S Joynes; Finance Director DeJong; and Director of Absent: None B. Review Agenda Hotvet moved, Woodruff seconded, approving the 2. 2015 BUDGET DISCUSSIONS Administrator Joynes stated staff has refined some of based on the discussion during Council's July 14, Council the City could accomplish, for the most p February 2014 Council and staff retreat. #za 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 P.M. c Woodruff, Administrator Motion passed 510. in the draft 2014 General Fund Budget session. During that meeting he told items that were discussed during the Joynes reviewed the 2015 General Fund budget assumptions. The budget reflects one additional staff position that would have`responsibility'for forestry activities and be a water resource coordinator to help deal with future Municipal Sepigpte Storm Sewer System (MS4) mandates and stormwater management. The hope is that , by having such 'a position, over time the City can reduce its reliance on contract engineering services: It assumes continued contracted engineer and administrator services. It includes a salary reserve of 2.5 percent. Labor, contract negotiations will begin in September. Southshore Community Center (SSCC) operations costs and capital costs are included in the budget. The purchase of trail plowing, equipment has beer programed into the budget. There is no levy limit in place for 2015. He stated that in general terms revenues are estimated to increase to $5,513,878; an increase of 1.3 percent. The estimated expenditures total $5,642,863; an increase of 1.7 percent. That leaves an unfunded gap of $128,985. During Council's July 14 meeting there was discussion about using General Fund reserves to fund the Rap. He explained the General Fund reserves are estimated to be $3,577,080 at the end of 2014. The General Fund Balance Policy requirement of 60 percent maximum reserve level based on that estimate is $3,385,718. That results in $171,362 of excess reserves. Staff has recommended the use of $128,985 of those excess reserves to fund the budget gap. That leaves $40,301 in unallocated excess reserves for 2015. It leaves approximately $1.2 million above the reserve level recommended by the Office of the State Auditor (OSA). During the July 14 meeting Council and staff talked about eliminating the 3 percent transfer cap from the Policy. What has been recommended still adheres to that cap. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES August 11, 2014 Page 2 of 5 He reviewed the major expenditure changes for 2015. City Council salaries were increased by a total of $5,400. Administrative support at the reception desk / counter was increased by $11,200 for part -time help at the counter. The 2014 budget includes $11,200 for election judges. That will be not be needed in 2015. Therefore the two things will offset each other. The Hennepin County Assessor has notified the City that their costs are going up $4,000. Police services are projected to have a net increase of $22,571 in 2015. Fire services are proposed to increase $9,833. He noted that Council asked staff to portray the new position as full -time in the budget even though staff had recommended a .75 full-time equivalent (FTE). He explained that the Public Works portion of that full -time position is estimated to cost $55,000 ($40,000 for salary and $15,000 for benefits). Another portion of that salary will be charged to stormwater management. There will be a $30,000 increase in the transfer into equipment and streets for 2015 and subsequent years. That helps fund the trail plow and improvements to the SSCC capital improvement program (CIP). The aesthetic upgrades identified for the SSCC in the Cover Proposal were estimated at about $40,000. Money for that is not included in the 2015 budget. Joynes then noted all of what he has mentioned and what is amounts to a 2 percent levy increase. He recommended Comic Hennepin County by September 15. That would provide . unknown come up between now and when the final budget is does not think the levy increase will be 2.5 percent but he th noted there are two more Council meetings which September 15 — August 25 and September 8. included in the detail budget spreadsheets it certify a maximum levy,ot 2,5 percent to an additional $26,137 should something adopted in-December. He clarified that he pug t it prudent to have some latitude. He the maximum levy could be set before Councilmember Woodruff stated the General Fund budget summary Director DeJong handed out just before this meeting looks the same as the one included in the hiecting packet. Earlier in the day he had told DeJong that the budget detail numbers and the budget summary numbers do not match. DeJong stated he had attempted to update the spread sheets but something must have gone wrong and noted that except for the 2014 year to date numbers they are correct. Woodruff then stated one of the risks he thinks there is in the proposed budget is health insurance. Some additional funds right be needed to cover an increase. Administrator Joynes stated the City has relatively consistently budgete&for a $25 per month per person increase. Joynes noted the insurance consultants the City uses has not e will be. Woodruff doted that for now he can support a maximum levy certification of 2.5 percent with the understanding that the highest priority use for additional funds would be health insurance. Woodruff asked staff to schedule someone to come and explain to Council this fall what impact the changes the City has -to comply with as a result of the Affordable Care Act (ACA) will have. Administrator Joynes stated the ACA is quite complicated. Joynes stated that renewing the City's insurance policy for 13 months gave the City time to figure that out. Councilmember Siakel noted that she had been comfortable with certifying a 2 percent maximum levy. She stated that she thought that if something happened with health care the City has enough resources to cover it. She then stated from her vantage point there are two parts to the budget that warrant more discussion before she is ready to set the levy. One is the new staff position. Although Council had stated that additional help for Public Works important, she is not convinced it needs to be a full-time position. She had envisioned it being a seasonal position or a contract position. The second is the issue with the SSCC. She noted that she could support using some of the General Fund balance to resolve that before a CITY OF SHOREWOOD WORK SESSION MEETING MINUTES August 11, 2014 Page 3 of 5 lot of capital investment is made in the SSCC. She noted she said the same thing about the SSCC last year and she continues to think the same. Councilmember Sundberg stated that she thought Councilmember Siakel brought up good issues. She then stated that continuing to contract for administrator and engineer services might be fine for the short term. But, she thought it prudent to start to think about succession planning sooner versus later. She noted that she would like to gain a better understanding of what the forester/ water resource coordinator would be responsible for. She stated it may be better to contract for those services. Councilmember Hotvet concurred in principal with Councilmember Siakel's and Councilmember Sundberg's comments. She stated there has been one year of the 1000 -year storm. She thought Public Works was a little shorthanded because of having to detail with the damage and issues caused by that and therefore other tasks did not get done as quickly as people would have !wanted. She suggested that the proposed new position should provide more support to Public Works-in thatarea. She noted that she is not ready to set a levy quite yet. She also noted that what has been proposed is a good start. Councilmember Woodruff stated he would like staff to provide a position description for the proposed new position before he signs off on it. He asked staff"to also provide a year one work plan for that position with specific objectives, goals, tasks and dates. " Mayor Zerby stated based on resident feedback he thinks the proposed position is needed. More staff time needs to be spent on trees and water resource coordination. He noted that he agrees it needs to be defined and that will be part of the process. He also noted he is comfortable leaving it in the budget. He stated he would like to hear more about a contracted position versus a staff nosition' Councilmember Siakel stated once the City hires someone it is,committed to another employee. She then stated a broader understanding of staff in general and where the proposed position fits in would be valuable. She noted that she does,thk there would be value in adding a position to provide more support. She stated if the City had an arborist on staff then she viewed the City charging for that service. Siakel asked what the approximate $129,000 in reserveswill be used to fund. It is for the snow plow, the new position and the SSCC? Administrator Joynes,responded it is for all of that. Administrator Joynes stated that in the history he is aware of the City has always beaten its estimates to the good. If the City under spends or takes,in more revenue than projected the General Fund reserves will increase "aa'ain in 2015. Administrator Joynes explained there is a job description for the new position. The prime task would be forestry services diseased tree" programs, being the contact person for trail construction and road construction as they relate to vegetation, and advisory services related to trees. The second priority task would be water resource coordination. There will be a lot of survey work that has to be done regarding wetlands; work that does not take the skills of a registered engineer. The person will also be an assistant for Director Brown. There are a lot of on the spot needs that come up requiring help from Public Works. When that happens that tends to increase the response time to residents who have contacted Public Works. Staff envisions that person taking on that public contact. He noted that staff originally proposed a .75 FTE to start with until staff can get a better handle on what the demands are. He also noted he will provide Council with a job description for the position for its August 25 meeting. Councilmember Siakel suggested maybe contracting for that work for at least the first six months to see how it works out. She stated she wants to make sure it is the correct decision for the City. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES August 11, 2014 Page 4 of 5 Administrator Joynes stated the costs for contracting would be a little higher than hiring a person. Councilmember Woodruff stated the work plan for the position would identify specific work goals for that person. He clarified that the position would not be a land surveyor. The City has needs for a stormwater inspection person to help address some of the upcoming stormwater management state and federal mandates. There will be a lot of records that will have to be kept for that. Mayor Zerby stated there is back office work that needs to be done in Public Works. For example, landscaping standards, stormwater drainage and parks maintenance. Zerby then stated the 2013/2014 season was a record season with regard to snow and ice control. Yet the 2014 projected year end expense does not reflect exceeding the budget. Director DeJong stated it was a record year in terms of cold and salt prices. DeJong explained the 2015 budget is for an average year and that more has been spent on that this year to date than average. Based on discussions with Director Brown he thought the year end actual amount will be close to budget. Councilmember Sundberg asked when Council last discussed the City's compliment of staff. For example, the number of employees and what is getting done. She would like to know if the City is under staffed or over staffed or is it staffed appropriately. Mayor Zerby stated it has been a while. Sundberg suggested doing that before moving forward with the proposed position. Administrator Joynes noted the job descriptions were updated the beginning of 2013. Councilmember Sundberg stated she sham member on when Council is a little tens comfortable bringing that person on in a coy give Council more time to assess the current Mayor Zerby asked if with that effort. Coun( experienced in municij the 2015 budget. the level of reserves specified in percent would free up additional rf Woodruff then stated the City has is doing with the SSCC that person staff person. He clarified he is not Siakel's concern about bringing a staff position. She noted she would be more ven if it will cost a little more. That would hing Council would do or would it hire a consultant to help stated her knee jerk reaction is to hire an outside firm that is y asked Sundberg if she wanted to include funding for that in would be a useful activity. He then stated the low end of Fund Balance Policy is 55 percent. Going down to 55 a person dedicated to SSCC operations and if the City changes what it i may not be needed at the SSCC and maybe there is not a need for one suggesting getting rid of a person. Councilmember Sundberg stated she is still in a personal quandary about what to do with the SSCC. She noted a high school group did some research on other community centers. She suggested getting someone with deeper expertise to guide Council in making a decision about the SSCC. Councilmember Siakel stated the financial cost for the SSCC always falls on Shorewood. She then stated the real issue to her is to what level the other SSCC co- owners' are willing to participate in. Those cities need to make a decision about participation. If they do not want to participate, then Shorewood needs to pursue all of its options. It will be up to the City Attorney to make recommendations on what the options are. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES August 11, 2014 Page 5 of 5 Councilmember Sundberg questioned if it would be appropriate to assume SSCC operations are not going to break even and the City will have to subsidize operations. Administrator Joynes stated staff can bring back budget options for Council. He reiterated Council has two more regularly scheduled meetings to take action on setting the maximum tax levy for 2015. 3. ADJOURN Woodruff moved, Siakel seconded, Adjourning the City Council Work Session of August 11, 2014, at 6:46 P.M. Motion passed 510. RESPECTFULLY SUBMITTED Christine Freeman, Recorder ATTEST: Jean Panchyshyn, City Clerk CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, AUGUST 11, 2014 MINUTES #2B 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Zerby called the meeting to order at 7:00 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Hotvet, Siakel, „, Sundberg, end Woodruff, Attorney Keane; City Administrator Joynes; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and, City Engineer Hornby Absent: None. B. Review Agenda Hotvet moved, Sundberg seconded, approving the agenda as presented. Motion passed 510. 2. APPROVAL OF MINUTES A. City Council Work Session Minutes, July 28, 2014 Woodruff moved, Sundberg 'seeonded, Approving the City Council Work Session Minutes of July 28, 2014, as presented. Motion passed 510. B. City Council Regular Meeting Minutes, July 28, 2014 Woodruff moved;- Siakel seconded, Approving the City Council Regular Meeting Minutes of July 28, 2014, as presented. Motion passed 510. 3. CONSENT AGENDA Mayor Zerby reviewed the items,on the Consent Agenda. Sundberg moved, Woodruff seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolution Therein. A. Approval of the Verified Claims List B. Approving ORDINANCE NO. 515, "An Ordinance Enacting and Adopting the 2014 S -9 Supplement to the Code of Ordinances for the City of Shorewood Minnesota” and Adopting RESOLUTION NO. 14 -067, "A Resolution Approving the Official Summary of Ordinance No. 515." Motion passed 510. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 11, 2014 Page 2 of 13 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC HEARING None. 6. REPORTS AND PRESENTATIONS A. Report on Senior Community Services by Deb Taylor Mayor Zerby introduced Senior Community Services (SCS) CEO Ms. Taylor noted SCS' strategic vision is to mobilize the community to reimagile aging. Its mission is to help keep people in their homes and in their communities aslong as possible. Ms. Taylor reviewed the services SCS already provides to Shorewood residents. They ➢ Senior Outreach and Caregiver Services — The program is staffed by highly skilled, highly trained and highly educated social workers. The workers provide care coordination for the frail elderly. They go into the homes of those elderly and help put together the wraparound services that help keep people in their homes safely and with dignity. A comprehensive assessment is done. Care giver coaching, a model developed by Elder Care Partners, is conducted to help the care giver focus on themselves and take care of themselves so they are there for their elderly loved one. ➢ CareNextion — This is a free online tool for caregivers that allows caregivers to set up an online care team. It has a calendar, feature that makes the schedule of a doctor appointment for an elderly person easier and quicker: It also has a journal feature that can be printed off and brought to the doctor. ➢ Medicare and Health Insurance Counseling There are volunteers who are highly trained that provide one on one services, to help a person with selecting the best supplement and Medicare Part B plans. They help, with navigating Medicare classes for businesses, cities and civic organizations. They also do'blll sorting. ➢ Senior Partners Care— It is a statewide program for people on Medicare Part A and Part B that ,fall between 100 percent and 200 percent poverty. SCS has memorandums of understanding with hospitals and clinics throughout Minnesota that will pay the difference between what Medicare will nay and the true cost of the service. Ms. Taylor noted''that starting September 2014 SCS will implement a program titled Household and Outside Maintenance forElderly (HOME) in Shorewood. SCS received funding from the Department of Human Services to bring HOME out further west. HOME services include the following: ➢ Homemaking — examples include basic cleaning, vacuuming, washing floors, laundry and light grocery shopping. The service is provided by paid staff and the cost is based on a sliding scale. ➢ Helping with minor repairs — examples include changing light bulbs, safety bars, leaky faucets and wooden step repair. That is done by SCS handypersons. ➢ Painting — SCS provides free estimates for interior and exterior painting for people over 60 and the cost is based on a sliding scale. ➢ Spring and fall cleanup — the services are provided by the more than 2,000 volunteers in the SCS program. SCS tries to pair local community volunteers with elderly residents that need the services. She encouraged residents to volunteer. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 11, 2014 Page 3 of 13 Ms. Taylor noted that the goal of the HOME program is to help keep people in their homes. She explained that sometimes caregivers will purchase a package of various services. Mayor Zerby noted that he is on the SCS Board. He stated that Ms. Taylor does a fabulous job as does the entire SCS organization. He thanked Ms. Taylor and the entire SCS organization for what it does. He stated he does not think SCS gets the recognition it deserves for all that it does in the community. Councilmember Sundberg asked Ms. Taylor what radius the SCS covers. Ms. Taylor explained SCS has three statewide programs — CareNextion, Medicare and Health Insurance Counseling, and Senior Partners Care. Senior Outreach and Caregiver Services and HOME are offered in suburban Hennepin County. SCS manages three senior centers in Hennepin County and three in Wright County. Councilmember Woodruff asked what the City can do to help educate its residents about what SCS offers. Ms. Taylor stated SCS is trying to raise its visibility. Ms. Taylor explained that SCS' Senior Outreach and Caregiver Services program partners with 200 other service providers. The SCS person can help put together all of the services that that the frail senior or caregiver may need. SCS tries to do a lot of social media. She has had a guest column in a local newspaper. She noted baby boomers are turning age 65 at a rate of10,000 per days. It is estimated that by 2020 there will be more people over the age of 65 than school age children. Councilmember Woodruff asked if SCS has information that summarizes,what SCS officers that the City can put on its website. Councilmember Siakel concurred with doing that ,and stated that it would be nice to publish something about SCS in the City's newsletter. Woodruff stated he can envision having 1 — 2 hour seminars where SCS would explain what it does and offers. ;Ms. "Taylor stated SCS wants to make those types of connections. Councilmember Siakel , suggested SCS call out to potential volunteers through the City's various communication mediums. Administrator Joynes,stated that staff will get in contact with Ms. Taylor. B. South Lake Minnetonka Police Department 2015 Budget Presentation by Police Chief Brvan Ltsev Mayor Zerby noted that South take Minnetonka Police Department (SLMPD) Chief Bryan Litsey was present to present the proposed SLMPD 2015 Operating Budget. Chief Litsey stated the SLMPD will again offer a Citizens Police Academy. He noted that Mayor Zerby and Director Brown have participated in the Academy. The Academy will be on Thursday evenings from September 4 through November 6 from 7:00 — 9:30 P.M. He encouraged people to participate. Director Brown stated he learned far more than he thought he would learn by attending Academy. Chief Litsey stated the Night to Unite gatherings were on August 5. There were just fewer than 20 gatherings in the communities served by the SLMPD. He thinks the gatherings are a nice way to meet people one on one. He noted he could not go to every event. Mayor Zerby thanked him for doing that and noted that he and Councilmember Woodruff attended several of those events. Zerby stated he did hear some concerns expressed about speeding and he passed the concerns along to the SLMPD officers he saw at the events. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 11, 2014 Page 4 of 13 Chief Litsey explained that during the SLMPD Coordinating Committee's July 16, 2014, meeting the Committee on a majority vote (3/1) recommended approval of the proposed SLMPD 2015 Operating Budget. (A copy of which was included in the meeting packet.) SLMPD staff and the Committee went through a comprehensive budget process. The process is chronicled on the SLMPD's website www.southlakepd.com. Council members can view and download the budget documents disseminated during the budget process. The portion supported by SLMPD member city contributions equates to a 2.6 percent increase over 2014. It is less than what SLMPD staff initially proposed. The impetus behind Committee Member Zerby's dissenting vote was he favored the staff proposal. The reduction was primarily achieved by eliminating the increase transfer amounts advocated by staff to bolster the balances in the Technology, Insurance, Equipment and Vehicle Funds to more sustainable' levels. He noted that the Coordinating Committee has scheduled a special meeting for October 15 per his request. One of the topics on the agenda will be those special funds in support of operations. There will be discussion about how they are currently being administered and funding projections for the next budget cycle. Chief Litsey stated the Excelsior and Greenwood City Councils Have passed the recommended budget. The Tonka Bay Council will consider it on August 14. Chief Litsey noted that Mayor Zerby, Shorewood's representative on the Coordinating Committee, did a great job representing Shorewood's interest as well as the SLMPD community's interest and the SLMPD's needs. Mayor Zerby explained he supported the original proposal that SLMPD staff had proposed. He had expressed concern about using operating fund reserves to help fund operations. Doing so is essentially kicking the budgetary can down the road. There are some additional expenses coming due soon. Some technology is being replaced and more needs to be replaced very soon. Where is also a number of building maintenance items that need to be done. He stated that he and Chief Litsey have discussed possibly having some special policing details,to address speeding issues in Shorewood. Councilmember been hearing about speeding concerns for a while. Chief Litsey stated,Mayor Zerby has been diligent about bringing the speeding concerns to his attention. He indicated he hopes to get alternatives identified by the end of the month and then present them to Council. He explained that 1k is difficult with the SLMPD's current staffing level to dedicate officers to specific areas. He noted that staffing will also be discussed during the October 15 special meeting. Chief Litsey noted that he intendsto retire no later than February 28, 2015. Hotvet moved, Sundberg seconded, approving the South Lake Minnetonka Police Department's 2014 Operating Budget as presented. Motion passed 510. Councilmember Woodruff asked Chief Litsey to stay for discussion of Item 9.A Waterford Place Request for Speed Limit Reduction. Discussion moved to Item 9.13 on the agenda. 7. PARKS 8. PLANNING A. Report on the August 5, 2014 Planning Commission Meeting CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 11, 2014 Page 5 of 13 This was discussed after Item 9.13 on the agenda. Director reported on matters considered and actions taken at the August 5, 2014, Planning Commission meeting (as detailed in the minutes of that meeting). Mayor Zerby asked if the City's adoption of Bee -Safe Policies and Procedures count as toward anything in the GreenStep Cities program. Director Nielsen responded yes. Councilmember Hotvet stated with regard to the safe routes to schools (SRTS) program she asked if there is a reason the Planning Commission is just approaching the Minnewashta Elementary School. She urged the Commission to approach the Minnetonka School District as a whole. Director Nielsen clarified the intent is to do that. Nielsen explained that the reason he mentioned,the School is that virtually all of the City's trails go to the School, the School was involved with the programm and he has heard School representatives are still interested in doing it, and the School isJust dealing with Shorewood with regard to the program. B. Update on Zoning Text Amendment fQr Ijigher Density for Senior Housing Director Nielsen explained that during Council's July 28; 2014; meeting it asked 'staff to provide examples of senior housing projects showing what the proposed revised density might look like. Council also wanted examples of what smaller cities allow for density. He noted that the meeting packet includes five exhibits of senior housing projects in the metropolitan area and their, respective number of units and site sizes. Councilmember Sundberg asked Director Nielsen to explain what was proposed in the zoning text amendment Council was asked to consider during its�July 28 meeting. Director Nielsen explained that for the R -C District the recommendation was to increase the density to 12 units per acre from 10. The proposal is to count assisted living units as one -half unit. For the Smithtown Crossing Redevelopment Area senior, house would be allowed on a site that is currently zoned commercial. The hope is to redevelop the site as a planned unit development (PUD). The amendment would potentially allow for density,up to 15 units per acre. It also would potentially allow the density for adjacent parcels within the Redevelopment Study Area to be transferred to the project site. Sundberg stated It would have been helpful to have had a copy of the proposed amendment included in the meeting packet. • Exhibit A, Shingle Creek Commons located in Brooklyn Center is a 75 senior apartment complex on 2.37 acres of land with a density of 31.6 units per acre. The structure is three stories high with pitched roofs. • Exhibit B Mill 'Pond Gables located in Champlin is a 48 senior apartment complex on 2.5 acres of land with a density of 19.2 units per acre. • Exhibit C — Oak Ridge Estates is a 67 unit assisted living complex on 2.59 acres of land with a density of 25.9 units per acre. • Exhibit D — Birchwood is on 3.7 acres of land. • Exhibit E — Deephaven Woods Senior Living is a mixed 78 unit senior apartment, assisted living and memory care complex on 4.16 acres of land with a density of 18.75 units per acre. He has been told that is a two story complex but to him it appears to be two and one -half stories high. There will be a second phase to this project for double or quad types of units. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 11, 2014 Page 6 of 13 Nielsen noted that the Cities of Greenwood and Tonka Bay do not have provisions for senior housing or any type of multiple - family housing. The City of Excelsior allows up to 36 units per acre. The City of Deephaven allows up to 18.75 units per acre. Nielsen stated that Mayor Zerby has indicated to him that it might be worthwhile to revisit the topic of senior housing. If Council agrees with that, he recommended staff arrange to have Mr. Rick Fenske, an expert on senior housing, at a future work session (possibly August 25). Mr. Fenske made a very informative presentation to the Planning Commission in 2008. Mayor Zerby stated he likes the development being built in Deephaven. F hearings were held on the Smithtown Crossing Redevelopment Study resider what was being proposed for the allowable height for structures. Director ;Niel of the Study Report had indicated going to four stories. As a result of reside out of the Report. The current Zoning Code height restriction of 40 feet wo stated to him the 2.5 stories for the development in Deephaven makes sense to about potentially 40- foot -high structures. He stated he is not sure if there are any ,4 in the City today. Nielsen noted the current standard residential height restriction is what is going to matter more is the massing and that is-hero the City's architectural then stated when public s' expressed concern about en explained the first draft t feedback, that was taken left in the Report. Zerby Director Nielsen stated if the two westerly lots in the Study Area bec would be limited to 2.5 stories and 35 feet high. In response to a question from Mayor Zerby, Director Nielsen explaine stipulates that any given elevation cannot exceed the height or storie s height is the midpoint between the eve and the peak. Therefore, the pea asked if that includes the enclosure for the elevator as well. Nielse n encroachments and he thought an elevator shaft is an exception. For through the roof to accommodate an elevator and it could possibly although he has never seeii that. part of a expressed concern Got -high buildings sect. Nielsen stated sires factor in. they d that the Shorewood Zoning Code restrictions. For a gable roof the k can be higher than 40 feet. Zerby stated there are some allowable a flat roof that shaft can come up do that for a gabled roof as well Mayor Zerby asked if the Smithtown Crossing Redevelopment Study Report the residents weighed in on is being changed by redeveloping the Study Area as a PUD. Director Nielsen noted that was all laid out in the Study Report and during the public hearings and various meetings. In response to a comment from Mayor Zerby, Director Nielsen explained the proposal for the Study Area is for horizontal mixed use. The residential use would be on the west end with commercial on the east side near the corner. The Planning Commission did not want to do away with the commercial zoning in the Study Area entirely. Councilmember Siakel: stated she thought what is before Council has been well thought out by the Planning Commission. She questioned if the City needs senior housing on that corner where the Study Area is. To her it seems that rules are being created to encourage development there. She stated she would like to know what the capacity is for senior housing in the Lake Minnetonka area. She noted a very large complex was just developed in the City of Wayzata. There is a memory care facility along Highway 7. Director Nielsen explained for many, many years the Comprehensive (Comp) Plan has always included a policy to encourage at least a limited variety of housing. Shorewood is a residential community and any commercial development is supportive of that bedroom community. In the 1990s the City made a very significant effort to encourage cottage style senior housing style developments. But, the City does not have any senior apartment, assisted living or memory care facilities. There at one time had been discussion about having smaller lots to build smaller starter homes but the market was not there. The CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 11, 2014 Page 7 of 13 smallest size lots in the City are one - quarter acre lots and the houses on them are not starter houses. A developer had once said the City could not make the lots small enough for starter single- family houses because the land prices are too high. What is being proposed provides another option for residents to stay in the City. From his vantage point the Study Area site is as good of a site as there is in the City for senior housing. And, it is next to a collector street and a minor arterial street. It is relatively close to commercial. In response to a comment from Mayor Zerby, Director Nielsen explained there are two ways on handling a PUD. One is by a conditional use permit (C.U.P.) and another is by a PUD district. The Study Area site would be done as a PUD district. The zoning would be written for that project. Zerby asked why there needs to be a Zoning Code text amendment for density if development is going to be controlled by a PUD or C.U.P. Nielsen stated the purpose of the Study was to define how the City would prefer to have the site developed. Nielsen then stated residents get nervous when the City waits until there is a development proposal to before it amends the Code. Zerby stated that from his perspective it seems like the City is somewhat "greasing the wheels" if it implements the text amendment while there are already developers talking to the City about the site. Nielsen stated the text amendment includes ,incentives that hopefully will encourage a developer to develop the site the way the City would prefer. Mayor Zerby stated he would prefer to deal with changes to the Code once there proposal. Councilmember Woodruff commented that he is baffled by this disa Code has density specifications in it. If it is not amended then those , City wants to have flexibility then Council needs to adopt the text a Planning Commission has recommended. He then stated what he is buy into the Comp Plan. Mayor Zerby stated he does not know w needing to build a 60 -unit senior living facility. Councilmember ,Si; more of a density issue. Woodruff stated he hears the need for senio Sion. He stated the current Zoning the requirements. Therefore, if the ndment relative to density that the arg is that this Council does not e in the Comp Plan it talks about I stated what is being discussed is )using being questioned and, if so, is it needed on the Study Area site. Zerby stated what is being talked about is a particular site and a particular study. Director Nielsen stated the densities o a" variety of housing. The Smithtown Crossing not being able to get senior housing projects with Councilmember Woodruff asked what the worst thing is that could happen if Council does not take action on the proposed text amendment. Director Nielsen responded that from his vantage point over time the Study Area quadrant could be developed piecemeal. Each parcel could potentially have its own ponding area and parking. There would not be a pedestrian / bicycle thread though there. The City will not have the architecture it is, looking for.' There is a lot specified in the Study Report that is above and beyond what the City Ordinance requires. Mayor Zerby asked if the' only way to have a developer want to develop the Study Area site as one project is to increase the density for the site. Director Nielsen stated not increasing the density would prohibit senior housing apartments. Councilmember Woodruff stated without the amendment a developer could, for example, purchase the Heartbreaker property and build a new building on it. Mayor Zerby noted that could happen even if the text amendment were approved. Attorney Keane asked what is guiding the Comp Plan. Director Nielsen responded the Smithtown Crossing Redevelopment Study Report which has been adopted for that quadrant. Nielsen noted that the CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 11, 2014 Page 8 of 13 Study Report states that short of a unified project the City is not going to stand in the way of the current zoning. Keane stated because that quadrant in the Study Area is the only area in the City with its own plan for guiding future redevelopment, he asked if it would make more sense to consider a site specific overlay district that is fairly specific in directing future development proposals to conform to the Study. He then stated that having C -1 zoning in place does carry a risk for piecemeal commercial development. Director Nielsen stated a PUD would be somewhat like an overlay and noted that the City does not typically zone a site PUD unless there is a specific development proposal. Attorney Keane stated there is not another site in the City that has site has. Councilmember Sundberg stated she would appreciate hav about senior housing. She then stated she does not think i the site piecemeal. She then stated that when Council talk; would like to have a copy of the amendment included in t Director Nielsen stated he will try and arrange for Mr. presentation to Council during its August 25 work session and minutes. Mayor Zerby stated he read the minutes from the Commission in 2008 and he found his presentation to is opposed to senior housing on the site. He does wan C. Report on Safe Routes to School This was discussed Director Director Nelsen stated walkway /trail segments 9. ENGINEERIP A. Road is be in anyone's b the proposed text t potential that the Lion to Council rest to develop meat again she or someone like him, to make a try and keep the presentation to 30 when Mr.''Fenske spoke to the Planning lformative' He clarified he is not saying he sure It would be the best use of the land. the Planning Commission's August 5, 2015, meeting. the typical �timcl ne is for applying for and being awarded grants. ght the Smithtown Road east walkway /trail and the Strawberry Lane be candidates for safe routes to school grants. WORKS nd Consider Award of Construction Contract for Sunnyvale Lane •ovement Project Engineer Hornby noted on August 7, 2014, the City opened bids for the Sunnyvale Land Improvement Project. He explained that inflow and infiltration improvements will be made as part of the project. During the preparation of the plans it became apparent there were several areas where the sanitary sewer pipe was squashed so the entire sanitary sewer system will be replaced as part of the project. The 2014 Capital Improvement Program (CIP) has allocated $490,000 for the project spread out in the Street Reconstruction, Sewer and Stormwater Management Funds. The City received two bids for the project and the low bidder is GMH Asphalt Corporation in the amount of $416,068.55. The Engineer's Estimate was $438,298. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 11, 2014 Page 9 of 13 Councilmember Woodruff asked if the City has a track record with GMH. Engineer Hornby noted GMH did the mill and overlay for the City in 2013 and its work was very good. Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 14 -068, "A Resolution Accepting Bids ad Awarding Contract for the Sunnyvale Lane Street and Utility Improvements, City Project 14 -01, to GMH Asphalt Corporation for an amount not to exceed $416,068.55." Motion passed 510. Discussion moved to Item 12.A on the agenda. B. Waterford Place Request for Speed Limit Reduction This was discussed after Item 6.13 on the agenda. Director Brown explained Council received email corresp Homeowners Association (WHOA) regarding residents' pc Waterford Subdivision. Waterford Place is an urban street curb and gutter. The speed on that roadway is posted at 30 i 169.14, Subdivision 2, Subsection 7 the City can post the i posted properly and Council adopts a resolution. He state( does not necessarily slow traffic down. The speed on any conditions or the amount of enforcement that is in place. Brown noted that staff did not make a reconmic Council decides to change the posted speed to 25 to adopt to authorize that. Councilmember Woodruff stated the City spend along Country Club Road. He is not clear if they b mph lower will have a dramatic effect on drivers' 1 past Council has been told that the Minnesota Del a traffic study and make a recommendation before idence from the President of the Waterford eption that there are speed issues within the F the Subdivision. It is: 24 feet wide and has les per hour (mph). Under. Minnesota Statute eed limit at 25 miles per hour provided it is hat the simple posting of a speed limit sign )adway is typically determined by roadway on this Council direction. If a copy of a resolution about $9,000 for two speed awareness display signs ave had an impact. He is not sure posting the speed at 5 )ehaviors. He then stated it is his recollection that in the iartment of Transportation (MnDOT) would have to do the posted speed could be lowered. Director Brown stated cy cngineers, across the state and the nation were getting bombarded with requests to lower posted speeds about two to three years ago. The engineers pushed for a reduction in the generic speed,li it of 30 mph. The State Legislature responded to that and changed the traffic law to allow cities to reduce the posted speed without doing a traffic study for conditions such as those with Waterford Place. He noted he was not sure when that went into effect. Councilmember Siakel asked Director Brown to clarify what he means by conditions. Brown explained it has to be a residential roadway with a posted speed of 30 mph. It has to meet the design speed criteria. Waterford Place is a wide open roadway; there are no limitations. Councilmember Woodruff stated if Council does decide the posted speed should be reduced he suggested putting out the road tubes as well in order to find out what is actually happening. In response to a question from Councilmember Siakel, Director Brown explained when traveling on Old Market Road and when a person takes a left at the stop sign that is Waterford Place and that goes to Vine Hill Road. Councilmember Woodruff stated he would call Waterford Place a minor arterial roadway. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 11, 2014 Page 10 of 13 Councilmember Sundberg stated she does not think any harm would be done be reducing the posted speed like residents have asked. The residents in that neighborhood view speed as an issue. In response to a comment from Councilmember Sundberg, Councilmember Siakel explained that MnDOT recommended not posting a speed limit for Summit Avenue. Drivers should drive a speed suitable for the conditions of the roadway. Councilmember Woodruff asked if there is a state law that states if there is not a posted speed for residential roadways the speed is 30 mph. Director Brown responded yes. Woodruff stated that be default the legal speed limit on Summit Avenue would be 30 mph. Councilmember Sundberg stated if the residents in the Waterford education campaign that utilizes a 25 mph sign and if the sign has from her perspective there is no reason not to reduce the posted spee Councilmember Siakel stated at first she thought reducing process should be followed and a speed study done. Councilmember Woodruff stated from his vantage point to anything else seems like a knee jerk reaction. He views it as an is a solution. And, it is not generalized. He asked how Council Waterford Place is appropriate for Waterford Place but not for S Councilmember Sundberg stated the difference fra thoroughfare. It is a neighborhood street. Councilm through street. Sundberg noted that many roadway,, generally Waterford Place primarily serves that neight be done for many streets she asked why the City requested. Woodruff stated he would tend to agree 1 residents requests in the 'past: He stated the residents complaining for years. Mayor Zerby stated edgwooc because someone put a 20 mph sign out on the street:' ion believe they can do an act on lowering speeds then Zerbv concurred. be okay. But, now she thought .he posted speed without doing to 'a problem, but he is not sure it ide reducing the posted speed for v Lane. Waterford Place is not a x Woodruff disagreed and stated it is a cut i be considered cut through. She stated that od. She then stated if a traffic study is going to Id not just listen to what the residents have Sundberg but Council has not complied with e Wedgwood Drive neighborhood have been ve is posted 20 mph. Woodruff clarified that is r Woodruff stated in the email from the President of the WHOA concern was expressed passing other vehicles on Waterford Place and running the stop sign. It also stated ,lped in that area but when that stopped things returned to the way they were. South Lake Minnetonka Police Department ( SLMPD) Chief Bryan Litsey stated that just lowering the speed limit will not have much of a deterrent effect. But, it may make the residents feel better. He explained the best approach would be what the SLMPD is working on now at Mayor Zerby's request for supplemental policing for enforcement. The additional enforcement needs to be staggered. Police would not be present all the tide; they would be present for extended periods of time to help change behavior. He noted all residential streets in the City of Tonka Bay are posted 20 mph. A traffic study was done so that could be done. He stated speed signs have a limited effect on people who travel the same road regularly. He noted that speed awareness display signs do have an impact. The sign's display changes and flashes. Councilmember Siakel asked what the overtime cost is for additional speed enforcement and if there are enough police officers to cover that overtime during certain times of the day and if they are willing to do that. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 11, 2014 Page 11 of 13 Chief Litsey noted the SLMPD has limited staffing capacity. He explained if an officer could start a shift earlier or extend their shift to provide the additional enforcement coverage that would be an officer's preference. For example, maybe a shift that ends at 4:30 P.M. could be extended to 6:00 P.M. and that cost would be paid for by Shorewood. That officer would be dedicated to enforcement in a particular area during that time. The shift that normally would start at 8:30 A.M. could, for example, begin 1.5 hours earlier. He noted that for SLMPD member cities additional policing services are billed at the actual payroll cost for an officer which varies plus a 5 percent administrative fee. He stated the SLMPD would appreciate taking that approach because it does not have the staffing available to concentrate on all of the traffic complaints. Councilmember Woodruff suggested to delay taking action on this until September, and have staff put out road tubes now to capture speed data. Mayor Zerby stated he thought reducing the posted speed to 25 mphwould be a,good place to start. And, that it is okay to take requests on a case by case basis. Councilmember Sundberg stated there is no safety issue caused by fulfilling the WHOA's request. She noted that she does not feel comfortable ignoring a reasonable request. Sundberg moved, Hotvet seconded, Adopting RESOLUTION NO. 14 -069, "A Resolution Setting Speed Limit on Waterford Place to 25 Miles per Hour" and directing staff to put out road tubes on Waterford Place to capture speed data. Motion passed 510. Discussion returned to Item 8.A on the agenda` 10. GENERAL /NEW BUSINESS 11. OLD BU 12. STAFF AND COUNCIL REPORTS A. Ad mini 1. Mayor Zerby noted the meeting picket contains a copy of the Trail Schedule. Engineer Hornby noted the copy of the trail schedule included in the meeting packet had been updated. He explained that bids for the !Galpin Lake Road trail segment were originally planned to be opened on August 7. Staff is still 'working with the Minnesota Department of Transportation (MnDOT) on some ADA and functional group issues. Some of the issues are for the trail that runs along Highway 7 and associated work in the signal. The new bid opening date is scheduled for August 19. Hornby stated with regard to the Excelsior Boulevard trail project the work on the brick retaining wall will be started this week. The gas main has been moved out of the way and the forcemain is installed. Director Brown stated the subcontractor for the Metropolitan Council Environmental Services (MCES) project bored through the City's watermain. They put a temporary fix in place that lasted through the winter up until now. It will be necessary to take the water system in that area down for two days to make a permanent repair. Staff is working on finding a temporary workaround so residents will have water service. That will occur in the next week or two. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 11, 2014 Page 12 of 13 Engineer Hornby stated the survey crew was out doing the survey work for the Smithtown Road east walkway /trail segment. That work is about three - fourths done. 2. June 2014 Monthly Budget Report Mayor Zerby noted that the meeting packet contains a copy of the June 2014 monthly budget report. 3. Valleywood Lane Update Engineer Hornby stated Valleywood Lane was paved last week. The next step is the backfill of the curb and shaping up the boulevard. Other Director Brown explained the City received a memorandum from the Metropolitan Council Environmental Services (MCES) that stated during the extremely wet season the City of Shorewood crossed one of the thresholds for flow exceedance on one particular day. Therefore, the MCES is demanding that the City provide a mitigation plan within the next 90 days, related to how the City is going to address inflow and infiltration issues. He has rebutted the notice and asked to be provided with the flow rates from the line that traverses Silver Lake because Silver Lake was at a high water level at that time. That particular line has put the City over a threshold before. MCES, has informed the City that it has received the request and will be processing it. He noted staff will be working on some form of mitigation plan. Brown stated the restoration of the Smithtown Road west sidewalk iarea `is underway. Engineer Hornby stated he has sent out an energy alternatives request for proposals (RFP) to the League of Minnesota Cities to post on its website and it has been placed on the City's website. The submittal process will be open through September 12, 2014. Councilmember Sundberg noted that she will "send out the RFP to her network of people. Director DeJong stated the, Finance Department is continuing to wrap up work on the conversion to the new financial system. Over the next two, weeks the prior year -end monthly balances will be imported to the new system. He then stated the purchasing cards have not come in yet. Director Nielsen stated the Park Commission will be meeting on August 19. It could not meet on August 12 because of elections. He then stated he has met with hunt coordinators from Metro Bowhunters Resource Base (MBRB), regarding the 2014 Deer Harvesting Program. There will be one new site on Enchanted Island and one on Edgewood Lane near another site. One site has been eliminated because the owner of that property is preparing that site to be built upon. Administrator Joynes stated that Three Rivers Park District has notified the City that the bids for the County Road 19 / LRT overpass have come in exceedingly high. A meeting will be scheduled to talk about that. B. Mayor and City Council Councilmember Woodruff stated that he went to all six Night to Unite gatherings in the City on August 5. He heard from residents in the Star Lane / Star Circle neighborhood that there is interest in having the CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 11, 2014 Page 13 of 13 roadways reconstructed and watermain extended. He clarified he is not sure if those representatives represent what all residents in that neighborhood think. Councilmember Hotvet stated on July 30 she attended a meeting about the Lake Minnetonka Scenic Byway initiative. The group decided to abandon a pure scenic byway plan. Instead the group is going to focus on the original intent of branding, organizing and coordinating Lake Minnetonka cities to market and highlight their events, amenities and historical features. The group discussed the responses received from the 14 Lake Minnetonka communities. The 10 communities interested in further study are Excelsior, Minnetonka, Minnetrista, Mound, Shorewood, Spring Park, Tonka Bay, Victoria, Wayzata and Woodland. The four communities that are not interested in participating are Deephaven, Greenwood, Minnetonka Beach and Orono. Mayor Zerby thanked Councilmember Hotvet for her work on that. Mayor Zerby stated he also attended Night to Unite ga received kudos on the bee -safe policies and procedures C( trees. He then stated the letter the Council sent to the N requesting video recording of the MCWD Board's reg meeting. The Independence City Council had sent a sim directed MCWD to review the request and provide the B would cost to do that. Since that meeting the Cities of De( a similar letter. Councilmember Siakel stated there is a budget Councils scheduled for August 13 at 6:00 P.M. immediately after that. 13. ADJOURN Woodruff moved, Sundbet 2014, at 8:52 P.M. Motion C ATTEST: Jean Panchyshyn, conded, Adjourning le heard concerns about safety. He ,ted. There was excitement about the Creek Watershed District (MCWD) gs, was discussed at the `last Board ie orior to that meeting. The Board d with the financial implications of what it aven, Greenwood and Minnetrista have sent for the Excelsior Fire District member City There will be a short regular Board meeting Council Regular Meeting of August 11, Scott Zerby, Mayor M#3A M4 MEETING TYPE (-~t\� ��f *��~� ��[]��`| ��&�t~[)�� |t$�� ^ Shorewood _ Meeting _ �� . _ Regular Meeting Title/ Subject: Verified Claims Meeting Date: August 2Si2Ol4 Prepared by: Michelle Nguyen, Senior Accountant Bruce De]mng, Finance Director Attachments: Claims lists Policy Consideration: Should the attached claims against the City of Shorewood bepaid? Background: Claims for council authorization. 60685-50867 &ACH 33,862.22 Pending Checks & ACH 197,388.67 Total Claims $231,250.89 We have also included a payroll summary for the payroll period ending August 9, 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 ospresented. Next Steps and Timelines: Checks will be distributed following approval. Accounts Payable Computer Check Proof List by Vendor User: Mnguyen Printed: 08/21/2014 - 11:01AM Batch: 00005.08.2014 - COUNCIL- 08252014 Invoice No Description Amount Payment Date Acct Number Reference Vendor: 105 ADVANCED IMAGING SOLUTIONS Check Sequence: 1 ACH Enabled: True NV54172 Konica Minolta Printer -07/15 -08/14 77.00 08/25/2014 101 -13- 4221 -0000 Check Total: 77.00 Vendor: 12 AFSCME COUNCIL 5 - UNION Check Sequence: 2 ACH Enabled: False September -2014 PR Batch 00001.08.2014 Union Dues - September 312.32 08/11/2014 700 -00 -2182 -0000 PR Batch 00001.08.2014 Union Dues Check Total: 312.32 Vendor: 137 CENTURY LINK Check Sequence: 3 ACH Enabled: False 612E451785 -Agl4 612 -E45- 1785 -Bldr Brdg 315.39 08/25/2014 601 -00- 4396 -0000 612E458019 -Aul4 612 -E45- 8019 -SE Areas 236.43 08/25/2014 601 -00- 4398 -0000 Check Total: 551.82 Vendor: 150 CLASSIC CLEANING COMPANY Check Sequence: 4 ACH Enabled: False 21070 City Hall- August 495.00 08/25/2014 101 -19- 4400 -0000 21071 Public Works - 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June 1,850.00 08/25/2014 101 -16- 4304 -0000 AP- Computer Check Proof List by Vendor (08/21/2014 - 11:01 AM) Page 2 Invoice No Description Amount Payment Date Acct Number Reference 1967607 Public Improvement Project - June 388.50 08/25/2014 404 -00- 4620 -0003 1967608 Land Use & Development - June 330.00 08/25/2014 101 -16 -4304 -0000 1967610 Smithtown Trail - June 111.00 08/25/2014 406 -00 -4620 -0001 1967883 Southshore Center - June 11100 08/25/2014 201 -00 - 4302 -0000 1967913 Purchase 5660 County Rd 19 - June 1,905.50 08/25/2014 101 -16- 4304 -0000 Check Total: 4,696.00 Vendor: 259 CLARE T LINK Check Sequence: 15 ACH Enabled: True 2014 -31 Park Commission Meeting - 08/19/14 220.00 08/25/2014 101 -52- 4400 -0000 Check Total: 220.00 Vendor: 279 METROPOLITAN COUNCIL (WASTEWATER Check Sequence: 16 ACH Enabled: True 0001036782 Waste Water Svc - September 45,684.54 08/25/2014 611 -00- 4385 -0000 Check Total: 45,684.54 Vendor: 286 MIDWEST MAILING SYSTEMS INC Check Sequence: 17 ACH Enabled: True 73748 Newsletter Postages -Sept 465.41 08/25/2014 101 -13 -4208 -0000 73748 Newsletter Svc -Sept 411.88 08/25/2014 101 -13- 4400 -0000 Check Total: 877.29 Vendor: 7 MINNESOTA LIFE Check Sequence: 18 ACH Enabled: True September -2014 PR Batch 00001.08.2014 Life Insurance - Septem 377.46 08/11/2014 700 -00- 2180 -0000 PR Batch 00001.08.2014 Life Insurance Check Total: 377.46 Vendor: 309 MR. KITEMAN Check Sequence: 19 ACH Enabled: False 07/25/2014 Kite Making Activity at Freeman Park 136.00 08/25/2014 101 -53- 4246 -0000 Check Total: 136.00 - - Vendor: 311 NATIONAL RECREATION & PARK ASSOCIP Check Sequence: 20 ACH Enabled: False 197377 -2014 NRPA Membership for Twila Grout 165.00 08/25/2014 101 -53- 4433 -0000 Check Total: 165.00 Vendor: 10 NCPERS MINNESOTA Check Sequence: 21 ACH Enabled: False September -2014 PR Batch 00001.08.2014 PERA Life - September 16.00 08/11/2014 700 -00- 2180 -0000 PR Batch 00001.08.2014 PERA Life Check Total: 16.00 Vendor: 322 OFFICE DEPOT Check Sequence: 22 ACH Enabled: False AP- Computer Check Proof List by Vendor (08/21/2014 - 11:01 AM) Page 3 Invoice No Description Amount Payment Date Acct Number Reference 710154919001 Address Label 99.95 08/25/2014 101 -13 -4200 -0000 723579679001 Copy Paper 160.28 08/25/2014 101 -13 -4200 -0000 Check Total: 260.23 Vendor: 332 PETTY CASH Check Sequence: 23 ACH Enabled: False BrassTrophy Brass Trophy Plates Engraved 20.00 08/25/2014 101 -13 -4245 -0000 TryggveIrene Safety Camp Registration Refund - Tryggve Irene 20.00 08/25/2014 101 -53 -3478 -0000 Check Total: 40.00 Vendor: 8 PRUDENTIAL GROUP INSURANCE Check Sequence: 24 ACH Enabled: False September -2014 PR Batch 00001.08.2014 Long Term Disability-' 296.62 08/11/2014 700 -00- 2181 -0000 PR Batch 00001.08.2014 Long Term Disat September -2014 PR Batch 00001.08.2014 Short Term Disability-` 458.21 08/11/2014 700 -00- 2181 -0000 PR Batch 00001.08.2014 Short Term Disat Check Total: 754.83 Vendor: 429 THOMAS & VELINDA SCHREPEL Check Sequence: 25 ACH Enabled: False 28180Wdside -Aug Escrow Refund -28180 Woodside Road 5,000.00 08/25/2014 880 -00 -2200 -0000 Check Total: 5,000.00 Vendor: 354 SHOREWOOD TRUE VALUE Check Sequence: 26 ACH Enabled: False 120891 Election Supplies 44.96 08/25/2014 101 -13- 4245 -0000 Check Total: 44.96 Vendor: 355 SHRED -N -GO INC Check Sequence: 27 ACH Enabled: False 39447 Svc Thru - 08/06/14 35.00 08/25/2014 101 -13- 4400 -0000 Check Total: 35.00 Vendor: 360 SOUTH LAKE MINNETONKA POLICE DEPT Check Sequence: 28 ACH Enabled: False July- 2014 -HCPF Henn Cty Processing Fee - July 30' ).30 08/25/2014 101-21-4400-0000 Sept - 2014 -OBE Operating Budget Exp - September 86,879.67 08/25/2014 101 -21- 4400 -0000 Check Total: 87,182.97 Vendor: 516 SOUTHWEST NEWSPAPERS Check Sequence: 29 ACH Enabled: False 201282 Wedding Ads 200.00 08/25/2014 201 -00 -4246 -0000 378849 