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10-27-14 CC Reg Mtg Agenda-updatedCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, OCTOBER 27, 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, October 13, 2014 Minutes B. City Council Regular Meeting Minutes, October 13, 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. 2015 Community Tree Sale Communications/ Recycling Coordinator's memo C. Authorize Expenditure of Funds for Street Signs Director of Public Works' memo D. City Hall Holiday Schedule and Office Hours Administrator's memo 4. MATTERS FROM THE FLOOR (No Council action will be taken) 5. REPORTS AND PRESENTATIONS A. Report by Lake Minnetonka Communications Commission (LMCC) Clerk's memo Representative Paul Stelmachers on LMCC activities B. Report by Lake Minnetonka Conservation District (LMCD) Representative Clerk's memo Deborah Zorn on LMCD activities. CITY COUNCIL REGULAR MEETING AGENDA — October 27, 2014 Page 2 of 3 8. PLANNING A. Report on October 21, 2014 Planning Commission meeting Minutes B. Senior Housing Amendment Planning Director's memo, Ordinance C. Minor Subdivision Planning Director's Applicant: Mike Seifert memo, Resolution Location: 6085 Lake Linden Drive D. Smithtown Road (East) Trail Project Planning Director's memo 9. ENGINEERING /PUBLIC WORKS A. Professional Services Agreement for Freeman Park Wetland Restoration Director of Public Works' memo 10. GENERAL /NEW BUSINESS A. Appreciation for Commissioners and Volunteers Administrator's memo B. Excelsior Fire Department 2015 Budget Administrator's memo 11. OLD BUSINESS Attachments C. Report by Gabriel Jabbour on the State of the Lake Clerk's memo 6. PUBLIC HEARING A. Minor Subdivision/Combination (Lot Line Rearrangement) Planning Director's Applicant: Michael Johander memo, Resolution Location: 27630 and 27660 Virginia Cove B. 7:10 PM Public Hearing — Vacate Drainage /Utility Easements Planning Director's Applicant: Michael Johander memo, Resolution Location: 27630 and 27660 Virginia Cove 7. PARKS A. Report on October 14, 2014 Park Commission meeting Minutes B. Parks Summit Group Planning Director's memo C. Gideon Glen Sign Planning Director's memo 8. PLANNING A. Report on October 21, 2014 Planning Commission meeting Minutes B. Senior Housing Amendment Planning Director's memo, Ordinance C. Minor Subdivision Planning Director's Applicant: Mike Seifert memo, Resolution Location: 6085 Lake Linden Drive D. Smithtown Road (East) Trail Project Planning Director's memo 9. ENGINEERING /PUBLIC WORKS A. Professional Services Agreement for Freeman Park Wetland Restoration Director of Public Works' memo 10. GENERAL /NEW BUSINESS A. Appreciation for Commissioners and Volunteers Administrator's memo B. Excelsior Fire Department 2015 Budget Administrator's memo 11. OLD BUSINESS CITY COUNCIL REGULAR MEETING AGENDA — October 27, 2014 Page 3 of 3 Attachments 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Trails Schedule Trails Schedule 2. Monthly Budget Report Finance Director's memo B. Mayor and City Council 13. ADJOURN CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 . 952- 960 -7900 Fax: 952 - 474 -0128 • www.ci.shorewood.mnmtiis • cityhallgci.shorewood.mn.tiis Executive Summary Shorewood City Council Regular Meeting Monday, October 27, 2014 7:00 p.m. 6:00 PM — City Council Work Session Agenda Item 93A: Enclosed is the Verified Claims List for Council approval. Agenda Item 9313: Staff recommends participation in the 2015 City of Minnetonka Tree Sale, at the same level as was conducted in 2014. Pre - orders will be taken to provide residents with a wider variety of tree choices. Staff expects all of the trees ordered will be purchased by residents, as was the case in 2014, and recommends an amount not to exceed $7400. Agenda Item 93C: Staff recommends expenditure of funds in the amount of $2720.20 for the installation of Chaska Road signs along State Highway 7. Agenda Item 93D: Staff is recommending approval of an expenditure of funds to have MNDOT install directional signs for Chaska Road on TH 7. Agenda Item 94: Matters from the Floor — (no action will be taken by Council). Agenda Item 95A: Paul Stelmachers, LMCC Board Representative, will be present to provide an update on recent LMCC activities. Agenda Item 4513: Deborah Zorn, LMCD Board Representative, will be present to provide an update on recent LMCD activities. Agenda Item 95C: Gabriel Jabbour will be present to provide a report on the state of the lake. Agenda Item 96A and 613: The Planning Commission voted to recommend approval of a lot line rearrangement for the Robert Johander property on Virginia Cove. The division and combination also necessitates a drainage and utility easement vacation, for which a public hearing has been scheduled at Monday night's meeting. Agenda Item 97A: A Park Commission representative will provide a report on the October 14 Park Commission meeting. Agenda Item 9713: The Park Commission seeks Council direction as to the future of the Park Summit, in which none of the affected cities appear to be interested in any longer. Executive Summary — City Council Meeting of October 27, 2014 Page 2 of 2 Agenda Item 97C: The Park Commission, having heard that improvements at Gideon Glen have been delayed, proposes that the City move forward with the proposed sign for the site. This goes with the caveat that the interpretive trail be kept in good repair until the proposed culvert can be installed. It should be noted that as of this writing, the concrete contractor has not updated his original quote (the sign contractor is actually somewhat lower due to not having to charge sales tax). If we do not have the dollar amount by the meeting Monday night, we suggest continuing this matter to the next meeting. Agenda Item 98A: A Planning Commission representative will provide a report on the October 21 Planning Commission meeting. Agenda Item 9813: The City Council asked for additional information regarding an amendment to the Zoning Code relative to senior housing. In addition, the Council heard a presentation from Rick Fenske at its 25 August meeting relative to the need and market for this type of housing. Staff recommends that the Council approve the amendment per the Planning Commission's recommendation. Agenda Item 98C: Mike Seifert received approval for a minor subdivision in 2008, which was never recorded. He has once again applied for the division. Staff and the Planning Commission recommend approval subject to the same conditions set forth with the 08' application. Agenda Item 981): The Planning Commission conducted its Trail Walk last Tuesday and at its regular meeting that evening, recommended acceptance of the feasibility study for the Smithtown East Trail Project. A reminder — the neighborhood open house for this project and the Galpin Lake Road Trail Project is scheduled for 30 October at the Minnewashta Elementary School, between 6:00 and 8:00 P.M. Agenda Item 99A: WSB has provided a proposal to review the Shorewood Oaks and Freeman Park drainage areas for capacity and emergency overflow. Staff is recommending approval. Agenda Item 910A: Mayor Zerby would like Council to discuss what venue and when it wishes to conduct an appreciation event for commissioners and other volunteers. Agenda Item 91OB: The updated proposed 2015 Operating and Capital budgets for the Excelsior Fire District are provided. The budgets are updated to reflect the proposed changes from the EFD Board meeting on Wednesday, September 24th. The email from Fire Chief Scott Gerber highlights the budget changes. Council may determine, by motion, whether or not to approve the 2015 Budget and CIP provided. Agenda Item 11: There are no items of old business this evening. Agenda Item 912.A: The Trail Schedule and Financial report is attached. Staff reports will be provided at the meeting. Agenda Items 91213: Mayor and City Council Members may report on recent activities. CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, OCTOBER 13, 2014 1. MINUTES CONVENE CITY COUNCIL WORK SESSION Mayor Zerby called the meeting to order at 6:02 P.M. A. Roll Call Present. Absent: B. Mayor Zerby; Councilmembers Hotvet, Joynes; City Clerk Panchyshyn; Finance Director of Public Works Brown None Review Agenda Sundberg moved, Siakel seconded, 2. ENTERPRISE BUDGETS DISCUS Water Budget Director DeJong explained water utility have not kept j that is people have been iml rate of inflatioti, There have years because there have nc the water utility rates in the long run. He displayed a V 2014 2023 that supported Sanitary Sewer Budget #Za 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 P.M. Administrator r Nielsen; and has a substantial cash balance in it. The revenues from the jections from the 2009 water rate study. Part of the reason for conservation measures. Expenditures are going up at about the lest number of connections to the City's water system in recent new developments. Therefore, it may be prudent to reevaluate 4e "thought the Water Fund should be relatively stable over the Balance projection chart which also showed expenditures for Director DeJong explained the Sewer Fund also has a substantial cash balance. It is more than $3 million. There are transfers out of the Fund planned; they had been discussed during the sewer rate study. The transfers are to fund improvements to the stormwater management system and to fund sidewalk/trail projects. Metropolitan Council Environmental Services (MCES) has informed the City that the City may have to make some very costly improvements to its sanitary sewer system over the next four years to reduce the City's stormwater inflow and infiltration (I & I) that eventually flows into the MCES sanitary sewer system. MCES had indicated that it has found issues in almost every sanitary sewer system in the MCES community. MCES's preliminary assessment to the City for excess flow into its sanitary sewer system is $664,000. The Sanitary Sewer Capital Improvement Program (CIP) budgets $70,000 annually for I & I projects which is primarily for televising the Sanitary Sewer lines and making the necessary repairs. That amounts to about a $384,000 difference. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES October 13, 2014 Page 2 of 5 Director Brown explained MCES has some sanitary sewer mains within the City's service area. Staff believes some of MCES' mains are being inundated as well and are being counted as part of the City's wastewater flow. Staff has been meeting with representatives from MCES to try and get the City's flow reduced. In response to a question from Councilmember Woodruff, Director Brown explained that MCES has in the past ruled that the cost of any work a city does to mitigate I & I can be credited against a penalty. The preliminary assessment is approximately $166,000 each year for the next four years and that is the cost of the improvements the City would have to do each of the next four years. Woodruff stated because the City televises its sewer lines annually and makes repairs to problem areas annually he assumes that no significant problems in the City's sanitary sewer system have been found. He thinks the City would be hard pressed to spend that much annually on repairs. Director Brown noted that he has serious concerns that the MCES sanitary sewer lines that run along Silver Lake and other water bodies take on a substantial amount of water during high water elevation events and rain events. He stated he hopes City staff can negotiate with MCES representatives to reduce the MCES penalty closer to what the City budgets annually. Administrator Joynes stated staff has notified MCES in advance of the event ever happening so the City is on record. He then stated he thought there would, be a lot of negative reaction to the magnitude of what MCES has asked of cities in the metro area. He noted he believes the City can negotiate a lower penalty. He also noted that MCES has a $27 million penalty on the table for the Cityof St. Paul. Councilmember Siakel recapped what she thought has been said. Staff is not aware of any major issues with the City's sanitary sewer system. The City has been quite responsible in maintaining its system. She asked if the City's wastewater flow is limped in as part of a larger system. Director Brown stated staff is, not aware of any major problems with the City's sanitary sewer lines. He explained more often than not, the issues municipalities have with excess wastewater are with private service lines. The City bf Golden Valley is a leader in trying to reduce the wastewater flow through private service li CITY OF SHOREWOOD WORK SESSION MEETING MINUTES October 13, 2014 Page 3 of 5 measures that; it does not have a lift station in that area. He stated staff is considering proposing the City purchase flow equipment that can be moved around. He will find out if that cost could be counted as an I & I credit. Director DeJong noted that Attorney Keane did litigate with MCES on behalf of the City in the early 1990s about a similar situation. That effort resulted in a significant settlement for the City. In that situation MCES was charging the City for a lot of I & I flow that it was not responsible for generating. Director Brown stated staff attended a workshop with MCES hosted by the League of Minnesota Cities (LMC) during which the excess I & I issue was discussed. The excess L& I MCES wants to penalize municipalities for was a one -day exceedance. It was generated during a one -day major storm event this past summer. Shortly after the event penalty letters were sent out. He noted a,graph for Shorewood shows the flows were as expected up until the one -day major rain event in June when there was a one -day exceedance. Councilmember Woodruff stated the 2015 budget for MCES, service charges reflects, a, 6 percent increase when compared to the 2014 approved budget. He asked ,if'staff has any idea of how "efficiently MCES is operating and if a 6 percent increase in its rate is justified. Administrator Joynes explained the Association of Metropolitan Municipalities (AMM) used to monitor things. AMM was originally formed to serve as a watch dog over the Metropolitan Council. AMM used to review the Met Council's budget to gain an understanding of what it was expanding into. AMM would act as a lobbying group for almost all of the metropolitan communities. He noted he is not sure if AMM still does that. Councilmember Woodruff stated if there were growth in Shorewood,' noting there basically is not any growth, the 6 percent would amount to more than 120 new residents. He then stated he can accept that some of the increase is a result of inflation but that should be a'couple of percentage points. From his perspective 6 percent is,a substantial increase for a city that has no growth. Director DeJong stated MCES has capital costs that have not been covered by new development. That is likely part of the reason for the increase. DeJong displayed a -Sewe i Fund Cash Balance projection chart which also showed expenditures for 2014 — 2023. The 'cash balance projection includes the substantial transfers out referenced earlier. The balance begins to stabilize after 2015: Councilmember Woodruff asked if the expenditures include depreciation. DeJong responded no. DeJong explained when the rate, studies were done and when the Financial Management Plans (FMPs) for the Enterprise Funds were developed they were done on cash balance. They needed to be done on a fully accrual accounting basis., The studies tried to project what the rate structures needed to be to fund future capital projects. Councilmember Woodruff stated the profit and loss (P &L) statements do not forecast capital expenditures. He asked that the forecast for capital expense be added to the projections. Director DeJong stated that would be added for the October 27, 2014, Council work session. Mayor Zerby asked if the $664,000 projected penalty would come out of capital and he noted that penalty is not reflected in Sewer Fund Cash Balance projection chart. Director DeJong stated it would either be a penalty that would be paid as an operating expense or it would be capital improvements. Zerby then asked if the $70,000 budgeted in the CIP reflected is reflected in the chart. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES October 13, 2014 Page 4 of 5 Recycling Budget Director DeJong explained the Fund has an adequate cash balance of approximately $50,000. The City does not have any recycling capital expenditures. During its regular meeting following this meeting Council will be asked to renew the amended recycling contract. If Council renews the contract the City's per household charge will be reduced from $4.95 to $3.45 per month. The Recycling Budget included in the meeting packet reflects that change. Absent any adjustment the cash balance will go up significantly provided Hennepin County's grant program does not change. The City receives approximately $20,000 annually in grant funds. Staff will present Council with recycling rate recommendations during Council's next budget work session. Mayor Zerby stated it is his understanding that the rate is being lowered because the vendor is dropping the recycling rewards program. Stormwater Management Budget Director DeJong explained the substantial decline in the Fund's cash balance in this Fund was the impetus for the sewer and stormwater rate studies the City had done by, Ehlers'. The decline is a result of the numerous stormwater management projects that have been done. Revenues have not met cash flow needs. The Fund needs a cash infusion. One way of doing that will be a transfer in from the Sewer Fund. The Sewer Fund was chosen because it is funded under a flat rate structure for each property; the rate is $70 per connection. The Stormwater Management Fund is funded on a quasi -based flat rate based on lot size. The Stormwater Management rates are also being increased approximately20 percent for the next several years to cover capital costs. There may need to be additional increases,to fund increases in state and federal stormwater management mandates. Councilmember Woodruff explained that total 2014 budget for Personal Services is approximately $25,600. The 2015 proposed budget is the same. Yet the 241`4 year to date (YTD) amount through August is approximately $46,000, the actual ,for 2013 was approximately $44.000 and the actual for 2012 was approximately $57,600. He questioned if the proposed 2015 budget is realistic. He recommended staff reconsider the 2015 proposed budget: He questioned the $5,500 2015 proposed budget for Maintenance Equipment; the proposed'bodget amount is the same as the 2014 adopted budget amount. Nothing has been spent in that category 2014 'YTD and approximately $1,000 was actually spent in 2013. The 2015 proposed budget for General Supplies is $3,000 yet approximately $300 has only been spent 2014 YTD. He asked that those two budget items be reconsidered also. Director Brown stated staff is playing catch up with inspection programs so more dollars are being spent out of the Stormwater Management Fund. Brown explained that the City has replaced a number of culverts this year and the cost for doing that may not be reflected in the 2014 YTD numbers. Councilmember Woodruff explained the proposed budget for the Contractual category under Other Service & Charges for 2015 is $71,500; the same as the adopted 2014 budget. Yet the 2014 YTD actual amount through August is approximately $2,100 and the 2013 actual amount was only approximately $4,500. He asked staff to reconsider that budget amount. Councilmember Siakel asked why the Contractual budget amount is so high. Director Brown responded it has to do with more thorough inspections and the additional work the City will have to contract for regarding MS4 (Municipal Separate Storm Sewer System) requirements. Siakel asked if that will also result in an increase in salaries. Brown responded yes. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES October 13, 2014 Page 5 of 5 Councilmember Sundberg asked if it would be possible to provide projected 2014 YTD amounts. Director DeJong stated staff will do that for the next budget discussion. Councilmember Woodruff stated he supports having staff do that. Councilmember Woodruff stated the 2014 approved budget for Miscellaneous Services is $1,100 yet the 2014 YTD actual amount spent is approximately $10,500. The proposed 2015 budget is $1,100. The vast majority of the $10,500 is eligible for reimbursement from the Federal Emergency Management Agency for flooding activities. Woodruff stated the 2014 adopted budget and 2015 proposed budget both include $34,000 in depreciation. He does not think that is very much. Director DeJong explained that vast majority of the cost in the stormwater management system is land. Woodruff asked if the stormwater, retention structure put in near Silver Lake was capitalized. DeJong responded yes. Southshore Community Center Councilmember Woodruff stated he assumes the Southshore Community Center (SSCC) budget reflects continuing with current operations. Administrator '`Joynes�: confirmed that is the current assumption. Woodruff stated it shows it is a breakeven activity because of the $47,000 transfer in' Councilmember Sundberg noted the budget worksheet does not include any 2014 'YTD numbers. Woodruff noted there are not any 2013 actual numbers either. DeJong; stated expenses are Tracking a little heavier than in 2013. DeJong noted he had not intended for that budget to be in the meeting packet. In response to a question from Councilmember Woodruff, Director DeJorg stated the rate options will be brought before Council in November. Director DeJong noted that the full impact of the 2014 rate changes will not be known at the end of 2014 because they will not have been in effect for a full year. They were implemented part way through the year. 3. ADJOURN Woodruff moved, Siakel seconded,, Adjourning the City Council Work Session of October 13, 2014, at 6:44 P.M. Motion passed 5/0. Christine Freeman. Recorder Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, OCTOBER 13, 2014 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Zerby called the meeting to order at 7:00 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Hotvet, Siake Keane; City Administrator Joynes; City Clerk Planning Director Nielsen; Director of Public Wo Absent: None B. Review Agenda Sundberg moved, Hotvet seconded, approving the agenda as p 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes, Sept0v Woodruff moved, Siakel seconded,;; Approving the City C September 22, 2014, as presented. Motion passed 510. 3. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. #2B 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Woodruff, Attorney cc Director DeJong; y Engineer Hornby d. Motion passed 510. ber,22, 2014 uncil Regular Meeting Minutes of Woodruff moved, Siakel seconded, Approving the Motions Contained on the Consent Agenda and Adonting'the Resolutions Therein. A. Approval of the Verified Claims List B. Recycling Contract Extension C. Adopting RESOLUTION NO. 14 -086 "A Resolution Approving Licenses to Retailers to Sell Tobacco Products for CUB Foods Shorewood, Holiday Stationstore #12, Lucky's Station LLC #7, and Shorewood Cigars and Tobacco, Inc. D. Setting the Date of November 10, 2014, for the Canvassing Board Meeting E. Adopting RESOLUTION NO. 14 -087, "A Resolution Electing to Not Waive the Statutory Tort Limits for Liability Insurance." CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES October 13, 2014 Page 2 of 13 Councilmember Woodruff asked Director DeJong if there is a way in the Payroll Distribution General Ledger Distribution Report to consolidate the payroll, FICA, PERA contribution, employee insurance and workers compensation line items. Motion passed 510 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 by Lake Minnetonka Communications Commission Paul Stelmachers on LMCC Activities Mr. Paul Stelmachers did not come to report on Lake activities. 