Ad for Bid - Seal Coat 136.84 08/25/2014 404 -00- 4620 -0006 Check Total: 336.84 Vendor: 451 JASON & KIERSTEN STRUCK Check Sequence: 30 ACH Enabled: False AP- Computer Check Proof List by Vendor (08/21/2014 - 11:01 AM) Page 4 Invoice No Description Amount Payment Date Aect Number Reference 5615 Eureka Ref Escrow Refund - 5615 Eureka Road 5,932.00 08/25/2014 880 -00 -2200 -0000 Check Total: 5,932.00 Vendor: 372 SWANK MOTION PICTURES, INC. Check Sequence: 31 ACH Enabled: False RG1172166 Frozen - WS DVD Movies - 09/12/14 374.00 08/25/2014 101 -53- 4246 -0000 Check Total: 374.00 Vendor: 384 TOTAL PRINTING SERVICES Check Sequence: 32 ACH Enabled: False 10011 Newsletters - Sept 763.25 08/25/2014 101 -13- 4400 -0000 10011 SSCC Insert - Sept 237.00 08/25/2014 201 -00- 4400 -0000 Check Total: I ,000.25 Vendor: 132 TWILIGHT ZONE OUTDOOR CINEMA Check Sequence: 33 ACH Enabled: False 1107 -2 Movie in the Park- 2nd Half Payment -09 /12/14 622.00 08/25/2014 101 -53- 4246 -0000 Check Total: 622.00 Vendor: 386 TWIN CITY WATER CLINIC Check Sequence: 34 ACH Enabled: False 5395 Monthly Bacteria Svc 100.00 08/25/2014 601 -00- 4400 -0000 Check Total: 100.00 Vendor: 421 VERIZON WIRELESS Check Sequence: 35 ACH Enabled: False 9729617490 S & W Lines - Acet842017386- 07/02 -08/01 50.21 08/25/2014 601 -00- 4321 -0000 Acct #842017386 -00001 9729617490 S & W Lines - Acct842017386 -07/02 -08/01 50.20 08/25/2014 611 -00- 4321 -0000 Acct #842017386 -00001 9729617490 S & W Lines - Acct842017386- 07/02 -08/01 50.19 08/25/2014 631 -00 -4321 -0000 Acct #842017386 -00001 Check Total: 150.60 Vendor: 415 WARNER CONNECT Check Sequence: 36 ACH Enabled: True 29919454 Comp Maint - September 2,560.60 08/25/2014 101 -19 -4221 -0000 Check Total: 2,560.60 Vendor: 409 RICHARD WOODRUFF Check Sequence: 37 ACH Enabled: False 08/19/2014 Reve & Tax Policy Mtg- LMC -St Paul 36.40 08/25/2014 101 -11 -4331 -0000 Check Total: 36.40 Vendor: 510 ERIC ZEHNDER Check Sequence: 38 ACH Enabled: False 6060Xmas Lk Rd Escrow Refund -6060 Christmas Lake Road 29,432.00 08/25/2014 880 -00 -2200 -0000 AP- Computer Check Proof List by Vendor (08/21/2014 - 11:01 AM) Page 5 Invoice No Description Amount Payment Date Acct Number Reference Check Total: 29,432.00 Total for Check Run: 197,388.67 Total of Number of Checks: 38 AP- Computer Check Proof List by Vendor (08/21/2014 - 11:01 AM) Page 6 Accounts Payable Check Detail User: Mnguyen Printed: 08/21/2014 - 11:24AM Check Number Check Date Amount 5 - EFTPS - FEDERAL W/H Line Item Account 0 08/11/2014 Inv Line Item Date Line Item Description Line Item Account 08/11/2014 PR Batch 00001.08.2014 Federal Income Tax 700 -00- 2172 -0000 3,852.81 08/11/2014 PR Batch 00001.08.2014 FICA Employee Portion 700 -00 -2174 -0000 2,755.60 08/11/2014 PR Batch 00001.08.2014 FICA Employer Portion 700 -00- 2174 -0000 2,755.60 08/11/2014 PR Batch 00001.08.2014 Medicare Employee Portion 700 -00- 2174 -0000 644.44 08/11/2014 PR Batch 00001,08.2014 Medicare Employer Portion 700 -00- 2174 -0000 644.44 Inv Total 10,652.89 0 Total: 10,652.89 5 - EFTPS - FEDERAL W/H Total: 10,652.89 2 - ICMA RETIREMENT TRUST - 3021.31 -457 Line Item Account 60665 08/11/2014 Inv Line Item Date Line Item Description Line Item Account 08/11/2014 PR Batch 0000 1.08.2014 Deferred Comp Flat Amount 700 -00 -2176 -0000 2,025.00 Inv Total 2,025.00 60665 Total: 2,025.00 2 - ICMA RETIREMENT TRUST- 302131 -457 Total: 2,025.00 11 - MN DEPT OF REVENUE Line Item Account 0 08/11/2014 Inv Line Item Date Line Item Description Line Item Account 08/11/2014 PR Batch 00001.08.2014 State Income Tax 700 -00- 2173 -0000 1,739.42 Inv Total 1,739.42 0 Total: 1,739.42 11 - MN DEPT OF REVENUE Total: 1,739.42 AP -Check Detail (8/21/2014 - 11:24 AM) Page 1 Check Number Check Date Amount 9 - PERA Line Item Account 0 08/11/2014 Inv Line Item Date Line Item Description Line Item Account 08/11/2014 PR Batch 00001.08.2014 MN -PERA Deduction 700 -00 -2175 -0000 2,868.92 08/11/2014 PR Batch 00001.08.2014 MN PERA Benefit Employer 700 -00- 2175 -0000 3,327.94 Inv Total 6,196.86 0 Total: 6,196.86 9 - PERA Total: 6,196.86 1 - WELLS FARGO HEALTH BENEFIT SVCS Line Item Account 0 08/11/2014 Inv Line Item Date Line Item Description Line Item Account 08/11/2014 PR Batch 00001.08.201.4 Health Savings Account 700 -00- 2183 -0000 1,288.05 Inv Total 1,288.05 0 Total 1,288.05 1 - WELLS FARGO HEALTH BENEFIT SVCS Total: 1,288.05 Total: 21,902.22 AP- Check Detail (8/21/2014 - 11:24 AM) Page 2 Accounts Payable Check Detail User: Mnguyen Printed: 08/21/201.4 - 11:28AM Check Number Check Date 495 - JOYNES, WILLIAM Line Item Account 60666 08/15/2014 Inv 07252014 Line Item Date Line Item Description 08/15/2014 Admin Svc - July Inv 07252014 Total 60666 Total: 495 - JOYNES, WILLIAM Total: Total AP -Check Detail (8/21/2014 - 11:28 AM) Amount Line Item Account 101 -13- 4400 -0000 8,460.00 8,460.00 8,460.00 8,460.00 8,460.00 Page 1 Accounts Payable Check Detail User: Mnguyen Printed: 08/21/2014 - 11:24AM Check Number Check Date 515 - SCHULTZ, JEFFREY & TIFFANY Line Item Account 60667 08/18/2014 Inv 26355 Alex Ln Line Item Date Line Item Description 08/20/2014 Escrow Refund -26355 Alexander Lane Inv 26355 Alex Ln Total 60667 Total: 515 - SCHULTZ, JEFFREY & TIFFANY Total: Total AP -Check Detail (8/21/2014 - 11:24 AM) Amount Line Item Account 880 -00- 2200 -0000 3,500.00 3,500.00 3,500.00 3;500.00 3,500.00 Page 1 FUND 101 General Fund DEPT 00 Non - Departmental 101 -00- 1010 -0000 0.00 50,426.71 CASH AND INVESTMENTS DEPT Total: 0.00 50,426.71 DEPT 13 Administraton 101 -13 -4101 -0000 6,83150 0.00 FULL -TIME REGULAR 101 -13 -4103 -0000 220.50 0.00 PART -TIME 101 -13- 4121 -0000 495.36 0.00 PERA ,CONTRIB - CITY SHARE 101 -13- 4122 -0000 46171 0.00 FICA CONTRIB - CITY SHARE 101 -13 -4131 -0000 1,106.32 0.00 EMPLOYEE INSURANCE - CITY 101 -13 -4151 -0000 24.32 0.00 WORKERS COMPENSATION DEPT Total: 9,142.71 0.00 DEPT 15 Finance 101 -15- 4101 -0000 4,224.08 _ 0.00 FULL -TIME REGULAR 101 -15- 4121 -0000 306.25 0.00 PERA CONTRIB - CITY SHARE 101 -15- 4122 -0000 308.74 0.00 FICA CONTRIB - CITY SHARE 101 -15- 4131 -0000 422.60 0.00 EMPLOYEE INSURANCE - CITY 101 -15- 4151 -0000 17.34 0.00 WORKERS COMPENSATION DEPT Total: 5,279.01 0.00 DEPT 18 Planning 101 -18 -4101 -0000 5,23895 0.00 FULL -TIME REGULAR 101 -18- 4121 -0000 379.82 0.00 PERA CONTRIB - CITY SHARE 101 -18- 4122 -0000 369.87 0.00 FICA CONTRIB - CITY SHARE 101 -18- 4131- 0000 851.33 0.00 EMPLOYEE INSURANCE - CITY 101 -18 -4151 -0000 24.63 0.00 WORKERS COMPENSATION DEPT Total: 6,864.60 0.00 DEPT 24 Protective Inspections 101 -24- 4101 -0000 3,729.82 0.00 FULL -TIME REGULAR 101 -24- 4121 -0000 270.42 0.00 PERA CONTRIB - CITY SHARE 101 -24- 4122 -0000 240.44 0.00 FICA CONTRIB - CITY SHARE PR - G/L Distribution Report ('08/11/2014 - 3:09 PM) Page 1 Account Number Debit Amount Credit Amount Description 101 -24- 4131 -0000 450.00 0.00 EMPLOYEE INSURANCE - CITY 101 -24- 4151 -0000 18.08 0.00 WORKERS COMPENSATION DEPT Total: 4,708.76 0.00 DEPT 32 Public Works Service 101 -32 -4101 -0000 15,214.54 0.00 FULL -TIME REGULAR 101 -32 -4102 -0000 189.10 0.00 OVERTIME 101 -32- 4105 -0000 232.70 0.00 STREET PAGER PAY 101 -32- 4121 -0000 1,133.64 0.00 PERA CONTRIB - CITY SHARE 101 -32- 4122 -0000 1,048.16 0.00 FICA CONTRIB - CITY SHARE 101 -32- 4131 -0000 1,494.68 0.00 EMPLOYEE INSURANCE - CITY 101 -32 -4151- 0000 863.21 0.00 WORKERS COMPENSATION DEPT Total: 20,176.03 0.00 DEPT 52 Park Maintenance 101 -52 -4101 -0000 479.15 0.00 FULL -TIME REGULAR 101 -52- 4103 -0000 843.75 0.00 PART -TIME 101 -52 -4121 -0000 34.73 0.00 PERA CONTRIB - CITY SHARE 101 -52 -4122- 0000 139.92 0.00 FICA CONTRIB - CITY SHARE 101 -52- 4131 -0000 717.38 0.00 EMPLOYEE INSURANCE - CITY 101 -52- 4151 - 0000 106.15 0.00 WORKERS COMPENSATION DEPT Total: 2,321.08 0.00 DEPT 53 Recreation 101 -53- 4101 -0000 848.38 0.00 FULL -TIME REGULAR 101 -53- 4103 -0000 871.88 0.00 PART -TIME 101 -53- 4121 -0000 61.50 0.00 PERA CONTRIB - CITY SHARE 101 -53 -4122 -0000 131.67 0.00 FICA CONTRIB - CITY SHARE 101 -53- 4131 -0000 17.72 0.00 EMPLOYEE INSURANCE - CITY 101 -53- 4151 -0000 3.37 0.00 WORKERS COMPENSATION DEPT Total: 1,934.52 0.00 FUND Total: 50,426.71 50,426.71 FUND 201 Southshore Center DEPT 00 Non - Departmental 201 -00 -1010 -0000 0.00 1,471.09 CASH AND INVESTMENTS 201 -00 - 4101 -0000 819.00 0.00 FULL -TIME REGULAR 201 -00 -4102 -0000 194.51 0.00 OVERTIME 201 -00 -4103 -0000 282.50 0.00 PART -TIME 201 -00- 4121 -0000 73.48 0.00 PERA CONTRIB - CITY SHARE 201 -00- 4122 -0000 97.66 0.00 FICA CONTRIB - CITY SHARE PR - G/L Distribution Report (08/11/2014 - 3:09 PM) Page 2 Account Number Debit Amount Credit Amount Description 201 -00- 4151 -0000 3.94 0.00 WORKERS COMPENSATION DEPT Total: 1,471.09 1,471.09 FUND Total: 1,471.09 1,471.09 FUND 601 Water Utility DEPT 00 Non- Departmental 601 -00- 1010 -0000 0.00 4,740.20 CASH AND INVESTMENTS 601 -00 -4101 -0000 3,351.98 0.00 FULL -TIME REGULAR 601 -00- 4121 -0000 243.02 0.00 PERA CONTRIB - CITY SHARE 601 -00- 4122 -0000 259.89 0.00 FICA CONTRIB - CITY SHARE 601 -00- 4131 -0000 772.32 0.00 EMPLOYEE INSURANCE - CITY 601 -00- 4151 -0000 112.99 0.00 WORKERS COMPENSATION DEPT Total: 4,740.20 4,740.20 FUND Total: 4,740.20 4,740.20 FUND 611 Sanitary Sewer Utility DEPT 00 Non - Departmental 611 -00 -1010 -0000 0.00 4,184.77 CASH AND INVESTMENTS 611 -00- 4101 -0000 2,877.86 0.00 FULL-TIME REGULAR 611 -00- 4121 -0000 208.64 0.00 PERA CONTRIB - CITY SHARE 611 -00 -4122 -0000 231.69 0.00 FICA CONTRIB - CITY SHARE 611 -00- 4131 -0000 772.32 0.00 EMPLOYEE INSURANCE - CITY 611 -00 -4151 -0000 94.26 0.00 WORKERS COMPENSATION DEPT Total: 4,184.77 4,184.77 FUND Total: 4,184.77 4,184.77 FUND 621 Recycling Utility DEPT 00 Non - Departmental 621 -00- 1010 -0000 0.00 307.88 CASH AND INVESTMENTS 621 -00- 4101 -0000 223.86 0.00 FULL -TIME REGULAR 621 -00- 4121 -0000 16.23 0.00 PERA CONTRIB - CITY SHARE 621 -00- 4122 -0000 4.79 0.00 FICA CONTRIB - CITY SHARE 621 -00 -4131 -0000 63.00 0.00 EMPLOYEE INSURANCE - CITY DEPT Total: 307.88 307.88 FUND Total: 307.88 307.88 PR - G/L Distribution Report (08/11/2014 - 3:09 PM) Page 3 Account Number Debit Amount Credit Amount Description FUND 631 Storm Water Utility DEPT 00 Non - Departmental 631 -00- 1010 -0000 0.00 1,748.95 CASH AND INVESTMENTS 631 -00- 4101 -0000 1,446.40 0.00 FULL -TIME REGULAR 631 -00- 4121 -0000 104.85 0.00 PERA CONTRIB - CITY SHARE 631 -00- 4122 -0000 103.50 0.00 FICA CONTRIB - CITY SHARE 631 -00- 4131 -0000 78.85 0.00 EMPLOYEE INSURANCE - CITY 631 -00- 4151 -0000 15.35 0.00 WORKERS COMPENSATION DEPT Total: 1,748.95 1,748.95 PERA WITHHOLDING PAYABLE FUND Total: 1,748.95 1,748.95 DEFERRED COMPENSATION FUND 700 Payroll Clearing Fund DEPT 00 Non - Departmental 700 -00 -1010 -0000 62,675.97 0.00 CASH AND INVESTMENTS 700 -00- 2170 -0000 0.00 30,026.90 GROSS PAYROLL CLEARING 700 -00- 2171 -0000 0.00 7,810.60 HEALTH INSURANCE PAYABLE 700 -00 -2172 -0000 0.00 3,852.81 FEDERAL WITHHOLDING PAYABLE 700 -00 -2173 -0000 0.00 1,739.42 STATE WITHHOLDING PAYABLE 700 -00- 2174 -0000 0.00 6,800.08 FICA /MEDICARE TAX PAYABLE 700 -00- 2175 -0000 0.00 6,196.86 PERA WITHHOLDING PAYABLE 700 -00- 2176 -0000 0.00 2,025.00 DEFERRED COMPENSATION 700 -00- 2177 -0000 0.00 1,283.64 WORKERS COMPENSATION 700 -00- 2179 -0000 0.00 192.00 SEC 125 DEP CARE REIMB PAYABLE 700 -00 -2180 -0000 0.00 393.46 LIFE INSURANCE 700 -00- 2181 -0000 0.00 754.83 DISABILITY INSURANCE 700 -00- 2182 -0000 0.00 312.32 UNION DUES 700 -00- 2183 -0000 0.00 1,288.05 HEALTH SAVINGS ACCOUNT DEPT Total: 62,675.97 62,675.97 FUND Total: 62,675.97 62,675.97 Report Total: 125,555.57 125,555.57 PR - G/L Distribution Report (08/11/2014 - 3:09 PM) Page 4 #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: August 25, 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 25th day of August, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor #3C MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Accept Proposal for Professional Design and Installation of Electrical Controls and Programming, ICS -Healy Ruff for West Water System Meeting Date: August 25, 2014 Prepared by: Larry Brown, Director of Public Works Reviewed by: Jean Panchyshyn, City Clerk Attachments: Proposal by Instrument Control Systems - Healy Ruff Policy Consideration: Should the City enter into a contract with Instrument Control Systems — Healy Ruff (AKA ICS -Healy Ruff) for the design, programming, and installation of controls for the West water system? Background: Even prior to the thorough float down inspection that was performed on the West water tower located at the Minnewashta School property, Public Works staff had noted a small trickle of water from the drain valve in the "belly of the bowl' of the water tower. The inspection services that were performed confirmed that this valve would have to be cut out and a replacement welded back in. This process necessitates taking the tower out of service, while these services are being completed. Ideally, it would have been convenient to replace this drain valve with the rehabilitation that is anticipated in the spring of 2015. However, having this valve leak over the next winter season is not an option. Thus, the tower will have to be taken out of service and the valve replaced this fall. Taking the tower out of service, both for this repair and the anticipated rehabilitation, requires some modifications to the controls at the Badger Well adjacent City Hall property, to allow the well pump to mimic the actions of the water tower. Basically, the controls of the Badger Well need to be modified to ramp the well motor up and down, almost instantaneously, based upon the pressure demand of the system. While the system has many of the necessary components to be able to accomplish this, there are a few pieces of hardware and programming that are required to accomplish this. Therefore, staff has solicited a proposal from the firm of ICS -Healy Ruff for the design, hardware, programming and installation. This proposal has been included as Attachment 1 to this memorandum. Costs for the proposed equipment, programming and installation are $3,425.00. If approved, this project will be funded from the water operations fund of the budget. Sufficient fund balance is present to cover this expenditure. 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: Staff is recommending approval of the proposal from ICS — Healy Ruff in the amount of $3,425.00. Financial or Budget Considerations: Funds for this project will originate from the Municipal Water Fund. Options: 1. Adopt the proposed recommendation accepting the proposal provided by ICS — Healy Ruff. 2. Provide Staff with alternative direction. Recommendation /Action Requested: 1. Staff is recommending Option 1 that accepts the proposal provided by ICS — Healy Ruff in the amount of $3,425.00 be approved. 2. Provide staff with alternative direction. Connection to Vision / Mission: This proposal insures uninterrupted water supply which is part of providing quality public services. water and wastewater cor�trol soh..�tiotis Instrument Contr6l "vste1 �I�ul�ul�ul�ulll �II�I�I�IIIII 111RU Ills LruuneilL Coll Crcl Sys Gei,.n , lire 13(X)516 "' Ave iruue Y'Vo lr SuulLe 1(X) - I'Iyinouu�di I \41" 55141 I elejclrone 753 -559 u:'M558 - I:ax 153-559 2187 - VVr loI: www.ic lhealyru,uff coil To: Mr. Larry Brown 08/15/2014 Re: Shorewood, MN Badger Well Modifications Attached is our proposal for equipment and services for modifying the controls of the Badger Well VFD operation to obtain a pressure sustaining mode which will allow the removal of the Water Tower for maintenance. Please see attached Bill of Materials for a more detailed description of equipment and services being provided. Should you have any questions or require additional information concerning this quotation please contact me at (763)- 559 -0568. Sincerely, Warren Schimunek Ics ° "i Ni S "U INS M " n n ATTACHMENT 1 BILL OF MATERIALS 1. Equipment A. Provide Allen Bradley Analog Input Card — 4 channel B. Provide Rosemount Pressure Indicating Transmitter 1. Range: 0 -150 PSI 2. Wall Mount Bracket C. As required terminals, fuses and wire Total Price for the above Equipment, excluding sales tax is $3,425.00 USD 2. Services A. Install and program new analog input card B. Program PLC and OIT 1. High Discharge Pressure Set Point 2. Low Discharge Pressure Set Point 3. Pressure Sustaining Set Point 4. Minimum Speed Set Point 5. Pump Mode Selector C. Reprogramming of VFD for Speed Control D. Verify installation of new pressure transmitter E. Operational Testing of Pressure Sustaining Mode F. Final Verification of control mode under actual operation G. Documentation — Updated Drawings H. Warranty as specified I. Freight (FOB Shipping Point) The above Services will be provided on a time and material basis based on the estimated hours shown below at the rate of $150.00 per hour and are not included in the above Equipment price: A. 8 hours PLC and OIT Programming B. 8 hours jobsite and travel C. 2 to 8 hours Final Verification Items specifically not included in this proposal 1. Sales or use tax 2. Pressure Transmitter Installation or Plumbing 3. Conduit Installation and wire pulls from equipment 4. Installation materials, brackets, wire, clamps, piping, junction boxes, etc., not specifically described in our material list. 5. Permits or Bonding Pror',w1jI J 201 1 l acs Page 2 of 4 -- 8/15/201411:09 AM Ics Ir�r�IS iii ��o 11 fl�wriE r,�r ' c s r �,mmw�IH ° "�M I� � ^�� Ii�„�i Nib �� "� INS, �I�� ro� o� 1 11 n n Standard Terms and Conditions Controlling Provisions: These terms and conditions shall supersede any provisions, terms, and conditions contained on any purchase order or other written form Buyer may use or provide (whether received by Seller prior or subsequent to the date hereof), and the rights of the parties shall be governed exclusively by the provisions, terms, and conditions hereof. Quotations and Acceptance: Acceptance of a quotation, whether by a separate purchase order or by other means, shall constitute an acknowledgement and approval of the quotation as written and an acceptance of the Terms and Conditions hereof. Written quotations shall expire on the date specified in the quotation or, in the absence of such specification, thirty calendar days from the date issued. Seller may, by written notice, terminate a quotation at any time prior to acceptance. Any purchase order received after expiration of a quotation, which Seller honors, shall be subject to all of the Terms and Conditions hereof. Submittal Drawings: Submittal of drawings for approval, if required, will be made after receipt of complete information from Buyer. The quantity of the submittal drawing sets will be specified in the contract documents. Additional sets will be supplied at $300.00 per set. Return to Seller of two (2) final approved drawing sets constitutes notice to Seller to proceed with manufacturing. If Buyer's order is conditioned upon "engineer approval" Seller requires written notification from Buyer in the form of approved submittal data. Intellectual Property: All software to be developed, devices, designs (including drawings, plans and specifications), estimates, prices, notes, electronic data and other documents or information prepared or disclosed by Seller shall remain the sole intellectual property of Seller. Following acceptance and final payment, Seller shall grant to the Buyer a non - transferable, non - exclusive license to use such material for the Buyer's internal purposes only. Force Majeure: Seller shall not be liable for failure to deliver or perform, for any delay in the performance of orders or contracts, or in the delivery of shipment of goods, or for any damage suffered by the buyer due to such delay or failure, when the delay or failure is, directly or indirectly, caused by or arises from delays of suppliers or carriers or any other cause beyond Seller's control. Prices and Taxes: All project prices are "F.O.B. Shipping Point, Freight Allowed to Jobsite" unless expressly stated otherwise. In other words, Seller shall pay for the freight to Buyer's project site; however Buyer shall bear all risk of loss while items are in transit. Non - project or replacement parts are shipped pre -paid and added to any service related invoices. Prices do not include sales, excise, municipal, state, or any other governmental taxes. Buyer shall be responsible for all taxes. Credit Approval: The credit terms specified on the face hereof are subject to Seller's continuing approval of Buyer's credit. Seller may withdraw the extension of credit and require modified payment terms if, in Seller's sole judgment, Buyer's credit or financial standing is impaired to the point where Seller in good faith deems itself insecure. Title, Risk of Loss, Inspection of Equipment: Title and risk of loss to the equipment shall pass to Buyer upon delivery of the equipment to the carrier. Buyer shall immediately inspect equipment upon receipt and any damage must be noted on the carrier's bill of lading at time of receipt. Seller is not liable for any shortages or nonconformance unless notified by Buyer within three(3) business days of Buyer's receipt of the equipment. Changes, Cancellations, Returns: All changes, cancellations, or returns must have Seller's prior written approval and are conditional on compliance with manufacturer's cancellation/ return policies and subject to restocking fees and service charges. Authorized returned equipment must be packaged and shipped prepaid to manufacturer. Payment: Buyer shall pay Seller the full purchase price as set forth in Seller's Documentation. Unless Seller's Documentation provides otherwise, freight, storage, insurance and all taxes, duties or other governmental charges relating to the Equipment shall be paid by Buyer. If Seller is required to pay any such charges, Buyer shall F or,r ,1j J 201 10,"515 1 acs Page 3 of 4 -- 8/15/201411:09 AM Ics IV�r�IS iii ��o 11 fl�w�iE N,� ' c s i immw�IH ° "�M li � ^iii li�„�i Nib �� "i INS, �I�� prof o� 1 11 n n immediately reimburse Seller. All payments are due within 30 days after receipt of invoice. Buyer shall be charged the lower of 1 1/2% interest per month or the maximum legal rate on all amounts not received by the due date and shall pay all of Seller's reasonable costs (including attorney's fees) of collecting amounts due but unpaid. Indemnification and Default: In addition to all other amounts due hereunder, Buyer shall reimburse Seller in full for all collection costs or charges, including reasonable attorney fees, which Seller may incur in the collection of past due amounts from Buyer, including interest on overdue accounts. If Buyer is in default under this or any other agreement with Seller, Seller may defer performance hereunder until such default is cured. Seller shall have no obligation to provide factory startup assistance and or factory training until all invoices (including retentions) for equipment have been paid in full. Security Interest: Seller shall retain a security interest in the equipment until the full purchase price has been paid. Buyer's failure to pay any amounts due shall give Seller the right to possession and removal of the equipment after providing ten (10) days written notice, Seller's taking of such possession shall be without prejudice to any other remedies Seller may have. Warranty and Liability: Buyer shall have such warranty rights, and other such warranty rights, only as may be extended by the original manufacturer of the individual products. The terms and conditions of any such warranty rights are set forth in the Manufacturer's Operations/ Maintenance Manual which accompanies each product. These Warranties do not cover anything considered an "Act of God ". An "Act of God ", is so extraordinary and devoid of human agency that reasonable care would not avoid the consequences. Damages caused by tornadoes, lightning and subsequent utility power supply power surges or variances, perils of the sea, extraordinary floods, fallen trees and severe ice storms are usually considered "Acts of God ". Seller does not otherwise offer any guaranty or warranty for the products or assemblies. Seller disclaims any and all warranties, express or implied, including the warranties of merchantability and fitness, except as may be set forth in the terms and conditions of sale in this Agreement or in any express written warranty which Seller may have otherwise extended to Buyer. To the extent a limited warranty is extended from Seller it shall begin to run from the date of substantial use of the equipment or substantial completion of the project, whichever occurs sooner in time. All warranties shall be immediately voided if anyone other than a Seller's employee or authorized representative makes any changes, additions, deletions, or adjustments to the products, software and computers provided by Seller. Seller shall not be liable for any damages, charges for labor, or expense in making repairs or adjustment to the product without prior written approval of Seller. Seller shall not be liable for any damages or charges sustained in the adaptation or use of the engineering data or service by Buyer or any third party. Seller shall not be liable for start -up or any other field work performed by personnel other than authorized representatives of Seller unless expressly approved in writing in advance by Seller. Seller shall in no event be liable for any consequential, incidental or liquidated damages or penalties. Seller's liability under this Agreement shall in no event exceed the lesser of (i) the cost of remediating any defect or deficiency in the performance of Seller hereunder, or (ii) the purchase price of the product in respect of which the claim is made. Operations/Maintenance Manuals: Buyer's installation, maintenance and operation manuals will be furnished in the number of copies specified at the time of quotation in contract documents. If none specified, one will be provided at no added cost, with additional copies at $300.00 each. Applicable Law and Forum: All disputes between Buyer and Seller shall be venued in Hennepin County District Court in the State of Minnesota. Buyer agrees to submit to such jurisdiction and agrees that the dispute shall be governed by Minnesota Law. F or,o,1,il J 201, 10 1 acs Page 4 of 4 -- 8/15/201411:09 AM Ics IV�r�IS iii ��o 11 fl�w�iE N,� , c s i immw�IH ° "�M li � ^iii li�„�i Nib �� "i INS, �I�� prof o� 1 11 n n #3D MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Valleywood Area Improvements, City Project 13 -01— Change Order No. 3 Meeting Date: August 25, 2014 Prepared by: Paul Hornby Reviewed by: Attachments: Change Order No. 3, Resolution Approving Change Order No. 3. Background: On September 9, 2013, the City Council accepted bids and awarded the construction contract for the 2013 Street, Drainage, and Utility Improvements (Valleywood Lane and Valleywood Circle), City Project 13 -01 to Minger Construction, Inc. ( Minger). The City Council previously approved Change Orders 1 and 2, which included pavement wear course placement date modification, storm system modifications, removal of large trees in the right of way, and improved pipe foundation, . Change Order No. 3 modifies the project contract to include salvaging and reinstalling concrete driveway paver bricks for two driveways on Valleywood Circle. As a result of this modification, additional construction work is necessary. Minger has submitted the change order request detailing the additional work item. The change order has been reviewed by staff with regard to the work scope and additional costs, and recommends approval. Financial or Budget Considerations: The project construction contract as bid was awarded by the Council in the amount of $534,228.35, increased to $550,322.80 with Change Order Nos. 1 and 2, and Change Order No. 3 will increase the contract $5,929.00 to $556,251.80, approximately 4.1% above the original contract. Recommendation / Action Requested: Staff recommends approval of the enclosed Resolution Approving Change Order No. 3. Payment for this change order will be made under the payment request process in September, 2014. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CHANGE ORDER TII,rDA Engineers- Architects - Planners Saint Paul, MN, August 19 20 14 Proj. No. 15187.000 Change Order No. 3 To Minger Construction, inc., PO Box 236, Chanhassen, Minnesota 55317 for 2013 Street, Drainage & Utility Improvements for City of Shorewood, Minnesota You are hereby directed to make the following change to your contract dated September 11 , 20 13 . The change and the work affected thereby is subject to all contract stipulations and covenants. This Change Order will (increase) (decrease) (age) the contract sum by Five Thousand Nine Hundred Twenty Nine Dollars and 00 /100 ($.....-5,929.00 ), This change order provides for changes in the work of this contract according to the attached itemization, The final value of this change order will be determined by the agreed unit price multiplied by the actual quantities installed. NET CHANGE = Amount of Original Contract Additions approved to date (Nos. 1, 2 ) Deductions approved to date (Nos. ) Contract amount to date Amount of this Change Order (Add) (Deduct) (N&Qumge) Revised Contract Amount Owner LIM Approved Contractor 1 if $ 5,929.00 $ 534,228.35 $ 16,094.45 $ 550,322.80 $ 5,929.00 $ 556,251.80 TKDA By Larry D. ohder, P.E. White - Owner Pink- Contractor Blue - TKDA CHANGE ORDER NO. 3 2013 STREET, DRAINAGE & UTILITY IMPROVEMENTS CITY OF SHOREWOOD, MINNESOTA TKDA PROJECT NO. 15187.000 ITEM NO. DESCRIPTION 1 REMOVE AND REPLACE PAVERS August 19, 2014 ESTIMATED AGREED CHANGE UNIT UNIT ORDER QTY PRICE AMOUNT SF 490.0 $ 12.10 $ 5,929.00 SUBTOTAL $ 5,929.00 TOTAL CHANGE ORDER NO.3 $ 5,929.00 CITY OF SHOREWOOD RESOLUTION NO. 14- A RESOLUTION APPROVING CHANGE ORDER NO. 3 FOR VALLEYWOOD AREA IMPROVEMENTS CITY PROJECT 13 -01 WHEREAS, the City of Shorewood Council awarded the contract for the reconstruction of Valleywood Lane and Valleywood Circle from Eureka Road to the west end to Minger Construction, Inc. of Chanhassen, Minnesota; and WHEREAS, the Capital Improvement Plan provides $743,000 for the improvement project; and WHEREAS, Change Order Nos. 1 and 2 increased the contract amount $16,094.45 and were previously approved to construct the improvements; and WHEREAS, Change Order No. 3 will increase the project construction cost in the amount of $5,929.00, from the current contract amount of $550,322.80 to $556,251.80. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood, Minnesota: Change Order No. 3 in the amount of $5,929.00 is hereby approved. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 25th day of August, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor 7A CITY OF SHOREWOOD PARK COMMISSION MEETING TUESDAY, AUGUST 19, 2014 MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Mangold convened the meeting at 7:00 p.m. 5755 COUNTRY CLUB RD SHOREWOOD CITY HALL 7:00 P.M. A. Roll Call Present: Chair Mangold, Commissioners Hartmann, Die City Council Liaison Woodruff; City Planner, Review Agenda Hartmann moved to approve the agenda as written. carried 5 -0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Sawtell moved to approve Freeman Park, change sul dead wood in the willow ti seconded the motion. Mo 3. MATTERS FROM There were none. 4. CATHCART PAR] Nielsen stated we need to rev park and adjust planning acci should be for the park, then , Sawtell, and Ische; seconded the motion. Motion 2014 meeting as amended: Page 2, id Page 4 under Manor Park, change to the be before the preceding paragraph. Ische master plan for each park to determine what should be done in each He stated if the plan for Cathcart is as the Commission sees it to start incorporating items into the CIP. Dietz asked if the City Council approved the master plan. Nielsen understood they accepted the TKDA report but never adopted the plan. He stated he would have liked to incorporate the master plans into the Comprehensive Plan but not if they are unrealistic. Woodruff stated the City Council in 2009 stated that experts should create a plan for what the parks should include. TKDA was hired to talk to the Council and Park Commission and gather input on what amenities should be in the parks. The result was a concept which was unaffordable. The question now is if there is any value in this concept to be used as a starting point. Sawtell stated it is something to aspire to. PARK COMMISSION MINUTES TUESDAY, AUGUST 19, 2014 PAGE 2 OF 5 Mangold stated the question is what should be done to this park. He stated the hockey rink and tennis courts are the big ticket items. Nielsen stated the parking lot is also a big ticket item. Ische questioned how much the city hockey rinks are even used and whether they are even cost effective. He didn't think the current layout allows for the expansion of the parking lot unless the ball field is moved. Woodruff recalled earlier discussions were to reduce the size of the ball field. Woodruff stated the hockey use needs to be answered. He stated he getting their ice time in other locations. Mangold stated the organizer for youth hockey indicated teams are practice. From their perspective, they believed outdoor ice should determine is if we need to go to a full-sized hockey rink. Commissioners discussed hockey rink usage. Ische asked if the City has a formal agreement with the church acl usage. Nielsen stated he didn't believe it is a formal agreement. 1, church won't advertise the parking availability., Parking concerns Mangold asked how many parking spaces are spaces. Commissioners discussed Commissioners discussed he would send them a repo Dietz stated the major focus s parking while maintaining the stated if Chanhassen isn't will Shorewood should be aiven a'i to Chanhassen's sx uses, for the hockey king with Chanhassen for a j oint' venture. Mangold stated the first step is 5. BADGER PARK M hockey teams are to use outdoor ice for iina that we need to street from Cathcart for parking stated it was explored, and the iscussed. Nielsen staled he didn't have the number of It was noted sewer is unavailable for this park. this spark as a joint venture. Nielsen stated Ische asked if there is a way to increase ;gested'a top five list be created for each park. Nielsen in the development of the park, then other parks in ?ommissioners and staff also discussed the possibility of Chanhassen to find out if they are willing to help with the park. PLAN REVIEW — CONCEPT 1.5 PLAN Nielsen reviewed the layout for Concept 1.5 for Badger Park and indicated one of the main changes was a turnaround which resulted in the loss of 15 parking spaces. A security fence was added, and phases were created. Mangold asked what direction staff is looking for. Nielsen stated the intent is to get approval of one of the concepts. Ische stated he liked this plan but did not support the planned phasing. He didn't think the parking lot to the north of the village green should be constructed until the village green is constructed. PARK COMMISSION MINUTES TUESDAY, AUGUST 19, 2014 PAGE 3 OF 5 Hartmann agreed and stated the shelter is a major item. Mangold assumed all the grading would be done as part of phase one. Nielsen stated that is his understanding. Woodruff stated the monies in the park capital fund at the end of next year would come close to allowing phase one to happen but would deplete the fund. Ische asked what is included in phase one for the ball field. He asked if it would include earth work and construction. Nielsen stated all items as part of the ball field constructed ate included in several line items. In response to a question from Ische, Nielsen discussed the field construction. Mangold stated the Council and Commission need to look at this as one project even though there will be two phases. Ische asked if there have been any discussions at the Council level for alternative funding. Woodruff stated there have been some discussions about bonding. He would recommend the Commission make a strong stand on what they believe is the right approach for the City in order to move forward. Ische stated he couldn't see agreeing to phase one without knowing when phase two would be completed. Mangold stated we need to pick a concept and move forward with whatever budget number it is going to be. Ische stated he agreed but would like to get a better understanding of what is in the budget. Nielsen discussed options. He stated a t)lan should be selected in order to move forward. Woodruff stated the challenge,is to get WSB to create a narrative for the design. Dietz stated there rnust be a standard for the cost of constructing a ball field. Nielsen stated you are going to run across this for every item in the park. Woodruff, stated there is a level bf detail that is not included in the plan. Sawtell stated he was concerned about the loss of parking spaces but did support the addition of a turnaround. Dietz also supported the new phase. Woodruff suggested a member" of the Commission report their recommendation to the City Council. Ische stated the removal of two trees would add two more parking spaces. He also suggested the aggregate trail could be reconfigured. Sawtell moved to recommend to the City Council that concept 1.5 be pursued. Hartmann seconded the motion. Motion carried 5 -0. PARK COMMISSION MINUTES TUESDAY, AUGUST 19, 2014 PAGE 4 OF 5 6. UPDATE ON MAINTENANCE ITEMS FROM PARK TOURS Nielsen stated he hasn't prepared a description of each item. He stated a couple items have changed. Mangold asked for an update on what should be done within the next thirty days. Nielsen discussed future maintenance items which will be completed. Woodruff suggested a "c" be added by every item that has been completed. Hartmann asked when the trees will get done. Nielsen stated it is high of the situation. Hartmann asked when the playground at Badger would be repair. Nielsen stated he hasn't been given any reasons why next thirty days. Woodruff suggested a footnote be added indicating the actual start Commissioners and staff discussed the use of pesticides in the City. and the contractor is aware discussed the timeline for the will not be completed in the Nielsen stated there was a question whether pavement should be added where ball players wearing spikes are walking. Hartmann stated the pavement already exists and needs to be curated. Woodruff stated activity on repaving the path may have to wait until drainage issues are resolved. Mangold stated the paved area is not where tie drainage issue exists. He stated the description is incorrect. Nielsen stated issues at Crescent have been addressed. Work continues on Gideon Glen. He also indicated Manor Parkwill have drainage issues and gutters addressed. He indicated there is not enough depth for a rain garden., lie stated he has asked for quotes. Work will continue in the next ninety days. and staff discussed mowing procedures in the parks. Hartmann asked if there are any Eagle Scout projects. Nielsen stated there is some interest. Ische suggested some "Did you know signs be posted along the trail. Mangold noted there are eighteen panels at the skate park that need to be replaced at $300 per panel. The question is whether we want to continue to put money into the park. Nielsen suggested they wait until the responses from the survey are received. Commissioners agreed. 7. REVISIT WATER AT FREEMAN PARK COMMUNITY GARDENS Nielsen stated it is possible the funding could come from the City Water fund. Woodruff believed the water at the gardens at the Skate Park cost approximately $5,000. PARK COMMISSION MINUTES TUESDAY, AUGUST 19, 2014 PAGE 5 OF 5 Commissioners discussed whether the garden at Freeman could be relocated away from the utility line. Nielsen stated it shouldn't be an issue. Mangold stated an actual quote for the water source is needed. He stated we also need to know how much expansion space is available and whether there is a better location. 8. NEW BUSINESS Hartmann asked if we are going to talk about the letter from Mr. Lindstrom. Nielsen stated we should probably have discussed it under the Badger Park discussion. Mangold asked for information on how many fields are being used 9. STAFF AND LIAISON REPORTS /UPDATES A. City Council Woodruff reported on recent City Council activities. B. Staff Commissioners discussed the Badger Park motion to rec supported the earlier motion. Mangold stated hockey at discussion to add a football field at Freeman can be Dart 10. ADJOURN Dietz moved, Sawtell p.m. Motion carried. Y Clare T. Link Recorder to adiourn the Park approval of cbncept 1.5. Hartmann stated she Park is the long term goal. Nielsen stated the ark's piaster plan discussion. ission Meeting of August 19, 2014 at 9:08 CITY OF SHOREWOOD PLANNING COMMISSION MEETING TUESDAY, AUGUST 5, 2014 MINUTES CALL TO ORDER Chair Geng called the meeting to order at 7:04 P.M. ROLL CALL Present: Chair Geng; Commissioners Davis, Labadie, and Absent: Commissioner Muehlberg APPROVAL OF AGENDA Davis moved, Maddy secon passed 4/0. APPROVAL OF MINUTES • July 1, 2014 Davis moved, Labadie secon 2014, as presented. Motion p 1. TRAIL PLANS • Trail Prorit Director Nielsen apologized projects and noted that it Nvill 1 a copy of the Trail map. COUNCIL CHAMBERS _57_5_5 COUNTRY CLUB ROAD 2014, as 7:00 P.M. Director Nielsen Motion Meeting Minutes of July 1, providing a Trail Plan Priorities map overlaid Nvith future street easy for him to describe. He also noted the meeting packet contains Director Nielsen explained that for the most part all of the Priority I trail projects are done or in progress. The County Road 19 trail segment (from the SmithtoN -,n Crossing to the LRT Trail) Nvas constructed first. The SmithtoN -,n Road Nv est sidewalk (from the Shorewood /Victoria border to the intersection Nvith Eureka Road /LRT Trail) Nvas constructed next. During its August 11, 2014, meeting Council Nvill be asked to award the construction bid for the Galpin Lake Road wallcwa -,T segment (from the Shorewood /Chanhassen border to the Shorewood /Excelsior border). A trail Nvallc for the SmithtoN -,n Road east wallcwa -,T segment (from the Eureka Road /LRT Trail intersection to SmithtoN -,n Crossing) is planned for the Planning Commission's September meeting. Construction for that segment is scheduled for 2015. The Mill Street wallcwa -,T segment project Nvas put on hold for a while mainly because the City of Excelsior is not ready to construct its portion of that trail. CITY OF SHOREWOOD PLANNING COMMISSION MEETING August 5, 2014 Page 2of9 There are two Nvallcway projects that Nvill coincide Nvith roadway projects. The first is the Strawberry Lane segment (from SmithtoN -,n Road to West 62 a Street on to Cathcart Park). It is scheduled for 2019 along Nvith the reconstruction of Strawberry Lane. The other is the Eureka Road north segment. Constructing the Strawberry Lane segment in conjunction Nvith reconstructing the roadway Nvill cost about one -half of the cost of constructing the segment standalone. He thinks the Strawberry Lane is the highest priority of the Prioritv II trails because of the volume of traffic on Strawberry Lane and because of the Boulder Cove development in the City of Chanhassen. Safe Routes to Schools Director Nielsen noted that a number of years ago [2008] the City applied for a safe routes to school (SRTS) grant for a Nvarning light I School. He stated that he and Finance Director DeJong attended a explained they Nvere told that just because you develop a SRTS pl grant. A SRTS plan is more of a program. The summit organizers 3, r to, for example, ride bikes more. They Nvere not that interested in t. told the organizers that parents are not going to encourage their chi, safe place to do that. A number of years back the School put in place some of example, it implemented the pedestrian bus concept Nvhere a rows of children Nvalking to or from school. He stated staff Nvill get together Nvith representatives Nvhat it Nvill take to apply for a SRTS grant(s),for Nvallcways. Any trail / Nvalkvmy segment Nvould be a Road east and Strawbern Lane segments. Staff ma. Minnetonka School District. He then stated if there is could potentially reduce the vehicle Children are not bused to school if Nvas money available he thought the Excelsior. People from the Nv est enc Commissioner Davis stated if resid the Citv of Victoria. She asked wh, at County Read. 19. Director Nielse to open bids late July and it Nv ould the City Engineer and email it to thf because] ve Nvithin School District near the Minnewashta Elementary :TS summit a few Nveeks ago. He it does not mean a city Nvill get a more interested in getting children ing about trails. At the summit he -n to ride their bikes if there is no the SRTS program looks for. For rTing a "pedestrian bus" sign leads -om Minnevmshta Elementary School to discuss he Smithto« n Road east and Strawberry Lane zfe route to school; in particular the SmithtoN -,n also discuss that Nvith representatives from the safe place for children to Nvalk and ride bikes it s many children Nvill have to be driven to school. miles of the School. He went on to state if there be from basically Shorewood Lane to the City of then get to Excelsior's trail system. -nts can get to the LRT Trail safely they can then get to Excelsior or I the status is for the Lake Minnetonka LRT Regional Trail Overpass n stated he thought the Three Rivers Park District (TRPD) Nvas going be built in 2015. Nielsen noted that he Nvill get that information from Commissioners. Davis stated a lot of people ask about the overpass. Director Nielsen stated its is his recollection that a resident who lives in Gideon Woods complained about the overpass. That individual did not think there had been enough process. People Nvere not very aNvare of it. Commissioner Davis asked if repairs had been made to the new SmithtoN -,n Road Nvest sideNvalk. Director Nielsen explained there had been a utility break somewhere in that area and a segment of sideNvalk needed to be repaired. A house is being built in the area and a contractor left some rocks on the sideNvalk. That contractor Nvas parking heavy equipment on the sideNvalk this past Nvinter. In addition to a driveway for the new house there Neill be another driveway in the area put in and that Neill result in disruption to a segment of the sideNvalk. That Neill be at that property owner's expense. CITY OF SHOREWOOD PLANNING COMMISSION MEETING August 5, 2014 Page 3of9 Commissioner Labadie clarified that children can be bused to school for a fee if they live less than two miles from the School. The fee is $100 per child with a maximum of $250 per family. Basically every child attending MinneNyashta Elementary* School has to pay to ride the bus. She stated she has a very* good relationship with the principal at the School and the PTO president. She offered to approach them on a SRTS program if there is something Director Nielsen needs. Director Nielsen noted a large component of the SRTS program is school oriented. Commissioner Davis stated there are residents in her neighborhood who followed their children who road their bicycles to schools in their cars. Commissioner Labadie noted there is no safe wav for her daughter to get to school on her bicycle. She stated if there is a group of ten of them then she feels her daughter is safe. They get there by going on less busy streets. She noted that parents of school age children are not going to let their children cross Smithtown Road to get to the new trail to go to school. Commissioner Davis stated it would be nice to have Commissioner Maddy asked if Eureka Road north is going to be recoi Director Nielsen noted that the Finance Director changed the Street I Program (CIP) to reflect a mill and overlay for Eureka Road north. T it be changed back to reconstruction. He stated that roadway will not Aid (MSA) standards and therefore it is no longer classified as an 1\ send information about the timing of project out with the information 2. NOISE ORD don that part of Eureka Road. ;traction it Improvement )lie Works Director asked that .onstructed to Minnesota State )adNyay. He noted that he will the overpass. Director Nielsen stated the situation near Hillendale Road is more of an activity issue rather than a noise issue. He explained there is at least one decent code that addresses the use of all- terrain vehicles (ATVs). It states that ATVs can be started up to load them onto a trailer to take them somewhere but they cannot be operated in the City of Shorewood.; That ordinance treats snowmobiles the same way. Nielsen explained that in 2013 the Planning Commission spent a fair amount of time talking about a noise ordinance. An ordinance the City has not had for 30 years. Chair Geng stated the copy of the draft ordinance included in the meeting packet seems to be the same as it was when in was discussed last Near. He thought the ordinance is good. Commissioner Davis concurred. Commissioner Labadie stated she likes that snow removal equipment is exempt from the hourly restrictions on operations.. Commissioner Davis stated she likes the exemption for emergency work. She then stated the use of recreational vehicles not licensed for travel on public highways is addressed. Director Nielsen noted that the optional provision under Subd.20.a.(4) alloys a homeowner or occupant to do construction, repairs or maintenance, including lawn maintenance, between the hours of 8:00 a.m. and 6:00 p.m. on Sundays and public holidays. Commissioner Davis asked if that means no leaf bloNying after 6:00 p.m. on Sundays. Nielsen noted it does. Commissioner Davis noted that item 2 conflicts with that. Davis recommended taking lawn maintenance out of the optional provision. CITY OF SHOREWOOD PLANNING COMMISSION MEETING August 5, 2014 Page 4of9 Commissioner Maddy asked if dirt bikes are licensed for travel on public highways. He stated the driver of a dirt bike may consider them self exempt because they are not driving or operating a minibilce or snowmobile. There was ensuring discussion about the use of dirt bikes on City streets in residential neighborhoods. Commissioner Maddy asked if the City's hours match up with the City of Excelsior's. Director Nielsen responded mostly but there were a couple of differences and he thought one of the differences was for refuse hauling. Chair Geng asked if Excelsior revised its ordinance. He suggested researching what Excelsior's current ordinance states before forwarding this to Council for consideration. Nielsen asked if the Planning Commission wants to discuss the ordinance again once he finds out how Excelsior changed it ordinance. Commissioner Davis stated only if its hours of restriction changed significantly. Maddy noted that he thought the 9:30 p.m. end time for recreational vehicles and domestic power equipment is pretty late because he has small children. Commissioner Davis stated she also thinks that is late. Director Nielsen concurred. The following changes were agreed to. • Subd. 20.a.(1) Recreational vehicles and Subd. 20.a.(2) Domestic power equipment — the 9:30 p.m. end times were changed to 9:00 p.m. • The verbiage about hours of operation will be changed so that it is consistent in items a.(1) — a.(4). • Subd. 20.a.(4) Construction activities in the optional provisions the construction hours were changed to 9:00 a.m. to 6:00 p.m.. They had been 8:00 a.m. to 6:00 p.m. Including lawn maintenance will be removed. The word optional will be removed. Davis moved, Labadie seconded, recommending approval of the Ordinance amending Title 500 of the Shorewood Zoning Code regarding nuisances (noise) as amended above provided the City of Excelsior has not significantly changed its hours of operation. Motion passed 4/0. 3. GREENSTEP CITIES PROGRAM UPATE Director Nielsen explained the City has implemented a number of the GreenStep Cities Program best practices (BPs). The City- has readied the first step in the program and it received a small recognition award for doing so. There are some areas that the Planning Commission should work on. Chair Geng suggested focusing on the items the Commission needs to address. Director Nielsen highlighted and explained the items for the Planning Commission; items that have been completed since the first GreenStep was achieved and items that need to be done. Density bonus — The increased density proposed for the Smithtown Crossing redevelopment area is being considered by Council. Council has asked for more information (e.g., sketches of what 60 units on four acres might look like). Historic preservation ordinance — The City Ordinance contains a provision that allows people to keep old, historic, nonconforming structures and still be able to add accessory structures. CITY OF SHOREWOOD PLANNING COMMISSION MEETING August 5, 2014 Page 5of9 Development and design standards that facilitate infill and redevelopment — The Smithtown Crossing Redevelopment Study did that. The implementation the Planning Commission recommended to the Council also fulfills that. Mixed uses — The Planning Commission has recommended to Council higher density for senior housing. The Comprehensive Plan states the City should be addressing and providing some variety of housing for seniors. The Smithtown Crossing Redevelopment Study specifically talks about that. Safe routes to school (SRTS) — The Planning Commission will be involved with that effort. Renewable energy: solar energy standards and model wind energy ordinance — The Planning Commission will be involved from a residential regulatory* perspective. If the City decides to implement renewable energy alternatives that will have to be regulated as well. Buildings located within walking distance of transit and /or residential zoning — This is an ongoing item. For example, the Smithtown Road east Nyalkv,ay ,segment will connect the Smithtown Crossing area to the Minnevyashta Elementary* School and the residents beyond. Commissioner Davis asked if the City reviews the sta Cities BPs often. Director Nielsen stated not often en annually. It has been two vears since a review has additional practices may have been implemented as part Davis then stated the City might be able to get credit for Labadie stated that is BP Local Food 27.4.b. Commissioner Labadie questioned if the City could` Davis stated maybe backyard gardening could include Commissioner Davis stated she thought the City used 1 16.1 is about qualifying for being a tree city. Director suggested finding out what it takes to qualify. Davis Minnesota Tree Trusts' BPs and using the guidelines excellent and exemplary rating.; There' may be other I easily implement. its progress with implementing GreenStep He thought it should be reviewed at least lone. Davis stated that it is possible that and chickens. Commissioner for being a bee -safe city. Commissioner advertise that it was a tree city. BP Urban Forests ielsen stated he is not sure the City still is. Davis Aed that BP 16.2 talks about adopting as policy .i at least one development project to achieve an s under Urban Forests that the City has or could Chair Geng noted the City is the first city; in Minnesota and third in the nation to pass a policy encouraging planting bee - friendly flowers and restricting certain pesticides. 4. MATTERS FROM THE FLOOR There were no matters from the door presented this evening. 5. OLD BUSINESS / NEW BUSINESS 6. DRAFT NEXT MEETING AGENDA Director Nielsen stated that in order to get the Smithtown Road east walkway feasibility report to Council in September the Planning Commission needs to walk the area during its September 2, 2014 meeting. He noted that the Commission has an informal policy not to meet the day after a holiday. He stated it is starting to get dark earlier. He thought the walk would take about one hour. He suggested starting that meeting at 6:00 P.M. and alloying up to 90 minutes for the walk. Applications will not be scheduled until after 7:30 P.M. CITY OF SHOREWOOD PLANNING COMMISSION MEETING August 5, 2014 Page 6of9 Nielsen stated that in addition to the trail/sidewvalk walls there will be two applications on the September 2 meeting agenda. One is a minor subdivision. The other is for a conditional use permit (C.U.P.). The property owners want to build more accessory space and there is already a nonconforming structure on the property. The City Ordinance states a property owner cannot add accessory space if there is a nonconforming structure except if it is architecturally significant, culturally significant or historically significant. It is up to the applicant's architect to justify why the nonconforming structure should remain. Chair Geng asked if Jon Monson is the C.U.P. applicant. Director Nielsen responded yes. Geng stated he knows Mr. Monson and when he was with him recently Mr. Monson asked if they could go over what he was proposing with him. Geng noted that he told him that would not be a good idea and explained why. Mr. Monson clarified he was not trying to do anything improper. He related that Mr. Monson had indicated that Shorewood does things different than, for example, the City of Excelsior. He stated he thought it was nice that someone reacted positively to that. Director Nielsen stated the Planning Commission will Smithtown Road east Nvalkvmv before it goes on its trail Chair Geng asked what the timetable is for that project. Direct due by August 27. The Planning Commission will do the 1 recommendation on September 2. Council will consider t Commission will host a neighborhood meeting on September contract for land acquisition services and authorize the pr( ground breaking ceremony will be the end of June 2015, of the feasibility report on the Nielsen explained the feasibility report is 1 walk, discuss the report and make its report on September 8. The Planning ). In mid- October Council will award the iration of plans and specifications. The In response to a question from Commissioner Maddy, Director Nielsen stated the Nvalkvmy will end at County Road 19. Nielsen reiterated that he thought the next trail priority after Strawberry Lane would be to extend the Smithtown Road trail from County Road 19 to Excelsior. Commissioner Davis asked if Excelsior would cooperate on that extension. Director Nielsen stated he hoped so and that he hoped Hennepin County would also help. Davis stated she assumes the people along Galpin Lake Road are happy because of that trail. Nielsen stated most are. 7. REPORTS Liaison to Chair Geng reported on Council's July 24 meeting (as detailed in the minutes of that meeting). Director Nielsen stated he has been somewhat disappointed with the Sensible Land Use Coalition (SLUC) offerings lately. Commissioner Davis stated the round tables of knowledge will be coming up and that she thinks those are quite good. Other Commissioner Davis asked if the City has heard an -ahing more from the residents in the Summit Avenue area. CITY OF SHOREWOOD PLANNING COMMISSION MEETING August 5, 2014 Page 7 of 9 Chair Geng stated he was at the Minnehaha Creels Watershed District (MCWD) Board of Managers meeting on July 31. He explained that about ten Summit Avenue area residents showed up because the MCWD was considering a permit for the planned unit development (PUD) in the City of Chanhassen not far from the Summit Avenue area. The developer had excavated the southernmost property on the PUD site and left huge mounds of dirt. The mounds were easily 15 feet high. The developer had not put any silt fences in. The stormNvater flowed across the street and flooded several yards. The residents brought photographs that had been taken the previous day to show the Board. The developer had egg on his face. The Board was quite concerned because the silt fences were not up. What should have been a relatively simple permitting matter ended up consuming about 45 minutes of time. He noted there was nothing the MCWD could do because it does not have regulatory authority over that pat of Chanhassen. Director Nielsen explained Shorewood is a local government unit (LGU) and it delegates that work to the MCWD for areas within the MCWD's jurisdiction. Because the Riley- Purgatory -Bluff Creek Watershed District ( RPBCWD) was not doing much with permitting a number of years ago the City obtained approval to have the MCWD have jurisdiction over that small area in the City that is in the RPBCWD boundaries. That area is basicallv the Christmas Lake and Silver Lake areas. Chanhassen is its own LGU. Chair Geng stated those residents raised other issues not relevant to the MCWD. For example, they criticized the rain gardens. MCWD staff stated those rain gardens were well designed. He then stated a couple of the members of the Board asked if any of the trees in the conservation easement area would be damaged by construction. They also asked if the protection area should extend out further than the drip line. Director Nielsen stated for the Summit Woods PUD the only ,things that will be built close to the easement are the rain gardens. The easement area in Shorewood will be fenced off before any digging begins. Chair Geng stated the MCWD staff was on top of things for the most part. He then stated it appears the work Shorewood did as part of the various PUD approval processes was good from the MCWD's perspective. Director Nielsen stated the City's engineers had never seen a response from the Minnesota Department of Transportation (MnDOT) like the one the City received regarding the Summit Avenue traffic study. He explained that in Minnesota the standard posted speed for a residential street is 30 miles per hour unless a speed study is done and extreme circumstances are found which indicate it should be lower than that. A new posted speed is set to the speed 85 percent of the traffic was traveling at. Therefore, the posted speed could be increased. The study came back with a recommendation to not post a speed or advisory on Summit Avenue. Residents are expected to drive according to the conditions (the narrowness of Hummingbird Road and the curves and hill on Summit Avenue). He noted the City is still going to consider which of the four alternatives for improving Summit Avenue should be pursued. He clarified that the residents there do not like any of the four. In response to a comment from Commissioner Davis, Chair Geng noted the City of Saint Bonifacius has regulated the use of drones in the City. It is the first City to have done that. There was ensuing discussion about drones. Commissioner Davis asked what the next ordinance the Planning Commission will work on is about. CITY OF SHOREWOOD PLANNING COMMISSION MEETING August 5, 2014 Page 8of9 Director Nielsen explained why the ordinance amendment related to higher density for elderly housing was not adopted by Council during its July 28, 2014, meeting. Council wants to look at sketches of what that type of density would look like and how it would fit on the Smithtown Crossing site. There was concern about how 15 units per acre might look. The information from which staff determined that the City has a need for senior housing is about 23 Nears old. The Mayor thought that need should be revisited. if the rest of Council agrees with that then he will propose having Mr. Rick Fenske, an expert on senior housing, come to a future Council work session to talk about life cycle housing. He assumes the Commissioners could attend. Nielsen stated the next area will be related to the GreenStep City Commission has briefly discussed wind generators and Council general be discussed with a focus on wind energy and solar energy. request for proposal be written for a consultant to do a study about there are for the City. On February 24, 2014 the Council heard a company that proposed the City install a solar array that would prof consumed by the Southshore Community Center (SSCC), the Ba( and Shorewood City Hall. The company would pay all of the infi electricity to the City at a rate less than or equal to Xcel Energy's r� number of years. Some Council members were uncomfortable clarified that the Commission would be discussing alternative enc residential properties. 