7. PARKS Mayor Zerby noted there had not been a Park Commissi 8. PLANNING Mayor Zerby noted there "had not been a Planning 9. ENGINEERING /PUBLIC WORKS entative Communications Commission ouncil's last meeting. meeting since Council's last meeting. No. 1 for 2014 Mill and Overlay Project Engineer Hornby explained that the meeting packet contains a copy of Change Order No. 1 for the 2014 Mill and Overlay Project. The,Change Order is to essentially overlay sections of Enchanted Lane that were damaged by the flooding this past summer. The 2014 Mill and Overlay Project is in process. The Change Order does include mobilization costs because Enchanted Lane is quite a distance from the work currently being done. Staff thought the Enchanted Lane work could be added to that Project. The Change Order will increase the Project cost by $55,796; from $299,922 to $355,718. The unit price materials will be the same as for the 2414 project. The majority of the Change Order cost will be reimbursed by the Federal Emergency Management Agency. Woodruff moved, Sundberg seconded, Adopting RESOLUTION NO 14 -088, "A Resolution Approving Change Order No. 1 for 2014 Mill and Overlay Improvements, City Project 14 -04." Motion passed 510. B. Accepting Petition and Authorizing Connection to the City Water Distribution System CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES October 13, 2014 Page 3 of 13 Engineer Hornby explained the City received a petition from the owner of the property located at 25580 Nelsine Drive to connect and extend a water service to their existing house. There is access to the City's municipal water system at Eureka Road. Staff has been seeking quotes to extend the water service to the property line. Quotes have been out for about one and a half weeks but the City has not received any quotes. Staff will have to contact contractors directly to try and get quotes. Unfortunately, it is difficult to get contractors out at this time of the year. He noted that the property had been previously assessed for watermain. He stated that the owner may want to finance the remainder of the charge through assessment as well as any construction cost over the $10,000 connection fee amount. With the petition the property owner would have the right to reject the quotes the City received. Director Brown noted that the extension will require excavation across to ;Eureka Road thereby impacting Eureka Road. He explained that although horizontal boring would be possible, albeit more expensive, excavation would still be required to make the connection to the watermain because there is no service there at this time. This type of thing would typically impact roadway for one day. There is a way out at each end of Eureka Road so traffic should not be impacted much. Woodruff moved, Siakel seconded, Adopting RESOLUTION NO 14 -089, "A Resolution ,Accepting Petition and Authorizing a Residential Connection to the City Water Distribution System." Motion passed 510. 10. GENERAL /NEW BUSINESS A. Review of Proposals for Request for Proposal for Renewable Energy Alternatives, City Project 14 -09 Administrator Joynes explained the City received nine proposals, for its Request for Proposals (RFP) to explore potential renewable energy alternatives for the City. Staff reviewed and critiqued the nine proposals based on seven criteria. Staff recommended four firms for further consideration. The four firms are Barr Engineering, LHB Inc., Sebesta and SolarStone WSB & Associates. The proposed costs varied significantly. Staff is familiar with each of the four firms and staff believes each firm could do the work identified in the RFP. Staff is looking for guidance from Council about how it wants to move forward with this initiative. Councilmember Sundberg Noted she was pleasantly surprised at the high quality of the responses the City received. She recommended adding CR Planning to the list of firms to be interviewed. She stated that she thought that firm's proposal covered everything she was looking for. That firm has experience working with city government; it worked with the City of Minneapolis in 2013. LHB and Sebesta are of less interest to her because she does not want an advocate doing the City's assessment because she wants the playing field to be fair; She does want a firm with deep renewable energy experience. She then stated she thought interviewing five firms could be too much. She suggested interviewing Barr, SolarStone /WSB, and CR Planning in a work, session setting. Councilmember Siakel stated she supports interviewing a maximum of three firms; the three recommended by Councilmember Sundberg would be fine. She then stated she agreed with interviewing the selected firms in a work session and allowing 30 minutes per firm. Councilmember Hotvet concurred. Councilmember Woodruff stated he would like to hear more from Barr Engineering and SolarStone. He thought the Barr RFP covered all of the things he thought Council is interested in and it seems that the firm will do things in a very methodical way. He then stated he thought the RFP submitted by CR Planning was okay but from his perspective the cost was way too high. He went on to state that he CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES October 13, 2014 Page 4 of 13 thought the SolarStone proposal was not articulate enough to convey it would do as quality of a job as Barr. Councilmember Sundberg stated the cost for the CR Planning proposal was $26,382. Councilmember Woodruff noted that he looked at the cost incorrectly. Sundberg stated she is okay with interviewing four firms. Mayor Zerby stated he thought interviewing the three firms Councilmember Sundberg suggested would be fine. Administrator Joynes stated staff will schedule a 1.5 hour work s B. Southshore Center Correspondence Administrator Joynes explained that he and Attorney 'Kean correspondence to the other four founding Cities that co-own the c direction. Construction of the Center started in 1996. A Sbuthshorf has been in place for about 1.5 years. The SCAC delved into the S SCAC made a recommendation to most of the member City Cow other four City Councils about their desires to participate in ong received mixed opinions from them and staff discussed the responsi He noted the meeting packet contains a copy of a asking the Cities to either join Shorewood in full, l "Termination" clause outlined in Section 6 of the o, That clause allows a City to withdraw from operatic original construction of the building. The packet document prepared by Attorney Keane, a copy of document showing the projected capital improver highlights that continuing to operate, the Center approximate annul operating deficit of $70,000. the three firms. have been working on drafting thshore Center (SC) per Council's enter Advisory Committee (SCAC) 's operations and a subgroup of the s. Staff solicited opinions from the g operations of the SSC. The City with Council. to the other four member City Councils cipation of operating the SSC or to exercise the ial Cooperative Agreement dated March 4, 1996. of the SSC and retain their equity position in the o contains a copy of a Notice of Termination original Cooperative Agreement and a copy of a costs over the next 10 — 15 years. The letter the current level will continue to result in an He explained the letter was drafted the way it was so as not to create an "in your face ultimatum ". The other Poor City Councils have mixed political opinions about how they want to approach this. A couple of the Councils asked that consideration be given to amending the Cooperative Agreement so they can get out of the arrangement and walk away from their City's equity position. He has heard from some people that there are disagreements about that. A City of Deephaven representative had made verbal comments that Deephaven was willing to divest itself of any activity and its equity position. Nothing has been submitted to that regard in writing. A letter sent from Deephaven did not say that. He asked the Deephaven City Administrator if that omission was intentional and he was told it was. The Notice of Termination lays out what most of the other 20 City Councilmembers want to do. That is to find a way not to be committed to future capital improvements. It also eliminates involvement in operational decisions for running the SSC assuming they withdraw. Consistent with Section 6 in the original Cooperative Agreement, it allows a member city to withdraw but preserves their equity position in the shared construction costs incurred in 1996. He noted it also states Shorewood will operate the SSC and make improvements to the building but the deficits Shorewood experiences while doing that will be deducted proportionally from each member city's initial investment. He stated that he anticipates that over the next 4 — 5 years the other four member Cities' equity positions will be gone. He thought CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES October 13, 2014 Page 5 of 13 Shorewood is on higher ground with that argument. He does not know how anyone can make the argument that they want to maintain equity but they do not want to participate in paying for anything. He noted Shorewood does not want to go to court over this even though he is confident Shorewood would win. He also noted he thought the document allows a city to withdraw gracefully. He stated he can understand that there may be residents who do not want their member city to give up its equity position in a building that their City helped pay for. But, it is not fair to Shorewood to have to pay all of the costs. Joynes stated staff suggests Council authorize staff to send the letter and Notice of Termination to the other four member City Councils. He then stated that Mayor Zerby spoke with staff earlier in the day about the Recitals and Notice of Termination. Staff distributed to Council a revised Notice of Termination. The second paragraph in the Agreement section was all that was changed. Attorney Keane explained the original Notice of Termination Lt, security interest by the withdrawing SSC member Cities. The secon which referred to that has been replaced with "In the event of a,s Center to a third party, the City of Shorewood shall distribute procE as provided in the Cooperative Agreement." That is consistent with Agreement. ;nce to retention of a iragraph in the Agreement section or liquidation of the Southshore to each withdrawing member city intent of the oritr CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES October 13, 2014 Page 6 of 13 Councilmember Sundberg stated in the second to the last paragraph of the letter to the other member City Councils it states "While it had been our hope that all of the cities would find a way to continue this asset as a joint venture, we understand the reluctance to proceed with a financial commitment." She noted she does not understand their reluctance to proceed and wants to remove that clause. That sentence will be changed to read "It had been our hope that all of the cities would find a way to continue this asset as a joint venture." Mayor Zerby stated from his perspective the subsidies that Shorewood has made to SSC operations over the last four years or so should have already reduced the original capital contributions made by the other member cities. To start the accounting now seems unfair to Shorewood residents. Councilmember Sundberg concurred. Councilmember Woodruff noted that he can understand Zerby's position but when considering it from the other four member cities' perspectives he can see where they would have a difference of opinion based on the arrangement Shorewood had with them when Shorewood took over temporary responsibility for SSC operations. Councilmember Woodruff noted that in the letter on pagc,2 in the third to the last paragraph last sentence "there" should be changed to "their ". He suggested changing the second to the last paragraph on that same page because he did not like the word commits and he wanted South Lake removed, That sentence will be changed to read "The City of Shorewood intends to continue operation of the center as a public resource for the community and would ask that we have clear and unilateral authority to do this." Councilmember Woodruff suggested clarifying the last understood that the withdrawing member cities will get of Shorewood's future capital investments. The last sentence will be changed to read "Withdraw withdrawing cities' share of proceeds !resulting from t capital investments by the City,of Sharewood as provide graph 1 on page 3 to ensure it is original capital investment is net however, will not result in forfeiture of the sale or liquidation of the Center net of future in Section 6 of the Cooperative Agreement." Woodruff stated in the second to the last paragraph in the Notice of Termination there is a reference to quit clad deed. It is his understanding that if the withdrawing member cities do a quit claim deed they would be transferring their ownership to Shorewood. Attorney Keane clarified they would quit claim any interest they would have in the,property the building is on. They would still have interest in the building asset. Councilmember Siakel noted that interest will diminish over time because of capital improvements that will have to be made. Councilmember Siakel � stated per Mayor Zerby's earlier comments she asked if operating expenses Shorewood has incurred over the approximate last four years should be deducted from the equity positions for the other member cities. Or, does that start going forward. Attorney Keane stated the document was crafted to look forward; it does not go back to the time when Shorewood took over temporary responsibility for operating the SSC. Keane explained that staff is trying to have the City present the cleanest proposition based on the discussions that have occurred over the more than the last year. Shorewood has made it clear over the last year plus that the current financial arrangement is not sustainable. If the other member cities are not willing to sustain the asset then Shorewood is asking that they step back and allow Shorewood to be the trustee moving forward. Keane stated from a sense of fairness perspective Zerby's desire to deduct proportional amounts of the subsidies Shorewood made to CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES October 13, 2014 Page 7 of 13 SSC operations over the last approximate four years from the other member cities' equity positions is valid. But, in terms of palatability for the other cities he thought it would be prudent that be prospective. Councilmember Sundberg suggested the letter make some reference to the amount of money Shorewood has contributed to SSC operations since it took over temporary responsibility for the operations. Attorney Keane stated point well taken. Councilmember Hotvet asked if there would be any harm in including a report showing the subsidies made. Administrator Joynes stated the documents are not clear when it came to who was going to ultimately have to pay for any subsidies when Shorewood was responsible for SSC operations. There is some disagreement with the other member cities regarding what they have contributed during that time period. He noted that he thought trying to retroactively factor subsidies into the mix could cause more misunderstanding and cause animosity. Councilmember Sundberg stated given that she wanted to retract Mayor Zerby stated an agreement related to Shorewood tem for SSC operations was drafted but it was never executed by Councilmember Woodruff stated he thought it is Council's = int, subsidies and capital costs from the withdrawing member chic Cooperating Agreement only refers to capital costs. He stated need to be clear that the member cities need to be fiscally shortfalls and capital investments. taking over temporary responsibility ber cities. r the City to deduct future operating . ity positions. He noted the original lotice of Termination and the letter msible for their share of operating Attorney Keane noted he was going to play the devil's advocate on that point. He explained the discussion is entirely around the capital asset. Shorewood, understands investments have to be made to maintain the integrity of the capital asset. The operational expenses,arIe really not attributable to what the other member cities invested in; It is a debatable point both ways. He stated he understands what Councilmember Woodruff is trying to accomplish. Councilmember Wo submit Notice of T expenses will be; d reimbursed for a portion of the Woodruff stated there is some j have the same rights as Shorewe reflect the desire of this Council Mayor Zerby stated based on the the other member cities' equity p in capital investments-to actor construction cost. t this Council i's expecting to happen if the other member cities he heard Attorney Keane say only their share of the capital 1 capital ; equity position. If Council wants the City to get costs that needs to be clearly articulated in the document. n for doing that because the residents in the other cities will nts to the use of the SSC. Keane stated the documents should ay it is written it will take $300,000 in capital investments to wipe out itions if they withdraw. Director DeJong clarified it will take $700,000 lish that because Shorewood was responsible for one half of the Councilmember Woodruff stated he thought the original capital cost of the SSC was about $600,000 and Shorewood paid one half of that. Based on that, there would need to be $600,000 in capital investments in order to wipe out the other member cities' capital equity positions if only capital costs are used to offset the investment. If operating subsidies were to be factored in that would add about another $35,000 a year deduction based on the current level of operations. Attorney Keane noted that recovery is only based upon a triggering event; that is the City or the remaining member cities decide to sell the asset to a third party. He explained that in 1996 the underlying CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES October 13, 2014 Page 8 of 13 thinking that brought about the incorporation of that concept was that if the SSC was not profitable and the member cities decide to sell the structure to a third parry there could possibly a windfall that should be distributed to the member cities based upon their investment. He stated that after 17 — 18 years of operating history Shorewood still wants the SSC to benefit the larger community. He does not think Council wants to abandon the SSC's mission and purpose and that would be required to trigger the sale of the asset to a third party. Councilmember Woodruff stated based on what he heard the only way Shorewood would possibly get any money out of the SSC is if it is sold to a third party. Even then it may not actually net any money based on what it contributes between now and the time of sale and what the sale price would be. He then stated he thought the documents are intended to clarify the control of the asset and the financial responsibilities of the member cities. He suggested the documents be revised for Council's consideration during its next meeting. He asked if there is a big rush to get the documents sent to the other four cities. Mayor Zerby stated he would like to bring this to closure before the end of the year. He does not want to educate new member City Councilmembers. He noted discussion about this has been going on for a long time. Councilmember Woodruff stated he wants to see the documents before the.v are sent out. Councilmember Sundberg stated she thought the changes are Administrator Joynes stated staff will make the revisions and send the revised documents out to Council. If Council is okay with the revised documents then they will be sent out to the other member City Councils. There was Council consensus-to have staff revise the documents and forward them to Council. If there are no changes needed the documents can be sent out. C. Request from Resident to Suspend the Deer Management Program at Site #2 Director Nielsen doted that Kevin Minchk, 27195 Marsh Pointe Court, submitted a request in writing to the City asking that the City suspend ;the 2014 Deer Management Program at Site 2; site 2 abuts Mr. Minchk's property. He also noted that in 2013 the City received the same request. He stated that Mr. Minchk` is not present and had, asked him to read his email into the public record. The email read as follows. Brad, I am writing you because 'of the post card I received in the mail regarding the upcoming 2014 Deer Management Program starting September 26 28 and running to November 21 23. I am requesting that hunting in Area 92 be suspended indefinitely. I live at 27195 Marsh Pointe Court and since last year there have been some changes to the area. The sidewalk along Smithtown Road has been completed and the Deer Management Program in Area 2 presents a large public risk. With the main hunting area for Area 2 being in very close proximity to Smithtown Road and the new sidewalk an arrowed deer or startled deer could easily run out onto Smithtown Road and create a collision with a car or pedestrian walking on the sidewalk. Arrowed /startled deer will not hesitate to run directly into traffic or into a person. Not to mention that last November I was walking my dog and could very clearly see the hunter in his CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES October 13, 2014 Page 9 of 13 tree stand from the Smithtown Road sidewalk. I must say a very disturbing site and secondly, I actually witnessed the hunter drag his recently killed buck across Smithtown Road and over to his truck. I have pictures of the deer being removed and also of the hunter in the tree stand which I took with my iPhone. This Program has a large impact for me and my family because we are unable to get away from this troubling event. I feel privileged to live in such a beautiful location where I can enjoy the wildlife year round. I have been watching a few deer all summer and now for 5 weekends I have to hope and pray that they live through fall or worse that an archer miss places an arrow and now I have a wounded dangerous animal in my yard potentially injuring my family or my two dogs or an innocent by stander driving down or walking on the sidewalk along Smithtown Road. This would be a horrific event if either occurs and it would fall squarely on the decision made to hunt this area. Lastly, the length of this season is of great concern. Now for 5 weekends this fall I have to wonder each morning and evening is today the day that a wounded deer shows hp in my yard. I am directly across the marsh for all of the hunting locations 'in Areas I and 2 and a prime target for wounded deer. .. I am asking that the Deer Program in Area 2 be stopped immediately and the program as a whole be further reviewed. Thank you for your time. Kevin Minchk Nielsen stated the meeting Council meeting when a ve Councilmember Sun from this discussion. deer are causing sign stated that having met ontains a was minutes for the October 14, 2013, lives in the Marsh Pointe area and therefore will recuse herself ;ht the Beer Management Program is a necessary program. The •operties. He recommended continuing the hunt as planned. He aters he believes they are extremely cautious. Councilmeber Siakel stated she also supports with continuing with the Program as planned. The Program has been well thought out and been in place for some time. She then stated she is not sure how the sidewalk along Smithtown Road has any impact on harvesting deer. She noted she thought continuing with the Program is important. Mayor Zerby concurred with the comments made by Councilmembers Siakel and Woodruff. He asked Director Nielsen to pass this resident's comments along to those bowhunters who harvest in that area. Director Nielsen stated that he has spoken to the representatives from Metro Bowhunters Resource Base (MBRB) about placing tarp around harvested deer when removing them from the site. He explained the area being harvested near Mr. Minchk's is the island in the middle of the marsh. It is about 1200 feet from Mr. Minchk's property and about 500 feet from Smithtown Road. He stated there is no question that people can see the hunter; it is the same for a lot of the harvest sites in the City. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES October 13, 2014 Page 10 of 13 Chris Lizee, 5707 Brentridge Drive, noted she supports the City's Deer Management Program. She also noted that her property is near Site 2 and that she has lived there for more than 22 years. She stated she and her family have supported the Program for the eight years it has been in existence. For most of those years her family has allowed bowhunters access to their property. She then stated her family finds the MBRB bowhunters are licensed professionals and certified marksmen and markswomen. They are courteous. The bowhunters come to her home and introduce themselves. Safety is critical to the bowhunters. Ms. Lizee stated she does not worry about deer being shot with an arrow and running rampant. She worries about deer running through her yard, destroying property and running across roadways in Shorewood all day long. She then stated the deer have only one predator and that is her car. She explained she hit a deer with her car about ten years ago. Unfortunately, the deer, did not have any insurance so she had to pay a $500 insurance deductible for the damage to her car. Her 10-year-old daughter was with her in the car and was very scared by the incident. The police were called to', dispatch the deer near the residents' front yards. Ms. Lizee noted she supports the MBRB bowhunters and the Deer Woodruff moved, Siakel seconded, approving that Site 2 be kept as part of the 2014 Deer Management Program as planned. Motion passed 4/0/1 with Sundberg recusing. 11. OLD BUSINESS 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Trail S Mayor Zerby noted the meeting packet contains a copy of the Trail Schedule. He stated it is his understanding that Council still wants the Planning Commission to hold a neighborhood open house about the possible Galpin Lake Road walkway. He asked what the plan is for that. Engineer Hornby responded staff hopes to hold that sometime this year. Zerby stated he hopes that can be held yet this month before snow falls and before the holiday season begins. Zerby stated the Smithtown Road east "walkway plan indicates the feasibility report and Planning Commission walk, of the area were scheduled to be completed by October 10. He asked for an update on that. Engineer Hornby explained the draft feasibility report has been given to Director Nielsen and that Planning Commission will discuss the report on October 21. Council will be provided that information for its October 27 meeting. Zerby stated he would like to see the draft copy. Hornby stated he wants to ensure the report covers staff's points before it is presented to Council. Hornby noted Council will be provided with the same report the Planning Commission will receive. Zerby noted the walkway plan indicates a neighborhood open house is scheduled for October 30. He asked if arrangements have been made for that. Hornby responded no. Zerby stated the open house for the Smithtown Road west walkway was held at Minnewashta Elementary School and that seemed to work out well for residents in that area. Hornby suggested holding the neighborhood open house for the Smithtown Road east walkway and the Galpin Lake Road walkway on the same night. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES October 13, 2014 Page 11 of 13 2. Excelsior Boulevard Trail Update Engineer Hornby explained that the curb along where the Excelsior Boulevard trail will be has been constructed and the Excelsior Boulevard pavement has been put down. The trail has not been constructed. He then explained that recently he and Director Brown attended a meeting with representatives from Metropolitan Council Environmental Services (MCES) during which they learned MCES did a field test of the soils in the location where the retaining wall will be constructed. MCES found the soils to be very soft. MCES told staff that the soils are unsuitable to construct a retaining wall on. Staff had further discussions with MCES about that. MCES is going to do some additional borings at the location where the wall would be. The proposed trail will be in a fill section from Trunk Highway 7. There are quite a bit of fill soils in that slope area. MCES has stated the strength of the soils is substantially low for a retaining wall. He noted there is another meeting scheduled for October 14 with MCES representatives. He also noted it is unlikely the trail and retaining wall will be constructed this�year. Mayor Zerby noted that he has contacted MCES representatives an morning, October 14, at 8:00 A.M. Engineer Hornby and, Directo assumes Administrator Joynes will also be in attendance. The pur, possible solutions to the issue. He explained he has spoken with st, few weeks. He has come to the understanding that anything can be stated he hopes MCES will increase its share of funding for the trai is unwilling to accept that the trail will not be done. He believes its the preparation of the trail is in place up until up to, he thought, manhole cover. Engineer Hornby explained there should be catc h sewer is. Zerby stated the manhole cover is in the middle of where grade and noted he was surprised to see it there. Hornby' expla existing forcemain. Engineer Hornby clarified going to do a project to improvements as part of i project. The City and staff poor conditions, of the soil; area but they did not p soil borings this week. 3. Director Brown explai Cathcart Park. There i planting in the Skate I sites watered when nee 3 scheduled the meeting for tomorrow Brown will be ' attendance and he )ose is to discuss the trail project and iff about this a few tunes over the last done;,it is just a matter of money. He 1 project. He noted that at this time he needs to be constructed. He explained a sewer manhole cover or stormwater basins, in the street where the storm the trail would go and it is above trail ned it is a cleanout structure for the `ity did not do a feasibility study for this trail. He explained MCES was a redundant forcemain and it invited the City to put in some public )roject: MCES considers the City's trail project to be an add -on to its ,ciates MCES, having offered that. He noted that no one was aware of the -n the MCES project was being discussed. There were soil borings of the fill in the slope. He stated he thought MCES was going to take additional that clover plantings have been done. There is a 200 foot by 35 foot planting in 25 foot by 50 foot planting in Freeman Park. And, there is a 50 foot by 75 foot Public Works has been working with those that planted the clover to keep the Mayor Zerby thanked Director Brown and his staff for working so cooperatively with those that planted the clover. 4. Christmas Lake Update Administrator Joynes explained the copper sulfate treatment at Christmas Lake was done on October 4. The area was near the boat launch where Zequanox had been applied. The sulfate was applied to a slightly larger area. The barrier of the area at the boat launch will be extended because a few zebra mussels were CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES October 13, 2014 Page 12 of 13 found outside of and near the barrier. People are pleased with the effectiveness of chemicals so far. The Minnesota Department of Natural Resources (DNR) and other agencies are applying for a permit from the Federal Environmental Protection Agency to try potash (potassium chloride) treatment. The barrier material was delivered earlier in the day to the Minnehaha Creed Watershed District and the barrier extension will likely be put in place sometime during this week. He noted it is very unlikely the boat access will be reopened in 2014. 5. Manor Park Shelter Repairs Director Brown stated it is his understanding that the City has solicited a proposal from a contractor the Building Official knows to repair the shelter in Manor Park that was damaged by a vehicle. Director Nielsen stated the repairs will be done mid to late November. Mayor Zerby asked if there is any risk to the plumbing with the cold weather coming. Nielsen responded no and stated it will be protected to the degree that it needs to be. Nielsen stated the repairs will be an insurance claim. Other Engineer Hornby stated the City has applied for a grant for some inflow and infiltration repairs. The repairs will cost approximately $250,000. About $27,000 of that cost is'eligible for grant reimbursement over the next three years. The City applied for a grant from the Minnesota Board of Soil and Water Resources (BWSR) for the Shore Lane erosion issue. Mayor Zerby asked for an update on the Highway 7. Director Brown stated new sib cleanup work and concrete work to do. at the intersection of County Road 19 and i..oneration and that the contractor has some Director DeJong stated staff, continues to work on new financial system implementation activities. Training on the employee self - service component and wrap -up activities for the use of credit cards for utility bills need to be done. He continues to enter prior -year, month -end balances into the new system for comparison reporting purposes. Mayor Zerby asked if all of the modules have been installed. DeJong clarified the City is not active on credit cards, for utility bills nor on the employee self - service time sheet entry. Zerby stated on his utility bill it appeared that the "e" in the word code was missing. DeJong noted that the bilks are being printed in house until staff verifies the bills are correct and then the bill form will be sent out for commercial printing. Councilmember Woodruff stated on the top left hand side of the bill there is a block of text that talks about customer bank accounts that is not very clear. He read it three times before he figured out he does not have to do anything related to changing his bank account number. He had previously authorized the City to auto deduct his payment. He suggested that language be clarified. DeJOn4 stated he will do that. Director Nielsen stated the Planning Commission will review the feasibility study for the Smithtown Road east walkway project during its October 21 meeting. The Commission will do its trail walk that same evening. He then stated the Deer Management Program has taken place on two weekends this year. Four deer were harvested on the first weekend and six were harvested on the second weekend. Administrator Joynes stated he and Councilmember Siakel attended an Excelsior Fire District (EFD) Board meeting on September 24. One of the items on the agenda was the EFD 2015 Operating Budget and the EFD 2015 — 2035 capital Improvement Program (CIP). Prior to that meeting the Operating Budget was passed on a 3/2 by the member cities' Councils. The CIP failed on a 3/2; a 4/1 or a 510 vote was needed to pass it. During that meeting the Board reached a compromise on the use of Operating Fund reserves. An amendment to the Budget, which was agreed to by all five of the member cities' CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES October 13, 2014 Page 13 of 13 Boardmembers, did three things with regard to the use of unreserved fund balance: 1) $30,000 is to be used for specific building projects — station floor apparatus sealing at both stations; 2) $30,000 is to be set aside in a Pension Reserve Fund for future mandatory contributions to the Excelsior Firefighters Relief Association (EFRA) fund for pensions; and, $30,000 will be returned to the member cities according to the 2015 funding formula (that will amount to about $12,000 — a $15,000 for Shorewood). The Board agreed that the two member city Councils that voted against the budget were to take action on the amended Budget first. If they choose not to approve the amended Budget then things will go back to the original action taken. Councilmember Siakel noted that from her vantage point the Board worked out the best compromise it could. She stated the biggest issue was about the use of undesignated Operating Fund reserves. B. Mayor and City Council Councilmember Woodruff stated he thought all members of" Council received communications from Metro Cities and from the League of Minnesota Cities (LMQ regarding the annual Ming scheduled for November 13. A set of policies from each organization have been distributed for review. If members of Council have not been provided with a link to the policies they should ask Administrator Joynes for that link. There is still about one and a half weeks remaining; to comment on them. He noted that he and Mayor Zerby are going to attend the meeting. Councilmember Hotvet stated that she participated in the 2014 Dash for Hunger event in place of Mayor Zerby. The event was held at the Shorewood CUB Foods and hosted by,the two local Rotary Clubs. The three teams raised more than $13,000 for the ICA Food Shelf. The team she was on gathered almost $1,800 in non - perishable items. Mayor Zerby stated he 13. ADJOURN Woodruff i 13, 2014, at RESPECTFULLY SUBM Christine Freeman, Recor ATTEST: ion Jean Panchyshyn, City Clerk Open House and Safety Fair on October 2. It was a great event. City Council Regular Meeting of October Scott Zerby, Mayor #3A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title J Subject: Verified Claims Meeting Date: October 27, 2014 Prepared by: Michelle Nguyen, Senior Accountant Bruce DeJong, Finance Director Attachments: Claims lists Policy Consideration: Should the attached claims against the City of Shorewood be paid? Background: Claims for council authorization. 60854 -60855 & ACH 23,771.80 Pending Checks & ACH 848,790.15 Total Claims $872,561.95 We have also included a payroll summary for the payroll period ending October 18, 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 j Action Requested: Staff recommends approval of the claims list as presented. Next Steps and Timelines: Checks will be distributed following approval. Accounts Payable Check Detail User: Mnguyen Printed: 10/21/2014 - 11:28AM Check Number Check Date Amount 5 - EFTPS - FEDERAL W/H Line Item Account 0 10/20/2014 Inv 10/20/2014 Line Item Date Line Item Description Line Item Account 10/20/201.4 PR Batch 00002.10.2014 Federal Income Tax 700 -00- 2172 -0000 3,980.78 10/20/2014 PR Batch 00002.10.2014 FICA Employee Portion 700 -00 -2174 -0000 2,843.25 10/20/2014 PR Batch 00002.10.2014 FICA Employer Portion 700 -00- 2174 -0000 2,843.25 10/20/2014 PR Batch 00002.10.2014 Medicare Employee Portion 700 -00- 2174 -0000 664.99 10/20/2014 PR Batch 00002.10.2014 Medicare Employer Portion 700 -00- 2174 -0000 664.99 Inv 10/20/2014 Total 10,997.26 0 Total: 10,997.26 5 - EFTPS - FEDERAL W/H Total: 10,997.26 2 - IC MA RETIREMENT TRUST- 302131 -457 Line Item Account 60854 10/20/2014 Inv 10/20/2014 Line Item Date Line Item Description Line Item Account 10/20/2014 PR Batch 00002.10.2014 Deferred Comp Flat Amount 700 -00 -2176 -0000 2,075.00 Inv 10/20/2014 Total 2,075.00 60854 Total: 2,075.00 2 - ICMA RETIREMENT TRUST- 302131 -457 Total: 2,075.00 461 - KENT HUDSON & ASSOCIATES Line Item Account 60855 10/20/2014 Inv INV- 20140228 Line Item Date Line Item Description Line Item Account 10/21/2014 Consulting -Date Conversion 403 -00 -4640 -0004 525.00 Inv INV- 20140228 Total 525.00 60855 Total: 525.00 461 - KENT HUDSON & ASSOCIATES Total: 525.00 AP -Check Detail (10 /21/2014 - 11:28 AM) Page 1 Check Number Check Date Amount 286 - MIDWEST MAILING SYSTEMS INC Line Item Account 0 10/20/2014 Inv 73933 Line Item Date Line Item Description . 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No. - 517 Refuse 69.16 150917 Ord. No. - 517 Refuse 50.12 152847 PHN- Virginia Cove Easements 73.62 153073 PHN- Virginia Cove Easements 5112 153075 Sample Ballot 110.10 General Check 356 12 Vendor 171 ELECTRICAL INSTALLATION & MAINT. CO 0012992 -IN Remove Overhead Wires - Warning House 397.76 0013015 -IN Replace Lights at Lobby Desk 221.25 101 -19- 4223 -0000 Check 619.01 Mun Bldg Vendor 219 ELLY PIEPER 10/20/2014 Tablecloths 40.00 SSC Check 40.00 Vendor 185 FEDEX KINKO'S 077000005437 Plans Copy - 6015 Seamans Drive 22.50 Insp Check 2150 City of Shorewood Pavment Acct Number Fund Dent Check Sequence:] 10/27/2014 404 -00- 4620 -0007 Street Cap Non -Dept Check Sequence:2 10/27/2014 101 -13- 4221 -0000 General Admin Check Sequence: 3 10/27/2014 404 -00 -4620 -0006 Street Cap Non -Dept Check Sequence:4 10/27/2014 101 -32 -4221 -0000 General Pub Works 10/27/2014 101 -32- 4221 -0000 General Pub Works 10/27/201.4 101 -32- 4221 -0000 General Pub Works Check Sequence: 5 10/27/2014 601 -00 -4396 -0000 Water Non -Dept 10/27/2014 601 -00- 4398 -0000 Water Non -Dept Check Sequence:6 10/27/2014 101 -19- 4221 -0000 General Mun Bldg Check Sequence: 7 10/27/2014 611 -00 -4386 -0000 Sewer Non -Dept Check Sequence: 8 10/27/2014 201 -00- 4380 -0000 SSC Non -Dept Check Sequence:9 10/27/2014 101 -19- 4400 -0000 General Mun Bldg 10/27/2014 101 -32- 4400 -0000 General Pub Works Check Sequence: 10 10/27/2014 101 -13- 4351 -0000 General Admin 10/27/2014 101 -13- 4351 -0000 General Admin 10/27/2014 101 -18- 4351 -0000 General Planning 10/27/2014 101 -18- 4351 -0000 General Planning 10/27/2014 101 -13- 4351 -0000 General Admin Check Sequence:]] 10/27/2014 101 -52- 4400 -0000 General Park Maint 10/27/2014 101 -19- 4223 -0000 General Mun Bldg Check Sequence: 12 10/27/2014 201 -00- 4400 -0000 SSC Non -Dept Check Sequence: 13 10/27/2014 101 -24- 4351 -0000 General Insp Vendor 199 GMH ASPHALT COPORATION Check Sequence: 14 P.V. 41 - 01459 -85 P.V. 41 -2014 Utility & Street Impvmt-Sunnyv 291,974.80 10/27/2014 404 -00- 4620 -0004 Street Cap Non -Dept Check 291.974.80 Vendor 535 HERMAN'S LANDSCAPE SUPPLIES Check Sequence: 15 8768/1 Black Dirt for Freeman Parking Lot Regrade 831.00 10/27/2014 101 -52- 4245 -0000 General Park Maint Check 831.00 Vendor 533 KENDELL DOORS AND HARDWARE, INC. Check Sequence: 16 SI013968 Premium Keys for Main Building 930.08 10/27/2014 101 -19- 4221 -0000 General Mun Bldg Check 930.08 Vendor 531 LEAGUE OF MINNESOTA CITIES Check Sequence: 17 202381 City of Shorewood Annual Due -2014 6,956.00 10/27/2014 101 -11- 4433 -0000 General Council 204304 Regional Meeting - Richard Woodruff- 11/13 40.00 10/27/2014 101 -11- 4331 -0000 General Council Check 6.996.00 Vendor 259 CLARE T LINK Check Sequence: 18 2014 -38 Park Commission Meeting- 10/14/14 220.00 10/27/2014 101 -52- 4400 -0000 General Park Maint Check 220.00 Vendor 279 METROPOLITAN COUNCIL (WASTEWATER) Check Sequence: 19 0001038345 Waste Water Svc - Nov 45,684.54 10/27/2014 611 -00- 4385 -0000 Sewer Non -Dept Check 45.684.54 Vendor 289 MINGER CONSTRUCTION INC. Check Sequence: 20 P.V. #5- Pro13 -01 P.V. #5 - Project 13 -01 -2013 Street- Drainage & 50,083.39 10/27/2014 404 -00- 4620 -0003 Street Cap Non -Dept Check 50,083.39 Vendor 294 MINNESOTA CONWAY FIRE & SAFETY Check Sequence: 21 107389 Annual Fire Extinguisher Inspection 164.58 10/27/2014 101 -32- 4400 -0000 General Pub Works 107389 Annual Fire Extinguisher Inspection 16458 10/27/2014 101 -52- 4400 -0000 General Park Maint 107389 Annual Fire Extinguisher Inspection 164.59 10/27/2014 101 -19- 4400 -0000 General Mon Bldg Check 493.75 Vendor 534 MOST DEPENDABLE FOUNTAINS, INC. Check Sequence: 22 INV34834 Drinking Fountain Replace - Freeman park 1,375.00 10/27/2014 101 -52- 4221 -0000 General Park Maint Check 1375.00 Vendor 322 OFFICE DEPOT Check Sequence: 23 733907902001 Utility Papers 97.70 10/27/2014 101 -15- 4200 -0000 General Fin 734554302001 Book Rings 20.36 10/27/2014 101 -13- 4200 -0000 General Admin Check 118.06 Vendor 325 ON SITE SANITATION INC Check Sequence: 24 A- 563075 Badger Park-10/11-1 1/7 50.00 10/27/2014 101 -52- 4410 -0000 General Park Maint A- 563076 Cathcart Park - 10/11-1117 50.00 10/27/2014 101 -52- 4410 -0000 General Park Maint A- 563077 Freeman Park -10/11 -11/7 150.00 10/27/2014 101 -52- 4410 -0000 General Park Maint A- 563078 Manor Park- 10/11 -11/7 50.00 10/27/2014 101 -52- 4410 -0000 General Park Maint A- 563079 SilverwoodPark- 10/11 -11/7 50.00 10/27/2014 101 -52- 4410 -0000 General Park Maint A- 563080 South Shore Skate - 10/11 -11/7 50.00 10/27/2014 101 -52 -4410 -0000 General Park Maint A- 563081 Christmas Lk Boat Access -10 /11 -11/7 110.00 10/27/2014 101 -52- 4410 -0000 General Park Maint A- 563088 Cresent Beach -10/11 -11/7 50.00 10/27/2014 101 -52- 4410 -0000 General Park Maint A- 565573 Manor Park - 10/22/14 20.00 10/27/201.4 101 -52- 4410 -0000 General Park Maint Check 580.00 Vendor 240 KENNETH POTTS, PA Check Sequence: 25 Kraemer- 2010Siv Forfeiture - Kristopher John Kraemer -2010 CI 1,700.00 10/27/2014 101 -16- 4304 -0000 General Prof Svcs Check 1.700.00 Vendor 354 SHOREWOOD TRUE VALUE Check Sequence: 26 121715 General Hardware 33.74 10/27/2014 101 -32- 4245 -0000 General Pub Works 121765 Keys 1.99 10/27/2014 101 -32- 4245 -0000 General Pub Works 121769 Keys 7.96 10/27/2014 101 -32- 4245 -0000 General Pub Works 121824 Paint 6.99 10/27/2014 101 -32- 4245 -0000 General Pub Works 121837 Bolts, Nuts, Screws 6.00 10/27/2014 101 -32- 4245 -0000 General Pub Works 121879 Bait Pellet 24.77 10/27/2014 101 -32- 4245 -0000 General Pub Works Check 81.45 Vendor 360 SOUTH LAKE MINNETONKA POLICE DEPT. Check Sequence: 27 November - 29144 Operating Budget Exp - Nov 86,879.67 10/27/2014 101 -21- 4400 -0000 General Police September- 2014 -1 Henn Cry Processing Fee - Sept 20.44 10/27/2014 101 -21- 4400 -0000 General Police Check 86.900.11 Vendor 381 TKDA ENGINEERS ARCHITECTS Check Sequence: 28 002014003169 Shwd Valley 2013 St Rehab - Sept 233.57 10/27/2014 404 -06- 4620 -0003 Street Cap Non -Dept Check 23157 Vendor 382 TOLL GAS & WELDING Check Sequence: 29 10046605 Welding Supplies 206.90 10/27/2014 101 -32 -4245 -0000 General Pub Works Check 206.90 Vendor 384 TOTAL PRINTING SERVICES Check Sequence: 30 10107 Newsletters - Nov 593.50 10/27/2014 101 -13- 4400 -0000 General Admin 10107 SSCC Insert - Nov 132.00 10/27/2014 201 -00- 4400 -0000 SSC Non -Dept Check 725.50 Vendor 421 VERIZON WIRELESS Check Sequence: 31 9733012579 S & W Lines - Aect842017386 -Svc 09/02 -10i 48.33 10/27/2014 601 -00- 4321 -0000 Water Non -Dept 9733012579 S & W Lines - Aect842017386 -Svc 09/02 -101 48.31 10/27/2014 611 -00- 4321 -0000 Sewer Non -Dept 9733012579 S & W Lines - Acet842017386 -Svc 09/02 -101 48.31 10/27/2014 631 -00- 4321 -0000 Storm Wate Non -Dept 9733645208 Brad's Cell -612- 865 -3582- Svc 09/13 -10/12 46.15 10/27/2014 101 -18- 4321 -0000 General Planning Check 191.10 