'rogram best practices. The Planning has Suggested alternative energy in -le explained Council has asked that a what alternative energy opportunities presentation, by a representative of a de some portion of the electric power ;er Park well building, Badger Field .structure costs and basically sell the e. The rate would be guaranteed for a ith moving forward so quickly. He gy from a regulatory perspective for Chair Geng stated that in July he attended the Workshop -on- the - Water. The N orkshop was presented by the University of Minnesota in cooperation with the Bassets Creek Watershed Management Commission; Carver Water Management; the Minnehaha Creep Watershed District; the Nine Mile Creek Watershed District; and, the Riley-Purgatory-Bluff Creek Watershed District. The workshop was held on the Queen of Excelsior. He noted the workshop was very good, It was about water quality. He stated there will be another workshop in September and it will be about stream bank restoration. Commissioner Davis explained that this Near she was a judge for Metro Blooms for the Urban Garden awards. There were 1,000 gardens and 100 judges. She had 10 gardens to judge. She saw two gardens in south Minneapolis that were incredibly beautiful. They were typical homes in residential neighborhoods. She saw a fairy garden on a boulevard that was spectacular. People can look at last year's pictures on Metro Blooms Nvebsite. It would be fun for the South Lake area to do something like that. She noted she did not see any rain gardens on the properties she judged. She spoke with Metro Blooms about possibly putting on another rain garden session in the South Lake area. She indicated she would be willing to coordinate that endeavor. She noted that rain gardens require more maintenance than a garden. Commissioner Maddy asked if people have tried Milorganite. It is not touted to control deer but people say it does. Director Nielsen stated the operators at the camp ground they leave their camper at have indicated it works well to help control deer. Maddy stated he lilted the rain garden idea. He noted the GreenStep Cities BP Stormwater 17.5 is about adopting and implementing guidelines for, or adopting required design standards for at least one of the following stormNvater infiltration/reuse techniques: rain gardens, green roofs and green alleys. He stated his property is on about 200 feet of clay. He asked if that is an issue for a rain garden. Director Nielsen responded it is and noted that Shorewood is not the ideal place for rain gardens because they depend on infiltration. When they are on clay the gardens need to have an outlet on the bottom. CITY OF SHOREWOOD PLANNING COMMISSION MEETING August 5, 2014 Page 9of9 Chair Geng noted that the Minnehaha Creels Watershed District (MCWD) has a cost share program. The intent of that program is to encourage the implementation of best management practices. 8. ADJOURNMENT Maddy moved, Davis seconded, Adjourning the Planning Commission Meeting of August 5, 2014, at 8:43 P.M. Motion passed 4/0. RFCPFf TF1 111 V CTIRMTTTFD Chr � #sa MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Code Amendment — Chapter 501, Nuisances (Noise) Meeting Date: 25 August 2014 Prepared by: Brad Nielsen Reviewed by: Patti Helgesen Attachments: Planning Director's Memorandum, dated 27 September 2012 Planning Director's Memorandum, dated 30 May 2013 Draft Ordinance Draft Summary Ordinance Resolution Policy Consideration: Should the City adopt an ordinance regulating noise during certain hours of the day? Background: For quite some time the Planning Commission has been studying the issue of noise regulation, based on periodic complaints from residents regarding certain noisy activities (e.g. construction, power equipment, recreational vehicles, refuse haulers, etc.). As noted in the attached exhibits, the Commission has reviewed ordinances and rules of other cities and attempted to craft an ordinance that is in line with what other South Lake Minnetonka communities have adopted. Also as noted, the discussion became bogged down with issues related to noise, specifically a neighborhood problem in the Hillendale area. At its last meeting, the Planning Commission voted unanimously to recommend the adoption of a noise ordinance. The new ordinance is consistent with, but not identical to, one recently adopted by the City of Excelsior. It should be noted that the Commission changed three items from the original draft: 1) use of recreational vehicles has to cease at 9:00 p.m. instead of 9:30; 2) use of lawnmowers, etc. has to cease at 9:00 p.m. instead of 9:30; and 3) residential construction cannot start until 9:00 a.m. on Sundays. Financial or Budget Considerations: None. Code enforcement will be handled by existing staff and police resources. Options: Adopt the code amendment as recommended by the Planning Commission; modify the amendment; or take no action. Recommendation / Action Requested: The Planning Commission has put a lot of time and thought into the attached amendment. Staff recommends approval of the amendment. To reduce expense, staff also recommends approval of the draft summary ordinance for publishing. Next Steps and Timelines: Upon adoption by the City Council, the summary ordinance will be published in the official newspaper, after which the ordinance goes into effect. Connection to Vision / Mission: Quality public services and healthy environment. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 MEMORANDUM TO: Planning Commission FROM: Brad Nielsen DATE: 27 September 2012 RE: Code Discussion — Noise Ordinance FILE NO. City Code (Chapter 501) At its August meeting the Planning Commission reviewed a sampling of local noise ordinances to help determine whether it is time for Shorewood to adopt its own such regulation. As stated in the past, the City currently operates on a policy (relative to construction activities) that restricts noise - making activities to the hours of 7:00 A.M. to 7:00 P.M. on weekdays, 8:00 A.M. to 6:00 P.M. on Saturdays and no noise on Sundays. While this has been relatively effective for construction projects involving a building permit, it does not get at cases where lawn mowers, chain saws, etc. are being used early or late in the day. In reviewing various ordinances, the one used by Excelsior appears to cover much of what we have discussed. Interestingly, they are reviewing their own requirements. It has been suggested that their code is too restrictive on the early end of the day and too generous late in the day. They have compiled a survey, shown on Exhibit A, attached. The hours Shorewood has used as a matter of policy in the past is quite in line with many of the communities that responded to the survey. In this regard, staff is suggesting that those hours be maintained in any ordinance that may be adopted. While it is likely that Excelsior will make some modifications to their code, we have used it as a basis for our first draft. The biggest advantage to this is that the two cities are served by the same police department and consistency can only enhance enforcement. It should be noted that we have used the Eden Prairie provisions regarding exceptions. Following is a first draft of language that could be included in a code amendment: Memorandum Re: Noise Ordinance 27 September 2012 Subd. 20. Noise. The purpose of this section is to protect the comfort, repose, restrictions on the hours during which significant sources of noise may be health, peace, safety, or welfare of city residents, and the quiet enjoyment of property within the city, by imposing reasonable used or operated. a. Hourly Restrictions on Certain Operations. (1) Recreational vehicles. No person shall, between the hours of 9:30 p.m. and 7:30 a.m. drive or operate any minibike, snowmobile, or other recreational vehicle not licensed for travel on public highways. (2) Domestic power equipment. No person shall operate a power lawn mower, power hedge clipper, chain saw, mulcher, garden tiller, edger, drill, or other similar domestic power maintenance equipment except between the hours of 7:30 a.m. and 9:30 p.m. on any weekday or between the hours of 9:00 a.m. and 9:00 p.m. on any weekend or holiday. Snow removal equipment is exempt from this subsection. (3) Refuse hauling. No person shall collect or remove garbage, refuse, or recycling in the city, except between the hours of 6:00 a.m. and 8:00 p.m. on any day. (4) Construction activities. No person shall engage in or permit construction activities involving the use of any kind of electric, diesel, gas - powered machine, or other power equipment except between the hours of 7:00 a.m. and 7:00 p.m. on any weekday or between the hours of 8:00 a.m. and 6:00 p.m. on any Saturday. No construction activities are allowed on any Sunday. Optional: Residential construction, repairs or maintenance, including lawn maintenance, conducted by the homeowner or occupant shall be permitted between the hours of 8:00 a.m. and 6: 00 p.m. on Sundays and public holidays. b. Emergency work exempted. (1) Noise created exclusively in the performance of emergency work shall be exempt from the provisions of this section. Any person responsible for such emergency work shall take all reasonable actions to minimize the amount of noise generated by such work. 2 Memorandum Re: Noise Ordinance 27 September 2012 (2) The term "emergency work" means activities that are necessary to protect or preserve lives or property from imminent danger of loss or harm, including work that is necessary to restore a public service or to eliminate a public hazard. (3) Emergency declaration. When conditions or circumstances within the boundaries of the city warrant, the City Administrator (or designee) in its discretion may declare that a city emergency exists. Without limitation, such emergencies may include or be the result of weather phenomena. The declaration that a city emergency exists shall have the effect of waiving application of this article to all activities reasonably related to the emergency. Exceptions. (1) Authority. The City Administrator or its designee shall have the authority to grant exceptions from the requirements of any provision of this subdivision. (2) Application. Any person seeking an exception shall file an application with the City Administrator or its designee on a form prescribed by the City. Information to be supplied in the application shall include but not be limited to the following information: (a) Statement of the dates and times during which the noise is proposed. (b) The location of the noise source. (c) The nature of the noise source. (d) Reasons why the exception is sought and identified hardship. (e) Steps taken to minimize the noise level. (f) Other information as required by the City Administrator. Memorandum Re: Noise Ordinance 27 September 2012 d. Enforcement. (1) Enforcement duties. The City Administrator or its designees shall enforce the provisions of this subdivision. The City Administrator or its designees may inspect private premises other than private residences and shall make all reasonable efforts to prevent violations of this article. (2) Nuisance violation. Any violation of this subdivision shall constitute a public nuisance. (3) Civil remedies. Violations of this subdivision shall be subject to the Administrative Enforcement provisions in Chapter 104 of this Code. Noise violations shall be classified as a Class A offense. This item is on the agenda for discussion on 2 October 2012. Cc: Bill Joynes Tim Keane Scott Zerby rd Wee kdays (M -F) Weekends City 7am 7am 7am 7am 7am 730am 7am 7am 7am Sam Sam Sam Sam gam gam gam loam No No 7pm 8pm 9pm 930pm 10pm 930pm 7pm 8pm 10pm 5pm 6pm 8pm 9pm 5pm 9pm 10pm 5pm Sun Hol Bemidji x x Centerville x x Chanhassen x x x x Crystal x x Deephaven x x Excelsior x x Falcon Hts. x x Isanti x sat x Maplewood x sat x Mendota Hts. x sat x x Morris x x Mound x x Moundsview x x Prescott, WI x Saint Michael x sat x Savage x sat x x Shakopee x x Shorewood x sat x Stillwater x x Exhibit A Tonka Bay x x TOTAL 7 2 3 1 5 1 3 1 2 1 2 1 2 2 4 1 1 6 3 MEMORANDUM TO: Planning Commission, Mayor and City Council FROM: Brad Nielsen DATE: 30 May 2013 RE: Code Discussion — Noise Ordinance FILE NO. City Code (Chapter 501) The Planning Commission has been working on and off for the past year on a possible noise ordinance. As of last September, a draft ordinance was offered by staff (see Planner's Memorandum, dated 27 September 2012 — attached). Discussion was subsequently bogged down by a highly unusual nuisance situation in the Hillendale Drive neighborhood. Next, we decided to wait and see what Excelsior was doing with respect to amending their noise ordinance. So, now we have circled back to the draft ordinance in the 27 September memorandum. As mentioned at subsequent meetings, the Hillendale problem cannot effectively be addressed by the noise ordinance and staff continues to work on alternative solutions to that problem. With respect to Excelsior's amendments, there are now two differences between their current code and our proposed draft: Construction hours. Excelsior allows construction to occur until 8:00 P.M., whereas our current policy is to stop work at 7:00 P.M. Refuse hauling. Excelsior does not allow haulers to operate earlier than 7:00 A.M. whereas our current policy allows them to start at 6:00 A.M. The draft ordinance will be revisited at Tuesday night's meeting. Cc: Bill Joynes Tim Keane Laura Hotvet CITY OF SHOREWOOD ORDINANCE NO. AN ORDINANCE AMENDING TITLE 500 OF THE SHOREWOOD ZONING CODE, REGARDING NUISANCES (NOISE) Section 1. Section 501.05 of the Shorewood City Code is hereby amended to add: "Subd. 20. Noise. The purpose of this section is to protect the comfort, repose, health, peace, safety, or welfare of city residents, and the quiet enjoyment of property within the city by imposing reasonable restrictions on the hours during which significant sources of noise may be used or operated. a. Hourly Restrictions on Certain Operations. (1) Recreational vehicles. No person shall drive or operate any minibike, snowmobile, or other recreational vehicle not licensed for travel on public highways, except between the hours of 7:30 a.m. and 9:00 p.m. Exception: Snowmobiles en route to or from trails or a lake, may operate between the hours of 7:00 a.m. and 10:00 p.m., Sunday through Thursday and between the hours of 7:00 a.m. and 11:00 p.m., on Friday and Saturday. (2) Domestic power equipment. No person shall operate a power lawn mower, power hedge clipper, chain saw, mulcher, garden tiller, edger, drill, or other similar domestic power maintenance equipment except between the hours of 7:30 a.m. and 9:00 p.m. on any weekday or between the hours of 9:00 a.m. and 9:00 p.m. on any weekend or holiday. Snow removal equipment is exempt from this subsection. (3) Refuse hauling. No person shall collect or remove garbage, refuse, or recycling in the city, except between the hours of 6:00 a.m. and 8:00 p.m. on any day. (4) Construction activities. No person shall engage in or permit construction activities involving the use of any kind of electric, diesel, gas - powered machine, or other power equipment except between the hours of 7:00 a.m. and 7:00 p.m. on any weekday or between the hours of 8:00 a.m. and 6:00 p.m. on any Saturday. No construction activities are allowed on any Sunday. Exception: Residential construction, repairs or maintenance, including lawn maintenance, conducted by the homeowner or occupant shall be permitted between the hours of 9:00 a.m. and 6:00 p.m. on Sundays and public holidays. b. Emergency work exempted. (1) Noise created exclusively in the performance of emergency work shall be exempt from the provisions of this section. Any person responsible for such emergency work shall take all reasonable actions to minimize the amount of noise generated by such work. (2) The term "emergency work" means activities that are necessary to protect or preserve lives or property from imminent danger of loss or harm, including work that is necessary to restore a public service or to eliminate a public hazard. (3) Emergency declaration. When conditions or circumstances within the boundaries of the city warrant, the City Administrator (or designee) in its discretion may declare that a city emergency exists. Without limitation, such emergencies may include or be the result of weather phenomena. The declaration that a city emergency exists shall have the effect of waiving application of this article to all activities reasonably related to the emergency. C. Exceptions. (1) Authority. The City Administrator or its designee shall have the authority to grant exceptions from the requirements of any provision of this subdivision. (2) Application. Any person seeking an exception shall file an application with the City Administrator or its designee on a form prescribed by the City. Information to be supplied in the application shall include but not be limited to the following information: (a) Statement of the dates and times during which the noise is proposed. (b) The location of the noise source. (c) The nature of the noise source. (d) Reasons why the exception is sought and identified hardship. (e) Steps taken to minimize the noise level. (f) Other information as required by the City Administrator. d. Enforcement. (1) Enforcement duties. The City Administrator or its designees shall enforce the provisions of this subdivision. The City Administrator or its designees may inspect private premises other than private residences and shall make all reasonable efforts to prevent violations of this article. (2) Nuisance violation. Any violation of this subdivision shall constitute a public nuisance. (3) Civil remedies. Violations of this subdivision shall be subject to the Administrative Enforcement provisions in Chapter 104 of this Code. Noise violations shall be classified as a Class A offense." Section 2. This Ordinance shall be in full 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 25th day of August 2014. Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk CITY OF SHOREWOOD RESOLUTION NO. A RESOLUTION APPROVING PUBLICATION OF ORDINANCE NO. BY TITLE AND SUMMARY WHEREAS, on 25 August 2014, the City Council of the City of Shorewood adopted Ordinance No. entitled "AN ORDINANCE AMENDING TITLE 500 OF THE SHOREWOOD ZONING CODE, REGARDING NUISANCES (NOISE)"; WHEREAS, the City staff has prepared a summary of Ordinance No. as follows: The purpose of this ordinance is to protect the comfort, repose, health, peace, safety, or welfare of city residents, and the quiet enjoyment of property within the city by imposing reasonable restrictions on the hours during which significant sources of noise may be used or operated. 2. This ordinance includes, but is not limited to, hours during which certain noise generating activities may occur, emergency situations, and enforcement of the ordinance and penalties for violation thereof. NOW THEREFORE, IT IS HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD: The City Council finds that the above title and summary of Ordinance No. clearly informs the public of intent and effect of the Ordinance. 2. The City Clerk is directed to publish Ordinance No. by title and summary, pursuant to Minnesota Statutes, Section 412.191, subdivision 4. 3. A full copy of the Ordinance is available at Shorewood City Hall and on the city's website. ADOPTED by the Shorewood City Council on this 25th day of August 2014 ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor 9A M # MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Resolution Rejecting Bids for Galpin Lake Road Sidewalk Improvement Project, Background: The City Council authorized preparation of plans and specifications for the Galpin Lake Road Sidewalk Improvement Project, City Project 13 -06 on February 10, 2014. The proposed sidewalk improvements include a 6 -foot wide bituminous pathway extending on Galpin Lake Road from the City border with Chanhassen to the TH 7 Lake, and an 8 -foot wide trail along TH 7 from Galpin Lake Road to CSAH 19. The plans also include the extension of an 8 -foot wide bituminous trail along Galpin Boulevard from the City border to Pheasant Drive, in the City of Chanhassen. The project bid opening is at the City of Shorewood City Hall on Tuesday, August 19, 2014. The City received four bids, with the lowest bid submitted by Rosti Construction of Jordan, MN, in the amount of $1,219,919.00. The City of Shorewood portion is $1,055,152.82 and the City of Chanhassen portion is $164,766.18. The feasibility report provided an opinion of construction costs for the 6 -foot wide trail alternative of $689,908.45. As bid, the construction cost of the lowest bid received is 52% above the feasibility report estimate. The final design included the realignment of the intersection of Galpin Lake Road and Mayflower Road, which was not included in the feasibility report. This modification was made to eliminate the need to acquire right of way, reduce wetland impacts, assists with drainage improvements, and includes geometrics to provide traffic calming. Without the intersection improvements, the Shorewood portion of the lowest bid received is 42% above the feasibility amount. The 2014 construction season, similar to 2013, has been impacted by the wet weather experienced in May and June, and has elevated bid construction projects regionally. The weather combined with the complexity of the project and high unit pricing for earthwork, pavement, and storm sewer contributed to the high bids received. Another factor one of the bidding contractors mentioned is that there is a lot of complexity to the project in a small area that requires a lot of labor, time and equipment, resulting in higher pricing. Financial or Budget Considerations: Plans have been prepared to State Aid requirements in order to request partial MSAS funding for the project. The MSAS participating (eligible) amount for the City of Shorewood portion is $913,692.82. The City will receive about $220,000 for the 2015 Construction Account allocation and currently has $72,000 in unencumbered funds available. The CIP provides $680,100 for this project, including MSAS funding. Recommendation / Action Requested: Staff recommends Council reject the bids due to the high bids received and rebid the project in February, 2015, or consider bidding with a larger project. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 City Project 13 -06 Meeting Date: August 25, 2014 Prepared by: Paul Hornby Reviewed by: Brad Nielsen Attachments: Resolution 14 -_ Rejecting Bids, Bid Recommendation Letter, Bid Summary Background: The City Council authorized preparation of plans and specifications for the Galpin Lake Road Sidewalk Improvement Project, City Project 13 -06 on February 10, 2014. The proposed sidewalk improvements include a 6 -foot wide bituminous pathway extending on Galpin Lake Road from the City border with Chanhassen to the TH 7 Lake, and an 8 -foot wide trail along TH 7 from Galpin Lake Road to CSAH 19. The plans also include the extension of an 8 -foot wide bituminous trail along Galpin Boulevard from the City border to Pheasant Drive, in the City of Chanhassen. The project bid opening is at the City of Shorewood City Hall on Tuesday, August 19, 2014. The City received four bids, with the lowest bid submitted by Rosti Construction of Jordan, MN, in the amount of $1,219,919.00. The City of Shorewood portion is $1,055,152.82 and the City of Chanhassen portion is $164,766.18. The feasibility report provided an opinion of construction costs for the 6 -foot wide trail alternative of $689,908.45. As bid, the construction cost of the lowest bid received is 52% above the feasibility report estimate. The final design included the realignment of the intersection of Galpin Lake Road and Mayflower Road, which was not included in the feasibility report. This modification was made to eliminate the need to acquire right of way, reduce wetland impacts, assists with drainage improvements, and includes geometrics to provide traffic calming. Without the intersection improvements, the Shorewood portion of the lowest bid received is 42% above the feasibility amount. The 2014 construction season, similar to 2013, has been impacted by the wet weather experienced in May and June, and has elevated bid construction projects regionally. The weather combined with the complexity of the project and high unit pricing for earthwork, pavement, and storm sewer contributed to the high bids received. Another factor one of the bidding contractors mentioned is that there is a lot of complexity to the project in a small area that requires a lot of labor, time and equipment, resulting in higher pricing. Financial or Budget Considerations: Plans have been prepared to State Aid requirements in order to request partial MSAS funding for the project. The MSAS participating (eligible) amount for the City of Shorewood portion is $913,692.82. The City will receive about $220,000 for the 2015 Construction Account allocation and currently has $72,000 in unencumbered funds available. The CIP provides $680,100 for this project, including MSAS funding. Recommendation / Action Requested: Staff recommends Council reject the bids due to the high bids received and rebid the project in February, 2015, or consider bidding with a larger project. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD RESOLUTION NO. 14- A RESOLUTION REJECTING BIDS FOR GALPIN LAKE ROAD SIDEWALK IMPROVEMENT PROJECT CITY PROJECT 13 -06 WHEREAS, pursuant to an advertisement for bids for local improvements designated as the Galpin Lake Road Sidewalk Improvement Project, City Project 13 -06, bids were received, opened on August 19, 2014, tabulated according to law, and such tabulation is attached hereto and made a part hereof, and WHEREAS, the City Council has determined that Rosti Construction of Jordan, MN 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 directed to reject all bids received for this project based upon project costs exceeding the budgeted construction costs. 2. That the City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with the said bids. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 25th day of August, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor WSB ,tlry:ua� acete ^M. -planning !�� a '� �� u ti Irq engineering August 19, 2014 Honorable Mayor and City Council City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: Galpin Lake Road Trail Improvement Project and Appurtenant Work Cities of Shorewood and Chanhassen, MN WSB Project No. 1459 -81 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 Tuesday, August 19, 2014, and were opened and read aloud. Four 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 Rosti Construction, Jordan, Minnesota in the amount of $1,219,919.00. The Engineer's Estimate for the overall project was $1,174,500.00, with the City of Shorewood portion estimated as $1,055,152.82. The City of Shorewood's portion of the project as bid compared to the feasibility report construction estimate of $689,908.45 is 42 percent higher than anticipated. The Twin Cities Metropolitan area has experienced higher bids in 2014, in part due to the weather conditions compressing the construction season. Earthwork, pavement, and storm sewer bid items were high and are items that would be constructed in 2015. Uncertainty in fuel costs contribute to these prices being higher. We recommend that the City Council consider these bids and reject the bids due to the high bids received. We recommend rebidding the project in February of 2015. Sincerely, WSB & Associates, Inc. Paul Hornby, PE Project Manager Enclosures cc: Jeff Smith, Rosti Construction ar St. Cloud • Minneapolis • St. Paul Equal Opportunity Employer wsbeng.com K: \01459- 810\Admin \Construction Admin \1459 -81 LTR REC -hmcc- 081914 PTH.doc PROJECT: Galpin Lake Road Trail Improvement Project and Appurtenant Work OWNER: Cities of Shorewood and Chanhassen, MN WSB PROJECT NO.: 1459 -81 Bids Opened: Tuesday, August 19, 2014 at 10:30 a.m. Paul Hornby, PE Denotes corrected figure K:101459- 8101AdminlConstruction Admin11459 -81 Bid Tab Summary- 081914 Bid Security Addendum No. Addendum No. Addendum No. Addendum No. Contractor (5 %) 1 2 3 4 Total Bid 1 Rosti Construction of MN, Inc. X X X X X $1,219,919.00 2 ASTECH Corporation X X X X X $1,223,405.00 3 Peterson Copmanies, Inc. X X X X X $1,414,882.45 4 Cobalt Contracting, Inc. X X X X X Engineer's Opinion of Cost $1,174,500.00 1 hereby certify that this is a true and correct tabulation of the bids as received on August 19, 2014. Paul Hornby, PE Denotes corrected figure K:101459- 8101AdminlConstruction Admin11459 -81 Bid Tab Summary- 081914 01459 -81 -Project Bid Abstract WS ANNEEMEM & Assoctats,s. lsrc. SHOR - Galpin Lake Road Trail Project Name: Improvement Project and Appurtenant Work Client: City of Shorewood Bid Opening: 8/19/2014 10:30 AM Contract No.: Project No.: 01459 -81 Owner: St. Paul WSB Project Bid Abstract Denotes Corrected Figure Pagel of 8 8/19/2014 Project 01459 -81 - SHOR - Gal in Lake Road Trail Improvement Project and Appurtenant Work Engineers Estimate Ros ti Construction of MN, Inc. Astech Cor p' Peterson Companies, Inc. Item No. I Item jUnits IQuantitylUnit Price I Total Price jUnit Price ITotal Price jUnit Price ITotal Price jUnit Price ITotal Price SCHEDULE A - TRAIL IMPROVEMENTS 1 2021.501 MOBILIZATION LUMP SUM 1 $60,000.00 $60,000.00 $95,000.00 $95,000.00 $25,000.00 $25,000.00 $65,075.00 $65,075.00 2 2101.501 CLEARING ACRE 0.7 $6,500.00 $4,550.00 $6,000.00 $4,200.00 $7,500.00 $5,250.00 $10,000.00 $7,000.00 3 2101.502 CLEARING TREE 41 $350.00 $14,350.00 $300.00 $12,300.00 $650.00 $26,650.00 $600.00 $24,600.00 4 2101.506 GRUBBING ACRE 0.7 $6,500.00 $4,550.00 $6,000.00 $4,200.00 $11,000.00 $7,700.00 $10,000.00 $7,000.00 5 2101.507 GRUBBING TREE 41 $350.00 $14,350.00 $300.00 $12,300.00 $650.00 $26,650.00 $600.00 $24,600.00 6 2101.601 TREE TRIMMING LUMP SUM 1 $5,000.00 $5,000.00 $1,000.00 $1,000.00 $11,000.00 $11,000.00 $10,000.00 $10,000.00 7 2101.602 CLEARING AND GRUBBING - SHRUB EACH 6 $50.00 $300.00 $25.001 $150.00 $55.001 $330.00 $50.00 $300.00 8 2104.501 REMOVE CURB AND GUTTER LIN FT 110 $8.00 $880.00 $6.00 $660.00 $4.00 $440.00 $25.00 $2,750.00 9 2104.501 REMOVE RETAINING WALL LIN FT 80 $15.00 $1,200.00 $20.00 $1,600.00 $46.00 $3,680.00 $20.00 $1,600.00 10 2104.501 REMOVE FENCE LIN FT 220 $5.00 $1,100.00 $4.00 $880.00 $6.00 $1,320.00 $7.00 $1,540.00 11 2104.501 REMOVE CABLE GUARD RAIL LIN FT 490 $20.00 $9,800.00 $5.00 $2,450.00 $8.00 $3,920.00 $4.50 $2,205.00 12 2104.501 REMOVE GUARD RAIL -PLATE BEAM LIN FT 140 $25.00 $3,500.00 $5.00 $700.00 $8.00 $1,120.00 $3.75 $525.00 13 2104.503 REMOVE BITUMINOUS WALK SQ FT 120 $8.00 $960.00 $2.00 $240.00 $4.00 $480.001 $1.75 $210.00 14 2104.505 REMOVE CONCRETE DRIVEWAY PAVEMENT SQ YD 40 $10.00 $400.00 $10.001 $400.00 $5.00 $200.00 $9.75 $390.00 15 2104.505 REMOVE BITUMINOUS DRIVEWAY PAVEMENT SQ YD 390 $8.00 $3,120.00 $6.00 $2,340.00 $5.00 $1,950.00 $3.00 $1,170.00 16 2104.505 REMOVE BITUMINOUS PAVEMENT SQ YD 3480 $5.00 $17,400.00 $3.00 $10,440.00 $4.00 $13,920.00 $6.95 $24,186.00 17 2104.509 REMOVE ANCHORAGE ASSEMBLY -CABLE EACH 2 $100.00 $200.00 $200.00 $400.00 $1,500.00 $3,000.00 $1,500.00 $3,000.00 18 2104.509 REMOVE ANCHORAGE ASSEMBLY -PLATE BEAM EACH 1 $100.00 $100.00 $200.00 $200.00 $1,500.00 $1,500.00 $1,500.00 $1,500.00 19 2104.509 REMOVE SIGN EACH 15 $50.00 $750.00 $25.00 $375.00 $60.001 $900.00 $45.001 $675.00 20 2104.511 SAWING CONCRETE PAVEMENT (FULL DEPTH) LIN FT 20 $6.00 $120.00 $7.00 $140.00 $5.00 $100.00 $8.00 $160.00 21 2104.513 SAWING BITUMINOUS PAVEMENT (FULL DEPTH) LIN FT 3430 $5.00 $17,150.00 $3.00 $10,290.00 $4.00 $13,720.00 $2.75 $9,432.50 22 2104.523 SALVAGE HYDRANT EACH 1 $1,000.00 $1,000.00 $800.00 $800.00 $2,800.00 $2,800.00 $1,000.00 $1,000.00 23 2104.523 SALVAGE AND REINSTALL POST EACH 3 $50.00 $150.00 $50.00 $150.00 $150.00 $450.00 $250.00 $750.00 24 2104.523 SALVAGE AND REINSTALL BOULDER EACH 1 $200.00 $200.00 $150.00 $150.00 $2,000.00 $2,000.00 $250.00 $250.00 01459 -81 -Project Bid Abstract Page 2 of 8 Project: 01459 -81 - SHOR -Gal in Lake Road Trail Improvement Project and Appurtenant Work 1 p p 1 pp Engineers Estimate 9 Rosti Construction of MN, Inc. Astech Corp. p' eterson Companies, Inc. p Item No. Item Units Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price 25 2104.601 SALVAGE AND REINSTALL LANDSCAPE STRUCTURES LUMP SUM 1 $5,000.00 $5,000.00 $2,500.00 $2,500.00 $7,500.00 $7,500.00 $5,000.00 $5,000.00 26 2104.601 SALVAGE AND REINSTALL YARD LIGHT EACH 1 $200.00 $200.00 $500.00 $500.00 $1,700.00 $1,700.00 $2,800.00 $2,800.00 27 2104.602 SALVAGE AND REINSTALL MAILBOX EACH 1 $150.00 $150.00 $150.00 $150.00 $150.00 $150.00 $75.00 $75.00 28 2104.603 ABANDON WATER MAIN LIN FT 500 $6.00 $3,000.00 $2.00 $1,000.00 $10.00 $5,000.001 $8.00 $4,000.00 29 2104.603 SALVAGE AND REINSTALL FENCE LIN FT 150 $25.00 $3,750.00 $8.00 $1,200.00 $20.00 $3,000.00 $11.50 $1,725.00 30 2104.618 SALVAGE AND REINSTALL BRICK PAVERS SQ FT 400 $10.00 $4,000.00 $9.001 $3,600.00 $25.00 $10,000.00 $10.50 $4,200.00 31 2105.501 COMMON EXCAVATION (EV) (P) CU YD 1393 $20.00 $27,860.00 $28.00 $39,004.00 $15.00 $20,895.00 $111.45 $155,249.85 32 2105.507 SUBGRADE EXCAVATION CU YD 141 $20.00 $2,820.00 $28.00 $3,948.00 $15.00 $2,115.00 $24.00 $3,384.00 33 2105.521 GRANULAR BORROW (CV) CU YD 1660 $20.00 $33,200.00 $35.00 $58,100.00 $25.00 $41,500.00 $22.80 $37,848.00 34 2105.521 GRANULAR BORROW (CV) CU YD 400 $20.00 $8,000.00 $25.00 $10,000.00 $28.00 $11,200.00 $22.80 $9,120.00 35 2105.525 TOPSOIL BORROW (LV) CU YD 1190 $25.00 $29,750.00 $25.00 $29,750.00 $29.00 $34,510.001 $30.00 $35,700.00 36 2105.601 DEWATERING LUMP SUM 1 $10,000.00 $10,000.00 $2,500.00 $2,500.00 $8,900.00 $8,900.00 $7,500.00 $7,500.00 37 2105.604 GEOTEXTILE FABRIC TYPE IV SQ YD 10001 $5.00 $5,000.00 $2.00 $2,000.00 $3.00 $3,000.00 $2.25 $2,250.00 38 2123.610 STREET SWEEPER (WITH PICKUP BROOM) HOUR 30 $150.00 $4,500.00 $75.00 $2,250.00 $140.00 $4,200.00 $130.00 $3,900.00 39 2211.501 AGGREGATE BASE CLASS 5 (100% CRUSHED) TON 2650 $20.00 $53,000.00 $40.00 $106,000.00 $25.00 $66,250.00 $28.40 $75,260.00 40 2231.501 BITUMINOUS PATCHING MIXTURE TON 170 $200.00 $34,000.00 $100.00 $17,000.00 $125.00 $21,250.00 $110.00 $18,700.00 41 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GALLON 160 $5.00 $800.00 $5.00 $800.00 $4.00 $640.00 $4.00 $640.00 42 2360.501 TYPE SP 9.5 WEARING COURSE MIXTURE (2,C) TON 520 $85.00 $44,200.00 $110.00 $57,200.00 $92.00 $47,840.00 $98.00 $50,960.00 43 2360.501 TYPE SP 12.5 WEARING COURSE MIXTURE (2,C) TON 160 $85.00 $13,600.00 $110.001 $17,600.00 $92.00 $14,720.00 $120.00 $19,200.00 44 2360.502 TYPE SP 12.5 NON WEARING COURSE MIXTURE (2,C) TON 260 $85.00 $22,100.00 $110.00 $28,600.00 $92.00 $23,920.00 $110.00 $28,600.00 45 2360.503 3.0" BITUMINOUS DRIVEWAY PAVEMENT SQ YD 340 $45.00 $15,300.00 $25.00 $8,500.00 $40.00 $13,600.00 $23.00 $7,820.00 46 2411.511 STRUCTURE EXCAVATION CU YD 400 $20.00 $8,000.00 $9.00 $3,600.00 $25.00 $10,000.00 $25.00 $10,000.00 47 2411.604 MODULAR BLOCK RETAINING WALL SQ FT 6000 $50.00 $300,000.00 $49.00 $294,000.00 $42.00 $252,000.00 $38.10 $228,600.00 48 2504.601 IRRIGATION SYSTEM REPAIR LUMP SUM 1 $2,000.00 $2,000.00 $1,200.00 $1,200.00 $6,000.00 $6,000.001 $7,500.00 $7,500.00 49 2504.602 CONNECT TO EXISTING WATER MAIN EACH 1 $1,000.00 $1,000.00 $500.00 $500.00 $4,600.00 $4,600.00 $5,000.00 $5,000.00 50 2504.602 ADJUST HYDRANT AND GATE VALVE EACH 1 $1,500.00 $1,500.00 $500.00 $500.00 $180.00 $180.00 $2,500.00 $2,500.00 51 2504.602 INSTALL SALVAGED HYDRANT EACH 1 $500.00 $500.00 $1,000.00 $1,000.00 $5,000.00 $5,000.00 $6,000.00 $6,000.00 52 2505.601 UTILITY COORDINATION LUMP SUM 1 $1,500.00 $1,500.00 $500.00 $500.00 $1,000.00 $1,000.00 $7,500.00 $7,500.00 53 2506.522 ADJUST FRAME & RING CASTING (SANITARY) EACH 2 $500.00 $1,000.00 $350.00 $700.00 $250.00 $500.00 $1,100.00 $2,200.00 54 2521.501 6" CONCRETE WALK SQ FT 800 $8.00 $6,400.00 $9.00 $7,200.00 $9.50 $7,600.00 $7.75 $6,200.00 55 2531.501 CONCRETE CURB & GUTTER DESIGN B618 LIN FT 3280 $16.00 $52,480.00 $15.00 $49,200.00 $16.00 $52,480.00 $32.75 $107,420.00 56 2531.507 6" CONCRETE DRIVEWAY PAVEMENT SQ YD 40 $65.00 $2,600.00 $80.00 $3,200.00 $84.00 $3,360.00 $60.00 $2,400.00 57 2531.618 TRUNCATED DOMES SQ FT 120 $38.00 $4,560.00 $40.00 $4,800.00 $42.00 $5,040.00 $50.00 $6,000.00 58 2531.618 ADA COMPLIANCE SUPERVISOR LUMP SUM 1 $1,000.00 $1,000.00 $1.00 $1.00 $7,200.00 $7,200.00 $3,000.00 $3,000.00 59 2554.501 TRAFFIC BARRIER DESIGN B8338 LIN FT 630 $30.00 $18,900.00 $35.00 $22,050.001 $10.30 $6,489.00 $19.50 $12,285.00 01459 -81 -Project Bid Abstract Page 3 of 8 Project: 01459 -81 - SHOR -Gal in Lake Road Trail Improvement Project and Appurtenant Work 1 p p 1 pp Engineers Estimate 9 Rosti Construction of MN, Inc. Astech Corp. p' eterson Companies, Inc. p Item No. Item Units Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price 60 2554.521 ANCHORAGE ASSEMBLY -PLATE BEAM EACH 1 $2,500.00 $2,500.00 $2,500.00 $2,500.00 $2,700.00 $2,700.00 $1,000.00 $1,000.00 61 2554.523 END TREATMENT - TANGENT TERMINAL EACH 1 $2,500.00 $2,500.00 $2,500.00 $2,500.00 $3,800.00 $3,800.00 $2,600.00 $2,600.00 62 2557.50 U CHAIN LINK FENCE VINYL COATED (BLACK) LIN FT 1100 $30.00 $33,000.00 $35.00 $38,500.00 $25.00 $27,500.00 $50.00 $55,000.00 63 2557.602 REPAIR DOG FENCE EACH 5 $500.00 $2,500.00 $250.00 $1,250.001 $350.00 $1,750.00 $400.00 $2,000.00 64 2563.601 TRAFFIC CONTROL LUMP SUM 1 $10,000.00 $10,000.00 $11,000.00 $11,000.00 $12,000.00 $12,000.00 $11,000.00 $11,000.00 65 2564.531 SIGN PANELS TYPE SPECIAL SQ FT 9 $50.001 $450.00 $35.00 $315.00 $47.00 $423.00 $50.001 $450.00 66 2564.531 SIGN PANELS TYPE C SQ FT 129 $35.00 $4,515.00 $32.00 $4,128.00 $47.00 $6,063.00 $50.00 $6,450.00 67 2564.602 SIGN PANEL TYPE D EACH 5 $250.00 $1,250.00 $275.00 $1,375.00 $47.00 $235.00 $400.00 $2,000.00 68 2564.602 SALVAGE AND REINSTALL SIGN EACH 3 $150.00 $450.00 $150.00 $450.00 $200.00 $600.00 $200.00 $600.00 69 2564.602 SALVAGE AND REINSTALL SIGN TYPE SPECIAL EACH 1 $200.00 $200.00 $150.00 $150.00 $350.00 $350.00 $500.00 $500.00 70 2571.601 TRANSPLANT HEDGE LIN FT 50 $50.00 $2,500.00 $25.00 $1,250.00 $70.00 $3,500.00 $35.00 $1,750.00 71 2573.502 SILT FENCE, TYPE MACHINE SLICED LIN FT 37301 $2.00 $7,460.00 $2.00 $7,460.00 $3.00 $11,190.00 $2.75 $10,257.50 72 2573.530 STORM DRAIN INLET PROTECTION EACH 31 $150.00 $4,650.00 $250.00 $7,750.00 $160.00 $4,960.00 $150.00 $4,650.00 73 2575.501 SEEDING ACRE 1.7 $2,500.00 $4,250.00 $1,000.00 $1,700.00 $4,000.00 $6,800.00 $5,000.00 $8,500.00 74 2575.502 SEED MIXTURE 270 POUND 190 $3.50 $665.00 $10.00 $1,900.00 $5.00 $950.00 $2.50 $475.00 75 2575.502 SEED MIXTURE 350 POUND 30 $5.50 $165.00 $10.001 $300.00 $6.00 $180.00 $3.00 $90.00 76 2575.523 EROSION CONTROL BLANKETS CATEGORY 3 SQ YD 1300 $2.00 $2,600.00 $3.00 $3,900.00 $4.00 $5,200.00 $1.50 $1,950.00 77 2575.532 FERTILIZER TYPE 2 POUND 5910 $2.00 $11,820.00 $1.00 $5,910.00 $3.00 $17,730.001 $0.01 $59.10 78 2575.560 HYDRAULIC SOIL STABILIZER TYPE 5 POUND 31001 $3.00 $9,300.00 $1.00 $3,100.00 $3.00 $9,300.00 $2.00 $6,200.00 79 2582.502 4" SOLID LINE WHITE -PAINT LIN FT 5980 $0.75 $4,485.00 $0.20 $1,196.00 $0.50 $2,990.00 $0.30 $1,794.00 80 2582.502 24" SOLID LINE WHITE -PAINT LIN FT 50 $5.00 $250.00 $3.00 $150.00 $4.50 $225.00 $4.32 $216.00 81 2582.502 4" DOUBLE SOLID LINE YELLOW -PAINT LIN FT 3240 $1.00 $3,240.00 $0.30 $972.00 $0.50 $1,620.00 $0.50 $1,620.00 82 2582.503 CROSSWALK MARKING -PAINT SQ FT 220 $3.50 $770.00 $1.251 $275.00 $3.50 $770.00 $3.55 $781.00 TotalSCHEDULEA - TRAILIMPROVEMENTS: $992,320.00 Q4{1C 9,QC1 $978,255.00 $1,190,397.95 SCHEDULE B - STORM SEWER IMPROVEMENTS 83 2104.501 REMOVE SEWER PIPE (STORM) LIN FT 40 $12.00 $480.00 $20.00 $800.00 $9.00 $360.00 $30.00 $1,200.00 84 2104.509 REMOVE METAL APRON EACH 2 $100.00 $200.00 $200.00 $400.00 $540.00 $1,080.00 $300.00 $600.00 85 2104.602 REMOVE MANHOLE TOP SECTION EACH 1 $150.00 $150.00 $200.00 $200.00 $800.00 $800.00 $650.00 $650.00 86 2451.609 GRANULAR FOUNDATION AND /OR BEDDING TON 400 $10.00 $4,000.00 $35.00 $14,000.00 $39.00 $15,600.00 $18.00 $7,200.00 87 2501.515 15' RC PIPE APRON EACH 6 $500.00 $3,000.00 $200.00 $1,200.00 $975.00 $5,850.00 $900.00 $5,400.00 88 2501.515 21" RC PIPE APRON EACH 1 $650.00 $650.00 $300.00 $300.00 $1,300.00 $1,300.00 $1,150.00 $1,150.00 89 2501.525 28" SPAN RC PIPE -ARCH APRON EACH 2 $850.00 $1,700.00 $1,000.00 $2,000.001 $1,800.001 $3,600.001 $2,000.001 $4,000.00 90 2501.602 TRASH GUARD FOR 15' PIPE APRON EACH 6 $200.00 $1,200.00 $250.00 $1,500.001 $850.001 $5,100.00 $500.00 $3,000.00 91 2501.602 TRASH GUARD FOR 21" PIPE APRON EACH 1 $300.00 $300.00 $350.00 $350.001 $1,000.001 $1,000.001 $600.001 $600.00 92 2501.602 TRASH GUARD FOR 28" SPAN PIPE APRON EACH 2 $500.00 $1,000.00 $450,001 $900,001 $1,300.001 $2,600.001 $800.001 $1,600.00 01459 -81 -Project Bid Abstract Page 4 of 8 Project: 01459 -81 - SHOR - Gal in Lake Road Trail Improvement Project and Appurtenant Work p p pp Engineers Estimate 9 Rosti Construction of MN, Inc. Astech Corp. p' eterson Companies, Inc. p Item No. Item Units Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price 93 2503.521 28" SPAN RC PIPE -ARCH SEWER CLASS IIA LIN FT 220 $65.00 $14,300.00 $75.00 $16,500.00 $80.00 $17,600.00 $82.50 $18,150.00 94 2503.541 15 RC PIPE SEWER DESIGN 3006 CLASS V LIN FT 1440 $40.00 $57,600.00 $55.00 $79,200.00 $40.00 $57,600.00 $44.00 $63,360.00 95 2503.541 21" RC PIPE SEWER DESIGN 3006 CLASS III LIN FT 50 $45.00 $2,250.00 $65.00 $3,250.00 $53.00 $2,650.00 $90.00 $4,500.00 96 2503.602 CONNECT TO EXISTING STORM SEWER EACH 3 $1,000.00 $3,000.00 $250.00 $750.001 $860.00 $2,580.00 $1,500.00 $4,500.00 97 12506.501 CONSTRUCT DRAINAGE STRUCTURE DESIGN 48 -4020 LIN FT 92 $250.00 $23,000.00 $115.00 $10,580.00 $660.00 $60,720.00 $547.75 $50,393.00 98 2506.502 CONSTRUCT DRAINAGE STRUCTURE DESIGN SPECIAL 1 EACH 2 $2,500.001 $5,000.00 $3,000.00 $6,000.00 $2,100.00 $4,200.00 $2,500.00 $5,000.00 99 2506.502 CONSTRUCT DRAINAGE STRUCTURE DESIGN SPECIAL 2 EACH 1 $5,000.00 $5,000.00 $5,000.00 $5,000.00 $17,500.00 $17,500.00 $10,920.00 $10,920.00 100 2506.502 CONSTRUCT DRAINAGE STRUCTURE DESIGN SPECIAL 3 EACH 1 $5,000.00 $5,000.00 $6,000.00 $6,000.00 $5,000.00 $5,000.00 $3,500.00 $3,500.00 101 2506.502 CONSTRUCT DRAINAGE STRUCTURE DESIGN SPECIAL 4 EACH 1 $5,000.00 $5,000.00 $7,000.00 $7,000.00 $5,000.00 $5,000.00 $3,200.00 $3,200.00 102 2506.502 CONSTRUCT DRAINAGE STRUCTURE DESIGN SPECIAL 5 EACH 1 $30,000.00 $30,000.00 $8,000.00 $8,000.00 $20,000.00 $20,000.00 $13,204.00 $13,204.00 103 2506.516 CASTING ASSEMBLY EACH 20 $750.00 $15,000.00 $600.00 $12,000.00 $490.00 $9,800.00 $900.00 $18,000.00 104 2511.501 RANDOM RIPRAP CLASS III CU YD 40 $100.00 $4,000.00 $95.00 $3,800.00 $125.00 $5,000.00 $105.001 $4,200.00 105 2511.515 GEOTEXTILE FILTER TYPE IV SQ YD 70 $5.001 $350.00 $2.00 $140.00 $3.00 $210.00 $2.251 $157.50 Total SCHEDULE B - STORM SEWER IMPROVEMENTS: $182,180.00 1,9 &7QQQ $245,150.00 1 $224,484.50 Total SCHEDULE A - TRAIL IMPROVEMENTS: $992,320.00 �Q40C,9„QQ $978,255.00 $1,190,397.95 Total SCHEDULE B - STORM SEWER IMPROVEMENTS: $182,180.00 11179wmsQo 1 $245,150.001 $224,484.50 Totals for Project 01459 -81 $1,174,500.00 $1,219,919.00 $1,223,405.00 $1,414,882.45 of Estimate for Project 01459 -81 1 3.87% 4.16%1 20.47% 01459 -81 -Project Bid Abstract Page 5 of 8 Project: 01459 -81 - SHOR -Gal pin Lake Road Trail Improvement Project and Appurtenant Work I I I Engineers Estimate ICobalt Contracting, Inc. Item No. I Item lUnits IQuantitylUnit Price ITotal Price jUnit Price ITotal Price SCHEDULE A - TRAIL IMPROVEMENTS 1 2021.501 MOBILIZATION LUMP SUM 1 $60,000.00 $60,000.00 $75,000.00 $75,000.00 2 2101.501 CLEARING ACRE 0.7 $6,500.00 $4,550.00 $11,000.00 $7,700.00 3 2101.502 CLEARING TREE 41 $350.00 $14,350.00 $664.00 $27,224.00 4 2101.506 GRUBBING ACRE 0.7 $6,500.00 $4,550.00 $11,000.00 $7,700.00 5 2101.507 GRUBBING TREE 41 $350.00 $14,350.00 $664.00 $27,224.00 6 2101.601 TREETRIMMING LUMP SUM 1 $5,000.00 $5,000.00 $11,000.00 $11,000.00 7 2101.602 CLEARING AND GRUBBING - SHRUB EACH 6 $50.00 $300.00 $55.00 $330.00 8 2104.501 REMOVE CURB AND GUTTER LIN FT 110 $8.00 $880.00 $8.00 $880.00 9 2104.501 REMOVE RETAINING WALL LIN FT 80 $15.00 $1,200.00 $97.00 $7,760.00 10 2104.501 REMOVEFENCE LIN FT 220 $5.00 $1,100.00 $5.20 $1,144.00 11 2104.501 REMOVE CABLE GUARD RAIL LIN FT 490 $20.00 $9,800.00 $4.00 $1,960.00 12 2104.501 REMOVE GUARD RAIL -PLATE BEAM LIN FT 140 $25.00 $3,500.00 $4.00 $560.00 13 2104.503 REMOVE BITUMINOUS WALK SQ FT 120 $8.00 $960.00 $9.001 $1,080.00 14 2104.505 REMOVE CONCRETE DRIVEWAY PAVEMENT SQ YD 40 $10.00 $400.00 $46.00 $1,840.00 15 2104.505 REMOVE BITUMINOUS DRIVEWAY PAVEMENT SQ YD 390 $8.00 $3,120.00 $7.00 $2,730.00 16 2104.505 REMOVE BITUMINOUS PAVEMENT SQ YD 3480 $5.00 $17,400.00 $8.00 $27,840.00 17 2104.509 REMOVE ANCHORAGE ASSEMBLY -CABLE EACH 2 $100.00 $200.00 $553.00 $1,106.00 18 2104.509 REMOVE ANCHORAGE ASSEMBLY -PLATE BEAM EACH 1 $100.00 $100.00 $553.00 $553.00 19 2104.509 REMOVE SIGN EACH 15 $50.00 $750.00 $50.00 $750.00 20 2104.511 SAWING CONCRETE PAVEMENT (FULL DEPTH) LIN FT 20 $6.00 $120.00 $17.001 $340.00 21 2104.513 SAWING BITUMINOUS PAVEMENT (FULL DEPTH) LIN FT 34301 $5.00 $17,150.00 $2.00 $6,860.00 22 2104.523 SALVAGE HYDRANT EACH 1 $1,000.00 $1,000.00 $1,660.00 $1,660.00 23 2104.523 SALVAGE AND REINSTALL POST EACH 3 $50.00 $150.00 $2,635.00 $7,905.00 24 2104.523 SALVAGE AND REINSTALL BOULDER EACH 1 $200.00 $200.00 $1,328.00 $1,328.00 25 2104.601 SALVAGE AND REINSTALL LANDSCAPE STRUCTURES LUMP SUM 1 $5,000.00 $5,000.00 $7,700.00 $7,700.00 26 2104.601 SALVAGE AND REINSTALL YARD LIGHT EACH 1 $200.00 $200.00 $1,660.00 $1,660.00 27 2104.602 SALVAGE AND REINSTALL MAILBOX EACH 1 $150.00 $150.00 $2,600.00 $2,600.00 28 2104.603 ABANDON WATER MAIN LIN FT 5001 $6.00 $3,000.00 $17.00 $8,500.00 29 2104.603 SALVAGE AND REINSTALL FENCE LIN FT 150 $25.00 $3,750.00 $26.00 $3,900.00 30 2104.618 SALVAGE AND REINSTALL BRICK PAVERS SQ FT 400 $10.00 $4,000.00 $13.00 $5,200.00 31 2105.501 COMMON EXCAVATION (EV) (P) CU YD 1393 $20.00 $27,860.00 $30.00 $41,790.00 32 2105.507 SUBGRADE EXCAVATION CU YD 141 $20.00 $2,820.00 $126.00 $17,766.00 33 2105.521 GRANULAR BORROW (CV) CU YD 1660 $20.00 $33,200.00 $36.001 $59,760.00 34 2105.521 GRANULAR BORROW (CV) CU YD 400 $20.00 $8,000.00 $41.001 $16,400.00 01459 -81 -Project Bid Abstract Page 6 of 8 Project: 01459 -81 - SHOR -Gal pin Lake Road Trail Improvement Project and Appurtenant Work Engineers Estimate Cobalt Contracting, Inc. Item No. Item Units Quantity Unit Price Total Price Unit Price Total Price 35 2105.525 TOPSOIL BORROW (LV) CU YD 1190 $25.00 $29,750.00 $28.00 $33,320.00 36 2105.601 DEWATERING LUMP SUM 1 $10,000.00 $10,000.00 $10,000.00 $10,000.00 37 2105.604 GEOTEXTILE FABRIC TYPE IV SQ YD 1000 $5.00 $5,000.00 $3.70 $3,700.00 38 2123.610 STREET SWEEPER (WITH PICKUP BROOM) HOUR 30 $150.00 $4,500.00 $134.00 $4,020.00 39 12211.501 AGGREGATE BASE CLASS 5 (100% CRUSHED) TON 26501 $20.00 $53,000.001 $36.00 $95,400.00 40 2231.501 BITUMINOUS PATCHING MIXTURE TON 170 $200.00 $34,000.00 $150.00 $25,500.00 41 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GALLON 160 $5.00 $800.00 $3.00 $480.00 42 2360.501 TYPE SP 9.5 WEARING COURSE MIXTURE (2,C) TON 520 $85.00 $44,200.00 $120.00 $62,400.00 43 2360.501 TYPE SP 12.5 WEARING COURSE MIXTURE (2,C) TON 160 $85.00 $13,600.00 $110.00 $17,600.00 44 2360.502 TYPE SP 12.5 NON WEARING COURSE MIXTURE (2,C) TON 260 $85.00 $22,100.00 $110.00 $28,600.00 45 2360.503 3.0" BITUMINOUS DRIVEWAY PAVEMENT SQ YD 340 $45.00 $15,300.00 $27.00 $9,180.00 46 2411.511 STRUCTURE EXCAVATION CU YD 400 $20.00 $8,000.00 $13.00 $5,200.00 47 2411.604 MODULAR BLOCK RETAINING WALL SQ FT 6000 $50.00 $300,000.00 $42.00 $252,000.00 48 2504.601 IRRIGATION SYSTEM REPAIR LUMP SUM 1 $2,000.00 $2,000.00 $5,534.00 $5,534.00 49 2504.602 CONNECT TO EXISTING WATER MAIN EACH 1 $1,000.00 $1,000.00 $5,000.00 $5,000.00 50 2504.602 ADJUST HYDRANT AND GATE VALVE EACH 1 $1,500.00 $1,500.00 $5,500.00 $5,500.00 51 2504.602 INSTALL SALVAGED HYDRANT EACH 1 $500.00 $500.00 $3,800.00 $3,800.00 52 2505.601 UTILITY COORDINATION LUMP SUM 1 $1,500.00 $1,500.00 $10,000.00 $10,000.00 53 2506.522 ADJUST FRAME & RING CASTING (SANITARY) EACH 2 $500.00 $1,000.00 $1,300.00 $2,600.00 54 2521.501 6" CONCRETE WALK SQ FT 800 $8.00 $6,400.00 $9.00 $7,200.00 55 2531.501 CONCRETE CURB & GUTTER DESIGN B618 LIN FT 3280 $16.00 $52,480.00 $16.00 $52,480.00 56 2531.507 6" CONCRETE DRIVEWAY PAVEMENT SQ YD 40 $65.00 $2,600.00 $84.00 $3,360.00 57 2531.618 TRUNCATED DOMES SQ FT 120 $38.00 $4,560.00 $42.00 $5,040.00 58 2531.618 ADA COMPLIANCE SUPERVISOR LUMP SUM 1 $1,000.00 $1,000.00 $2.00 $2.00 59 2554.501 TRAFFIC BARRIER DESIGN B8338 LIN FT 630 $30.00 $18,900.00 $21.00 $13,230.00 60 2554.521 ANCHORAGE ASSEMBLY -PLATE BEAM EACH 1 $2,500.00 $2,500.00 $1,100.00 $1,100.00 61 2554.523 END TREATMENT - TANGENT TERMINAL EACH 1 $2,500.00 $2,500.00 $2,900.00 $2,900.00 62 2557.50 U CHAIN LINK FENCE VINYL COATED (BLACK) LIN FT 1100 $30.00 $33,000.00 $9.00 $9,900.00 63 2557.602 REPAIR DOG FENCE EACH 5 $500.00 $2,500.00 $300.00 $1,500.00 64 2563.601 TRAFFIC CONTROL LUMP SUM 1 $10,000.00 $10,000.00 $11,000.00 $11,000.00 65 2564.531 SIGN PANELS TYPE SPECIAL SQ FT 9 $50.00 $450.00 $47.00 $423.00 66 2564.531 SIGN PANELS TYPE C SQ FT 129 $35.00 $4,515.00 $36.00 $4,644.00 67 2564.602 SIGN PANEL TYPE D EACH 5 $250.00 $1,250.00 $47.00 $235.00 68 2564.602 SALVAGE AND REINSTALL SIGN EACH 3 $150.00 $450.00 $193.00 $579.00 69 2564.602 SALVAGE AND REINSTALL SIGN TYPE SPECIAL EACH 1 $200.00 $200.00 $200.001 $200.00 01459 -81 -Project Bid Abstract Page 7 of 8 Project: 01459 -81 - SHOR -Gal pin Lake Road Trail Improvement Project and Appurtenant Work Engineers Estimate Cobalt Contracting, Inc. Item No. Item Units Quantity Unit Price Total Price Unit Price Total Price 70 2571.601 TRANSPLANT HEDGE LIN FT 50 $50.00 $2,500.00 $33.00 $1,650.00 71 2573.502 SILT FENCE, TYPE MACHINE SLICED LIN FT 3730 $2.00 $7,460.00 $2.00 $7,460.00 72 2573.530 STORM DRAIN INLET PROTECTION EACH 31 $150.00 $4,650.00 $276.00 $8,556.00 73 2575.501 SEEDING ACRE 1.7 $2,500.00 $4,250.00 $304.00 74 12575.502 SEED MIXTURE 270 POUND 190 $3.50 $665.00 $2.00 9 75 2575.502 SEED MIXTURE 350 POUND 30 $5.501 $165.00 $2.0094 76 2575.523 EROSION CONTROL BLANKETS CATEGORY 3 SQ YD 1300 $2.00 $2,600.00 $6.00 $7,800.00 77 2575.532 FERTILIZER TYPE 2 POUND 5910 $2.00 $11,820.00 $1.00 $5,910.00 78 2575.560 HYDRAULIC SOIL STABILIZER TYPE 5 POUND 3100 $3.00 $9,300.00 $2.20 : 81zq 1 79 2582.502 4" SOLID LINE WHITE -PAINT LIN FT 5980 $0.75 $4,485.00 $1.10 $6,578.00 80 2582.502 24" SOLID LINE WHITE -PAINT LIN FT 50 $5.00 $250.00 $5.50 $275.00 81 2582.502 4" DOUBLE SOLID LINE YELLOW -PAINT LIN FT 3240 $1.00 $3,240.00 $2.00 $6,480.00 82 2582.503 CROSSWALK MARKING -PAINT SQ FT 220 $3.50 $ 70.001 $5.001 $1,100.00 Total SCHEDULE A - TRAIL IMPROVEMENTS: $992,320.00 1134 ;$Q SCHEDULE B - STORM SEWER IMPROVEMENTS 83 2104.501 REMOVE SEWER PIPE (STORM) LIN FT 40 $12.00 $480.00 $44.00 $1,760.00 84 2104.509 REMOVE METAL APRON EACH 2 $100.00 $200.00 $442.00 $884.00 85 2104.602 REMOVE MANHOLE TOP SECTION EACH 1 $150.00 $150.00 $2,000.00 $2,000.00 86 2451.609 GRANULAR FOUNDATION AND /OR BEDDING TON 400 $10.00 $4,000.00 $17.00 $6,800.00 87 2501.515 15' RC PIPE APRON EACH 6 $500.00 $3,000.00 $1,000.00 $6,000.00 88 2501.515 21" RC PIPE APRON EACH 1 $650.00 $650.00 $1,217.00 $1,217.00 89 2501.525 28" SPAN RC PIPE -ARCH APRON EACH 2 $850.00 $1,700.001 $1,328.00 $2,656.00 90 2501.602 TRASH GUARD FOR 15' PIPE APRON EACH 6 $200.00 $1,200.00 $555.00 $3,330.00 91 2501.602 TRASH GUARD FOR 21" PIPE APRON EACH 1 $300.00 $300.00 $700.00 $700.00 92 2501.602 TRASH GUARD FOR 28" SPAN PIPE APRON EACH 2 $500.00 $1,000.00 $885.00 $1,770.00 93 2503.521 28" SPAN RC PIPE -ARCH SEWER CLASS IIA LIN FT 220 $65.00 $14,300.00 $182.00 $40,040.00 94 2503.541 15' RC PIPE SEWER DESIGN 3006 CLASS V LIN FT 1440 $40.00 $57,600.00 $55.00 $79,200.00 95 2503.541 21" RC PIPE SEWER DESIGN 3006 CLASS III LIN FT 50 $45.001 $2,250.00 $77.00 $3,850.00 96 2503.602 CONNECT TO EXISTING STORM SEWER EACH 3 $1,000.00 $3,000.00 $1,100.00 $3,300.00 97 2506.501 CONSTRUCT DRAINAGE STRUCTURE DESIGN 48 -4020 LIN FT 92 $250.00 $23,000.00 $500.00 $46,000.00 98 2506.502 CONSTRUCT DRAINAGE STRUCTURE DESIGN SPECIAL 1 EACH 2 $2,500.00 $5,000.00 $8,300.00 1116360019P 99 2506.502 CONSTRUCT DRAINAGE STRUCTURE DESIGN SPECIAL 2 EACH 1 $5,000.00 $5,000.00 $16,000.00 $16,000.00 100 2506.502 CONSTRUCT DRAINAGE STRUCTURE DESIGN SPECIAL 3 EACH 1 $5,000.00 $5,000.00 $4,500.00 $4,500.00 101 2506.502 CONSTRUCT DRAINAGE STRUCTURE DESIGN SPECIAL 4 EACH 1 $5,000.00 $5,000.00 $9,400.001 $9,400.00 102 2506.502 CONSTRUCT DRAINAGE STRUCTURE DESIGN SPECIAL 5 EACH 1 $30,000.001 $30,000.001 $17,200.001 $17,200.00 01459 -81 -Project Bid Abstract Page 8 of 8 I hereby certify that this is an exact reproduction of bids received. Certified By: C �— License No. 23359 Date: August 19, 2014 Project: 01459 -81 - SHOR -Gal pin Lake Road Trail Improvement Project and Appurtenant Work Engineers Estimate Cobalt Contracting, Inc. Item No. Item Units Quantity Unit Price Total Price Unit Price Total Price 103 2506.516 CASTING ASSEMBLY EACH 20 $750.00 $15,000.00 $880.00 $17,600.00 104 2511.501 IRANDOM RIPRAP CLASS III CU YD 40 $100.00 $4,000.00 $113.00 $4,520.00 105 2511.515 IGEOTEXTILE FILTER TYPE IV SQ YD 70 $5.00 $350.00 $12.00 $840.00 Total SCHEDULE B - STORM SEWER IMPROVEMENTS: $182,180.00 86Qi1 Total SCHEDULE A - TRAIL IMPROVEMENTS: $992,320.00 134 $Q Total SCHEDULE B - STORM SEWER IMPROVEMENTS: $182,180.00$6QC1 Tota Is for Project 01459 -81 1 1 $1,174,500.001 of Estimate for Project 01459 -81 1 1 1 1 21.00% I hereby certify that this is an exact reproduction of bids received. Certified By: C �— License No. 23359 Date: August 19, 2014 #9B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Approve Plans, Specifications and Authorize Advertisement for Bids for 2014 Bituminous Mill and Overlay Improvement Project, City Project 14 -04 Meeting Date: August 25, 2014 Prepared by: Paul Hornby Reviewed by: Attachments: Plan Title Sheet, Resolution Approving Plans, specifications and Authorizing Advertisement for bids Background: As part of the City Capital Improvement Plan and Pavement Management Plan, the City budgets for the maintenance of roadways as part of the Bituminous Mill and Overly project. The 2014 Bituminous Mill and Overlay Project includes Charleston Circle, Club Valley Road, Elbert Point, Lake Virginia Drive, McKinley Circle, Radisson Entrance, and Timber Lane. The 2014 Capital Improvement Plan budget includes $264,000 in the Street Reconstruction Fund for road maintenance for bituminous mill and overlays. The enclosed Resolution Approves the project plans and specifications and authorizes the advertisement for bids. The opening of bids is scheduled for 10:00 a.m., Thursday, September 18, 2014. Options: 1. Approve the resolution Approving Plans, Specifications and Authorizing Advertisement for Bids for the 2014 Bituminous Mill & Overlay, City Project 14 -04. 2. Direct staff to modify plans. 3. Take no action on this item. Recommendation / Action Requested: Staff recommends approval of the Resolution Approving Plans and Specifications, and Authorize Advertisement for Bids for the 2014 Bituminous Mill & Overlay, City Project 14 -04. 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 APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZATION FOR ADVERTISEMENTS FOR BIDS 2014 BITUMINOUS MILL & OVERLAY PROJECT CITY PROJECT 14 -04 WHEREAS, the City of Shorewood designated $264,000 in the Street Reconstruction Fund for roadway maintenance as bituminous mill & overlay in the Capital Improvement Plan; and WHEREAS, the Director of Public Works has identified streets within the City that need bituminous mill and overlay maintenance in accordance with the Pavement Management program; and WHEREAS, the City Engineer has prepared plans and specifications for City Project 14 -04, 2014 Bituminous Mill and Overlay Project. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood, Minnesota: The plans and specifications prepared by the City Engineer for such improvement. Said plans and specifications are hereby approved and shall be filed with the City Clerk. 