Vendor 394 VICTORIA REPAIR AND MFG Check Sequence: 32 7195 Pipe 42.00 10/27/2014 101 -32- 4245 -0000 General Pub Works Check 42.00 Vendor 415 WARNER CONNECT Check Sequence: 33 29920084 Comp Maint -Nov 2,553.40 10/27/2014 101 -19- 4221 -0000 General Mom Bldg Check 2.553.40 Vendor 408 WM MUELLER & SONS INC Check Sequence: 34 197980 Road Maint 463.42 10/27/2014 101 -32- 4250 -0000 General Pub Works 198084 Road Maint 46142 10/27/2014 101 -32- 4250 -0000 General Pub Works 198263 Road Maint 928.58 10/27/2014 101 -32- 4250 -0000 General Pub Works 198373 Road Maint 925.10 10/27/2014 101 -32- 4250 -0000 General Pub Works Check 1780.52 Vendor 410 WSB AND ASSOCIATES INC Check Sequence: 35 01459- 690 -24 Smithtown Road Trail Sidewalk West -Aug 9,053.75 10/27/2014 406 -00- 4620 -0001 Trail Non -Dept 01459 - 700 -23 MCES Forcemain - Aug 2,124.75 10/27/2014 611 -00 -4680 -0011 Sewer Non -Dept 01459 -740 -9 Pass Thm - Ashland Woods Utility & Street h 500.25 10/27/2014 101 -00- 3414 -0000 General Non -Dept 01459- 760 -16 Valleywood Area St - Aug 6,219.00 10/27/2014 404 -00- 4620 -0003 Street Cap Non -Dept 01459- 810 -15 Galpin Lk Rd Trl - Aug 14,403.00 10/27/2014 406 -00 -4620 -0002 Trail Non -Dept 01459 -850 -8 Sunnyvale Ln Improvements - Aug 2,686.50 10/27/2014 404 -00- 4620 -0010 Street Cap Non -Dept 01459 -860 -6 Lift Station No. 11 Rehab - Aug 1,656.00 10/27/2014 611 -00- 4680 -0000 Sewer Non -Dept 01459 -870 -8 Gen Eng Svc - Aug 4,000.00 10/27/2014 101 -31- 4400 -0000 General Engineering 01459 -880 -6 Pass Thru - Minnewashta School Addition Pk 108.75 10/27/2014 101 -00 -3414 -0000 General Non -Dept 01459 -900 -6 Misc. Engineering Support -Aug 1,78335 10/27/2014 101 -31- 4303 -0000 General Engineering 01459 -910 -3 Sealcoat Project -Aug 199.50 10/27/2014 404 -00 -4620 -0006 Street Cap Non -Dept 01459 -930 -3 Mill & Overlay - Aug 5,195.25 10/27/2014 404 -00- 4620 -0005 Street Cap Non -Dept 01459 -940 -2 Smithtown Road Sidewalk East -Aug 2,954.00 10/27/2014 406 -00- 4620 -0008 Trail Non -Dept 01459 -950 -2 Pavement Marking - Aug 692.50 10/27/2014 404 -00 -4620 -0007 Street Cap Non -Dept 01459 -960 -1 SWAMP Web App -Aug 1,177.00 10/27/2014 631 -00- 4303 -0000 Storm Wate Non -Dept 02092 -710 -9 MS4 Svcs - Aug 515.50 10/27/2014 631 -00- 4302 -0009 Storm Wate Non -Dept Check 51269.50 Vendor 411 XCEL ENERGY Check Sequence: 36 Stmt #430274536 5655 Merry Lane- 09/08 -10/07 22.10 10/27/2014 101 -52- 4380 -0000 General Park Maint Check 2110 Vendor 412 ZARNOTH BRUSH WORKS INC Check Sequence: 37 0151708 -IN Sweeper Brushes 363.00 10/27/2014 101 -32- 4221 -0000 General Pub Works Check 36100 Vendor 414 ZIEGLER INC Check Sequence: 38 SW140141274 Repairs to Grader 567.55 10/27/2014 101 -32- 4221 -0000 General Pub Works Check 567.55 Total 848,790.15 Total 38 k,\ ;\ �l City of Shorewood Council Meeting Item Title / Subject: 2015 Community Tree Sale Meeting Date: October 27, 2014 Prepared by: Julie Moore, Communications /Recycling Coordinator Attachments: #3B MEETING TYPE Regular Meeting The City of Shorewood has participated in the Minnetonka tree sale for two of the past three years with huge success. Residents have been very open to the tree sale and we have added a diverse selection of trees to the community. Minnetonka has again offered to let Shorewood participate in their April tree sale. This year, we will attempt a pre -order sale so that residents are able to select from a larger variety of trees. With the pre -sale, residents can place and pre -pay their order for trees before we need to finalize our order. We will still pre - select trees as recommended for our area by the City of Minnetonka foresters. All trees ordered are guaranteed free of neonictinoids as per our new Bee Safe ordinance. To meet the needs of residents that do not want to order so far in advance, we would still purchase a limited selection of trees that we would have to pre -pay for and get reimbursed upon ordering. In the past we have ordered $7,400 in trees. Staff Recommendation Staff recommends Council authorize the expenditure of funds up to $7,400 for trees to be pre -paid by the city and reimbursed by residents who do not pre -order trees. Any pre- orders received will be deducted from the $7,400, making the city pre -paid order lower. Timeline Upon City Council approval, the pre -order form will be in the December newsletter and advertised on the city website, and the trees purchased by the city will be advertised starting in the February newsletter. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 #3C MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Authorize the Expenditure of Funds for Sign Installation Chaska Road /T.H. 7 Meeting Date: October 27, 2014 Prepared by: Larry Brown, Director of Public Works Reviewed by: Attachments Work Order MNDOT Policy Consideration: Should the City of Shorewood pay to have signs installed along Trunk Highway 7 for local roadways? Background: Staff is in receipt of correspondence from representatives along Chaska Road, requesting directional signs be placed along State Highway 7 for Chaska Road. Currently, the standard City name plate sign exists to denote the roadway intersection. Attachment 1 depicts the existing condition. In other portions of the City, intersections have been posted with large directional signs, as shown in Attachment 2. Staff made contact with MNDOT, as signs along this corridor are permitted, installed and maintained by DOT. Surprisingly, representatives from the DOT responded stating that it is their policy that if these signs are installed, the City will reimburse the DOT for the signs and installation. A proposal in the amount of $2720.20 is attached as Attachment 3. The signs proposed would be in installed, both eastbound and westbound State Highway 7, and are 8.5 feet in width and 3.5 feet in height, as shown in Attachment 4. Signs will be installed to meet highway safety sign standards for high speed collision. Financial Considerations: While this is not a cost that has been programmed as part of the CIP or operating budget, staff is recommending that this be approved and funded from the sign replacement funds that have been designated in the Capital Improvement Program for sign replacements, as shown in Attachment 5. Options: 1. Approve a motion authorizing the expenditure of funds for sign installation. 2. Provide staff with alternative direction. Recommendation: Staff is recommending that a motion that authorizes the expenditure of funds be approved. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 •� r I F, ``� IIII'l u ` 4 L F MINNESOTA DEPARTMENT OF TRANSPORTATION (MN /DOT) ((� R Installation of Guide and Informational Signing on Trunk Highways (T.H.) P'�' (PLEASE PRINT) (revised 11- 07 -06) r Applicant Name Email Street Address _ City County Business Website State Zip Phone - Facility Name (as requested to appear on the sign) Chaska Rd. -Exact location of facility West of Intersection with CSAH 19 in Shorewood - Signing location(s): Intersection of T.H. 7 and Chaska Rd - Number of signs requested: 1 2 3 C)4 (all the signs must contain the same legend) - Direction of travel to be signed. 7Eastbound 7 Westbound Northbound Southbound - Distance from signed intersection /interchange to business: N/A miles. - Direction to the facility from the signed intersection /interchange: (East OWest ONorth South Applicant must read, complete, and sign the reverse side (Certification of Compliance) prior to the fabrication and installation of the sign(s). Total current costs = $2720.20 (includes fabrication, installation and overhead) Payment for sign(s) must be included with the completed application. Make check or money order payable to: COMMISSIONER OF TRANSPORTATION Mn /DOT Use Only ❑ Bill (State Agencies only) ❑ Payment Received Dated Authorized Minnesota Department of Transportation Permit No. Area T.H. R. P. C.S. Return to: Mn /DOT Traffic Engineering 1500 West County Road 132 Roseville, MN 55113 Attn: Luke Bourassa Questions: Phone: (651) 234 -7822 Email: luke.bourassa @state.mn.us ATTACHMENT 3 N 0 a' O W 4 ^i o W 3 � z U � a o SIGN PANELS TYPE D POSTS PANEL SIGN PANEL NO KNEE TOTAL NO QTY 6 BRACES SIZE AREA AREA LEGEND TYPE QTY INCH SO FT SQ FT Chaska Rd 0-M -MN7 -182 -01262 1 2 2 102 x 42 29.75 29.75 Chaska Rd D -M -MN7- 182 -01263 1 2 2 102 x 42 29.75 29.75 TOTAL 59.50 I A 19b 296 395 q96 y56 11A 516 Chaska Rd 39 0 in 7.4 1 58.3 1 10,7 -1 18.2 1 7 39 --- -24 39 — 102 Chaska Rd RT ARRW; 6.0" Radius, 1.3" Border, White on Green; [Chaska Rd] E Mod; Arrow 15 - 24.0" 0 °; 1 a 194 'Lg6 395 q96 559 15A 516 I Chaska Rd Al ,590 d 7 �39 24 102 Chaska Rd LEFT ARRW; 6.0" Radius, 1.3" Border, White on Green, [Chaska Rd] E Mod; Arrow 15 - 24.0' 180°; 10.7 -1 18.2 7.4 39 ATTACHMENT WORK ORDER NO. 2014063 DRAWN BYr KMP CHECKED BY: LWB CERTIFIED BY LIC. N0. DATE 9/26/2014 STATE PROJ. NO. SHEET 2 OF 2 SHEETS Ld Ld uj o I. cn LJ ,z uj 0 0 (281 N b, L131 Ntlfll � Sl Lu Al at) 41 1 ti NIGHT LANG MUST D-M-MN7-182-01262 Chaska Rd 0, -U- NOZ2 /,9r,'/6:03S[4J2J/03/ 107d -197,j 02114A P. nitijlicj City of Shorewood, Minnesota Capital Improvement Program 2014 thra 2018 PROJECTS BY FUNDING SOURCE Source Project# Priority 2014 2015 2016 2017 2018 Total 404 - Street Reconstruction Fund Elbert Point LR -13 -01 3 27,000 27,000 KcKinley Circle LR -13 -02 3 21,000 21,000 Valleywood Circle & Lane LR -13 -06 3 601,000 601,000 Charleston Circle LR -14 -01 4 36,000 36,000 Club Valley Road LR -14 -02 4 29,000 29,000 Lake Virginia Drive LR -14 -03 4 63,000 63,000 Radisson Entrance LR -14 -04 4 33,000 33,000 Sunnyvale Lane LR -14 -06 4 228,000 228,000 Timber Lane LR -14 -07 4 55,000 55,000 Chaska Road LR -15 -01 5 87,000 87,000 Mayflower Road LR -15 -02 5 33,000 33,000 McKinley Court LR -15 -03 5 40,000 40,000 Murray Hill Road LR -15 -04 5 52,000 52,000 Star Circle & Lane LR -15 -05 5 453,000 453,000 Summit Avenue LR -15 -06 5 32,000 32,000 Amlee Road LR -16 -01 5 332,000 332,000 Garden Road LR -16 -02 5 42,000 42,000 Gillette Curve LR -16 -03 5 35,000 35,000 Manitou Lane LR -16 -04 5 317,000 317,000 McKinley Place N & S LR -16 -05 5 65,000 65,000 Shady Hills Circle LR -16 -06 5 51,000 51,000 Echo Road LR -17 -01 5 71,000 71,000 Howards Point Road LR -17 -02 5 180,000 180,000 Kathleen Court LR -17 -03 5 22,000 22,000 Oak Ridge Circle LR -17 -04 5 29,000 29,000 Riviera Lane LR -17 -05 5 371,000 371,000 Shorewood Lane LR -17 -06 5 423,000 423,000 Mann Lane LR -18 -01 5 444,000 444,000 Maple Street LR -18 -02 5 100,000 100,000 Street Sign Replacement LR -99 -001 2 6,600 6,900 7,200 7,500 7,800 36,000 Maintenance-Bituminous Sealcoating LR -99 -100 1 270,000 228,000 245,000 184,000 238,000 1,165,000 404 - Street Reconstruction Fund Total 1,369,600 931,900 1,094,200 1,287,500 789,800 5,473,000 GRAND TOTAL 1,369,600 931,900 1,094,200 1,287,500 789,800 5,473,000 ATTACHMENT 5 Thursday, July 03, 2014 #3D MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: City Hall Holiday Schedule and Office Hours Meeting Date: October 27, 2014 Prepared by: Bill Joynes, City Administrator This year, the December holiday schedule provides for % day holiday on Wednesday, December 24 and a full day holiday on Thursday, December 25. Thursday, January 1, New Year's Day, is a holiday as well. Phone and walk -in business is typically very slow the week between Christmas and New Years. Many staff use vacation time for part or all of that week, so a skeletal crew is typically on duty. Staff is requesting to officially close city hall this year all day on Wednesday, December 24; Friday, December 26; and Friday, January 2. City Hall Staff will use vacation or accrued comp time for those days off. As established by the Union contract, the Public Works Department will remain open for the % day on Tuesday, December 24; and all day Friday, December 26 and Friday, January 2. City Hall closures are posted on the city website, in the newsletter and on the front door of City Hall. Council Action: A motion authorizing the official closure of City Hall for the Christmas and New Year's holidays on December 24 -26 and January 1 -2 and to allow staff to use vacation or comp time for the % day on December 24 and full days of December 26 and January 2. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 k,\ ;\ �l City of Shorewood Council Meeting Item #5A MEETING TYPE Regular Meeting Title / Subject: Report on Lake Minnetonka Communications Commission (LMCC) activities Meeting Date: October 27, 2014 Prepared by: Jean Panchyshyn, City Clerk Attachments: Paul Stelmachers, LMCC Board Representative, will be present to provide an update on recent LMCC activities. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 k,\ ;\ �l City of Shorewood Council Meeting Item Title / Subject: Report on Lake Minnetonka Conservation District (LMCD) activities Meeting Date: October 27, 2014 Prepared by: Jean Panchyshyn, City Clerk Attachments: #5B MEETING TYPE Regular Meeting Deborah Zorn, LMCD Board Representative, will be present to provide an update on recent LMCD activities. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 k,\ ;\ �l Title / Subject: Meeting Date: Prepared by: Attachments: City of Shorewood Council Meeting Item Report by Gabriel Jabbour October 27, 2014 Jean Panchyshyn, City Clerk Gabriel Jabbour will be present to provide a report on the state of the lake. #5C 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 #6A and FOR MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Johander — Minor Subdivision /Combination and Vacation of Drainage and Utility Easements Meeting Date: 23 October 2014 Prepared by: Brad Nielsen Attachments: Planning Director's Memorandum Draft Resolution — Proposed Division /Combination Draft Resolution — D & U Easement Vacation Policy Consideration: Should the City approve a minor subdivision and combination (lot line rearrangement) for Michael Johander, and vacation of drainage and utility easements associated therewith? Background: The Robert Johander Family proposes to rearrange the lot line between its two properties at 27630 and 27660 Virginia Cove (see attached Planning Director's Memorandum). As part of the division /combination, the old drainage and utility easements along the existing lot line will be vacated in exchange for new easements along the new common lot line. The Planning Commission voted unanimously to recommend approval of the division /combination, as well as the easement vacation. Resolutions to that effect are included herein for your consideration. A public hearing has been scheduled for Monday night to consider the easement vacation. Financial or Budget Considerations: None. The application fees cover the City's expense in processing the request. Since there are no new lots being created, there are no park dedication fees or local sanitary sewer access charges. Options: Approve the division /combination and the easement vacation; approve the division /combination, but not the easement vacation; or deny the whole request. Recommendation / Action Requested: Staff recommends approval of the subdivision /combination and the easement vacation. The resolution approving the division /combination includes dedication of new drainage and utility easements along the new common lot line. The correct order of approval would be the division /combination resolution first, then the vacation resolution. Next Steps and Timelines: The applicant has 30 days in which to record the two resolutions. Connection to Vision / Mission: Quality public services. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 Loki] MEMORANDUM TO: Planning Commission, Mayor and City Council FROM: Brad Nielsen DATE: 16 October 2014 RE: Johander - Simple Subdivision/Combination FILE NO.: 405 (14.09) The Robert Johander Family owns the properties at 27630 and 27660 Virginia Cove (see Site Location map - Exhibit A, attached). Exhibit B shows the current configuration of the two lots. Michael Johander, Trustee, proposes to rearrange the lot line between the two properties as shown on Exhibit C. The subject properties are located in the R -lA/S, Single - Family Residential /Shoreland zoning district. The smaller, easterly lot contains 1.04 acres, and the larger, westerly parcel contains 3.15 acres. The sizes of the parcels upon completion of the subdivision/combination will be 3.06 acres for the easterly,parcel and 1.13 acres for the westerly parcel. This proposal is quite simple - both lots will meet or exceed the requirements of the Zoning Code. The only complication is that the existing drainage and utility easements along the current common lot line must be vacated. Replacement easements will be recorded with the division/combination. A public hearing for the easement vacation is scheduled for 27 October, when this item will be considered by the City Council. Subject to the applicant's attorney preparing deeds for the new easements and an up -to- date title opinion for the property, approval of the division/combination and vacation of existing easements is recommended. Cc; Bill Joynes Michael Johander Tim Keane ®vy f.0 PRINTED ON RECYCLED PAPER N A 0 350 700 Lake Minnetonka 1,400 T Feet BOX lKathle'en H-61 4;ubject, PtbjJer�tiqs, 41 T7*" Mon n Maple I Ridcie "� g fimr4n 9 SF�1ofmoe W2444rly Poc¢I (2? �4G) o ale 'b dr f O O&MIee rrucnd ! ••O O8S11J ° tl 0 P 1 I t so G -r S. OAW. . t f tl l fiery �aru� 2,1 to Exhibit B O p r r J r w Jos.� � i Q zM : Id- O d 0M d Atl�r O d%O��p ° Qi x gyp( °0 0 tlO ° MO d �sp —_ —m� w, ° 6064 of � 4S ( J--K l fiery �aru� 2,1 to Exhibit B aroma S�d� &oz to r I l-- wodond oars. Eosamanr I S951950'W, 4 58 x \s f7270i6"W 644 1307 I 9.41 e1ggN I a$ Are. = 1.13 ACRES m iz a1 W s z� I � I I I I I ml I I al I al I J I 1 I I m u °W I i ; I I I 10 L -4x220 a6:s°3 Virginia Certificate of Survey 1\ \ / Hie i 43e I I 1 I Cove \ N h m vIAGIN1q 1 — — — — — — denotes Droino9e and UNIty Eosement per the plot of LAKE WRGNIA WOODS PROPOSED PROPERTY DESCRIP77ONS. PARCEL A Mot port of Lot 9, Block 1, LAKE NRGIN/A WOODS Hennepin County, Minnesota, according to the recorded plat thereof that lies Westerly of the Northerly extension of the West line of Lot 8 of sold Block 1. PARCEL B Lot 8, Block 1, LAKE VIRGINIA WOODS, Hennepin County, Minnesota, according to the recorded plot thereof. AND That port of Lot 9, Block 1, LAKE V/RG/N/A WOODS Hennepin County, Minnesota, according to the recorded plot thereof that lies Easterly of the Northerly extension of the West line of Lot 8 of said Block 1. PROPOSED VACA7ED EASEMENT. That part of the 20.00 foot drainage and utility easement as dedicated on the recorded plot of LAKE VIRGINIA WOODS, Hennepin County, Minnesota, that is centered on the Northerly common lot line between Lots 8 and 9, Block 1, of said LAKE WRGIN /A WOODS that lies Easterly of the Westerly 10.00 feet. and its Northerly extension, of said Lot & PROPOSED DRAINAGE AND U7XIrY EASEMENT., A 20.00 foot perpetual easement for drainage and utility purposes aver, under, and across Lot 9, Block 1, LAKE VIRGINIA WOODS, Hennepin County, Minnesoto, according to the recorded plot thereof • the centerline of said easement is described ce follows: Beginning at the Northwest corner of Lot 8 of said Block 11 thence Northerly along the Northerly extension of the West line of sold Lot 8 to the drainage and utility easement on said Lot 9 and said centerline there terminating. The sidelines of said easement shall terminate of the North line of said Lot 8 and its Westerly extension and also at the drainage and utility easement on said Lot 9. f Survey on Lots 8 and D-1-, Syg.2021'Yt and ��'•�`MARY Easement -.—'- LAKE VIRGINIA WOODS, repoR was prepared me or under my direct supervsion and that l a duty Mike J d County, Minnesota e, Licensed Land Surveyor under the laws of the State of Minnesota. ®h a it i WTTO Date: Drawn By Scale: Checked By ,/� S•O "j` \`R l T.J.B. = ¢ P�•� .�,._ P opw^ad Vacated Droinoga d U1111y Easement �•�� I Are. = 3.06 ACRES ssoaarEs P/auu'i•Et"ol"a ------ ---------- --------- NW coma a/ Lat d Block \ !, LAKE W&IA III.. Engineers & Land Surveyors, Inc 1\ \ / Hie i 43e I I 1 I Cove \ N h m vIAGIN1q 1 — — — — — — denotes Droino9e and UNIty Eosement per the plot of LAKE WRGNIA WOODS PROPOSED PROPERTY DESCRIP77ONS. PARCEL A Mot port of Lot 9, Block 1, LAKE NRGIN/A WOODS Hennepin County, Minnesota, according to the recorded plat thereof that lies Westerly of the Northerly extension of the West line of Lot 8 of sold Block 1. PARCEL B Lot 8, Block 1, LAKE VIRGINIA WOODS, Hennepin County, Minnesota, according to the recorded plot thereof. AND That port of Lot 9, Block 1, LAKE V/RG/N/A WOODS Hennepin County, Minnesota, according to the recorded plot thereof that lies Easterly of the Northerly extension of the West line of Lot 8 of said Block 1. PROPOSED VACA7ED EASEMENT. That part of the 20.00 foot drainage and utility easement as dedicated on the recorded plot of LAKE VIRGINIA WOODS, Hennepin County, Minnesota, that is centered on the Northerly common lot line between Lots 8 and 9, Block 1, of said LAKE WRGIN /A WOODS that lies Easterly of the Westerly 10.00 feet. and its Northerly extension, of said Lot & PROPOSED DRAINAGE AND U7XIrY EASEMENT., A 20.00 foot perpetual easement for drainage and utility purposes aver, under, and across Lot 9, Block 1, LAKE VIRGINIA WOODS, Hennepin County, Minnesoto, according to the recorded plot thereof • the centerline of said easement is described ce follows: Beginning at the Northwest corner of Lot 8 of said Block 11 thence Northerly along the Northerly extension of the West line of sold Lot 8 to the drainage and utility easement on said Lot 9 and said centerline there terminating. The sidelines of said easement shall terminate of the North line of said Lot 8 and its Westerly extension and also at the drainage and utility easement on said Lot 9. f Survey on Lots 8 and I hereby certify that this survey, plan, or by Requested By. LAKE VIRGINIA WOODS, repoR was prepared me or under my direct supervsion and that l a duty Mike J d County, Minnesota e, Licensed Land Surveyor under the laws of the State of Minnesota. ®h a it i WTTO Date: Drawn By Scale: Checked By ,/� S•O 8-4 -14 T.J.B. 1 " =40' P.E.O. ssoaarEs P/auu'i•Et"ol"a License #40062 Date: 9 -11 -14 Engineers & Land Surveyors, Inc • denotes iron monument found wwW.ottoassociateecom Q denotes 112 inch by 14 inch iron pipe 9 West Divlslon Street set and marked by License #40062 Buffalo, MN 55313 (763)682 -4727 Fax: (763)682-3522 14- - D- R- A -F -T- RESOLUTION NO. A RESOLUTION APPROVING SUBDIVISION AND COMBINATION OF REAL PROPERTY WHEREAS, The Robert Johander family owns certain real properties in the City of Shorewood, County of Hennepin, State of Minnesota, legally described as: "Lot 8 and Lot 9, Block 1, Lake Virginia Woods, Hennepin County, Minnesota "; and WHEREAS, Michael Johander, Trustee (Applicant), has applied to the City for a subdivision and combination of said real properties into two parcels legally described in Exhibit A, attached hereto and made a part hereof, and WHEREAS, the subdivision and combination requested by the Applicant complies in all respects with the Shorewood Zoning Code. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: 1. The real properties legally described above be divided into two parcels, legally described in Exhibit A, attached hereto and made a part hereof. 2. The City Clerk will furnish the Applicant with a certified copy of this resolution for recording purposes. 3. The Applicant records this resolution together with the drainage and utility easements, legally described in Exhibit B, attached, with the Hennepin County Recorder or Registrar of Titles within thirty (30) days of the date of the certification of this resolution. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 27th day of October 2014. SCOTT ZERBY, MAYOR ATTEST: JEAN PANCHYSITYN, CITY CLERK Proposed Legal Descriptions Parcel A: That part of Lot 9, Block 1, LAKE VIRGINIA WOODS, Hennepin County, Minnesota, according to the recorded plat thereof that lies Westerly of the Northerly extension of the West line of Lot 8 of said Block 1. Parcel B: Lot 8, Block 1, LAKE VIRGINIA WOODS, Hennepin County, Minnesota, according to the recorded plat thereof AND That part of Lot 9, Block 1, LAKE VIRGINIA WOODS, Hennepin County, Minnesota, according to the recorded plat thereof that lies Easterly of the Northerly extension of the West line of Lot 8 of said Block 1. Exhibit A Proposed Drainage and Utility Easement - Legal Description A 20.00 foot perpetual easement for drainage and utility purposes over, under, and across Lot 9, Block 1, LAKE VIRGINIA WOODS, Hennepin County, Minnesota, according to the recorded plat thereof, the centerline of said easement is described as follows: Beginning at the Northwest corner of Lot 8 of said Block l; thence Northerly along the Northerly extension of the West line of said Lot 8 to the drainage and utility easement on said Lot 9 and said centerline there terminating. The sidelines of said easement shall terminate at the North line of said Lot 8 and its Westerly extension and also at the drainage and utility easement on said Lot 9. Exhibit C CITY OF SHOREWOOD RESOLUTION NO. RESOLUTION VACATING CERTAIN DRAINAGE AND UTILITY EASEMENTS WHEREAS, Notice of Public Hearing on the proposed vacation of certain drainage and utility easements in the City of Shorewood, Hennepin County, Minnesota, was published in the Excelsior /Shorewood edition of the SUN-SAILOR NEWSPAPER on the 9th and 16th days of October 2014 and in the LAKER NEWSPAPER on the 11'' and 18th days of October 2014; and WHEREAS, said Notice of Public Hearing was posted in three (3) locations in the City of Shorewood; and WHEREAS, the Council of the City of Shorewood heard all interested parties on the question of vacation at a Public Hearing on the 27th day of October 2014, in the Council Chambers at the City Hall. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood, Minnesota, that the drainage and utility easements described in Exhibit A, attached, be and hereby are vacated. BE IT FURTHER RESOLVED, the Applicants shall record this resolution contemporaneously with the resolution approving a minor subdivision and combination, dated 27 October 2014, with the Hennepin County Recorder or Registrar of Titles within thirty (30) days of the date of the certification of this resolution. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 27th day of October 2014. Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk Description of easement to be vacated: That part of the 20.00 foot drainage and utility easement as dedicated on the recorded plat of LAKE VIRGINIA WOODS, Hennepin County, Minnesota, that is centered on the Northerly common lot line between Lots 8 and 9, Block 1, of said LAKE VIRGINIA WOODS that lies Easterly of the Westerly 10.00 feet, and its Northerly extension, of said Lot 8. Exhibit A CITY OF SHOREWOOD PARK COMMISSION MEETING TUESDAY, OCTOBER 14, 2014 MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Mangold convened the meeting at 7:00 p.m. A. Roll Call Present: Chair Mangold, Commissio Ische; City Council Liaison Absent: None B. Review Agenda Hartmann moved to approve the agenda as amended: Sawtell seconded the motion. Motion carried 5 -0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Mi Commissioner Ische movedf to approve the amended: Page 4 of 6, — change ' gentence to service. Dietz seconded the motion.' .Motion c: 3. MATTER'FROM none. 4. ARCTIC FEVER SNOW S 7A 5755 COUNTRY CLUB RD SHOREWOOD CITY HALL 7:00 P.M. Sawtell, and �r Nielsen iscussion of irrigation systems. 9, 2014, rtes of the September 9, 2014 meeting as : Nielsen suggested a hard surface level of EVENT — JANUARY 16, 2015 Sue Davis was present and updated the Commission on activities planned for the 2015 Arctic Fever. Hartmann stated s'mores and cocoa should be available at the sculpture event. Hartmann stated the fire pit should be located in a more centralized location. She stated there will be a need for a dog sled operator. Mangold stated there is also a need for mobile fire pits. Ische asked if there is any reason why this event is over a 3 -day weekend as he believed there would be better attendance if it were held another weekend. Mangold stated this could be brought up with the committee. 5. DETERMINE PARK MEETING DATE FOR NOVEMBER AS NOVEMBER 11 IS A HOLIDAY PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2014 Mangold stated our meetings are the second Tuesday of the month. In November it will be Veterans Day. The meeting will be rescheduled to Tuesday, November 25. 6. CONCESSION AGREEMENT Mangold stated there are few changes to the agreement from the one in effect this year. Nielsen stated he even comes to smaller events, and he has been very reliable. Dietz stated it is unusual he is paid after the season is over and asked what the reason is. He also asked in the termination clause if it should be clearer when it relates to payment status. He also asked if commercial liability is per incident or for total. Nielsen stated he was unsure of the insurance but would find out. Mangold stated the payment should remain as is if that is what has been done in the past. Woodruff believed the City Attorney should look Ische asked if there was any information provided on what kind of revenue comes from the concession stand. Woodruff stated the Council has not looked at that. The City owns the agreement so the City would replace anything that, breaks. Ische stated there is nothing in the contract regarding,being current with Department of Health regulations. Nielsen stated he will also check into that. He stated he will come back to the next meeting with answers. 7. REVIEW PARK SUMMIT GROUP No meeting was held due to a lack of quorum. Mangold stated it doesn't appear that we are making much progress with the other cities. Woodruff suggested the City Council be asked what the next step 8. GIDEON GLEN PARKING /SIGN UPDATE Nielsen stated a bid was received for culvert placement, parking lot, and signage. He stated the bid was extremely high. He stated there is a possibility Public Works could do some portion of the work. A small-sized contracting company could possibly be hired to install the needed curb. Mangold stated his biggest question is how the culvert work would be funded. Nielsen stated it would be funded through a drainage account. The Park Commission should look at the parking lot and signage. They discussed the original amount funded for this project. Mangold asked if this would be seen again or if it would be lumped into another project. Nielsen stated that it is a possibility. 2 PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2014 Ische asked if staff could do the culvert work. Nielsen stated he would discuss this with Public Works. Woodruff suggested it be added to another project such as the Smithtown Trail project. He didn't think a single contractor would be excited about installing a culvert or curb. Commissioners discussed whether it could wait another year. Dietz stated it is better for the parks to be marked rather than unmarked. Woodruff stated it was not supposed to be a park when it was first created. He stated there are things that need to be done before it can be a park. Mangold stated the issue is that most people park at the didn't think that would be done in the future as that is a Ische believed there would be a higher expectation believed it would be worth it to maintain the trail u Council. Sawtell discussed his concerns about con urged them to discuss this with the City Council. Dietz asked if the City can maintain the trl the expectation is. Woodruff suspected tl If the Park Commission thinks this should Dietz moved that this is a v seconded the motion. Moti 9. SILVERWOOD'PA Commissioners reviewed the exactly where it is shown'. Nielsen stated the bench ove the neighbors are not in favor oppose the trail'heing "in the isn't near any housing., Corn ea for the ied 4 -1. 11 I . ildipg "next door. Nielsen stated he ig to be a liquor store. -ep if there is a sign at' the site. Dietz have the commitment from the City 'putting-6 f this project. ,Woodruff it wash out. Nielsen stated we tell them what intenance is a IoW priority for Public Works. •ity3 they need to tell the City Council. y and there should be signage. Sawtell ;old voted against the motion. plan. He stated most of the structures are eking the pond could be a possible Boy Scout project. He stated 'the trail. Woodruff stated there are neighbors who adamantly ack yards ". He stated the shorter trail that terminates at the pond sioners and staff discussed trail locations in the park. Mangold asked if there is 'a period of time when Badger Park isn't available for skating if Silverwood would be an option for maintenance. Ische asked if the City maintains any skating areas on bodies of water. Nielsen stated they do at Manor Park. Woodruff stated there was also a discussion with TKDA about the accessibility of the trail that goes from the well house being handicapped accessible. He recalled it could not be. 3 PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2014 Nielsen asked if the Commission would support putting in the benches so that the Boy Scouts could be scheduled. He also discussed the possibility of having a park donation program. Ische discussed the programs associated with memorial programs. Mangold stated it is a great idea, but there needs to be a strong program developed ahead of time. He recommended there being a specific plan developed first. Mangold asked for suggestions about what can be added to the park. Woodruff stated goose droppings still are a problem. Ische stated he is all for the benches, but if there isn't a trail to it; it wouldn't work. Nielsen stated the Scouts could construct a rustic trail Mangold stated the retaining walls are starting to show, their age. He didn't see any mayor items that we are moving toward. 10. SOUTHSHORE SKATE PARK. SURVEY Mangold stated there weren't a whole lot of r( split with the usage. Mangold stated a skate parks a destination. more usable. The question is whether it is not is in bad condition. Hartmann b stated we ni The were received were ted adding one new element might make it used because of lack of interest or because it I now are concrete and not wood. She look like. Hartmann stated it appeared from the,survey the community garden should be expanded. Nielsen stated that'is on our radar. Mangold believed whenever it fills up, the next year it should be expanded. Commissioners discussed doa' park locations and amenities. Mangold believed it wound be less costly to repair the skate park than it would be to tear it completely out. Ische stated adding another element to the skate park might be an option. Mangold asked whether the Commission believed it should be upgraded or removed. Hartmann believed it is done, and kids are doing other things now. She didn't know what should be put in its place. 0 PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2014 Sawtell suggested a basketball court. Hartmann suggested picnic tables. Nielsen stated Deephaven and Greenwood chipped in on the beginning installation. Woodruff stated Deephaven and Greenwood should be asked for their ideas. Nielsen asked if there is a skateboarding club in the area. Nielsen suggested taking pictures of nearby skate parks. Mangold also suggested contacting the Third Lair. Woodruff also suggested talking to Mound where there is a skate park near their city hall. Ische stated other ideas include a BMX track or a place to use remote control cars /trucks. Hartmann suggested it be a passive green space. Ische asked if there would be a benefit to having a playground for community garden users' kids. Mangold stated Highway 7 holds this park back from'm4ny activities. Woodruff asked if the Commission has a budgetary notion °cif what it would cost to rehab the skate park. Mangold believed it would be about $300 per sheet. Woodruff stated that would be about $6,000 which is not a small budget item. Hartmann believed the people who use the park should be asked what should be added. She believed if a new structure costs the same as a rehab, we should go the new structure route. Mangold believed the garden should be expanded until the point where we can discuss removing the skate park structure. Nielsen stated the panel replacement'could be a spring project. In the meantime we can look for a feature to add. half of the people surveyed think the skate park should remain. Sawtell asked if Brown reviewed the skeleton of the skate park facility to see what shape it is in. Nielsen stated he would check; Hartmann stated therd'is also a need for an estimate of the asphalt work. Woodruff stated there needs to be information provided for the City Council's review of CIP projects at a future meeting. Dietz suggested a survey be done for each park every month. Mangold believed they should be done quarterly to avoid being overwhelmed. Ische stated then you need to be committed to doing something. PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2014 Woodruff stated the Commission needs to be careful when asking questions. Dietz stated it is important to get a sense of what should and should not be done with the parks. Woodruff stated it is important that the questions asked give answers that are actionable. Hartmann suggested park surveys be an item on the next agenda, and there needs to be a park update in all the newsletters. 11. SPORTS ORGANIZATION USER FEE Commissioners reviewed sports organization user fees. Ische stated he was disappointed to find out that it is has stated $10 a person is too much. Woodruff believed the fee is very low. Hartmann charge. Nielsen agreed to canvass other cities. Commissioners discussed fees charged b as football, charge more per person. Ische asked how many soccer fields are at crosswise they play on them for smaller ki Hartmann stated lacr Mangold stated he nE believed it goes in'thi of the general fund. check with Finance a 12 G WITH Nielsen stated staff met wi They reminded us that the and tree trimming, and Shy Summit meeting with Cha: doing something different. stated hockey cities more active games, such there are three full-size; collected on any of the park budget reports. Woodruff he Council budgets park maintenance which comes out is something we should be tracking. Nielsen agreed to ere it is located in the budget. OF CHANHASSEN STAFF REGARDING CATHCART the Chanhassen administrator and mayor to discuss Cathcart Park. is an existing agreement where they take care of lawn maintenance ;wood takes care of capital improvements. There will be a Park assen in April to review the agreement and discuss the possibility of Mangold asked if we would have an opportunity to review the agreement in advance. Nielsen stated it would be reviewed. Commissioners discussed the maintenance of the park. Nielsen didn't know if Chanhassen maintains the ball fields. PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2014 Mangold stated it is great they are open to discussion. Nielsen stated a perimeter trail was suggested at Cathcart, and Chanhassen thought that was a great idea. Mangold asked if we know what their park dedication fees are in Chanhassen. Nielsen stated that is not known, but he would find out. Woodruff suggested a list of what they want to get out of the meeting be prepared prior to the April meeting. 13. NEW BUSINESS Mangold stated he wanted to make sure the City's irrigation' system has a rain sensor. If there isn't one, it would be a good move on our part to upgrade. Nielsen stated we have one at the Public Safety building. He believed there is one at the ball field at Ffeoman Park. He stated it would be added to Badger Park. 14. STAFF AND LIAISON A. City Council Woodruff updated the Commission on recent City C about sending a letter to the four other cities to rclini ownership should the building ever be sold. There v regarding a trail. The feasibility report for the Smith- There is another snag on the trail in Excelsior due to most of the parks. A copper sulfate treatment was d a permit to add potash. the meeting at 9:10 No report 15. ADJO TES ncil activity. He indicated there was discussion sh their ownership and maintain an equity be a meeting with residents around Galpin Lake vn trail will be presented at the next meeting. ,or soil conditions. Clover has been planted in in Christmas Lake. They are still trying to get Sawtell moved, Dietz seconded, to adjourn the Park Commission Meeting of October 14, 2014 at 9:13 p.m. Motion carried 4 -0. RESPECTFULLY SUBMITTED, Clare T. Link 7 �l owl City of Shorewood Council Meeting Item Title / Subject: Park Commission Recommendations Meeting Date: 27 October 1014 Prepared by: Brad Nielsen Reviewed by: Patti Helgesen Attachments: Planning Director's Memorandum, dated 1 October 2014 #7B and 7C MEETING TYPE Regular Meeting Policy Consideration: Should the City try to keep the Park Summit meetings going? Also, should the City move forward with the construction of the sign for Gideon Glen, even though the parking lot has been delayed? Background: Three attempts have been made this year to rally the Park Summit group, with no success. Two meetings were cancelled and no one showed up for the one scheduled for 23 September. Although the Summit was initiated by the Park Commission, the Commission is asking for direction from the Council as to the future of the Summit effort. Staff advised the Commission that bids had been rejected for the improvements at Gideon Glen (i.e. drainage correction, parking lot and sign). The Commission voted to recommend that the City no longer delay construction of the sign, since the future of the drainage and parking will not be resolved in the near future. With respect to those other improvements, the Commission recommended that the interpretive trail be repaired until a reasonable bid could be obtained. Financial or Budget Considerations: The quotes for the Gideon Glen sign amount to $ As of this writing we do not know if the contractors can complete the work this year. Options: Accept the Park Commission's recommendation and direct staff to order the sign work and trail repairs; or wait for a sane contractor to bid on our projects. Recommendation / Action Requested: Staff continues to explore different means of completing the work in question (e.g. contracting the concrete curb work and requesting Public Works to construct the parking lot). Assuming repair of the trail, there appears no reason to delay the sign installation. Next Steps and Timelines: Attempt to get the sign in this year. Connection to Vision / Mission: Attractive amenities. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD PLANNING COMMISSION MEETING TUESDAY, OCTOBER 21, 2014 MINUTES CALL TO ORDER Chair Geng called the meeting to order at 7:00 P.M. ROLL CALL Present: Chair Geng; Commissioners Davis, Labadie, N Nielsen; Engineer Hornby; and, Council Liaison Absent: None Chair Geng noted that prior to this meeting the Planning G P.M. and traveled to the Nvest end of the proposed Smithtowil at various areas along the sidewalk route. Engineer Hornb aspects and challenges for the sidewalk project. He then SmithtoN -,n Road East Sidewalk Extension Feasibility Report APPROVAL OF AGENDA Davis moved, Maddy seconded, approving the ages passed 510. APPROVAL OF MINUTES • September 2, 2014 Davis moved, Maddy seconded, approving the September 2, 2014, as presented. Motion passed 510. SUBDIV] ,nnlicant: COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:00 P.M. Planning Director assembled at approximately 5:35 sideNvalk. They proceeded to look ;frog on some of the Engineering Commission Neill talk about the 3 on the agenda. 21, 2014, as presented. Motion Planning Commission Meeting Minutes of Lake Linden Drive Chair Geng explained the Planning Commission is comprised of residents of the City of Shorewood who are serving as volunteers on the Commission. The Commissioners are appointed by the City Council. The Commission's role is to Help the City Council in determining zoning and planning issues by developing a factual record. Anv recommendation the Commission makes to the Citv Council is advisory only. He noted that if the Commission makes a recommendation this evening, this item Nvill go before the City Council on October 27, 2014. Director Nielsen noted that in 2008 Mike Seifert applied for a minor subdivision. Council considered the request and approved it during its September 22, 2008, meeting. He stated the meeting packet contains a copy of his staff report dated September 10, 2008, that the then Planning Commission discussed during its September 16, 2008, meeting. CITY OF SHOREWOOD PLANNING COMMISSION MEETING October 21, 2014 Page 2of6 Nielsen explained the subject property is located at 6085 Lake Linden Drive. Mr. Seifert again proposes subdividing the lot north and south into two building sites. The property is zoned R -1C, Single Family Residential and it contains 63,210 square feet of area. Mr. Seifert proposes to have a shared driveway off of the southerly street. In addition to the conditions of approval listed in the staff report the 2008 minor subdivision was also approved subject to the shared driveway being a minimum of 12 feet wide with the common portion of the driveway no less than 16 feet wide if a sprinkler system is installed in the house or 20 feet wide if not and to the applicant submitting an easement and maintenance agreement for the proposed shared driveway. He stated the proposed subdivision is consistent with the City's Zoning Code and Comprehensive Plan. Nielsen noted Mr. Seifert was present. Commissioner Maddy asked if the sewer access charge in 2014 is the same as it was in 2008 ($1,200) Director Nielsen noted it is still $1,200. Davis moved, Labadie seconded, recommending approval of a minor subdivision for Mike Seifert, 6058 Lake Linden Drive, subject to the conditions listed in the staff report dated September 10, 2008, to the shared driveway being a minimum of 12 feet wide with the common portion of the driveway no less than 16 feet wide if a sprinkler system is installed in the house or 20 feet wide if it is not, and to the applicant submitting an easement and maintenance agreement for the proposed shared driveway. Motion passed 510. 