2. The City Clerk shall prepare and cause to be inserted in the official paper and according to MN State Law an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisement shall be published for 2 weeks, shall specify the work to be done, shall state that bids will be opened and considered by the Council at 10:00 a.m. (CST), onThursday, September 18, 2014, in the City Hall Council Chambers, and that no bids will be considered unless sealed and filed with the Clerk and accompanied by a cash deposit, cashier's check, bid bond, or certified check payable to the Clerk for 5 percent of the amount of each bid. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 25th day of August, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor PLAN SYMBOLS PROPOSED >� Ex 7, snrvSArvl l ipflv TAflx ----- — ` PRDPpsEO sipflN »� EXISTING SiDRN — — — — --- — — \ PRDPDSED CATCH OASIx Exl5T1rvG [AT[x 0A5Iry — — .— —L-- — .— — PRDPDSED NATERxAIN —I \ \� EXISTING NATERxAIry — — I— — — — —I— — PRDPpSE1 HvpfltrvT —ILL EXISi1NG "GRANT PRDPDSED FACE pF CURB �Pasc� PRpP05ED EDGE OF BITUMIxpVS o nt $orG \ — — " elan Lake Minnetonka /� Upper Lope 2014 Mill and Overlay GOVERNING SPECIFICATIONS Project THE 2005 EDITION OF THE MINNESOTA DEPARTMENT OF TRANSPORTATION Improvement 1 roj eet "STANDARD VI SPECIFICATIONS MEN MENTS THERETO SHALL GOVERN. SPECIAL PROVISIONS. AND ANY AMENDMENTS THERETO E I THE 'STANDARD ATI O A and Appurtenant Work for the City of Ui1L IT IES SPECIFICATION FOR NPTERD - SERVICE LINE INSTALLATION AND SiORN SEWER INSTALLATION ALLAi ION" REFERENCED "CE AM" OPTED 2013. OR AS MODIFIED IN THE PROJECT MANUAL, S T TOT �! T� %O O T ALL TRAFFIC CONTROL DEVICES AND SIGNING SHALL CON DEVICES 1H1 K �, W L TO THE JULY MINNESOTA MAMMAL ON UNIFORM FI TRAFFIC CONTROL T DEVICES DATED JULY 2012. CONTROL INN THE FIELD MANUAL FOR TENPpflAflY iflAFF IC CDrvTRDL ZDrvE LAYOUTS. 2012 EDIT IDrv. 70 7Nf 9ZS7 iF CPJR XAaTFAif. FRuV BA4ff14a S!/PR' /f0 BY 771flPS. 7HJS /AYBRAN7/OV IS /'M WMR& IJ.ff t7V[Y ANB AYi7 JN7fADf0 70 Bf 115!0 Fr ZXr4YA7 /6V IVFIWZS, 71,07 LJBSURFACf !J71Z /7Y JNFBRMA7JfW LOAN GN 7h2"Sf BRAAIAES eaWZ,9N 14G 7YPf ANB Z X47 /OV GF A91Y47f 1712 171ZS HAS BffN BfS1"47K2 71z 17Y V&& 17Y z Yf[ B. 7H /S GJA[17Y [Elf[ YAS Bf7fRM /Nf0 ACCBRB /NS 42 7HZ &IlX[/NfS GF C / /ASZZ 3@ -BP, fN7 /7[f °S7d4&IV GU /BF[IAYS FGP 7Hf ZMZZ'7 /GV ANB BfP /C71M GF fX /S71N6 SL&SIJRFACf BA74 ° 7Nf /NFriVKl7 /GV A'BYN DV XSf BRAYlf CGYCFRN /NG 7Hf IYfY AND [CCA7 /6V GF PR /YA7f U711171f5 IS AD7 G 4RAN7ff0 7S Bf ACC FA7f GP A[t JAt(t IW 7h Su ZRAC7GR /S 10 Bl1fRNJAP Tiff 7YPf AAD ZIX47 /GN r PR /YA7f 97J[J7JfS AS ANY Bf NECESSARY 7S Arlo ZW11Sf 7if 7L S747Z [AY RfeV1,TS ANYOVf B /CG /NG. GRAD /N6 GR fXCAYA7 /N6 70 M7A /N A F/fZ0 ZX47f U A[Z 97 1Z /7 1fS. sa vTHC .Marto.nlvm. P<Ime we an Byo THC �ma ws�nla.lmm�. Radison Enterance TICKET NUMBER: 132112600- 132112536- 132112524 B EXCAVATION NOTICE SYSTEM A CALL TO GOPHER STATE ONE 1454 -00021 IS REOUIRED A MINIMUM OF 48 HOURS PRIOR TO PERFORMING ANY EXCAVATION. 2U14 RlI and Overlay wsa Project ty Prjsao ' AlrammuN ssimrfeBr sharewaad city Project N,. 14 -xx SHEET WSB �dl;ISS,hX.aso.ls „hs.A,XX Improvement Project I and Appurtenant Work for the City of OF I. II INS” i1I �� Shorewood, Minnesota Title Sheet 12 #10A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Approval of the Joint and Cooperative Agreement II with the Lake Minnetonka Communications Commission Meeting Date: August 25, 2014 Prepared by: William S. Joynes, City Administrator Reviewed by: Attachments: Resolution, Agreement Background: After the withdrawal and reconfiguration of the Lake Minnetonka Communications Commission (LMCC) this last year, the remaining Commission members have rewritten the Joint Powers Agreement governing the organization. On August 14, 2014, the full commission approved the attached document for submission to the member cities. Under Section XIV. Section 1, each member is asked to approve and execute a copy of the Agreement. Recommendation / Action Requested: Adopt a Resolution Approving the Joint and Cooperative Agreement II with the Lake Minnetonka Communications Commission, and authorize the Mayor and City Administrator to execute the Agreement. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD RESOLUTION NO. 14- A RESOLUTION AUTHORIZING THE MAYOR AND CITY ADMINISTRATOR TO ENTER INTO THE JOINT AND COOPERATIVE AGREEMENT II WITH THE LAKE MINNETONKA COMMUNICATIONS COMMISSION WHEREAS, The Lake Minnetonka Communications Commission (LMCC) approved the rewrite of the LMCC Joint and Cooperative Agreement at its August 14, 2014 meeting; WHEREAS, The LMCC is requesting all member cities of the LMCC to approve the attached Agreement, which was written to simplify, clarify, and eliminate any language in the former Agreement that was no longer being strictly adhered to; WHEREAS, The Agreement shall become effective upon adoption by eight (8) or more member cities; NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Shorewood as follows: That the Mayor and City Administrator, on behalf of the City of Shorewood, are hereby authorized to enter into the Joint and Cooperative Agreement II with the Lake Minnetonka Communications Commission, a copy of which is attached hereto and made a part hereof. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 25th day of August, 2014. Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk Lw"CCLAKE 4071 SLJNSE;T DRIVE a BOX :385 m SPRING (SARK, MN 5384 -0385 m 952.4713125 m FAX 952.471.91 `a 1 m 1n'x (Mrnc c- W,org August 18, 2014 DEEPc -HAVEN All City Members of the Lake Minnetonka Communications Commission: EXCELSIOR RE: Approval of LMCC JPA as Rewritten in 2014 by Attorney Robert Vose and Reviewed and Approved by the Full LMCC Commission on August 14, 2014. GREENWOOD The Lake Minnetonka Communications Commission (LMCC) unanimously approved INDEPENDENCE the enclosed rewrite of the LMCC JPA at the August 14, 2014 Full Commission Meeting. LONG I,PJ(E The LMCC is sending the JPA to all member cities of the LMCC for approval by your City Council. The purpose of the rewrite was to simplify, clarify and eliminate any LOREi-ro language in the former JPA that was no longer being strictly adhered to. The original document was written in 1983 and still had some references to cities such as Tonka Bay MAPLE PLAIN or timelines that were no longer relevant. There have been amendments in past years but the commission wanted it to accurately reflect the more recent changes to the ME DINA operation and structure of the LMCC. This was deemed to be appropriate timing in light of the 2014 franchise renewal with Mediacom. MINNE rONKA BEAD -I Under section XIV. Section 1. Execution of Agreement. Each Member shall approve and execute a copy of this agreement in accordance with applicable law. (Please fill in MINNETRISTA the date your city executed the agreement and sign the necessary signatures and titles on the last page.) ORONO Also under section XIV. Section 2. Effective Date. This agreement shall become sT. BONfFAr..rtas effective upon adoption by eight (8) or more Members. Please mail or email a copy of your city's execution of the document to the LMCC. "SP40RL9XlOOD Thank you for your continued participation in the LMCC. SL'ROFJG 9'F4R4C TONKA BAY Sally Koen,ecke VICTORIA Executive Director Lake Minnetonka Communications Commission WOODLAND 952 -471 -7125 Ext. 101 LAKE MINNETONKA COMMUNICATIONS COMMISSION JOINT AND COOPERATIVE AGREEMENT II This agreement amends, restates and supersedes that certain Joint and Cooperative Agreement forming the Lake Minnetonka Communications Commission adopted in 1983 and amended in 1989, 1997, 2007 and 2013. The parties to this agreement are governmental units of the State of Minnesota. This agreement is made pursuant to Minn. Stat. §§ 238.08 and 471.59 I. PI TR PnQFi . The general purpose of this agreement is to establish an organization to grant, administer and enforce a non - exclusive cable communications franchise or franchises in the member cities, produce public, educational and governmental programming for the member cities, and advise the member cities regarding communications matters which may affect them. II. N A X4F. The organization established by this agreement shall continue to be known as the "Lake Minnetonka Communications Commission." III. DEFINITIONS es used herein, these terms shall mean as follows: Section 1. "Commission" means the organization created pursuant to this agreement. Section 2. "Director" means a person appointed by a member city to be its representative on the Commission. Section 3. "Member" means a city which enters into this agreement and is, at the time, in good standing. IV. 443249 RN LK115 -16 -- APPROVED BY THE LMCC BOARD 08 -14 -14 1 MF.MRF.R C Section 1. Current Members. The following Minnesota cities are Members: Deephaven, Excelsior, Greenwood, Independence, Long Lake, Loretto, Maple Plain, Minnetonka Beach, Shorewood, Spring Park, St. Bonifacius, and Woodland. Section 2. Additional Members. Other municipalities desiring to become Members may be admitted by majority vote of the Commission in accordance with Article VII, Section 2 herein. The Commission may, by resolution, impose conditions upon the admission of additional Members. Any municipality admitted as a Member shall execute a copy of this agreement and conform to all requirements herein. V. DIRECTORS Section 1. Appointment. Each Member may appoint two Directors, one of whom shall be a member of the city council or the city council's designee and the other a qualified voter residing within that city. Each Member may also appoint one alternate Director who is also a qualified voter residing within that city. Notice of the appointed Directors and their contact information shall be provided to the Commission in writing. Section 2. Term. A Director shall serve indefinitely, at the pleasure of the Director's city council. A Director may be removed by a Member city council at any time. Section 3. Voting. Each Member shall have two weighted votes for each 1,000 dwelling units or fraction thereof in that municipality as recorded in the most recent records of the Metropolitan Council; provided, however, that each Member shall have at least two votes and no Member shall have more than eight votes. Prior to December 31 of each year, Commission staff shall determine and report the number of dwelling units in each Member to the Commission. In the event two Directors for a Member are present and vote on a matter at a duly convened 443249 RN LK115 -16 -- APPROVED BY THE LMCC BOARD 08 -14 -14 2 Commission meeting, each Director shall vote one -half of that Member's weighted vote total. In the event one Director for a Member is present and votes on a matter at a duly convened Commission meeting, such Director shall vote that Member's entire weighted vote total. In the event no Directors for a Member are present to vote on a matter at a duly convened Commission meeting, that Member shall not vote on such matter at the meeting. Voting by proxy shall not be allowed. Section 4. Compensation. Directors shall serve without compensation from the Commission Section 5. Vacancies. A vacancy in the office of Director shall exist for any of the reasons set forth in Minnesota Statutes, § 351.02, or upon revocation of a Director's appointment by a Member city council duly filed with the Commission. Each Member city council may fill a vacancy by appointment of a replacement Director. A suspected vacancy shall be reported by the Commission to the Member. VI. OFFICERS Section 1. Annual Election. The officers of the Commission shall consist of a minimum of a Chair, a Vice Chair, and a Secretary /Treasurer who will be elected at the first full Commisson meeting each year. Section 2. Chair and Vice Chair. The Chair shall preside at all meetings of the Commission and shall perform all duties incident to the office of Chair and such other duties as may be prescribed by the Commission. The Vice Chair shall act as Chair in the absence of the Chair. Section 3. Secretary /Treasurer. The Secretary /Treasurer shall be responsible for keeping a record of all the proceedings of the Commission, giving notice of meetings, keeping custody of the Commission's funds, paying its bills, keeping its financial records and generally conducting its financial affairs. The Commission may delegate certain of these responsibilities to its staff or retain accountants or other professionals to assist with these responsibilities. 443249 RJV LK115 -16 -- APPROVED BY THE LMCC BOARD 08 -14 -14 3 Section 4. Authorized Expenditures. All checks drawn upon the Commission's bank account shall require the signatures of the Chair (or Vice Chair in the Chair's absence) and the Secretary /Treasurer or the chief executive of the Commission as a substitute for either. The Commission's fmancial books and records shall be audited annually by an independent auditor designated by the Commission. Section 5. Executive Committee. The Commission may establish an Executive Committee consisting of three officers, or such larger number as the Commission may establish in the bylaws. The Executive Committee shall enjoy such authority as may be delegated by the Commission. The Executive Committee shall meet at the call of the Chair or any two members of the Executive Committee. At least forty-eight hours advance written notice of that meeting shall be liven to all members of the Executive Committee. VII. MEETINGS Section 1. Bylaws. The Commission may adopt bylaws governing its procedures including the time, place, notice for and frequency of its regular meetings, procedure for calling special meetings, and procedural matters. The Commission may amend the bylaws from time to time. Section 2. Voting /Quorum. The presence of Directors from a majority of the Members shall constitute a quorum of the Commission, but a smaller number may adjourn from time to time. No action shall be approved or other business performed except upon a majority of the weighted votes cast at a duly convened meeting of the Commission. VIII. POWERS, RIGHTS AND DUTIES OF COMMISSION The Commission shall have the following powers, rights, and duties: Section 1. Franchising Authority. It shall act as the cable communications franchising authority for the Members and may grant a cable 443249 RJV LK115 -16 -- APPROVED BY THE LMCC BOARD 08 -14 -14 4 communications franchise pursuant to applicable law. Such franchise may authorize the construction, operation, maintenance, and management of a cable communications system within the municipal boundaries of the Members. Any franchise ordinance granted by the Commission shall be signed by the Chair and attested by the chief executive of the Commission or the Secretary /Treasurer, and shall be published in the official newspapers of the Members. Section 2. Franchise Amendment. It may amend the franchise ordinance from time to time. An amendment to the franchise ordinance shall be signed by the Chair and attested by chief executive of the Commission or the Secretary /Treasurer, and published in the official newspapers of the Members. Section 3. Administration/Enforcement. It shall administer and enforce the franchise ordinance; provided that the franchise may permit the enforcement of certain of its provisions by Members. Section 4. Rates. It may regulate rates charged subscribers by the cable communications company to the extent provided by applicable law. Section 5. Lobbying. It may engage in legislative affairs or lobbying regarding cable communications matters before the FCC, the Minnesota Legislature, or Congress. Section 6. Advisory Authority: It may investigate communications- related matters and provide advice and recommendations related thereto to the Members. Section 7. Gifts /Grants. It may accept gifts, apply for and use grants and enter into agreements in connection therewith and it may hold, use and dispose of money or property received as a gift or grant in accordance with the terms hereof. Section 8. Contracts. It may enter into any contracts deemed necessary to carry out its powers and duties. Contracts shall be let and purchases shall be made in accordance with the legal requirements applicable to contracts and purchases by Minnesota statutory cities. 443249 RJV LK115 -16 -- APPROVED BY THE LMCC BOARD 08 -14 -14 5 Section 9. Property. It may purchase or acquire personal property and convey real or personal property upon an affirmative vote of the Commission, but may not purchase real property without the prior approval of at least two - thirds (2/3) of its Members. Section 10. Employees and Consultants. It may employ staff and retain consultants to produce programming and assist in the grant, administration and enforcement of the cable communications franchise(s). Section 11. Other Actions. It may exercise any other power necessary and incidental to the implementation of its powers and duties. Wq FINANCIAL MATTERS Section 1. Annual Budget. The Commission shall annually formulate a proposed budget for the ensuing calendar year by August 31 and shall promptly provide such proposed budget to each Member City. The budget shall be effective unless rejected by a majority of the Member Cities within 45 days after its receipt. Section 2. Commission Funding. The Commission shall be funded from monies collected from franchised cable operators and other revenues from Commission activities, grants, gifts, or the like. The Commission shall not be funded by dues, assessments or similar charges to Members without the approval of such Member(s). Section 3. Commission Expenditures. The Commission may expend funds in any lawful manner, consistent with this agreement. X. WITHDRAWAL Section 1. Notice of Withdrawal. A Member may withdraw from the Commission by filing a written notice of withdrawal with the Commission by October 1 of any year. Such withdrawal shall be effective as of December 31 of the next calendar year and membership shall continue until the effective date and 443249 RJV LK115 -16 -- APPROVED BY THE LMCC BOARD 08 -14 -14 6 its financial obligation to the Commission is paid in full. A notice of withdrawal may be rescinded by a Member prior to the effective date. Section 2. Effectiveness of Ordinance after Withdrawal. Any franchise ordinance adopted and granted by the Commission shall provide that it is effective and enforceable within the territorial limits of a city which has withdrawn from the Commission under this article. A city which has withdrawn shall administer and enforce the cable communications franchise ordinance as to its corporate boundaries. Section 3. Cooperation. The Commission and a city which withdraws under this article shall cooperate with each other and use their best efforts to achieve an orderly and efficient transfer to that city of the administrative and enforcement authority over the cable communications system established within the withdrawn city. Section 4. Commission Assets. A Member withdrawing from the Commission shall have no claim on the assets of the Commission except pursuant to the Minnesota Data Practices Act. Section 5. Merger. The merger of two or more municipalities then Members of the Commission shall not be deemed a withdrawal of the merged municipalities for the purposes of this agreement. In the event of such a merger, the newly created municipality shall be entitled to the number of votes on the Commission calculated pursuant to this agreement based upon the number of dwelling units within the newly formed municipality. DISSOLUTION Section 1. Method. The Commission shall be dissolved upon an affirmative vote of two- thirds (2/3) of the Member cities. Section 2. Distribution of Assets. Upon dissolution, the remaining assets of the Commission, after payment of all obligations, shall be distributed among the 443249 RJV LK115 -16 -- APPROVED BY THE LMCC BOARD 08 -14 -14 then existing Members in proportion to the number of dwelling units in each, or in such other way as those Members may agree by a majority vote. Section 3. Effectiveness of Ordinance after Dissolution. The franchise ordinance adopted and granted by the Commission shall provide that it is effective and enforceable within the corporate limits of all cities which were Members prior to the dissolution of the Commission. After dissolution, each city shall administer and enforce the cable communications franchise ordinance within its corporate boundaries. XII. MEDIATION OF DISPUTES Section 1. Mediation. Any controversy arising out of or relation to this agreement including but not limited to the withdrawal by a Member shall be mediated by a qualified mediator prior to initiation of any litigation. Section 2. Selection of Mediator. The mediator may be an individual mutually selected by the parties to the issue in controversy. If the parties are unable to agree upon a mediator, the League of Minnesota Cities shall make the selection. XIII. LIABILITY Section 1. Indemnification The Commission shall indemnify, defend and hold harmless the Members and their officers, elected officials, employees, and volunteers, from and against all claims, damages, losses, and expenses, arising out of the acts or omissions of the Commission in carrying out this agreement. To the fullest extent permitted by law, actions by the Members under this agreement are intended to be and shall be construed as a "cooperative activity" and the Commission shall be deemed a "single governmental unit" for the purposes of liability as set forth in Minnesota Statutes, Section 471.59, subd. la(a). Each Member expressly declines responsibility for the acts or omissions of other 443249 RJV LK 115 -16 -- APPROVED BY THE LMCC BOARD 08 -14 -14 8 Members. This agreement does not constitute a waiver of the limitations of liability set forth in Minnesota Statutes, Section 466.04. Section 2. Insurance. The Commission shall procure and maintain liability insurance coverage with reasonable limits. The Commission may purchase additional insurance coverage in amounts and on such terms as it may determine from time to time. The Commission shall provide Members with copies of its certificate(s) of insurance upon request. XIV. MISCELLANEOUS Section 1. Execution of Agreement. Each Member shall approve and execute a copy of this agreement in accordance with applicable law. Section 2. Effective Date. This agreement shall become effective upon adoption by eight (8) or more Members. Section 3. Previous Agreement Superseded. This agreement supersedes all previous agreements between the Members hereto establishing a Joint cable communications commission. Section 4. Amendment. Any proposed amendment to this agreement shall be provided to all Members. The Commission may provide a recommendation to Members regarding any proposed amendment. The agreement shall be amended upon the approval of a proposed amendment by two- thirds (2/3) of all Members. Section 5. Duration. This agreement shall continue in effect for an indefinite term, until dissolution in accordance with the terms of this agreement. iN WITNESS WHEREOF, the undersigned governmental unit has caused this agreement, as amended, to be signed and delivered on its behalf. EXECUTED as of , 2014. 443249 RJV LK115 -16 -- APPROVED BY THE LMCC BOARD 08 -14 -14 q (SEAL) CITY OF By Its By- its 443249 RJV LK115 -16 -- APPROVED BY THE LMCC BOARD 08 -14 -14 10 #1OB MEETING TYPE Regular Meeting City of Shorewood Council Meeting Item Title / Subject: Adoption of the Preliminary 2015 General Fund Operating Budget and Tax Levy Meeting Date: August 25, 2014 Prepared by: Bruce DeJong, Finance Director Reviewed by: Bill Joynes, City Administrator Attachment: Resolution Policy Consideration: Adoption of this resolution will allow Shorewood to certify the preliminary levy to Hennepin County for inclusion on the Truth -in- Taxation property tax notices. Background: By statute, the City Council must approve a proposed budget and property tax levy by September 30. This date is a legislative change from the previous date of September 15th. The 2015 General Fund budget has been prepared in accordance with council recommendations from the August 11 Council meeting with a 2.5% total levy increase. The budget for revenues and expenditures may change up or down through December. However, the levy amount set at this point is a cap which cannot be increased when final adoption of the budget and levy occur in December. Financial or Budget Considerations: The adoption of this resolution does not commit the City Council to any specific budget levels other than the maximum amount of property tax revenue that may be levied. Options: The City Council may choose to: 1. Adopt the preliminary budget and levy as presented. 2. Make any additional changes desired and adopt the amended budget and levy. Recommendation / Action Requested: Staff recommends that the City Council adopt the resolution as submitted by staff. Next Steps and Timelines: Staff will present the Capital Improvement Plan and Enterprise fund budgets as anticipated on the adopted budget schedule. The final budget, tax levy, capital outlay, enterprise budgets, and CIP adoption will occur in December after the Truth -in- Taxation public hearing is completed. Connection to Vision / Mission: This process contributes to sound financial management by providing financial resources to pay for desired city services. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 GENERAL FUND BUDGET SUMMARY Approved Requested Actual Actual Budget YTD Budget Budget Percent Dollar 2012 2013 2013 2014 2014 2015 Change Change REVENUES TAXES 4,783,939 4,764,472 4,763,319 1,742,400 4,858,585 4,980,050 2.5% 121,465 LICENSES & PERMITS 175,086 204,600 124,200 124,821 132,770 147,770 11.3% 15,000 INTERGOVERNMENTAL 76,102 96,549 70,401 64,734 96,251 75,751 -21.3% (20,500) CHARGES FOR SERVICES 64,825 33,194 35,150 36,278 41,700 42,200 1.2% 500 FINES & FORFEITURES 66,230 59,294 57,000 20,255 57,000 57,000 0.0% - MISCELLANEOUS REVENUE 141,013 205,010 213,900 101,607 232,900 210,400 -9.7% (22,500) TRANSFERS 330 317,182 - - 25,000 25,000 0.0% - TOTAL REVENUES 5,307,525 5,680,301 5,263,970 2,090,095 5,444,206 5,538,171 1.7% 93,965 EXPENDITURES CITY COUNCIL Personnel 16,794 16,794 16,800 8,397 16,800 22,200 32.1% 5,400 Materials and Supplies 887 2,035 2,000 142 1,200 2,000 66.7% 800 Support Services and Charges 80,309 90,885 72,450 26,215 156,121 110,350 -29.3% (45,771) Transfers 13,600 91,700 47,700 283,414 70,000 70,000 0.0% - Total City Council 111,590 201,414 138,950 318,168 244,121 204,550 -16.2% (39,571) Administration Personnel 373,915 240,032 359,671 120,139 250,323 251,153 0.3% 830 Materials and Supplies 18,276 15,649 18,450 8,211 19,300 20,900 8.3% 1,600 Support Services and Charges 82,008 134,401 42,175 54,425 147,290 145,500 -1.2% (1,790) Capital - - - - - - - Total City Administration 474,199 390,082 420,296 182,775 416,913 417,553 0.2% 640 FINANCE Personnel 120,556 137,469 132,929 69,200 134,758 134,758 0.0% - Materials and Supplies 8,042 8,547 8,400 7,171 9,050 10,050 11.0% 1,000 Support Services and Charges 11,686 14,619 11,600 8,725 16,000 16,000 0.0% - Capital - - - - - - - Total Finance 140,284 160,635 152,929 85,096 159,808 160,808 0.6% 1,000 PROFESSIONAL SERVICES Support Services and Charges 190,592 199,042 202,900 81,660 211,060 215,060 1.9% 4,000 Total Professional Services 190,592 199,042 202,900 81,660 211,060 215,060 1.9% 4,000 PLANNING Personnel 181,382 181,143 170,666 91,935 173,157 173,157 0.0% - Materials and Supplies 137 292 650 - 250 300 20.0% 50 Support Services and Charges 7,691 7,684 7,400 3,478 11,900 11,000 -7.6% (900) Capital - - 200 - - - - Total Planning 189,210 189,119 178,916 95,413 185,307 184,457 -0.5% (850) MUNICIPAL BUILDINGS Materials and Supplies 40,799 60,118 22,130 24,154 21,400 23,400 9.3% 2,000 Support Services and Charges 149,878 141,227 164,800 12,422 165,800 170,800 3.0% 5,000 Capital 2,441 - - - - - - Transfers 102,200 100,450 100,450 - 103,950 101,513 -2.3% (2,437) Total Municipal Buildings 295,318 301,795 287,380 36,576 291,150 295,713 1.6% 4,563 Total General Government 1,401,193 1,442,087 1,381,371 799,688 1,508,359 1,478,141 -2.0% (30,218) less transfers (115,800) (192,150) (148,150) (283,414) (173,950) (171,513) Net General Government 1,285,393 1,249,937 1,233,221 516,274 1,334,409 1,306,628 POLICE Materials and Supplies 1,328 - - - - - - Support Services and Charges 991,383 1,018,680 1,015,077 608,928 1,045,056 1,072,645 2.6% 27,589 Capital 225,132 227,764 235,437 172,323 229,763 225,181 -2.0% (4,582) Total Police 1,217,843 1,246,444 1,250,514 781,251 1,274,819 1,297,826 1.8% 23,007 Page 1 iiamMARTITTITIM (Planned Use of Fund Balance) Page 2 Approved Requested Actual Actual Budget YTD Budget Budget Percent Dollar 2012 2013 2013 2014 2014 2015 Change Change FIRE Support Services and Charges 331,987 345,728 349,582 261,591 344,940 361,315 4.7% 16,375 Capital 277,906 287,655 287,643 208,817 282,271 276,156 -2.2% (6,115) Total Fire 609,893 633,383 637,225 470,408 627,211 637,471 1.6% 10,260 PROTECTIVE INSPECTIONS Personnel 114,396 123,411 120,588 59,781 121,323 121,323 0.0% - Materials and Supplies 242 - 200 - 200 200 0.0% - Support Services and Charges 5,813 6,813 5,300 1,342 5,300 7,700 45.3% 2,400 Total Protective Inspections 120,451 130,224 126,088 61,123 126,823 129,223 1.9% 2,400 Total Public Safety 1,948,187 2,010,051 2,013,827 1,312,782 2,028,853 2,064,520 1.8% 35,667 CITY ENGINEER Personnel 84,615 460 92,549 - - - - Materials and Supplies 144 - 200 37 - - Support Services and Charges 21,688 68,690 11,220 15,719 87,900 87,900 0.0% Capital - - - - - - Total City Engineer 106,447 69,150 103,969 15,756 87,900 87,900 0.0% - PUBLIC WORKS SERVICES Personnel 417,330 434,212 428,775 153,953 439,587 494,547 12.5% 54,960 Materials and Supplies 120,684 141,763 171,300 44,985 167,200 167,700 0.3% 500 Support Services and Charges 121,758 105,845 138,550 43,915 141,600 142,600 0.7% 1,000 Capital - - 1,200 - 2,500 - -100.0% (2,500) Transfers 750,000 772,500 772,500 - 800,000 830,000 3.8% 30,000 Total Public Works Services 1,409,772 1,454,320 1,512,325 242,853 1,550,887 1,634,847 5.4% 83,960 SNOW AND ICE CONTROL Personnel 27,502 56,862 56,662 45,392 58,339 58,339 0.0% - Materials and Supplies 29,509 44,835 45,000 25,591 45,000 45,000 0.0% Total Snow and Ice Control 