2. MINOR SUBDIVISION /COMBINATION (Lot Line Rearrangement) Applicant: Michael Johander Location: 27630 and 27660 Virginia Cove Director Nielsen explain Virginia Cove. Michael properties out as shown lot does not wrap around Johander fa_ trustee, p to of survey owns the properties located at 27630 and 27660 ,es to straighten the lot line between the two lot, line would then run straight north so that one The subject properties are located in the R- 'lA/S, Single - Family Residential/Shoreland zoning district. The lots currently meet or exceed the lots size requirements of the Zoning Code for that District and they will continue to meet or exceed the requirements after the completion of the subdivision/combination. The existing drainage and utility ,easements along the current common lot line must be vacated. A public hearing for the easement vacation is scheduled for the October 27, 2014, City Council meeting. Replacement easements will be recorded with the division/combination. Nielsen noted Mr. Johander is rzresent. Michael Johander, the trustee, explained the reason the two lots are configured the way they are is there used to be a dump site along the north strip of the development. The developer cleaned that up in Lot 9 (the westerly lot). The then developer did not want to disclose there had also been a dump site immediately north of Lot 8 (the easterly lot). The Johander Family has decided it is less of an issue to disclose there had been dump material that has already been cleaned up. They think that having the owner of Lot 8 control the view will be a more marketable approach than the original developer's concern about having to disclose there had been dump materials on Lot 8. The proposed reconfiguration of the lots will be the way it should have been done in the first place. CITY OF SHOREWOOD PLANNING COMMISSION MEETING October 21, 2014 Page 3of6 Director Nielsen stated that from a planning perspective what is being proposed is a much better design than the current design with a gerrymandered lot line. In response to a question from Commissioner Maddy, Mr. Johander stated the area to the north is Nvetland and not a lake. Director Nielsen noted that the crosshatched area on Exhibit B showing the current lot configuration is Nvetland buffer. Davis moved, Muehlberg seconded, recommending approval of the subdivision /combination for Michael Johander for the properties located at 27630 and 27660 Virginia Cove as well as the drainage and utility easement vacations in exchange for new easements subject to the applicant's attorney preparing an up -to -date title opinion for the property. Motion passed 510. 3. SMITHTOWN ROAD (EAST) TRAIL PROJECT - FEASIBILITY REPORT — RECOMMENDATION TO CITY COUNCIL Commissioner Davis stated she would like to know how the City is going to pay for the Smithtown Road East Sidewalk Extension Project. Director Nielsen explained Council is looking into several options. Nielsen noted that to date trail projects have been funded with funds from the sale of the City's liquor operations, Minnesota State Aid (MSA) funds and funds from the General Fund. He stated it is his understanding that the City has pretty much used its MSA funding: Engineer Hornby explained the funds in the City's MSA fund have been accounted for by other projects; primarily the Smithtown Road West Sidewalk Project. Nielsen stated Council is going to consider bonding and possibly borrowing money from one of the other funds. Nielsen noted that based on a comment from a resident some people are going to closely watch where the funding will come from. He stated Council needs to decide where the money will come from. Chair Geng asked if MSA funds are replenished from time to time. Director Nielsen stated the City is allocated money annually so its allotment can build up. Nielsen explained the City can borrow against future MSA money. That is what the Citv did for the ,reconstruction of the Countv Road 19 and Smithtown Road intersection. Engineer,' Hornby explained the City can look at a State Aid advance which is three years or it can consider a State Aid bond. Hornby noted that when municipalities consider an advance it is on a first -come first- served basis. The 'City could only get an advance if there is money in the account. He stated in the years when there was a lot of development going on the State's account was drained. Nielsen stated he thought all members of Council will be at the open house to answer those types of questions. Geng then asked when the funding decision is going to be made. Nielsen responded it will be on Council's October 27 meeting agenda. Director Nielsen noted the public open house for this project and the Galpin Lake Road trail segment will be on October 30. He will let the Planninu Commission know the time. Commissioner Labadie stated she thought she heard the time period for the easement acquisition is approximately six months. She asked if that is correct. Director Nielsen stated the City makes strong attempt to buy the necessary easements from property owners. If the City has to go through condemnation there is what is called a 90 -day Quick Take legal process. He noted that for the Smithtown Road West Sidewalk Project property owners were willing to sell easements to the City. He stated if Council accepts this feasibility report during its October 27 meeting then staff will ask Council to authorize the City Attorney to begin title work on the properties along the proposed sidewalk site. CITY OF SHOREWOOD PLANNING COMMISSION MEETING October 21, 2014 Page 4of6 Chair Geng noted that he would like this project to move forward and stated he hopes the Planning Commission will recommend Council accept the feasibility report and the project contingent on identifying a funding source. He stated he thought moving forward with this project is in the public's best interest. It would be a safe route to school for children and it would be a safe route for pedestrians in general. He noted he was impressed with the Nvay the Smithtown Road West Sidewalk turned out and that it enhanced the look of the area. He also thought what is being proposed is the most cost effective approach. Chair Geng thanked Engineer Hornby and WSB & Associates for the fine study. He stated he lilted Hornby's explanation to the Planning Commission evening. Geng moved, Davis seconded, recommending approval of Extension Feasibility Study Report subject to identifying a 1 passed 510. Chair Geng thanked the Planning Commissioners proposed sidewalk extension area. Chair Geng thanked Engineer Hornby for walking the sidewall coming to this meeting. He noted it was helpful to have Hornby 4. MATTERS FROM THE FLOOR There were no matters from the floor presented 5. OLD BUSINESS / NE` Commissioner Davis asked, HH if development (PUD). Commiss noted that Sandra Travlor h as gust exec in the next construction has heard idle stated g it did on the feasibility nu the walls earlier this in order to Road East Sidewalk r the project. Motion of the with the Planning Commission and it on the walls. about the Summit Woods planned unit through the area about a month ago and as her property on the market. Engineer Hornby noted there is a I development on October 23. Director Nielsen noted the Development Nielsen stated he anticipates the developer will begin working on the le of weeks. He commented he would not be surprised if the developer on the Shorewood PUD vet this year. Chair Geng asked if Council has made any decision about which, if any, of the four alternatives presented by staff it wants to move forward with for Summit Avenue. Engineer Hornby noted not yet. Hornby explained that the Minnesota Department of Transportation (MnDOT) speed study suggested leaving it up to a driver to determine what a safe driving speed is for that roadway. MnDOT did not recommend a speed limit posting. The roadway is deficient in width and in curvature on the north end. There is a State Statute that requires a driver to use their best judgment as to what a safe speed is to travel on a roadway when there is not posted speed. Director Nielsen noted that the residents in that area do not necessarily want the road problem fixed. Commissioner Labadie asked what is going on with the corner lot near the American Legion where the old gas station was. Director Nielsen stated since the short-term interest in a bicycle repair shop idea fell through there has not been much other interest in that site. Nielsen then stated there is a developer who has expressed some interest in the Smithtown Crossing Redevelopment Area but they are waiting to see CITY OF SHOREWOOD PLANNING COMMISSION MEETING October 21, 2014 Page 5of6 N-,-hat Council does regarding the proposed zoning text amendment for higher density for senior housing, noting the Planning Commission has recommended approval of it. Commissioner Davis noted the structure on the property near the Legion has been gutted. Nielsen stated he thought representatives for the American Legion are still discussing if that building should be demolished. 6. DRAFT NEXT MEETING AGENDA Director Nielsen stated for the Planning Commission's November 18, 2014, meeting there may be at a minimum a site plan review for a commercial piece of property along County Road 19 between the office building and the Garden Patch. A Shorewood resident has purchased that property and Nvants to make changes to the structure. A site plan review is required because it is commercial property. The property is zoned C -2 Service Commercial. There may be a couple of Nvork program items for discussion that evening. Liaison to Council Chair Geng noted the Planning Commission needs to as next five months. Council Liaisons Nvere selected as follows: October 2014 November 2014 December 2014 January 2015 February 2015 Commissioner Davis Chair Geng Commissioner,.Labac Commissioner Labadie Commission again. Commis Commis of that n City Council for the Garelick is going to apply for the Planning September 8, 2014, City Council meeting (as detailed in the 13, 2014, City Council meeting (as detailed in the minutes Commissioner Davis asked if Planning Commissioners can attend the next Sensible Land Use Coalition (SLUC) program on October 29. It is the 5 "' Roundtables of Knowledge program and she has found them to be the best programs. She stated if more Commissioners go than just her then information from more roundtables discussions can be gathered. One person only has time to participate in three. Director Nielsen asked Commissioners to let him know by tomorrow if they Nvant to go. Other None. CITY OF SHOREWOOD PLANNING COMMISSION MEETING October 21, 2014 Page 6of6 8. ADJOURNMENT Davis moved, Maddy seconded, Adjourning the Planning Commission Meeting of October 21, 2014, at 7:42 P.M. Motion passed 510. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder � #sB MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Proposed Zoning Amendment — Senior Housing Meeting Date: 11 August 2014 (Revised for 27 October 2014) Prepared by: Brad Nielsen Reviewed by: Attachments: Policy Consideration: Should the City amend the Zoning Code, allowing higher density for senior housing projects? Background: At its last meeting, the City Council raised questions regarding a proposed zoning text amendment that would allow higher density for senior housing projects. The Council asked to see what projects involving the proposed revised densities might look like and asked for additional information regarding what other cities allow. The attached exhibits illustrate various senior housing projects in the Metropolitan Area, with their respective number of units and site sizes. Exhibit A — Shingle Creek Commons: 75 senior apartments on 2.37 acres; 31.6 units per acre Exhibit B — Mill Pond Gables: 48 senior apartments on 2.5 acres; 19.2 units per acre Exhibit C — Oak Ridge Estates: 67 assisted living on 2.59 acres; 25.9 units per acre Exhibit D — Birchwood: ? units on 3.7 acres Exhibit E — Deephaven Woods: 78 senior, asst. liv, mem care on 4.16 acres: 18.75 units per acre We researched some smaller communities in the area. Neither Tonka Bay or Greenwood have provisions for senior housing (or any kind of multiple - family). Excelsior allows 36 units per acre and Deephaven, as noted above, allows up to 18.75 units per acre. In discussing the amendment with the Mayor, he suggested that it may be a good idea to revisit the whole topic of the need for senior housing in Shorewood. If the Council agrees with that, staff can arrange to have Mr. Rick Fenske, an expert on senior housing, at a future study session (possibly the 25 August meeting). Finally, with respect to the use of "may" vs "shall" in the proposed amendment, this is deliberate. It must be remembered that the recommendation in the Smithtown Crossing Redevelopment Study is that the area be developed through Planned Unit Development which inherently involves negotiation. The Study goes on to state "In this regard, there are a number of ways that the City can reduce regulatory obstacles and even incite or reward development built to the higher standards envisioned by this study. The greater a project complies with the City's vision for the area, the greater the incentive with respect to zoning flexibility and even participation in the project." Options: Adopt the amendment as recommended by the Planning Commission; modify the amendment; or study further. 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: Staff's recommendation remains to approve the amendment as recommended by the Planning Commission, but otherwise seeks direction from the Council. Next Steps and Timelines: If the Council wishes to revisit the need for senior housing in Shorewood, staff will attempt to arrange for a presentation by Rick Fenske at the 25 August work session. Follow -up: Mr. Fenske made his presentation at the 25 August meeting. The presentation was very well done and appeared to be well received. Staff needs to know what, if anything else, the Council needs from us to make a decision on this matter. Note, the exhibits mentioned herein are not attached. To review them, go to item 8B on the 11 August agenda. We have attached a copy of the amendment that was recommended (unanimously) by the Planning Commission. Page 2 CITY OF SHOREWOOD ORDINANCE NO. AN ORDINANCE RELATING TO CALCULATING DENSITY FOR ELDERLY HOUSING Section 1. City Code Section 1201.03 Subd. 20.b.(8)(c) is hereby amended read: "(c) R -3A, R -3B, and R -C: Twelve units per acre;" Section 2. City Code Section 1201.03 Subd. 20.b.(8) is hereby amended to include: "(d) For purposes of calculating density, assisted living units shall be counted as one -half unit. (e) Smithtown Crossing Redevelopment Area. For projects that implement and effectuate the goals, objectives and guidelines of the Smithtown Crossing Redevelopment Study, through site planning, architecture, building materials and landscaping, the following provisions may apply: (i) Allowable density may be increased to 15 units per acre. (ii) For projects that include a mixture of commercial and residential uses, the area of the entire site may be used to calculate density. (iii) The density for adjacent parcels within the Redevelopment Study Area may be transferred to the project site." Section 3. City Code Section 1201.03 Subd. 20.b.(8) is hereby amended to read: "(8) Elderly housing: (a) Townhouse or cottage style housing: two parking spaces per unit (b) Apartments: one and one -half parking spaces per unit, plus proof of parking demonstrating the ability to provide two spaces per unit." Section 4. This Ordinance shall be in 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 day of 2014. Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk � #sc MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Seifert, Mike — Minor Subdivision Meeting Date: 27 October 2014 Prepared by: Brad Nielsen Reviewed by: Patti Helgesen Attachments: Planning Director's Memorandum, dated 16 October 2014 Policy Consideration: Should the City approve a minor subdivision for Mike Seifert? Background: Mike Seifert proposes to subdivide the property at 6085 Lake Linden Drive into two lots. As noted in the attached memorandum, this division was approved in 2008 but never recorded. For detailed background, see attached memorandum. Financial or Budget Considerations: The fee paid by the applicant covers the cost of processing. The division will generate $1200 in local sanitary sewer access charges and $5000 in park dedication fees. Options: Approve, deny or modify the attached resolution. Recommendation / Action Requested: Approval per the Planning Commission's recommendation. Next Steps and Timelines: The applicant has 30 days to record the division with Hennepin County. Connection to Vision / Mission: Sustainable tax base. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 Memorandum Re: Seifert - Minor Subdivision 10 September 2008 recorded with the resolution approving the subdivision. Also, the driveway is shown as being only 10 feet in width. A condition of approval should include a minimum of 12 feet with the common portion of the shared driveway no less than 16 feet. Due to the location of the northerly building pad, the driveway may have to increase to 20 feet with a Fire Code turnaround, unless the applicant proposes to install a sprinkler system in the home. With that, it is recommended that the minor division be approved - subject to the following: 1. The applicant must provide legal descriptions and deeds for drainage and utility E easements, 10 feet around each lot. I 2. The applicant must provide an up -to -date (within 30 days) title opinion for review by the City Attorney. 3. Prior to release of the resolution approving the request, the applicants must pay one park dedication fee ($5000) and one local sanitary sewer access charge ($1200). Credit is allowed for the previous home on the site. 4. Since the division itself does not result in the removal of any trees from the property, tree preservation and reforestation can be addressed at the time building permits are applied for. Cc: Brian Heck James Landini Larry Brown Tim Xeane Mike Seifert y CD CD e--1- �j � y c- -1 1 OUR Subject, St m;wwl A 0-- -x_300 600 1,200 Feet PFRKST g r RD � � I RING CO The Northwest comer ofLot 8, ,ax (952) 474 -8267 dock 1, Linden Hills SOUTHWEST CORNER OF _ OUTLOT 'A'; LINDEN HILLS ales 2•p2'386 The West line ofLot8, Block Tune 19, 2007 errecord plans 360.2 1, LindazMYs Existing se werP � 8,48 $I E -- VACATED= ` N 8�0 j �j0-- Benchmark: west line of Linden 04 rqp of-hd. 97aB Linden frills, irk, which lies 22 feet , ®�� _ ' ^� Ex. MH Inv = 966.82 LLJ tie thereof. 1� a _ tarysew r �-- 1 Sq, xs7 .s � j osed easement for VACA�v (g 35l ed to be vacated by N rap _ [r7 OpOSEp TO 972 8> f ?:!4 , ttl co 1.0 Q_1 30_t e .5, set, unless $$Q N NORTHWEST CORNER O ZL38'�- _ f 1- -r LOT 6, LINDEN PARK p 2 - � _ Y uN of 1 p,y,7 9F• fpt1pD IR Sou'M �uSµfP ex - _SL6 -- described center r�2• uNO� ¢ 98317 unpin County , seconds West along the centerline to be X979.0 --X980-3 jf a central angleof4 __-- ZS6-'ll i ! 9868 an with a straight line - tinuesota, ands NORT H 14RCEL __.- tia6- h� 1 he northwest comer �p _ teminating. The a� �i r / I z nd the above I 4ZV295S - - 8 a x 0 - -- X987.0 � I X 986.6 y of t . 6 I' x 987 7 west line of Linden X9 .9 X 9 - -2.6 -- - Linden Hills, / �o A, which lies 22 feet ie thereof; ` ° X w I 9a1� 90 M'o cb point on the north Lot 6 and a point on 10 X 992 ;5 0 0 ner of said Lot 6. Ii west Line of Linden m e �d 9 Linden Hills, ' 88 1 t QOQS. irk, which lies 22 feet `0 "041UOS� R g x ae thereof, 4 gL p fti i � � I 9925 , g west of the It3. 87.7 .8 9 I 2 ' straight line to a point I �.s 99 Mluous 99 .5 I ,f said Lot 6 lies p09 01N - - -- �' _ 95.2 I lies 22 feet easterly ) w - -- - g_ -- -- 2 rt 6, which lies 22 2.4 fi ` i 00 � 991.8 993.0 outheast comer of I I 9 9g 994. 1 )0 feet to the point of I 91 X-M. I A line of Lot 6 a ing. 91.6 D� ) I i 130.44 993.2 •4 1 1 ��%'�� ' N 8921'10�iN jig s- , oo FOyCE g RV ` °�C9923 I X98.2 ED 9 6 989.7, g 2 k04 straight line to a point - -_o ` 9-1 99 i --` -f said Lot 6 lies i 1 -- -- m2 99$ 2 t lies 22 feet easterly - �� - _ rt 6, which lies 22 I rl N 11 98� 1 6 - I' 990- N outheast corner of I j tl ' . 86 -5 f o N (S f� ° )0 feet to the point of g� 98 .1 _ (, 89.5 st line of Lot 6 a I I V 9 88 ing, i 9� 36�99yy w I 10 so 4�� ` g � N 7 or o� Q �i9 o;o L10m 0 Iw X980 984.4'. 4 984.4' �l I I SQ FT 977.3X g \ 980\4 I - 20, 915 sq ft. µpp 975.6X U Nf SkAED B 5 EoFnOO i5.� 6 7 980.5 2 0� .02 293 s7e.a s L'2 I s ��' L=80 57 eon J _ Zg.2�3„ E a =15'45 N � 6 141 , I � 977.1 '8 CITY OF SHOREWOOD RESOLUTION NO. A RESOLUTION APPROVING SUBDIVISION OF REAL PROPERTY FOR MILTON SEIFERT WHEREAS, Milton Seifert (Applicant) is the owner of certain real property in the City of Shorewood, legally described in Exhibit A, attached hereto and made a part hereof, and WHEREAS, the Applicant has applied to the City for a subdivision of said real property into two parcels legally described and illustrated in Exhibit B, attached hereto and made a part hereof, and WHEREAS, the Applicant has agreed to grant to the City drainage and utility easements legally described in Exhibits C and D, attached hereto and made a part hereof, and WHEREAS, the Applicant proposes to provide a common shared driveway to serve the two lots; and WHEREAS, the Applicant's request was reviewed by the City Planner, whose recommendations are included in a memorandum, dated 16 October 2014, a copy of which is on file at the Shorewood City Hall; and WHEREAS, the application was considered by the Planning Commission at a regular meeting held on 21 October 2014, the minutes of which meeting are on file at City Hall; and WHEREAS, the City Council considered the application at its regular meeting on 27 October 2014, at which time the Planner's memorandum and the Planning Commission's recommendations were reviewed and comments were heard by the Council from the Applicant and from the City staff, and WHEREAS, the subdivision requested by the Applicant complies with the Shorewood Zoning Code. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: 1. The real property legally described in Exhibit A is hereby approved for division into two parcels, legally described and illustrated in Exhibit B. 2. The subdivision approval is subject to the following: -1- a. The proposed driveway serving the two lots shall be no less than 12 feet in width, with the common portion of the driveway being no less than 16 feet in width. b. Unless the home built on the northerly parcel is sprinkled, pursuant to Fire Code requirements, the proposed driveway shall be no less than 20 feet in width and have a turnaround approved by the Excelsior Fire District. c. The common portion of the driveway serving the two lots shall be paved in conjunction with the construction of the new home on the northerly lot. d. The Applicant shall record a driveway easement agreement, attached hereto as Exhibit E, against both lots. 3. The Applicant shall record this resolution, together with the drainage and utility easements legally described in Exhibit C and D, and the driveway easement agreement contained in Exhibit E with the Hennepin County Recorder or Registrar of Titles within thirty (30) days of the date of the certification of this resolution. 4. The City Clerk will furnish the Applicant with a certified copy of this resolution for recording purposes. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 27th day of October, 2014. ATTEST: Jean Panchyshyn, City Clerk -2- Scott Zerby, Mayor � #so MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Smithtown Road (East) Trail Project — Feasibility Study Meeting Date: 27 October 2014 Prepared by: Brad Nielsen Reviewed by: Paul Hornby Attachments: Feasibility Study Policy Consideration: Should the City accept a Feasibility Study for the Smithtown Road (East) Trail Project? Background: The City received the feasibility study for the Smithtown Road (East) Trail Project. Prior to its regular meeting last Tuesday, the Planning Commission conducted a trail walk which was attended by several residents along the route. One resident was very concerned about the proximity of the trail to her house. Another resident asked about tree removal and the possibility of assessment. She was advised that the City removes the trees and assessment has never been proposed. A third group expressed the same opposition to trails in general and this one in particular that they did several years ago, although acknowledging that this proposal was better than the previous. They strongly urged the City to put this to a referendum. At the regular meeting, the Commission reviewed the Feasibility Study and voted unanimously to recommend approval, expressing concerns about the funding of the trail as well as the Galpin Lake Trail, which has been postponed until next year. Financial or Budget Considerations: Obviously, the most significant issue regarding this trail project is the funding source. Staff has scheduled a portion of your next work session to discuss trail funding options. Options: Accept the feasibility study; reject the study; or continue the discussion pending future funding decisions. Recommendation / Action Requested: Staff anticipates that the City Council will want to move forward with the trail project and recommends acceptance of the feasibility study. This is important since we have a neighborhood open house scheduled for 30 October and it would be good to have something to tell residents. One action that is also recommended in order to keep the project on track is to direct the City Attorney to begin work on the title work that is necessary in order to obtain easements associated with the project. Next Steps and Timelines: Trail neighborhood open house on Wednesday, 30 October, 6:00 to 8:00 P.M. Connection to Vision / Mission: Healthy environment and attractive amenities. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 City of Shorewood 5755 Country Club Road - Shorewood, MN 55331 CPfi) FEASIBILITY Report October 27, 2014 Smithtown Road East Sidewalk Extension City of Shorewood Hennepin County, Minnesota City Project No, 14 -70 WSB Project No, 7459 -94 - 701 Xenia Avenue South, Suite 300 YES® Minneapolis, MN 55416 Tel: (763) 541 -4800 • Fax: 1763) 541 -1700 hA"„ wsheng.com r; & ;,.,,,,c„ a,e,., /rte, engineering- planning ^ environmental- constriction 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763 - 541 -4800 Fax: 763 - 541 -1700 October 27, 2014 Honorable Mayor and City Council and Planning Commissioners City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: Feasibility Report Smithtown Road East Sidewalk Extension City of Shorewood Project No. 14 -10 WSB Project No. 1459 -94 Dear Mayor and City Council Members: Transmitted herewith for your review is a Feasibility Report which addresses improvements and costs associated with the Smithtown Road East Sidewalk Extension project. The proposed project involves the construction of a concrete sidewalk along the south side of Smithtown Road, including concrete curb and gutter and storm sewer, to improve drainage conditions in the area. We are available at your convenience to discuss this report. Please feel free to contact me at (651) 286 -8453 if you have any questions regarding this proposed project. Sincerely, WSB & Associates, Inc. Paul Hornby, PE City Engineer Enclosure cc: Brad Nielsen, City of Shorewood Larry Brown, City of Shorewood Equal Opportunity Employer wsbeng.com 1. EXECUTIVE SUMMARY The Smithtown Road East Sidewalk Extension project, City Project No. 14 -10, was initiated by the City Council at their June 23, 2014 meeting. Improvements proposed for construction in 2015 include approximately 4,100 feet (0.78 miles) of concrete walk to be constructed along the south side of Smithtown Road extending from Smithtown Way (where sidewalk improvements constructed in 2014 end) to Country Club Road. Sidewalk improvements along Smithtown Road are proposed for the following reasons: • Provide an off - street access route for pedestrians between the Hennepin County Region Rail Authority (HRRRA) Trail and the existing pedestrian facilities located at Country Club Road. • Improve pedestrian and vehicle safety. • Control area drainage and improve existing drainage issues. • Improve water quality of stormwater runoff in the area. A map illustrating the project location can be found on Figure I in Appendix A. A total estimated project cost for the proposed sidewalk and storm sewer improvements is approximately $1,043,000, which incorporates 2014 construction costs, includes a 10% construction contingency, and indirect costs in the amount of 27% of the estimated construction costs. The indirect costs include legal, engineering, administrative, and financing considerations. Easement acquisition will be necessary to construct the sidewalk as proposed herein, but due to the variability in land acquisition issues, has not been included in the total estimated project cost. This project, as proposed, will be prepared for State Aid funding eligibility. However, at this time, the construction account for State Aid funds has been allocated to other projects. A portion of the project may be funded using an advance for State Aid funds with the remaining to be funded through local (City) trail funds. It is proposed that construction begin in July 2015 and be completed by mid- November 2015, including all restoration items. This project is feasible, necessary, and cost - effective from an engineering standpoint and should be considered as proposed herein. The economic feasibility of this project will need to be determined by the City Council. Feasibility Report Smithtown Road East Sidewalk Ettension City ofShorervood Project No. 14 -10 WSB Project No, 1459-94 Page 1 Narrows \ v Casco — / Locke ` Point Point % ; Echo Bay / �\\ 19 re Minnetonka / �( t Sunrise Crescent Upper Lake Beach I Point / RD TONKA 0 BABY tea? III Gideon Bay Solberg - GH BLUFF RD• w rQ PLEASA NT AVE. 1 Point(� gIR w Duck Frog ,NEW ORCHARD 3 Islaannd Island � ELMRIDG / I � CIR.- 'RD. ° v V CIR. I 92•• � ,� \Jc ` v � � /U °� aQ O y r v F -AMLEE RD, 19 p� tiP' > VALLEYWO OD LA. 3� I v � z c o G Q? NELSINE 9 Q d a I v c GLEN SUNNY w VALE DR o R0. 5 > LA. z �O Y p eFR Lq c LD GI ROSE 3. LA. Q °� a o t v w o a � i J ° _ � I eW J CgryT ¢ 19 o d a° w HARDING AV E. E z J �� o w �+ J STAR H 19 a° a P vrw �r SMITR TO{yN LL a CIR. = Ue� SMITH tOWN GILLEj�� o C j t)/ CLOVER CURVE Cl M LA. McL 3 c U Y & Hall m ECHO ELDER AIN I >C SMITHTOWN a LA' = Project Location �_ RpWBERR G1P MANN LA. RIDGE POINT p�Q Mary pP o ACA EMY AVE. SS Y G.j, w Q CIR. �, Lake Z CT. > Q�p �R d z C z 01 10 PARK ST. J � � z 1 � a w OOD Y ° ;. , Vi :n � A TR. o � W �W Q! :n V IDERW Q a ° w Q v � n c Linden s ° C j�/yI MAPLE AVE. YE LLOWSTONE p °y � � r " � • j Mqy o � >cw . w r Yw F x DD OAKS DQ o n o �� r O u� RD F Q> LOWER j ° SH GREW OOAK LEAF TR. a t^ R, s o \P oo�,¢ PARK WILT�SEY LA. a � Q BD' SVt;` AVE. G U K tnewas}n�a z II 41 O � C HANIHASSEN = X - Temperance t, Project Loaction Map WSB Project No. 01459 -940 Date: October 2014 City Project No. 14-10 I. St. Paal, MN 55101 1 WSB Tel. (651)286.8450• Fax: (651)286.8488 Smithtown Road wsheng.com East Sidewalk Extemsion Figure 1 for the City of I engineering • plannm -- Shorewood, Minnesota K: \01459 -940 \Cad \Exhlbtts \ffg -Ol.dgn existing d- TYPICAL SECTION existing remove existing 11' lane 4' to remain shoulder 6' concrete walk B618 concrete curb & gutter existing roadway 2.0 'CONCRETE WALK 'AGGREGATE BASE CLASS 5 SCARIFY 6" Q. RECOMPACT (INCIDENTAL) CONCRETE WALK 2' shoulder /--- 6" TOP SOIL ,' . 4n Street Typical Section WSBProjectNo. 01459 -940 Date: October 2014 - temperance s City Project No. 14-10 W"BJ SL Paul, MN 55101 i Tel: (6511286.8450 • Fax: (651)286.8488 Smithtown Road c® 'i wstreng.com East Sidewalk Extemsion for the City of Figure 2 Shorewood, Minnesota EUREKA R OAp t t A 1 I —�� EUREKA ROA' - _` ' 1 It Ioe, �} 4 jA o it IL'v- ♦ I�` — - _ _ -. _.. =ems STORM SEWER `Zl ® STORM MANHOLE CATCH BASIN SIDEWALK D 50 1D0 CURB 8 GUTTER 477 Temperance Street Sidewalk & Storm Sewer Improvements WSBProjectNo. 01459 -940 Date: October 2014 City Project N0. 14 -10 Smithtown Road W"° St. Paul, MN 55101 JO TeLt651t286 .8450•Fax:t651t286.8488 s , v,sbeng.ccm East Sidewalk EXtemsion Figure 3 for the City of Shorewood, Minnesota K: \01459- 940 \Cad \Exhibits \fIg- 03.dgn K: \01459- 940 \Cad \Exhibits \flg- 04.dgn W W OOD DRIVE EDGE r f r. a n � — - 4 I II � V I li i i + 1 i FAIRWAY DRIVE r Ir i STORM SEWER STORM MANHOLE CATCH BASIN S DEWAILK CURB E GUTTER 0 50 100 I A 477 Temperance Street St. Paul, MN 55101 Sidewalk & Storm Sewer Improvements WSB Project No, 01459.940 Date: October 2014 City Project No. 14 -10 Smithtown Road WSWSB ,G Tel: (651)286.8450 • Fax; (651)286.8488 wsbeng.cam East Sidewalk Extemsion for the City of Figure 4 Shorewood, Minnesota K: \01459- 940 \Cad \Exhibits \flg- 04.dgn I � FAIRWAY pR1VE ' ., .. •i,.. ° � III I , ,� ..+¢,� J ' r r _,. WL 1 r i _ 11 1�,aF STAF: LANE A\ OIL At — % %`— STORM SEWER 0 STORM MANHOLE CATCH BASIN SIDEWALK 0 50 100 CURB &GUTTER 477 Temperance Street Sidewalk & Storm Sewer Improvements WSB Project No. 01459.940 Date: October 2014 City Project No. 14 -10 WSBI' SL Paal, MN 55101 J �' Tel (651)286.8450 • Fax: 16511286.8488 Smithtown Road e wabe °9.` °m East Sidewalk EXtemsion for the City of Figure 5 Shorewood, Minnesota KAOI459- 940 \Cad \Exhibits \fig- 05,dgn K: \01459- 940 \Cad \Exhlbl is \fig- 06,dgn O • }� III I .,4,' — - •- ..�_ _ li 4e I' CLUB I; ' � h 11dIj h• �3. � - L I� l oHRISTOPHER ROgD " �� T �• - Q , I � STORM SEWER p STORM MANHOLE 0 CATCH BASIN SIDEWALK CURB E GUTTER 0 50 100 Q 477 Temperance Street Sidewalk & Storm Sewer Improvements WSBProjectNo. 01459 -940 Date: October 2014 City Project N0. 14 -10 Smithtown Road W"B Tel: 1651)286.8450 55101 J Teh t651t28fi•8450•Fax t6511286•8488 x wsbeng.ccm East Sidewalk Extemsion Figure 6 engineering planning • envirnnmentai to/ sl7ucfion 1 for the City of Shorewood, Minnesota K: \01459- 940 \Cad \Exhlbl is \fig- 06,dgn K: \01459- 990 \Cad \Exhibits \fig- 07.dgn i. •. • 36 4 a I C l Y 'S �•b _ I �� 1 O . ! I wak } l O H t ddd > •s .y V V �o oa t S N ROAD _ STORM SEWER p STORM MANHOLE CATCH BASIN SIDEWALK CURB E GUTTER 0 50 700 AA 477 Temperance Street Sidewalk & Storm Sewer Improvements WSB Project No. 01459.940 Date: October 2014 City Project N0. 14 -10 Smithtown Road WSJ St. Paul ,MN 55101 O Teh (651)286.8450 • Fax: (651(286.8488 A '! ,vebeng.com East Sidewalk Extemsion Figure 7 for the City of Shorewood, Minnesota K: \01459- 990 \Cad \Exhibits \fig- 07.dgn #9A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Accept Professional Services Agreement Freeman Park Meeting Date: October 27, 2014 Prepared by: Larry Brown, Director of Public Works Reviewed by: Attachments Proposal by WSB and Associates, Inc. Policy Consideration: Should the City of Shorewood enter into an agreement with WSB and Associates to study the Freeman Park and Shorewood Oaks area drainage? Background: Staff and the City Council have received considerable feedback regarding what is portrayed as stormwater capacity issues for the Shorewood Oaks and Freeman Park areas. It has been recommended by the City Council that these areas be examined as an overall study, to analyze if there is an issue with the stormwater systems that serve these areas, or, if they need to be improved. Therefore, staff has solicited a proposal from WSB and Associates to review and analyze these areas. A proposal is attached to this memorandum, as Attachment 1. Tasks for the proposal are as follows: Data Collection and Field Visit: WSB will coordinate with City staff to collect storm sewer record plans, review the existing modeling and Freeman Park Wetland Enhancement Report. This task also includes a field visit to walk the stormwater corridor. Survey — WSB will examine emergency overflow elevations, pipe diameters and inverts at major culvert crossings and surveying low openings at properties of concern. Generate XPSWMM Model — WSB will update the existing Hydrocad model and generate an XPSWMM hydrologic /hydraulic model of the subwatershed based on the information gathered as a part of tasks 1 and 2. Prepare Draft Feasibility Report /Analysis — Based on the analysis completed in Task 3 we will evaluate three alternatives to alleviate the existing flood issues. Analysis will be focused on the large wetland in Freeman Park, however we will also evaluate options downstream for alleviating flooding within City owned property. The alternatives analysis will include cost estimates, narrative description of each alternative, proposed benefit and a figure. Additionally, the report will include a discussion of the anticipated input from 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 Minnehaha Creek Watershed District (MCWD). The draft feasibility report will be submitted to City staff for review. Prepare Final Feasibility Report —The City comments will be incorporated into the report and a Final Feasibility Report completed and forwarded to the City for approval. Financial Considerations: The proposed costs for this proposal are to be billed on an hourly with a total cost not -to- exceed $10,500. If approved, funding for this proposal would originate from the City's Stormwater Management Fund. Options: 1. Accept the proposal, as presented. 2. Reject the proposal and provide staff with alternative direction. Recommendation: Staff is recommending that a motion that accepts the proposal, as provided. "'dz ck- 45sociale� ' Ine. Engineering ■ Planning ■ Environmental ■ Construction October 15, 2014 Mr. Larry Brown Director of Public Works City of Shorewood 5755 Country Club Road Shorewood, MN 55331 RE:Professional Services Proposal — Freeman Park Feasibility Study Dear Mr. Brown: 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763 - 541 -4800 Fax: 763 - 541 -1700 I am pleased to submit this letter proposal on behalf of WSB & Associates, Inc. (WSB) to the City of Shorewood (City) to complete a feasibility study of stormwater improvements for Freeman Park. SCOPE OF SERVICES 1. Data Collection and Field Visit: WSB will coordinate with City staff to collect storm sewer record plans, review the existing modeling and Freeman Park Wetland Enhancement Report. This task also includes a field visit to walk the stormwater corridor. 2. Survey — We have budgeted for two days of survey time which will include emergency overflow elevations, pipe diameter and inverts at major culvert crossings and surveying low openings at properties of concern. 3. Generate XPSWMM Model — With this task we will update the existing Hydrocad model and generate an XPSWMM hydrologic /hydraulic model of the subwatershed based on the information gathered as a part of tasks 1 and 2. 4. Prepare Draft Feasibility Report /Analysis — Based on the analysis completed in Task 3 we will evaluate three alternatives to alleviate the existing flood issues. Analysis will be focused on the large wetland in Freeman Park, however we will also evaluate options downstream for alleviating flooding within City owned property. The alternatives analysis will include cost estimates, narrative description of each alternative, proposed benefit and a figure. Additionally, the report will include a discussion of the anticipated input from Minnehaha Creek Watershed District (MCWD). The draft feasibility report will be submitted to City staff for review. Minneapolis ■ St. Cloud Equal Opportunity Employer PROPOSAL ATTACHMENT 1 Mr. Larry Brown October 15, 2014 Page 2 5. Prepare Final Feasibility Report — The City comments will be incorporated into the report and a Final Feasibility Report completed and forwarded to the City for approval. Deliverables: • Draft and Final Feasibility Reports • XPSWMM Model outputs SCHEDULE AND FEES FOR PROFESSIONAL SERVICES We propose to start work once the contract is signed. It is proposed that this project be billed hourly with a total cost not -to- exceed. Listed below is the fee for the proposed project as outlined in our Scope of Services: SCOPE OF SERVICES FEE BREAKDOWN: Freeman Park Feasibility Report: .......................................... $ 10,500 If you are in agreement with the terms as outlined above, please sign where indicated below and return one copy to our office. Thank you for this opportunity to propose on this project. If you should have any questions regarding this proposal, please contact me at 763 - 231 -4811. Sincerely, WSB & Associates, Inc. Earth Evans, PE ACCEPTED BY: City of Shorewood, MN Name Title Date #10A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Appreciation for Commissioners and other Volunteers Meeting Date: October 27, 2014 Prepared by: William S. Joynes, City Administrator Reviewed by: Attachments: Mayor Zerby would like Council to discuss what venue and when it wishes to conduct an appreciation event for commissioners and other volunteers. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 #10B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Excelsior Fire District 2015 Budget and CIP Meeting Date: October 27, 2014 Prepared by: William S. Joynes, City Administrator Reviewed by: Attachments: EFD 2015 Budget and CIP Attached are the updated proposed 2015 Operating and Capital budgets for the Excelsior Fire District. The budgets are updated to reflect the proposed changes from the EFD Board meeting on Wednesday, September 24th. The attached email from Fire Chief Scott Gerber highlights the budget changes. Council Action Required: Council may determine, by motion, whether or not to approve the 2015 Budget and CIP provided. 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 Jean Panchyshyn Subject: FW: EFD 2015 Updated Operating and Capital Budget Recommendation Attachments: 2015 EFD Updated Operating Budget and City Contribution Sept 2015.pdf; 2015 - 2035 CIP Updated Recommended Sept 2014.pdf From: Scott Gerber [ mai Ito: saerber(a)excelsiorfi re. org] Sent: Friday, September 26, 2014 5:34 PM To: Christine Freeman; Debbie Siakel - Contact; Richard Woodruff - Contact; Debbie Siakel; elliansari(a)gmail.com, amiller17(a)email.msn.com; jbeattieCa)messerlikramer.com; jgrothe twparchitects.com; josh josh hackney.com; guamco(a)aol.com; sverickson(a)yahoo.com; Tom Fletcher; Bill Joyner, Dana Young (Dana Young); DanaYoung(a)mchsi.com; Joe Kohlmann; Kristi Luger; Larry Brown Cc: Alex Stern; Alex Stern; Ana Fatturi; Charlie Blumhoefer; Hank Graef; Karl Narveson (home); Karl .Narveson(a)co.hennepin.mn.us; Keith Bunting; Dana George; heilandmikeCa)gmail.com; Mike Heiland; Pat McCarthy; Scott Gerber Subject: EFD 2015 Updated Operating and Capital Budget Recommendation Good Afternoon! Please find attached the updated proposed 2015 Operating and Capital budgets for EFD. The budgets are updated to reflect the proposed changes from the EFD Board meeting on Wednesday, September 24th Capital Plan • Five year leases on all large apparatus expenditures. Removed any 7 year leases. • Additionally we currently in the process of providing a detail review and update to all area of the Capital plan. The requested detail review will be in place prior to the 2016 CIP plan review and approval. Operating Budget o Added the transfers of unreserved fund balance to the Budget ■ $30,000 of unreserved fund balance to be used for specific building projects — station floor apparatus sealing at both stations ■ $30,000 of unreserved fund balance returned to the cities — distribution according to the 2015 funding formula ■ $30,000 of unreser4ved fund balance to be used for future mandatory contributions. I understand that the City of Deepahven will review and act on these updated budgets on October 6th and the City of Tonka Bay will review and act on these updated budgets on October 7th with the remaining city councils acting after that time. Thanks in advance for your efforts to continue to support the mission of the Excelsior Fire District. Please contact me with any questions or concerns. Stay safe! Scott Scott Gerber, Fire Chief Excelsior Fire District 24100 Smithtown Road Shorewood, MN. 55331 Phone: 952 - 960 -1650 2015 Recommended Updated FINAL Budget CIP and Operating Budget September 26, 2014 Excelsior Fire District Proudly serving the Communities of Deephaven Excelsior - Greenwood - Shorewood -Tonka Bay 24100 Smithtown Road Shorewood, MN. 55331 FINAL Updated Recommended Amended 2015 Bud et Summar September 26, 2014 • _Overall Proposed 2015 Budget o Operating Budget - $923,1801$58,098 (6.72 %) increase from 2014 Budget to 2015 Budget. The 2015 Operating Budget includes: ■ $30,000 of unreserved fiend balance reimbursed to the cites according to the 2015 funding formula. ■ $30,000 of unreserved fund balance transferred into the EFD Building Fund for sealing the Apparatus Bay floors in 2015. ■ $30,000 of unreserved fund balance transferred into the EFD Fire Relief Fund to assist with any future mandatory contributions. ■ No Required contribution to the Firefighter Relief Association Pension Fund. ■ Wage increases for Fire Chief, Fire Inspector and Administrative Specialist according to wage policy. ■ Wage increases for Firefighters ■ Addition of Part -Time Fire Inspector for Special Events ■ Employer benefit increases including health insurance and PERA. o Capital Equipment Fund - $170,0001$5,000 decrease from 2014 Budget. The 2015 Capital Equipment Fund Budget includes: • Year Two lease payment for new Engine 22 -$87,337 • Year Four lease payment for SCBA Equipment -$34,682 • 5 -Year lease payment schedules for all future leased fire vehicles. o Fire Facilities Fund - $547,091 1$1,369 decrease from 2014 Budget. o Total 2015 Budget - $1,700,271 / $111,729 (7.03 %) increase from 2014 Budget ■ $90,000 in Operating Fund Reserves equally distributed between property tax relief, building maintenance, and future mandatory pension contributions. ■ $21,729 or 1.37% increase in additional operational expenses. ■ Total 2015 Budget of $1,700,271 reduced by the use of $90,000 in excess Operating Fund Reserves and the revenues identified below to reduce 2015 Municipal Contribution from 51,700,271 to $1,590,771, which results in a 1.42% increase in the 2015 Municipal Contribution over the 2014 Municipal Contribution. ■ Interest income - $ 1,500 ■ Refunds and Reimbursements -$12,000 ■ Special Event Inspection Fees -$ 6,000 • Fund Balance Reserve Utilization o Bring Unreserved Fund balance in line with Fire District policy of 20 -30% fund balance reserve as recommend by the Fire District Auditor. o $30,000 utilized for defined build maintenance project — sealing of the apparatus bay floors in the fire station 1 and fire station 2. o $30,000 utilized for future mandatory contributions in the firefighter's pension relief fund. o $30,000 returned to the cities utilizing the 2015 contribution formula: • Deephaven 27.89% $8,367 • Excelsior 11.04% $3,312 • Greenwood 7.94% $2,382 • Shorewood 38.56% $11,568 • Tonka Bay 14.57% $4,371 • 1.42% overall increase in 2015 Municipal Contribution 0 2015 Proposed Municipal Contribution— $1,590,771 0 2014 Proposed Municipal Contribution — $1,568,508 o $22,263 or 1.42% increase in 2015 Municipal Contribution • Municipal Contribution Comparison_ s 2014 2015 Difference Deephaven $ 433,492 $443,603 $ 10,111 Excelsior $ 166,924 $175,642 $ 8,718 Greenwood $ 130,888 $126,352 $ (4,536) Shorewood $ 603,638 $613,471 $ 9,833 Tonka Bay $ 233,566 $231,704 $ (1,862) Total $1,568,508 $1,590,771 $ 22,263 • Fund Balance Summary Projected Operating Fund Balances Fire District Auditor recommends a Operating Fund Reserve of 20 -30% of budgeted expenditures. 