57,011 101,697 101,662 70,983 103,339 103,339 0.0% - Total Streets & Highways 1,573,230 1,625,167 1,717,956 329,592 1,742,126 1,826,086 4.8% 83,960 less transfers (750,000) (772,500) (772,500) - (800,000) (830,000) 3.8% (30,000) Net Streets & Highways 823,230 852,667 945,456 329,592 942,126 996,086 PARKS MAINTENANCE Personnel 101,395 82,222 103,358 59,121 109,473 109,473 0.0% - Materials and Supplies 17,095 18,908 19,300 3,866 20,300 23,300 14.8% 3,000 Support Services and Charges 32,807 38,816 30,910 13,464 34,600 38,000 9.8% 3,400 Total Parks Maintenance 151,297 139,946 153,568 76,451 164,373 170,773 3.9% 6,400 RECREATION Personnel 37,627 51,296 36,360 26,565 36,743 36,743 0.0% - Materials and Supplies 1,171 4,818 1,500 2,503 5,800 5,800 0.0% - Support Services and Charges 15,446 13,051 20,145 5,358 18,800 18,800 0.0% - Transfers 42,000 42,000 42,000 - 42,000 42,000 0.0% - Total Recreation 96,244 111,165 100,005 34,426 103,343 103,343 0.0% - Total Recreation 247,541 251,111 253,573 110,877 267,716 274,116 2.4% 6,400 less transfers (42,000) (42,000) (42,000) - (42,000) (42,000) Net Recreation 205,541 209,111 211,573 110,877 225,716 232,116 GENERAL FUND TOTAL EXPENDITURES 5,170,151 5,328,416 5,366,728 2,552,939 5,547,054 5,642,863 1.7% 95,809 REVENUE OVER /(UNDER) EXPENDITURES 137,374 351,885 (102,758) (462,844) (102,848) (104,692) 1.8% (1,844) (Planned Use of Fund Balance) Page 2 GENERAL FUND REVENUE DETAIL Approved Requested Actual Actual Budget YTD Budget Budget Percent Dollar 2012 2013 2013 2014 2014 2015 Change Change REVENUES TAXES 3010 GENERAL PROPERTY TAX 4,608,958 4,617,654 4,763,319 1,742,400 4,858,585 4,980,050 2.5% 121,465 3011 DELINQUENT AD VALOREM TAXES 61,571 43,292 3100 FISCAL DISPARITIES 113,410 103,526 TOTAL TAXES 4,783,939 4,764,472 4,763,319 1,742,400 4,858,585 4,980,050 2.5% 121,465 LICENSES & PERMITS 3211 LIQUOR LICENSES 9,165 8,820 8,300 8,820 8,820 0.0% - 3212 TOBACCO LICENSES 1,000 1,250 1,000 500 500 0.0% - 3216 TREE TRIMMING LICENSES 510 570 450 500 500 0.0% - 3217 RENTAL HOUSING LICENSES 780 1,140 1,000 1,000 1,000 0.0% - 3218 OTHER BUSINESS LICENSES AND PE 4,411 7,817 3,100 3,500 3,500 0.0% - 3221 BUILDING PERMITS 124,523 146,256 92,000 100,000 110,000 10.0% 10,000 3222 PLAN CHECK FEES 31,990 36,357 15,000 15,000 20,000 33.3% 5,000 3223 DOG LICENSES 2,482 2,140 3,300 3,300 3,300 0.0% - 3224 FARM ANIMAL 150 150 - 100 100 0.0% - 3225 HORSE PERMITS 50 25 50 50 50 0.0% - 3230 DOMESTIC PARTNERSHIP REGISTRATION 25 75 - TOTAL LICENSES & PERMITS 175,086 204,600 124,200 132,770 147,770 11.3% 15,000 INTERGOVERNMENTAL 3314 BULLET -PROOF VEST GRANT 1,328 247 - - 3341 LOCAL PERFORMANCE AID 1,023 1,041 1,000 1,000 1,000 0.0% - 3343 MKT VALUE CREDIT AID 245 26 - 3344 PERA AID 4,751 4,751 4,751 4,751 4,751 0.0% - 3345 MUNICIPAL STATE AID FOR STREET 68,755 70,479 64,650 68,000 70,000 2.9% 2,000 3362 AIS GRANT FROM MCWD 20,005 22,500 - - 100.0% (22,500) TOTAL INTERGOVERNMENTAL 76,102 96,549 70,401 961251 75,751 -21.3% (20,500) CHARGES FOR SERVICES 3400 CHARGES FOR SERVICES 4,037 - - - 3413 ZONING AND SUBDIVISION FEES 7,243 5,070 4,500 4,000 4,500 12.5% 500 3414 PASS -THRU CHARGES 10,034 (9,034) - - - #DIV /0! - 3415 SALE OF COPIES 264 220 1,000 500 500 0.0% - 3417 SPECIAL ASSESSMENT SEARCHES 350 200 150 200 200 0.0% - 3471 RECREATION RENTALS 1,498 1,524 - 30,000 1,500 -95.0% (28,500) 3472 TREE SALES 6,828 - - - 3473 PARK PROGRAMS 31,357 32,844 29,500 1,500 32,000 2033.3% 30,500 3474 ARCTIC FEVER /PRINCESS TEA 3,214 2,370 - 5,500 3,500 -36.4% (2,000) TOTAL CHARGES FOR SERVICES 64,825 33,194 35,150 41,700 42,200 1.2% 500 FINES & FORFEITURES 3510 FINES & FORFEITS 66,230 59,294 57,000 57,000 57,000 0.0% - TOTAL FINES & FORFEITURES 66,230 59,294 57,000 57,000 57,000 0.0% - MISCELLANEOUS REVENUE 3620 INTEREST EARNINGS 25,603 12,902 35,000 35,000 35,000 0.0% - 3623 CONTRIBUTIONS AND DONATIONS FR 300 700 - - 3624 REFUNDS & REIMBURSEMENTS 67,832 46,838 10,000 32,500 10,000 -69.2% (22,500) 3626 DRY HYDRANT CHARGES (6) 2,436 3,500 - - - 3627 CELLULAR ANTENNA REVENUE 29,320 132,996 150,000 150,000 150,000 0.0% - 3670 MISCELLANEOUS REVENUE 17,964 9,138 15,400 15,400 15,400 0.0% - TOTAL MISCELLANEOUS REVENUE 141,013 205,010 213,900 232,900 210,400 -9.7% (22,500) TRANSFERS 3910 TRANSFERS FROM OTHER FUNDS 330 317,182 - 25,000 25,000 0.0% - TOTAL TRANSFERS 330 317,182 - 25,000 25,000 0.0% - TOTAL REVENUES 5,307,525 5,680,301 5,263,970 5,444,206 5,538,171 1.7% 93,965 Page 3 CITY COUNCIL General Coding: 101 -11- TOTAL COUNCIL 111,590 201,414 138,950 318,168 244,121 204,550 -16.2% (39,571) Page 4 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar PERSONAL SERVICES 2012 2013 2013 2014 2014 2015 Change Change 4103 PART -TIME 15,600 15,600 15,600 7,800 15,600 20,600 32.1% 5,000 4122 FICA CONTRIB - CITY SHARE 1,194 1,194 1,200 597 1,200 1,600 33.3% 400 TOTAL PERSONAL SERVICES 16,794 16,794 16,800 8,397 16,800 22,200 32.1% 5,400 MATERIALS & SUPPLIES 4245 GENERAL SUPPLIES 887 2,035 2,000 142 1,200 2,000 66.7% 800 TOTAL MATERIALS & SUPPLIES 887 2,035 2,000 142 1,200 2,000 66.7% 800 SUPPORT SERVICES/CHARGES 4302 CONSULTING FEES -- - 4331 TRAVEL, CONFERENCE & SCHOOLS 2,395 3,214 4,500 1,261 4,500 4,500 0.0% - 4351 PRINTING AND PUBLISHING - - 4400 CONTRACTUAL SERVICES 32,873 41,176 270 45,000 - - 100.0% (45,000) 4433 DUES AND SUBSCRIPTIONS 40,041 41,495 47,000 24,684 47,865 49,000 2.4% 1,135 4440 MISC SERVICES 5,000 5,000 20,950 - 58,756 56,850 -3.2% (1,906) TOTAL SUPPORT SERVICES /CHARGES 80,309 90,885 72,450 26,215 156,121 110,350 -29.3% (45,771) TRANSFERS 4820 OPERATING TRANSFERS 13,600 91,700 47,700 283,414 70,000 70,000 0.0% - TOTAL TRANSFERS 13,600 91,700 47,700 283,414 70,000 70,000 0.0% - TOTAL COUNCIL 111,590 201,414 138,950 318,168 244,121 204,550 -16.2% (39,571) Page 4 ADMINSTRATION General Coding: 101-13- PERSONAL SERVICES 4101 FULL-TIME REGULAR 4102 FULL-TIME OVERTIME 4103 PART-TIME 4121 PERA/ICMA CONTRIB - CITY SHARE 4122 FICA CONTRIB - CITY SHARE 4131 EMPLOYEE INSURANCE - CITY SHARE 4141 UNEMPLOYMENT COMPENSATION 151 WORKERS COMPENSATION TOTAL PERSONAL SERVICES MATERIALS & SUPPLIES 4200 OFFICE SUPPLIES 4208 POSTAGE 4221 MAINTENANCE OF EQUIPMENT 4245 GENERAL SUPPLIES TOTAL MATERIALS & SUPPLIES SUPPORT SERVICES/CHARGES 4321 COMMUNICATIONS - TELEPHONE 4331 TRAVEL, CONFERENCE & SCHOOLS 4351 PRINTING AND PUBLISHING 4400 CONTRACTUAL SERVICES 4433 DUES AND SUBSCRIPTIONS 4440 MISC SERVICES TOTAL SUPPORT SERVICES/CHARGES CAPITAL OUTLAY 4240 MACHINERY & EQUIPMENT TOTAL CAPITAL OUTLAY 373,915 240,032 359,671 120,139 250,323 251,153 0.3% 830 4,790 3,844 5'000 1,365 Approved Dept -9.1% (500) Actual Actual Budget YTD Budget Request Percent Dollar 2012 2013 2013 2014 2014 2015 Change Change 238,085 141,783 286,860 104,814 187,866 187,866 0.0% 41,600 29,170 - 1,497 12,520 12,520 0.0% 20,064 12,070 20,797 6,547 13,620 14,450 6.1% 830 21,181 12,640 21,945 6,973 15,330 15,330 0.0% - 45,585 29,993 30,069 - 20,987 20,987 0.0% 7,400 14,376 - - - - 308 373,915 240,032 359,671 120,139 250,323 251,153 0.3% 830 4,790 3,844 5'000 1,365 5,500 5,000 -9.1% (500) 10,878 10,857 11,150 5,040 11,000 11,000 0.0% - 1,589 - 1,400 1,736 1,900 4,000 110.5% 2,100 1,019 948 900 70 900 900 0.0% - 18,276 15,649 18,450 8,211 19,300 20,900 8.3% 1,600 962 565 1,100 - - - 3,909 4,478 8,710 3,235 6,500 6,500 0.0% - 2,477 794 2,000 840 2,000 1,500 -25.0% (500) 74,134 128,239 28,365 49,561 138,320 137,000 -1.0% (1,320) 526 325 2,000 330 470 500 6.4% 30 - - - 459 - 82,008 134,401 42,175 54,425 147,290 145,500 -1.2% (1,790) TOTAL ADMINISTRATION 474,199 390,082 420,296 182,775 416,913 417,553 0.2% 640 Page 5 FINANCE General Coding: 101-15- TOTAL FINANCE 140,284 160,635 152,929 85,096 159,808 160,808 0.6% 1,000 Page 6 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar PERSONAL SERVICES 2012 2013 2013 2014 2014 2015 Change Change 4101 FULL-TIME REGULAR 97,460 108,488 106,078 60,987 107,669 107,669 0.0% 4121 PERA CONTRIB - CITY SHARE 7,424 7,782 7,691 3,980 7,806 7,806 0.0% 4122 FICA CONTRIB - CITY SHARE 7,834 7,750 8,115 4,040 8,237 8,237 0.0% 4131 EMPLOYEE INSURANCE - CITY SHARE 7,838 13,449 11,045 193 11,046 11,046 0.0% TOTAL PERSONAL SERVICES 120,556 137,469 132,929 69,200 134,758 134,758 0.0% MATERIALS & SUPPLIES 4200 OFFICE SUPPLIES 110 37 - 282 250 250 0.0% 4221 MAINTENANCE OF EQUIPMENT 7,839 8,078 8,100 6,889 8,500 9,500 11.8% 1,000 4245 GENERALSUPPLIES 93 432 300 - 300 300 0.0% - TOTAL MATERIALS & SUPPLIES 8,042 8,547 8,400 7,171 9,050 10,050 11.0% 1,000 SUPPORT SERVICES/CHARGES 4301 AUDITING & ACCOUNTING SERVICES 2,700 2,066 - 5,880 3,600 3,600 0.0% - 4331 TRAVEL, CONFERENCE & SCHOOLS 2,877 4,440 4,000 908 4,000 4,000 0.0% - 4351 PRINTING AND PUBLISHING - 2,246 700 900 900 0.0% - 4400 CONTRACTUAL SERVICES - - 1,000 1,000 1,000 0.0% - 4330 DUES AND SUBSCRIPTIONS 280 220 500 77 500 500 0.0% - 4440 MISC SERVICES 2 - - - 4450 BANK SERVICE CHARGES 5,827 5,647 5,400 1,860 6,000 6,000 0.0% - TOTAL SUPPORT SERVICES/CHARGES 11,686 14,619 11,600 8,725 16,000 16,000 0.0% - TOTAL FINANCE 140,284 160,635 152,929 85,096 159,808 160,808 0.6% 1,000 Page 6 PROFESSIONAL SERVICES General Coding: 101 -16- SUPPORT SERVICES /CHARGES 4301 AUDITING & ACCOUNTING SERVICES 4304 CIVIL LEGAL CONTRACT 4304 PROSECUTION CONTRACT 4400 CONTRACTUAL ASSESSOR SERVICES 4440 MISC SERVICES TOTAL SUPPORT SERVICES /CHARGES 190,592 199,042 202,900 81,660 211,060 215,060 1.9% 4,000 TOTAL PROFESSIONAL SERVICES 190,592 199,042 202,900 81,660 211,060 215,060 1.9% 4,000 Page 7 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar 2012 2013 2013 2014 2014 2015 Change Change 27,625 23,225 25,000 1,700 26,660 26,660 0.0% - 36,559 40,000 44,000 10,151 44,400 44,400 0.0% - 28,250 33,360 33,900 16,809 34,000 34,000 0.0% - 98,158 102,457 100,000 53,000 106,000 110,000 3.8% 4,000 TOTAL SUPPORT SERVICES /CHARGES 190,592 199,042 202,900 81,660 211,060 215,060 1.9% 4,000 TOTAL PROFESSIONAL SERVICES 190,592 199,042 202,900 81,660 211,060 215,060 1.9% 4,000 Page 7 PLANNING General Coding: 101 -18- PERSONAL SERVICES 4101 FULL -TIME REGULAR 4103 PART -TIME 4121 PERA CONTRIB - CITY SHARE 4122 FICA CONTRIB - CITY SHARE 4131 EMPLOYEE INSURANCE - CITY SHAR 4141 UNEMPLOYMENT COMPENSATION TOTAL PERSONAL SERVICES MATERIALS & SUPPLIES 4200 OFFICE SUPPLIES 4221 MAINTENANCE OF EQUIPMENT 4245 GENERAL SUPPLIES TOTAL MATERIALS & SUPPLIES SUPPORT SERVICES /CHARGES 4321 COMMUNICATIONS - CELLULAR PHON 4331 TRAVEL, CONFERENCE & SCHOOLS 4351 PRINTING AND PUBLISHING 4400 CONTRACTUAL SERVICES 4433 DUES AND SUBSCRIPTIONS _ TOTAL SUPPORT SERVICES /CHARGES CAPITAL OUTLAY 4240 FURNITURE AND FIXTURES Actual Actual Budget YTD Budget Request Percent Dollar 2012 2013 2013 2014 2014 2015 Change Change 121,955 103,497 133,887 81,563 135,193 135,193 0.0% 18,015 37,719 - 1,179 1,070 1,000 - 10,493 10,065 9,707 5,103 9,802 9,802 0.0% - 9,638 9,440 10,242 4,995 10,342 10,342 0.0% 18,558 20,422 16,830 274 17,820 17,820 0.0% 2,723 - - 11,900 11,000 -7.6% (900) 181,382 181,143 170,666 91,935 173,157 173,157 0.0% - 137 292 - - - - 400 250 250 300 20.0% 50 137 292 650 - 250 300 20.0% 50 1,018 869 800 405 1,000 1,000 0.0% - 1,598 1,770 2,000 1,618 4,200 4,200 0.0% - 1,179 1,070 1,000 460 1,000 1,100 10.0% 100 2,893 2,850 2,500 4,500 3,500 -22.2% (1,000) 1,003 1,125 1,100 995 1,200 1,200 0.0% - 7,691 7,684 7,400 3,478 11,900 11,000 -7.6% (900) - - 200 - TOTAL CAPITAL OUTLAY - - 200 - - - TOTAL PLANNING 189,210 189,119 178,916 95,413 185,307 184,457 -0.5% (850) Page 8 MUNICIPAL BUILDINGS General Coding: 101-19- TOTAL MUNICIPAL BUILDINGS 295,318 301,795 287,380 36,576 291,150 295,713 1.6% 4,563 Page 9 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar MATERIALS & SUPPLIES 2012 2013 2013 2014 2014 2015 Change Change 4221 MAINTENANCE OF EQUIPMENT 31,111 30,248 11,400 18,813 11,400 11,400 0.0% 4223 MAINTENANCE OF BUILDINGS 7,638 27,900 7,800 4,501 8,000 10,000 25.0% 2,000 4245 GENERAL SUPPLIES 2,050 1,970 2,930 840 2,000 2,000 0.0% - TOTAL MATERIALS & SUPPLIES 40,799 60,118 22,130 24,154 21,400 23,400 9.3% 2,000 SUPPORT SERVICES/CHARGES 4302 CONSULTING FEES 1,582 - 4321 COMMUNICATIONS - Warner Connect 17,142 38,592 34,000 4,002 34,000 36,000 5.9% 2,000 4331 TRAVEL, CONFERENCE & SCHOOLS 16 - - 4360 INSURANCE 104,402 82,680 110,000 - 110,000 113,000 2.7% 3,000 4361 INSURANCE DEDUCTIBLE 8,668 - - - 4380 UTILITY SERVICES 7,111 8,601 11,000 4,004 11,000 11,000 0.0% - 4400 CONTRACTUAL SERVICES 9,501 10,018 9,800 3,928 9,800 9,800 0.0% - 4410 RENTALS 1,472 1,320 - 488 1,000 1,000 0.0% - TOTAL SUPPORT SERVICES/CHARGES 149,878 141,227 164,800 12,422 165,800 170,800 3.0% 5,000 CAPITAL OUTLAY 4240 BUILDINGS& STRUCTURES - - - 4240 MACHINERY& EQUIPMENT 2,441 TOTAL CAPITAL OUTLAY 2,441 - - - - TRANSFERS 4820 OPERATING TRANSFERS 102,200 100,450 100,450 103,950 101,513 -2.3% (2,437) TOTAL TRANSFERS 102,200 100,450 100,450 103,950 101,513 -2.3% (2,437) TOTAL MUNICIPAL BUILDINGS 295,318 301,795 287,380 36,576 291,150 295,713 1.6% 4,563 Page 9 POLICE General Coding: 101-21 Page 10 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar MATERIALS & SUPPLIES 2012 2013 2013 2014 2014 2015 Change Change 4245 GENERAL SUPPLIES 1,328 - TOTAL MATERIALS & SUPPLIES 1,328 - - - - - SUPPORT SERVICES/CHARGES 4380 UTILITY SERVICES - 50 - - 4400 CONTRACTUAL SERVICES 990,264 1,015,403 1,013,027 608,774 1,042,556 1,070,145 2.7% 27,153 4440 MISC SERVICES 1,119 3,277 2,000 154 2,500 2,500 0.0% - TOTAL SUPPORT SERVICES/CHARGES 991,383 1,018,680 1,015,077 608,928 1,045,056 1,072,645 2.6% 27,589 CAPITAL OUTLAY 4620 BUILDINGS& STRUCTURES 225,132 227,764 235,437 172,323 229,763 225,181 -2.0% (4,582) TOTAL CAPITAL OUTLAY 225,132 227,764 235,437 172,323 229,763 225,181 -2.0% (4,582) TOTAL POLICE PROTECTION 11217,843 1,246,444 1,250,514 781,251 1,274,819 1,297,826 1.8% 23,007 Page 10 FIRE General Coding: 101-22 TOTAL FIRE PROTECTION 609,893 633,383 637,225 470,408 627,211 637,471 1.6% 10,260 Page 11 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar SUPPORT SERVICES/CHARGES 2012 2013 2013 2014 2014 2015 Change Change 4400 Excelsior Fire 307,705 320,728 324,999 249,299 321,367 337,315 5.0% 15,948 4400 Mound Fire Contract 24,282 25,000 24,583 12,292 23,573 24,000 1.8% 427 TOTAL SUPPORT SERVICES/CHARGES 331,987 345,728 349,582 261,591 344,940 361,315 4.7% 16,375 CAPITAL OUTLAY 4620 BUILDINGS& STRUCTURES 277,906 287,655 287,643 208,817 282,271 276,156 -2.2% (6,115) TOTAL CAPITAL OUTLAY 277,906 287,655 287,643 208,817 282,271 276,156 -2.2% (6,115) TOTAL FIRE PROTECTION 609,893 633,383 637,225 470,408 627,211 637,471 1.6% 10,260 Page 11 PROTECTIVE INSPECTIONS General Coding: 101-24- TOTAL PROTECTIVE INSPECTIONS 120,451 130,224 126,088 61,123 126,823 129,223 1.9% 2,400 Net Levy Support (36,062) (52,389) 19,088 (86,070) 11,823 (777) Page 12 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar REVENUE 2012 2013 2013 2014 2014 2015 Change Change 3221 Building Permits 124,523 146,256 92,000 112,222 100,000 110,000 10.0% 10,000 3222 Plan Check Fees 31,990 36,357 15,000 34,971 15,000 20,000 33.3% 5,000 TOTAL REVENUE 156,513 182,613 107,000 147,193 115,000 130,000 13.0% 15,000 Dept Dept Actual Actual Budget May Request Request Percent Dollar PERSONAL SERVICES 2012 2013 2013 2013 2014 2015 Increase Change_ 4101 FULL-TIME REGULAR 87,420 88,725 92,613 52,899 93,902 93,902 0.0% 4102 PART-TIME 211 6,468 1,500 - - 4121 PERA CONTRIB - CITY SHARE 6,597 6,588 6,714 3,466 6,808 6,808 0.0% - 4122 FICA CONTRIB - CITY SHARE 6,079 6,188 7,085 3,144 7,183 7,183 0.0% - 4131 EMPLOYEE INSURANCE - CITY SHARE 14,089 15,442 12,676 272 13,430 13,430 0.0% - TOTAL PERSONAL SERVICES 114,396 123,411 120,588 59,781 121,323 121,323 0.0% MATERIALS & SUPPLIES 4200 OFFICE SUPPLIES 242 - - 4245 GENERALSUPPLIES 200 200 200 0.0% TOTAL MATERIALS & SUPPLIES 242 200 - 200 200 0.0% - SUPPORT SERVICES/CHARGES 4321 COMMUNICATIONS - CELLULAR PHONE - - - 400 400 4331 TRAVEL, CONFERENCE & SCHOOLS 3,151 3,232 2,500 764 2,500 3,500 40.0% 1,000 4351 PRINTING AND PUBLISHING 87 161 150 123 150 150 0.0% - 4400 CONTRACTUAL SERVICES 2,450 3,185 2,500 455 2,500 3,500 40.0% 1,000 4433 DUES AND SUBSCRIPTIONS 125 235 150 150 150 0.0% - TOTAL SUPPORT SERVICES/CHARGES 5,813 6,813 5,300 1,342 5,300 7,700 45.3% 2,400 TOTAL PROTECTIVE INSPECTIONS 120,451 130,224 126,088 61,123 126,823 129,223 1.9% 2,400 Net Levy Support (36,062) (52,389) 19,088 (86,070) 11,823 (777) Page 12 CITY ENGINEER General Coding: 101-31 - PERSONAL SERVICES 4101 FULL-TIME REGULAR 4121 PERA CONTRIB - CITY SHARE 4122 FICA CONTRIB - CITY SHARE 4131 EMPLOYEE INSURANCE - CITY SHARE TOTAL PERSONAL SERVICES MATERIALS & SUPPLIES 4200 OFFICE SUPPLIES 4245 GENERAL SUPPLIES TOTAL MATERIALS & SUPPLIES SUPPORT SERVICES/CHARGES 4303 ENGINEERING FEES 4321 COMMUNICATIONS - CELLULAR PHONE 4331 TRAVEL, CONFERENCE & SCHOOLS 4351 PRINTING AND PUBLISHING 4400 CONTRACTUAL SERVICES 4410 RENTAL 4433 DUES AND SUBSCRIPTIONS 4437 TAXES/LICENSES TOTAL SUPPORT SERVICES/CHARGES CAPITAL OUTLAY 4240 MACHINERY& EQUIPMENT TOTAL CAPITAL OUTLAY 144 - Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar 2012 2013 2013 2014 2014 2015 Change Change 66,401 406 73,640 - - 4,181 29 5,339 - - 5,272 25 5,633 - - 8,761 - 7,937 - 84,615 460 92,549 - 104 - 150 - 40 300 50 37 144 - 200 37 - - 14,106 21,817 5,000 673 37,500 37,500 - - 60 - 1,374 130 2,500 367 - 300 - 300 300 - 4,000 45,110 - 15,046 48,000 48,000 - 159 57 - - 1,546 1,576 3,060 2,100 2,100 - 136 - 300 - 21,688 68,690 11,220 15,719 87,900 87,900 0.0% TOTAL CITY ENGINEER 106,447 69,150 103,969 15,756 87,900 87,900 0.0% Page 13 PUBLIC WORKS General Coding: 101-32- SUPPORT SERVICES/CHARGES 4303 ENGINEERING 4305 DRUG TESTING 4321 COMMUNICATIONS - TELEPHONE 4331 TRAVEL, CONFERENCE & SCHOOLS 4380 UTILITY SERVICES 4399 UTILITIES - STREET LIGHTS 4400 CONTRACTUAL SERVICES 4410 RENTALS 4433 DUES AND SUBSCRIPTIONS 4437 TAXES/LICENSES 4440 MISC SERVICES TOTAL SUPPORT SERVICES/CHARGES CAPITAL OUTLAY 4240 MACHINERY& EQUIPMENT 4240 FURNITURE AND FIXTURES 150 904 1,800 52 1,800 Approved Dept 2,436 2,044 3,200 Actual Actual Budget YTD Budget Request Percent Dollar PERSONAL SERVICES 2012 2013 2013 2014 2014 2015 Change Change 4101 FULL-TIME REGULAR 320,659 330,213 334,078 127,717 334,078 334,078 0.0% 62,379 4102 OVERTIME 1,553 2,607 2,500 4,027 2,500 2,500 0.0% 1,000 4103 PART-TIME 1,000 2,695 - 1,659 1,673 40,000 1,786 40,000 4121 PERA CONTRIB - CITY SHARE 24,290 23,811 24,402 8,194 24,402 27,302 11.9% 2,900 4122 FICA CONTRIB - CITY SHARE 24,437 23,911 25,748 8,374 25,748 28,808 11.9% 3,060 4131 EMPLOYEE INSURANCE - CITY SHARE 46,391 50,975 42,047 5,641 52,859 61,859 17.0% 9,000 TOTAL PERSONAL SERVICES 417,330 434,212 428,775 153,953 439,587 494,547 12.5% 54,960 MATERIALS & SUPPLIES 4200 OFFICE SUPPLIES 161 26 200 862 200 200 0.0% - 4212 MOTOR FUELS & LUBRICATION 41,981 46,760 51,000 23,583 51,000 51,000 0.0% - 4221 MAINTENANCE OF EQUIPMENT 17,093 17,045 16,500 4,561 18,000 18,000 0.0% - 4223 MAINTENANCE OF BUILDINGS 1,104 856 2,500 244 7,000 7,000 0.0% - 4240 SMALL TOOLS AND MINOR EQUIPMENT 1,040 1,463 1,500 656 1,000 1,500 50.0% Soo 4245 GENERALSUPPLIES 59,305 75,613 99,600 15,079 90,000 90,000 0.0% TOTAL MATERIALS & SUPPLIES 120,684 141,763 171,300 44,985 167,200 167,700 0.3% Soo SUPPORT SERVICES/CHARGES 4303 ENGINEERING 4305 DRUG TESTING 4321 COMMUNICATIONS - TELEPHONE 4331 TRAVEL, CONFERENCE & SCHOOLS 4380 UTILITY SERVICES 4399 UTILITIES - STREET LIGHTS 4400 CONTRACTUAL SERVICES 4410 RENTALS 4433 DUES AND SUBSCRIPTIONS 4437 TAXES/LICENSES 4440 MISC SERVICES TOTAL SUPPORT SERVICES/CHARGES CAPITAL OUTLAY 4240 MACHINERY& EQUIPMENT 4240 FURNITURE AND FIXTURES 150 904 1,800 52 1,800 1,800 0.0% 2,436 2,044 3,200 1,481 2,700 2,700 0.0% 3,154 3,208 7,500 - 6,500 6,500 0.0% - 8,907 15,047 14,550 8,039 15,000 16,000 6.7% 1,000 40,411 41,846 41,500 15,020 44,000 44,000 0.0% - 62,379 40,244 63,000 16,657 64,000 64,000 0.0% - 679 231 1,000 18 1,000 1,000 0.0% - 1,659 1,673 1,500 1,786 1,700 1,700 0.0% - 875 529 900 789 900 900 0.0% - 1,108 119 3,600 73 4,000 4,000 0.0% - 121,758 105,845 138,550 43,915 141,600 142,600 0.7% 1,000 900 2,500 -100.0% (2,500) 300 TOTAL CAPITAL OUTLAY 1,200 2,500 -100.0% (2,500) TRANSFERS 4820 OPERATING TRANSFERS -EQUIPMENT 750,000 772,500 772,500 800,000 830,000 3.8% 30,000 TOTAL TRANSFERS 750,000 772,500 772,500 800,000 830,000 3.8% 30,000 TOTAL PUBLIC WORKS 1,409,772 1,454,320 1,512,325 242,853 1,550,887 1,634,847 5.4% 83,960 Page 14 ICE AND SNOW REMOVAL General Coding: 101-33- Page 15 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar PERSONAL SERVICES 2012 2013 2013 2014 2014 2015 Change Change 4101 FULL-TIME REGULAR 14,416 38,307 37,455 29,490 37,455 37,455 0.0% 410 OVERTIME 4,577 6,119 7,500 8,839 7,500 7,500 0.0% 4121 PERA CONTRIB - CITY SHARE 1,425 3,145 3,259 2,832 3,259 3,259 0.0% 4122 FICA CONTRIB - CITY SHARE 1,414 3,149 3,439 2,481 3,439 3,439 0.0% 4131 EMPLOYEE INSURANCE - CITY SHARE 5,670 6,142 5,009 1,750 6,686 6,686 0.0% TOTAL PERSONAL SERVICES 27,502 56,862 56,662 45,392 58,339 58,339 0.0% MATERIALS & SUPPLIES 4245 GENERALSUPPLIES 29,509 44,835 45,000 25,591 45,000 45,000 0.0% TOTAL MATERIALS & SUPPLIES 29,509 44,835 45,000 25,591 45,000 45,000 0.0% TOTAL ICE & SNOW CONTROL 57,011 101,697 101,662 70,983 103,339 103,339 0.0% Page 15 PARKS MAINTENANCE General Coding: 101s2- xnnmvmx Dept Actual xcmu/ Budget ,ro Budget mnumm Percent om/u, PERSONAL SERVICES 2012 aoxa zoxa zn»: 2014 2015 Change Change 4101 FULL-TIME REGULAR rr'nss sz'oss ae',em 48,1e1 e9'784 ss',cw oom 4102 ovsnr/Ms z'soo 187 z'mo z'soo oum *zos PART-TIME s'syo 2'464 oz'000 2,7e0 12'000 zz'000 0.0% 4121 penAcnmrmo CITY SHARE s'eao 4,447 5'241 2'766 5'241 5'241 0.0% 4122 p/cAcomrn/o CITY SHARE 5'917 4,30e 6'4*8 3'244 6'448 e'448 oom 4131 EMPLOYEE INSURANCE CITY SHARE 8,076 8,966 7,386 1,973 13,500 13,500 0.0% TOTAL PERSONAL SERVICES 101'3e5 82,222 103'358 59,121 109,473 109'473 0.0% MATERIALS aSUPPLIES 4208 posnvss zss 4221 MAINTENANCE opEQUIPMENT 5'469 4,000 zo/ s'000 a'000 0.0% maa MAINTENANCE opBUILDINGS sos s'zoa s'000 as 4,000 7,000 75.0% s'000 oz4m SMALL TOOLS AND MINOR EQUIPMENT eza eaz 800 aoo uoo oom *245 asmExxLsuppuEs 8,358 o'zee s'soo s'az* e'soo 9,500 0.0% «zw TREES PURCHASED 7364 TOTAL MATERIALS mSUPPLIES o'oys 18,908 zo'ano 3,866 20,300 z»'snn 14.8m a'ono supponrsenv/ce$C*xnsss mos ENGINEERING FEES z'ocm z'000 -zcmo% (z'000) 4321 coMMum/cAr/oms rsLcpnows 1'019 z'azo 1.800 /os 1'800 2,000 11.1m zno 4aaz TRAVEL, CONFERENCE mSCHOOLS 1'000 e 1.000 1'000 0.0% 4351 PRINTING AND PUBLISHING »u 160 4380 UTILITY SERVICES 7'048 e'soo e'000 s'ers e'000 o'000 22.2% z'000 4400 CONTRACTUAL SERVICES :s'oez 14,8e5 /'zoo z'asu s'xoo 13'000 32.7% a'zoo 4410 RENTALS e'641 s'zsr s'rso 4,382 11'000 zz'000 oom 4440 M/scssnv/css zszs TOTAL SUPPORT SERVICES/CHARGES 32,807 38,816 30,910 13,464 34,600 38,000 9.8% 3,400 TOTAL PARKS MAINTENANCE 1S1,297 139,946 153,S68 76,4S1 164,373 170,773 3.9% 6,400 Page 16 RECREATION General Coding: 101-53- Page 17 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar REVENUE 2012 2013 2013 2014 2014 2015 Change Change 3471 Recreation Rentals 1,498 1,524 29,500 1,500 1,500 0.0% 3473 Park Programs 31,356 32,844 30,000 32,000 6.7% 2,000 3474 Arctic Fever/Princess Tea 3,214 2,370 5,500 3,500 -36.4% (2,000) TOTAL REVENUE 36,068 36,738 29,500 - 37,000 37,000 0.0% Dept Actual Actual Budget YTD Request Percent Dollar PERSONAL SERVICES 2012 2013 2013 2014 2014 Increase Change 4101 FULL-TIME REGULAR 28,780 30,872 21,882 11,880 22,211 22,211 0.0% 4102 OVERTIME 418 - 550 - - 4103 PART-TIME 3,099 13,615 10,000 11,366 10,000 10,000 0.0% - 4121 PERA CONTRIB - CITY SHARE 2,302 2,469 1,586 905 1,610 1,610 0,0% - 4122 FICA CONTRIB - CITY SHARE 2,370 3,424 2,439 1,807 2,464 2,464 0.0% - 4131 EMPLOYEE INSURANCE - CITY SHARE 1,076 498 453 57 458 458 0.0% - TOTAL PERSONAL SERVICES 37,627 51,296 36,360 26,565 36,743 36,743 0.0% - MATERIALS & SUPPLIES 4245 GENERAL SUPPLIES 1,171 500 1,500 500 - 4246 PROGRAM EXPENSE 4,318 2,003 5,800 5,800 0.0% - TOTAL MATERIALS & SUPPLIES 1,171 4,818 1,500 2,503 5,800 5,800 0.0% - SUPPORT SERVICES/CHARGES 4321 COMMUNICATIONS - TELEPHONE 728 - 2,100 - 4331 TRAVEL, CONFERENCE & SCHOOLS 179 48 1,500 - 200 200 0.0% - 4351 PRINTING AND PUBLISHING 904 - 1,500 850 850 0.0% - 4400 CONTRACTUAL SERVICES 10,164 4,923 14,795 10,500 10,500 0.0% - 4433 DUES AND SUBSCRIPTIONS 150 199 250 - 250 250 0.0% - 4440 ARCTIC FEVER/PRINCESS TEA 3,258 7680 5358 7,000 7,000 0.0% - 4450 BANK SERVICE CHARGES 63 201 0 - TOTAL SUPPORT SERVICES/CHARGES 15,446 13,051 20,145 5,358 18,800 18,800 0.0% - TRANSFERS 4820 OPERATING TRANSFERS 42,000 42,000 42,000 42,000 42,000 0.0% - TOTAL TRANSFERS 42,000 42,000 42,000 - 42,000 42,000 0.0% - TOTAL PARKS AND RECREATION 96,244 111,165 100,005 34,426 103,343 200.2% 68,917 (103,341) Net Levy Support 60,176 74,427 70,505 34,426 66,343 Page 17 CITY OF SHOREWOOD RESOLUTION NO. 14- ADOPTING THE PRELIMINARY 2015 GENERAL FUND OPERATING BUDGET AND TAX LEVY WHEREAS, City staff have presented the preliminary 2015 budget and tax levy at work sessions in July and August; and WHEREAS, the City Council has reviewed the budget and tax levy and made modifications to each that reflect desired community service levels; and WHEREAS, the City Council is required to approve and certify the proposed 2015 preliminary levy to the Hennepin County Auditor by September 30; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD AS FOLLOWS: 1. The 2015 Preliminary General Fund Budget is hereby set at $5,642,863. 2. $4,980,050 is to be levied for 2014 ad valorem property taxes, collectible in 2015 upon all taxable property in the City of Shorewood. 3. The Finance Director is hereby instructed to transmit a certified copy of this resolution to the County Auditor of Hennepin County, Minnesota. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 25th day of August, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor 7 City of Shorewood Council Meeting Item Title / Subject: Selection of the Truth -in- Taxation Hearing Date Meeting Date: August 25, 2014 Prepared by: Bruce DeJong, Finance Director Reviewed by: Bill Joynes, City Administrator Attachment: Resolution # soc MEETING TYPE Regular Meeting Policy Consideration: Adoption of this resolution will allow Shorewood to certify the Truth -in- Taxation public hearing date to Hennepin County for inclusion on the Truth -in- Taxation property tax notices. Background: The Truth -in- Taxation process to be followed this year is similar to years past. The traditional date for cities to hold their Truth -in- Taxation hearing is the first Monday in December. The attached resolution sets Monday, December 1, 2014 as the Truth -In- Taxation hearing date with a follow - up hearing date at the next regular City Council meeting of December 8, 2014. Staff recommends adoption of the resolution setting these dates for the truth -in- taxation hearings. If there are no changes recommended for the budget, it can be adopted on December 1st and a memo and resolution will be included in the packet for adoption on the hearing date. The meeting and adoption can be delayed to the next meeting on December 8t" if there are questions or changes required to the budget prior to adoption. Financial or Budget Considerations: This process allows residents an opportunity to provide input on the budget and property tax levy. Options: The City Council may choose to: 1. Adopt the resolution and dates as presented. 2. Change the date and adopt the amended resolution. Recommendation / Action Requested: Staff recommends that the City Council adopt the resolution as submitted. Next Steps and Timelines: At the next budget meeting, staff will present the Capital Improvement Plan and Enterprise fund budgets. The final budget, tax levy, capital outlay, enterprise fund, and CIP adoption will occur in December after the Truth -in- Taxation public hearing is completed. Connection to Vision / Mission: This process contributes to sound financial management through public input into the tax levy and budget for desired city services. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD RESOLUTION NO. 14- SELECTION OF THE TRUTH -IN- TAXATION HEARING DATE WHEREAS, Minnesota State law requires local governments to hold public hearings on their proposed budgets and property tax levies; and WHEREAS, the customary date for the budget hearing is the first Monday in December; and WHEREAS, it is in the spirit of full and open disclosure of the City's financial condition to provide as much information as necessary for the City Council and residents and property owners to evaluate the budget; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD AS FOLLOWS: 1. The Truth -in- Taxation public hearing for property taxes levied in 2014, collectible in 2015, is set for Monday, December 1, 2014. 2. A continuation date if necessary is set for Monday, December 8, 2014. 3. The Finance Director is hereby instructed to transmit a certified copy of this resolution to Hennepin County for inclusion on the parcel specific notices to be mailed in November. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 25th day of August, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor k,\ ;\ �l City of Shorewood Council Meeting Item Title / Subject: Monthly Budget Report Meeting Date: August 25, 2014 This item will be delivered under separate cover. #12A.1 MEETING TYPE Regular Meeting Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD 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 8/19/14 ■ CC consideration of Award 8/25/14 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 9/04/14 ❑ City possession of easements /letter of compliance N/A ❑ Groundbreaking Ceremony 9/08/14 ❑ Begin Construction 9/08/14 ❑ 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 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) — (In Process) 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 • Review proposed easements with staff/attorney • Letters to property owners regarding survey staking • Field stake proposed easements for Appraiser /RW Agent • Easement viewing — parcel owner and RW Agent on -site • Appraisal information • Appraisal review • Council considers resolution to authorize staff to make offers and eminent domain schedule • 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