2013 Budget Actual 2014 Projected Budget 2015 Budget Proposed January 1 Fund Reserve 339,821 368,503 361,569 EFD Annual Expenditures Operating Fund Expenditures 807,347 865,082 923,180 Mandatory Fire Relief Contribution 27,529 0 0 CEP Fund Transfer 170,000 175,000 170,000 Facilities Fund Transfer 554,285 548,460 547,091 Building Fund Transfer 0 0 30,000 Fire Relief Fund Transfer 0 0 30,000 Total Operating Fund Expenditures 1,559,161 1,588,542 1,700,271 EFD Annual Revenues EFD Municipal Contributions 1,532,895 1,568,508 1,590,771 Interest Income 1,073 3,100 1,500 Other Revenues 26,346 10,000 18,000 Fire Relief Fund Transfer 27,529 0 0 Facilities Fund Transfer 0 0 0 Total Operating Fund Revenues 1,587,843 1,581,608 1,610,271 Annual Surplus Deficit 28,682 6,934 90,000 December 1 Fund Reserve 368,503 361,569 271,569 Fund Reserve Percentage 42.59% 39.17% 30.00% Fire District Auditor recommends a Operating Fund Reserve of 20 -30% of budgeted expenditures. Excelsior Fire District Budget FY 2015 FINAL UPDATED Recommended - September 26, 2014 Comparison with Previous Years With 2014 Projected Percent 2010 2011 2012 2013 2014 2014 2015 2015 Change Actual Actual Actual Actual Budget Budget Requested Requested From 14 Account Code Object Description Amount Amount Amount Amount Adopted Projected Budget Dollar increase Adopted Fund 230 FIRE OPERATING FUND Dept 42200 Fire Operations Personal Services 230 - 42200 -101 Employees Regular 129,524 128,444 135,373 144,374 145,106 145,106 153,978 8,872 6.11% 230- 42200 -103 Part -Time Employees 15,480 15,795 15,672 16,321 19,021 19,021 25,326 6,306 33.1500 230- 42200 -106 Firefighter's Salaries 149,895 142,573 150,892 150,720 169,929 169,929 182,060 12,831 7.14% 230-42200-107 Fire Officer's Salaries 26,891 31,626 32,655 33,210 34,694 34,694 35,909 1,215 3.50% 230-42200-108 Part -Time Fire Inspector - - - 230 -42200 -121 PERA 19,195 19,414 20,419 21,845 23,581 23,581 26,435 2,851 12.10% 230 -42200 -122 FICA/MC 19,950 18,358 20,159 11,957 19,213 19,213 20,845 1,632 8.49% 230-42200-131 Employer Paid Health 20,834 25,188 22,117 23,385 28,755 28,755 27,920 (835) -2.90% 230 -42200 -133 Employer Paid Life Insuranc 25 23 23 23 24 24 24 - 0.00% 230-42200-151 Worker's Comp Insurance 17,268 18,952 19,966 25,239 27,825 27,825 28,000 175 0.63°% Total Personal Services 399,062 400,373 417,276 427,074 468,148 468,148 500,497 32,349 6.91% Pension 230 -42200 -170 Firefighter Pension Con0bi. 58,554 88,124 14,907 27,529 - - - - Supplies 230 -42200 -200 Office Supplies 3,081 4,378 3,496 3,730 4,000 4,000 4,000 - 0.00% 230 -42200 -212 Motor Fuels 11,775 13,462 15,224 14,003 16,000 16,000 16,000 - 0.00% 230 -42200 -217 Clothing 17,693 19,201 32,542 26,850 25,950 25,950 27,950 2,000 7.71% 230 -42200 -220 Repair /Maint. Supplies 6,002 4,652 7,672 6,891 7,000 7,000 7,000 0.00% 230 -42200 -221 First Aid Supplies 3,388 1,434 1,999 3,160 2,500 2,500 2,500 - 0.00% 230 -42200 -222 Firefighting Supplies 8,576 10,837 13,939 18,239 10,000 10,000 11,000 1,000 10 -000,6 230 -42200 -241 Fire Prevention Tools 5,389 5,003 5,990 4,543 5,200 5,200 5,000 (200) -3.85% Total Supplies 55,904 58,967 80,862 77,416 70,650 70,650 73,450 2,800 3.96% -ofessional Services - 230- 42200 -304 Legal 75 1,425 193 - 3,000 3,000 3,000 - 0.00% 230 - 42200 -307 Fiscal Management Fees 18,000 18,800 17,000 16,000 16,000 16,000 16,480 480 3.013% 230 - 42200 -311 Auditing 7,730 9,825 9,550 9,797 11,000 11,000 11,000 0.00% 230 -42200 -312 Refuse & Recycling Collecti 976 1,244 1,573 1,847 1,500 1,600 1,800 300 20.00% 230 -42200 -313 Janitorial Services 8,123 5,720 6,307 6,038 7,500 7,500 7,000 (500) - 6.67% 230 -42200 -318 Medical Fees 6,585 5,443 6,406 6,312 7,000 7,000 7,000 0.00% 230- 42200 -319 Professional Services 18,076 25,649 15,738 25,579 28,504 28,504 29,704 1,200 4.21% Total Professional Services 59,565 67,306 56,767 65,573 74,504 74,504 75,984 8,480 1.99% Other Services and Changes 230 -42200 -321 Telephone /Communication: 21,552 22,967 23,284 22,066 28,400 28,400 27,600 (800) -2.82% 230 - 42200 -322 Postage 379 455 382 654 500 500 500 - 0.00% 230- 42200 -323 Radio Units 24,787 17,526 27,957 25,329 27,500 27,500 28,500 11000 3.64% 230 - 42200 -331 Conferences 1,237 6,544 5,549 5,795 5,700 5,700 6,000 300 5.260/0 230- 42200 -332 Mileage 21 13 - 74 200 200 200 - 0.00% 230 -42200 -333 Meeting Expenses 2,474 3,690 4,292 5,134 3.000 3,000 4,000 1,000 33.33% 230- 42200 -334 Training & Schools 18,746 28,786 24,863 27,302 25,700 25,700 25,500 (200) -0.78% 230 - 42200 -350 Printing & Publishing 1,020 696 1,071 1,272 1,100 1,100 1,100 - 0.00% 230- 42200 -360 Insurance 27,860 25,573 25,917 26,702 30,000 30,000 30,000 - 0.00% 230- 42200 -381 Electric Utilities 32,507 32,314 31,114 34,658 34,500 34,500 34,800 300 0.87% 230- 42200 -383 Gas Utilities 14,950 13,432 10,629 12,814 15,000 15,000 14,000 (1,000) -6.67% 230- 42200 -386 Water and Sewer Utilities 924 731 1,211 999 1,100 1,100 1,100 - 0.00% 230- 42200 -401 Repairs & Maint. Contractec 23,355 32,567 36,624 35,392 39,036 39,036 27,600 (18,436) - 29 -30% 230 -42200 -404 Repairs/Maint. MachinerylE 25,066 29,983 19,953 28,032 23,750 23,750 25,450 1,700 7.16% 230 -42200 -405 Fire Equipment Maintenanc 7,346 21,210 9,558 6,967 11,245 11,245 11,245 - 0.00% 230 -42200 -430 Misc Expenses (Bank) 455 499 481 843 1,220 1,220 1,220 - 0.00% 230 - 42200 -433 Dues and Subscriptions 2,454 2,391 2,458 3,251 3,829 3,829 4,434 605 15.80% 230 - 42200439 Contingency - - - 230- 42200 -440 Fund Balance! Reserve - - 30,000 30,000 Total Other Services 205,133 239,377 225,343 237,284 251,780 251,780 273,249 21,469 8.53% Total Operating Budget 778,218 854,147 795,155 834,876 865,082 865,082 923,180 58.098 6.72% Capital Outlay 230 -42200 -720 Building Fund Transfer 25,000 - - - 30,000 30,000 230 -42200 -720 Fire Relief Fund Transfer 62,000 - 27,529 - - - 30,000 30,000 23042200 -720 Capital Equip Transfer 155,000 160,000 165,000 170,000 175,000 175,000 170,000 (5,000) -2.86% 230- 42200 -720 Fire Facilities Transfer 552.859 553.329 554,567 554,285 548,460 548,460 547,091 (1,369) -0.25% 794,859 713,329 747,096 724,285 723,460 723,460 777,091 53,631 7.41% Totals Fund 1,573,077 1,567,476 1,542,251 1,559,161 1,588,542 1,588,542 1,700,271 111,729 7.03% 230 Fire Operating Operating Revenue 34202 Municipal Contribution 1,482,686 1,511,751 1,516,291 1,532,895 1,568,508 1,568,508 1,590,771 36210 Interest Income 3,392 3,209 1,592 1,073 3,100 3,100 1,500 36226 Refunds and Reimburserrei 10,031 27,046 24,464 26,346 10,000 10,000 12,000 39203 Special Events - - - - - 6,000 39203 Fund Transfers 40,000 62,000 22,956 27,529 - - - Total Revenue 1,536,109 1,604,006 1,565,303 1,587,843 1,581,608 1,581,608 1,610,271 Balance 36,968 36,530 23,052 28,682 (6,934) (6,934) 90,000 Balance, January 1st 317,207 280,239 316,769 339,821 368,503 368,503 361,569 Balance, December 31st 280,239 316,769 339,821 368,503 361,569 361,569 271,569 (2014 vs. 2015 Contribution)= 1,568,508 1,590,771 City Contribution increase from :2014 22,263 1.42% --- - - 1 � -_ - -- 110 Part Time employees - -- 1' , 19/hr x 10 hours per - - - - - - - -- __- $12 x 220 . 11 - - - - -- ------ - - - - -- --- -• - -- 1 ii --- -_ -_ -_ ------ - - - - -- -_- hr x people x 12 hrs I week[ - - - - -- ------ - - - - -- _-- Apparatus - 1 11' , - - - -- --- . 1 1 ' , - - - -- ------ - - - - -- - - - - -- - - - - -- -- -- ------ - - - - -- foTAL PERSONAL SERVICES ------ - - - - -- - - - - -- . for 1 - - - -- -- - -- .: 1- ,, Tumout Gear . - - - - -- --- 111 - - - - -- -�- Fire Inspector Uniforms r l - - - - -- --- X11 - - - - -- --- .. Water - : r 1 - - - - -- -� 220 a ir and Maintenance Su plies - - - ® -- --- S olar Salt Stati, { 4 - - - - -- OR - --Velhicle and _ 11{ -_ - - -- ------ - - - - -- - - - - -- --- Firefighting Foam 11 - - - - -- -_- 111 � - - - -- ---®-- 111 _� - - -- -_ Fire Prevention PROFESSIONAL SERVICES -- 4• ,. - -- - -- 111 -- --- District �- - - -- - -- 111 -- CA 7EG U OTHER SERVICES AND CHARGES Detail Item Amount Line Item Total Category Total 321 Communications 27,600 Telephone[ 18,500 Cell Phones 3,000 Pagers 4 @ 475 1,900 Pa erRa air 1,200 Internet 1,400 MDC Air Cards 800 IPAD Connectivity 800 322 Postage 500 323 Radio Units 28,500 Hennepin County Radio Lease 27,000 Hennepin Courq Radio Repair Soo MDC Maintenance 1,000 331 Conferences 6,000 Mn Fire Dept, Conference 750 Mn Fire Chiefs Conference 1,000 I Chiefs Conference Fire Department instr. Conf. 3,600 Emergency M nt Conf. 400 Fire Inspectors Conference 250 332 Mileage and Travel 200 333 Meetin Ex eases 4,000 334 Training Expenses 25,500 Training Tower ISimulator 2,000 Traded services for Donation) EMT 4 1300 5,200 EMT Refresher 5,600 FFI Now funded fully by MRFTE FFII 1,200 Haz -Mat Ops 2,000 Vo -Tech Schools 1,500 State Sectional Schools 2,000 Boat Training 300 Bloodboma /Ri ht To now 100 Guests eakers Training Aids 600 Support Staff trainin 300 Fire Chief Training 300 Fire Inspector Traini 700 Blue Card ICS Traininj 2,700 Tralning E ui ment 1,000 350 Printing And Publishing 1,100 Call Sheets 425 Film & Developing 100 StatlonarvT 350 Printer cartridges 225 Other Printi ng 360 Insurance 30,000 381 Electric Utilities 34,800 383 Gas Utilities 14,000 386 Water and Sewer Utilities 1,100 401 Building Repair 27,600 Annual Maintenance 20,450 S finklerAlarm Ins 'onlTesti ContractorEval 5,300 Elevator Inspection 1,850 TV re alcements at Station 91 1,500 Station 1 Ice Jam Repair 5,000 Station 1 Outsi sca de land work 4,000 Station 1 Pa €ntin 4,000 Station 2 bathroom countertops 2,500 Caulking Repair outside structure 8,000 404 Repair And Maintenance Of A pparatus 25,450 Truck Repair 14,000 Sum Testin 2,400 Service 5,500 Ma'orRe airs 2,700 Su Iles 850 CATEGORY OTHER SERVICES AND CHARGES Cont.} Detail Item Amount Line Item Total Category Total 405 Fire Equipment Maintenance 11,245 Comp ressorServiae 1,500 Air 1 1 575 Gas Powered Equipment 500 SCBA Service 3,720 31 packs $1201 r ack Fit Testin SCBA Flow Testing[ SCBA Hydro Testing SCBA Maintenance 1,200 Ladder Testing 2,000 Hose Testing 200 Air Monitor 750 Air Monitor Calibration 300 Maint. Agreement Fitness Room 500 430 Misc Expenses 1,220 Bank Expenses 500 Payroll Direct Deposit Fees 720 433 Dues And Subscriptions 4,434 Nat. Volunteer Fire Council 30 IAFCIINT Assoc Of Fire Chiefs 210 Int Assn Of Amon Investigators 50 NAFI 40 Mn Chapter IAAI 25 Mn State Fire Chiefs Assoc 130 ACFEI 130 MSFDA 330 Fire Marshals Assoc Of Mn 2 70 NFPA ACS Firehouse Solutions 730 Hennepin County Fire Chiefs 20 Hennepin County Fire Chiefs (FIT 500 United Firefighters Assoc 30 Firehouse Magazine 30 Smoke Eater 22 160 Chamber Lake Region Mutual Aid 75 Southwest Mutual Aid 100 Metro Fire Chiefs 100 Fire Chiefs 74 Vol FF Benefit Association 350 Excelsior Rota 1,250 439 Corti?enc 440 Fund Balance 1 Reserve I Unreserved fund balance return to cities 30,000 TOTAL OTHER SERVICES AND CHARGES 273,249 TOTAL OPERATING BUDGET 923,180 CAPITAL OUTLAY 560 Furniture And E ui ment 570 Office Equipment TOTAL CAPITAL OUTLAY CAPITAL TRANSFERS E ui mentTranslers 170,000 720 Facilities Transfers 547,091 The Bond payment was decreased from the 2014 amount of $548,460 to $547,091 in 2015 Building Fund Transfer (Funding for Sealing the Apparatus Bay Floors 30,000 Transfer for Mandatory Contribution Reserve 30,000 TOTAL CAPITAL TRANSFERS 777,091 TOTAL CAPITAL 777,091 TOTAL BUDGET AMOUNT 1,700,271 OPERATING REVENUE 230-34202 Municipal Cordributicn 1,590,771 20 -36210 Interestineonne 1,500 230 -36228 Refunds and 12,000 239 -39203 Fire Retief Fund Transfer - SpeciaG Evenbs 6,000 TOTAL OPERATING REVENUES 1,810,271 Excelsior Fire District (RECOMMENDED FINAL) Proposed Budget 2415 Allocation by City using Joint Powers Agreement funding formula for 2015 $874,680 Operating $716,091 Building Tax Capacity Payable 2014 Sum of all Cities' Calculated $ 43,910.44 Greenwood $ 17,368.52 Factors $ Share of Cost Shorewood ** $ 84,328.74 $ 69,039.02 $ Per 3PA Tonka Bay $ 31,850.36 $ 26,075.54 $ Dollars Percent Operations Facilities Total Deephaven $10,338,938 27.89% 27.89% $243,914 $199,689 $443,603 Excelsior $4,093,637 11.04% 11.04% $96,576 $79,066 $175,642 Greenwood $2,944,848 7.94% 7.94% $69,474 $56,878 $126,352 Shorewood ** $14,298,012 38.56% 38.56% $337,315 $276,156 $613,471 Tonka Bay $5,400,256 14.57% 14.57% $127,401 $104,302 $231,704 $37.075.69] i00 °/" 100.90 $874,680 $716,091 $1,590.771 $1,590,771 (Using 2013 Hennepin County Assessors' valuations as of March 27, 2013) xx -- Total 2011 Tax Capacity less reduction for The Islands served by the Mound FD. Quarterly Billings Operations Buildings Total Deephaven $ 60,978.38 $ 49,922.34 $ 110,900.72 Excelsior $ 24,144.00 $ 19,766.43 $ 43,910.44 Greenwood $ 17,368.52 $ 14,219.42 $ 31,587.94 Shorewood ** $ 84,328.74 $ 69,039.02 $ 153,367.76 Tonka Bay $ 31,850.36 $ 26,075.54 $ 57,925.90 $ 397,692.75 2015 Recommended FINAL Proposed Budget Contribution with 2015 JPA Formula Summary of Percentage Increase by City - — 2015 Formula 2015 Operaffng Budget and $17.5,OW 9Aaft ! Transfer _ % Increase % Increase _ City 2013 Contribution 2014 Contribution $ 433,492.00 Increase from 2013 2015 Proposed Increase from 2014 Dee haven $ 413,855.00 $ 19,637.00 4.74% $ 443,603.00 $ 10,111.00 2.33% Excelsior $ 156,989.00 $ 166,924.00 $ 9,935.00 6.33% $ $ 8,718.00 5.22% Greenwood $ 122,946.00 $ 130,888.00 $ 7,940.00 6.46% _175,642.00 $ 126,352.00 $ 4,536.00 - 3.47 ° /a Shorewood $ 608,800.00 $ 603,638.00 $ 5,162.00 -0.85% $ 613,471.00 $ 9,833.00 1.63% Tonka ea $ 230,303.00 $ 233,566.40 $ 3,263.00 1.42% $ 231,704.00 $ 1,862.00 -0.80% $ - Total Contribution $ 1,532,895.00 $ 1,568,508.00 $ 35,613.00 2.32% $ 1,590,772.00 $ 22,264.00 1.42% Tax Capacity Information city 2013 Values 2014 Values $ Change % Change from 2013 Dee haven $10,373,559 $10,338,938 $34,621 -0.33% Excelsior $3,994,527 $4,093,637 $99,110 2.48% Greenwood $3,132,192 $2,944,848 $187,344 -5.98% Shorewood $14,445,211 $14,298,012 $147,199 -1.02% Tonka Bay $5,589,291 $5,400,256 $189,035 -3.38% Totals $37,534,780 $37,075,691 ($459,089 ) -1.22% city 2011 Values 2012 Values $ Change % Change from 2011 Dee haven $11,178,216 $10,838,330 $339,886 -3.940A Excelsior $4,225,376 $4,111,332 $114,044 -2.70% Greenwood $3,426,333 $3,219,849 $2x6,484 -6.03% Shorewood $15,868,696 $15,943,687 $74,991 0.47% Tonka Bay $6,389,349 $6,031,328 $358,021 -5.60% Totals $41,087,970 $40,144,526 $943,444 -2.30% Excelsior Fire District 2015-2035 Capital Imnrovamanf Prnnrnm ��i��ir l•l�lr��r��l��_ii!!i #�!!�# �� l#�!!il# ��m �m�� l� ��1•�� l�� # #iJ�li��rl�# #!�"J�.i 7��l�# m � � ��l��rl•I•�r! Mnorm= .7 ��7Oill l��iiE11EIliliilliii�&7I]C.7# �I •r�l��E��:7irl�iFs�rY��:11��'J� #ice' Ili #i�il mil# # Own � _��_��ii��l��l��lr•�ii!!i #� i�� Room _!�_!!�_11111IM1111111 _ #12A.1 CITY OF SHOREWOOD UM21; 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 474 -3236 Fax: 952- 474 -0128 • www.ci.shorewood.mmus • cityhall @ci.shorewood.mn.us Re: Trail Schedule Update — Galpin Lake Road and Smithtown Road (East) Prepared by Paul Hornby and Brad Nielsen Galpin Lake Road Walkway Schedule — PROJECT SCHED ULED FOR RE -BID IN 2015 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 post -bid meeting 10/30/14 ❑ City possession of easements /letter of compliance N/A ❑ Groundbreaking Ceremony TBD ❑ Begin Construction TBD ❑ Construction substantially complete — Phase 1 Construction TBD ❑ Construction substantially complete — Phase 2 Construction TBD ❑ Ribbon Cutting Ceremony TBD ❑ Restoration complete TBD Trail Schedule Update — Galpin Lake Road and Smithtown Road (East) Page 2 Smithtown Road East (LRT Trail to Country Club Road) Walkway Schedule ■❑ 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 — 9/10/14 Feasibility Report (30 days) — 8/18/14 - 10/10/14 Planning Commission review of feasibility report and trail walk 10/21/14 Planning Commission recommendation to Council re Feasibility Report 10/21/14 Council approves Feasibility Report 10/27/14 Planning Commission holds Neighborhood Meeting (Open House) 10/30/14 Council award of land acquisition services and authorizes preparation of Plans 11/10/14 and Specifications Preparation of Plans and Specifications (90 -120 days) 11/10/14 — 3/6/15 ❑ Land Acquisition Process (start approx. mid -way through plans and specs) 10/30/14- 7/27/15 • 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 MEMORANDUM Date: October 27, 2014 To: Mayor Zerby Council Members From: Bruce DeJong, Finance Director Re: September, 2014 General Fund Monthly Budget Report The 2014 General Fund continues to follow closely with the budget. Both revenues and expenditures are a little higher than 2013 at this point in the year. GENERAL FUND REVENUES • Taxes - Please remember that property taxes come in three big chunks — one in June, one in July, and one in December. With property taxes comprising about 90% of total revenues, the amount on this report is pretty close to what we would expect through August. • Licenses & Permits -- This revenue source is substantially higher than budget because of the new home construction associated with subdivisions approved in the last year. • Investment earnings are allocated at the end of the year, so this is not unusual based on past practice. • Other charges for service and miscellaneous revenues are tracking close to what we would expect. GENERAL FUND EXPENDITURES • Council — This budget is over in transfers because we decided to move the proceeds from the house sale to the Park Improvement Fund in 2014 rather than 2013. • Administration — This budget is lower than expected because the Recreation Coordinator is spending more time in Recreation activities than general administration. • Professional Services — This budget exceeds the expected percentage because we pay Hennepin County half of their budget in January and half in June. • Municipal Buildings — This budget is lower than the expected percentage because the insurance renewal is November 1 for our property /casualty insurance. • Police & Fire — These budgets exceed the expected percentage because we pay quarterly for the a large portion of the expenses. • Public Works Service — This budget is lower than the expected percentage because of staff allocations between various budgets. We also have not seen all the bills for the maintenance projects that have been undertaken this summer. • Snow and Ice — Personal Services exceeds budget because of the many snows last spring. • Recreation — This budget is over what would be expected in salaries based on actual time spent between Administration and Recreation departments. Please contact me or Mr. Joynes if you have any questions. Attachment: September Budget Spreadsheet General Ledger Revenue and Expense vs Budget User: bdejong Printed: 10/23/14 10:11:59 Period 01 - 09 Fiscal Year 2014 Description General Fund Revenues Taxes Licenses & Permits Grants Intergovernmental Revenues Charges for Services Special Assessments Investment Revenue Mise Revenues Utility Charges Other Financing Sources Total General Fund Revenues Expenditures Council Personal Services Supplies Other Services and Charges Other Financing Use Council Administraton Personal Services Supplies Other Services and Charges Administraton Finance Personal Services Supplies Other Services and Charges Finance Professional Services Other Services and Charges Professional Services Planning Personal Services Supplies Other Services and Charges Planning Municipal Buildings Supplies Other Services and Charges Other Financing Use Municipal Buildings Budget Period Amt YTD Budget % Collected/ % Expended One Year Prior Actual $ 4,858,585.00 $ 2,503,951.99 $ 3,643,938.75 51.54% $ 2,427,908.81 $ 132,770.00 $ 215,742.20 $ 99,577.50 162.49% $ 148,452.59 $ 22,500.00 $ 51,571.61 $ 16,875.00 229.21% $ - $ 73,751.00 $ 103,952.11 $ 55,31325 140.95% $ 112,431.15 $ 98,700.00 $ 89,166.05 $ 74,025.00 90.34% $ 9,844.26 $ 35,000.00 $ 198.60 $ 26,250.00 0.57% $ - $ 197,900.00 $ 131,851.58 $ 148,425.00 66.63% $ 167,860.38 $ - $ (2,177.97) $ - $ - $ 25,000.00 $ - $ 18,750.00 0.00% $ - $ 5,444,206.00 $ 3,094,256.17 $ 4,083,154.50 56.84% $ 2,866,497.19 $ 16,800.00 $ 12,595.23 $ 12,600.00 74.97% $ 12,595.23 $ 1,200.00 $ 690.28 $ 900.00 57.52% $ 373.87 $ 140,365.00 $ 34,954.70 $ 105,27175 24.90% $ 65,515.06 $ 85,756.00 $ 283,414.00 $ 64,317.00 330.49% $ - $ 244,121.00 $ 331,654.21 $ 183,090.75 135.86% $ 78,484.16 $ 250,323.00 $ 175,358.76 $ 187,742.25 70.05% $ 180,450.28 $ 19,300.00 $ 12,618.08 $ 14,475.00 65.38% $ 9,615.37 $ 147,290.00 $ 87,154.43 $ 110,467.50 59.17% $ 84,536.84 S 416,913.00 $ 275,131.27 $ 312,684.75 65.99% $ 274,602.49 $ 134,758.00 $ 100,456.37 $ 101,068.50 74.55% $ 100,872.87 $ 9,050.00 $ 7,909.79 $ 6,787.50 87.40% $ 8,509.41 $ 16,000.00 $ 9,598.08 $ 12,000.00 59.99% $ 12,702.67 $ 159,808.00 $ 117,964.24 $ 119,856.00 73.82% $ 122,084.95 $ 211,060.00 $ 178,180.69 $ 158,295.00 84.42% $ 188,524.07 $ 211,060.00 $ 178,180.69 $ 158,295.00 84.42% $ 188,524.07 $ 173,157.00 $ 132,676.96 $ 129,867.75 76.62% $ 131,032.49 $ 250.00 $ 68.48 $ 187.50 27.39% $ 291.91 $ 11,900.00 $ 4,300.36 $ 8,925.00 36.14% $ 4,190.03 $ 185,307.00 $ 137,045.80 $ 138,980.25 73.96% $ 135,514.43 21,400.00 $ 2,845.69 $ 16,050.00 13.30% $ 47,197.16 $ 165,800.00 $ 47,570.02 $ 124,350.00 28.69% $ 140,924.20 $ 103,950.00 $ - $ 77,962.50 0.00% $ - $ 291,150.00 $ 50,415.71 $ 218,362.50 17.32% S 188,121.36 Police Protection Supplies $ $ $ 0.00% $ Other Services and Charges $ 1,045,056.00 $ 783,927.30 $ 783,792.00 75.01% $ 763,436.88 Capital Outlay $ 229,763.00 $ 172,323.00 $ 172,322.25 75.00% $ 170,823.00 Police Protection $ 1,274,819.00 S 956,250.30 S 956,114.25 75.05% $ 934,259.88 Fire Protection Other Services and Charges $ 344,940.00 $ 261,591.45 $ 258,705.00 75.84% $ 259,296.21 Capital Outlay $ 282,271.00 $ 208,816.98 $ 211,703.25 73.98% $ 215,741.25 Fire Protection $ 627,211.00 $ 470,408.43 $ 470,408.25 75.00% $ 475,037.46 Protective Inspections Personal Services $ 121,323.00 $ 87,297.05 $ 90,992.25 71.95% $ 89,760.30 Supplies $ 200.00 $ 156.75 $ 150.00 78.38% $ - Other Services and Charges $ 5,300.00 $ 1,969.36 $ 3,975.00 37.16% $ 3,884.79 Protective Inspections $ 126,823.00 $ 89,423.16 $ 95,117.25 - 84.89% $ 93,645.09 City Engineer Personal Services $ - $ - $ 0.00% $ 460.40 Supplies $ - $ 36.75 $ - 0.00% $ - Other Services and Charges $ 87,900.00 $ 31,318.00 $ 65,925.00 35.63% $ 51,462.32 City Engineer $ 87,900.00 $ 31,354.75 S 65,925.00 35.67% $ 51,922.72 Public Works Service Personal Services $ 439,587.00 $ 246,053.75 $ 329,690.25 55.97% $ 321,616.27 Supplies $ 169,700.00 $ 92,479.43 $ 127,275.00 54.50% $ 115,840.27 Other Services and Charges $ 141,600.00 $ 66,754.43 $ 106,200.00 47.14% $ 75,062.17 Other Financing Use $ 800,000.00 $ - $ 600,000.00 0.00% $ - Public Works Service $ 1,550,887.00 $ 405,287.61 $ 1,163,165.25 26.13% $ 512,518.71 Iee & Snow Removal Personal Services $ 58,339.00 $ 45,392.12 $ 43,754.25 77.81% $ 36,223.17 Supplies $ 45,000.00 $ 25,591.20 $ 33,750.00 56.87% $ 21,368.85 lee & Snow Removal S 103,339.00 $ 70,983.32 $ 77,504.25 68.69% $ 57,592.02 Park Maintenance Personal Services $ 109,473.00 $ 86,094.09 $ 82,104.75 78.64% $ 59,293.19 Supplies $ 20,300.00 $ 7,195.63 $ 15,225.00 35.45% $ 14,458.98 Other Services and Charges $ 34,600.00 $ 18,417.34 $ 25,950.00 53.23% $ 26,687.59 Park Maintenance $ 164,373.00 S 111,707.06 $ 123,279.75 67.96% $ 100,439.76 Recreation Personal Services $ 36,743.00 $ 34,785.34 $ 27,557.25 94.67% $ 41,531.68 Supplies $ 5,800.00 $ 4,57154 $ 4,350.00 78.85% $ 4,817.82 Other Services and Charges $ 18,800.00 $ 5,855.87 $ 14,100.00 31.15 % $ 11,466.85 Other Financing Use $ 42,000.00 $ - $ 31,500.00 0.00 %a $ - Recreation $ 103,343.00 $ 45,214.75 $ 77,507.25 23.1.6% $ 57,816.35 Revenue Total $ 5,444,206.00 $ 3,094,256.17 S 4,083,154.50 56.84% $ 2,866,497.19 Expense Total $ 5,547,054.00 $ 3,271,021.30 $ 4,160,290.50 58.97% $ 3,270,563.45 General Fund $ (102,848.00) $ (177,302.62) S (77,136.00) $ (404,066.26)