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12-08-14 CC Reg Mtg
C. B. A. CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, DECEMBER 8, 2014 7:00 P.M. AGENDA Attachments 1. CONVENE CITY COUNCIL MEETING A. Roll Call Mayor Zerby___ Hotvet ___ Siakel ___ Sundberg ___ Woodruff ___ B. Review Agenda 2. APPROVAL OF MINUTES A. City Council Work Session Meeting Minutes, November 24, 2014 Minutes B. City Council Regular Meeting Minutes, November 24, 2014 Minutes C. City Council Work Session Minutes, December 1, 2014 Minutes D. City Council Special Meeting Minutes, December 1, 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. Accept Donations for Arctic Fever Finance Director’s memo C. Credit Card Purchasing Limits Finance Director’s memo, Resolution 4. MATTERS FROM THE FLOOR (No Council action will be taken) 5. PUBLIC HEARING 6. REPORTS AND PRESENTATIONS A. Recognition of Service for Council Member Laura Hotvet Clerk’s memo CITY COUNCIL REGULAR MEETING AGENDA – DECEMBER 8, 2014 Page 2 of 3 Attachments 7. PARKS A. Report on November 25, 2014 Park Commission meeting Minutes B. Park Improvements for 2015 Planning Director’s memo C. Park Concessions Agreement Planning Director’s memo 8. PLANNING A. Report on December 2, 2014 Planning Commission meeting Minutes B. Accept Proposal for Professional Services for Smithtown Road East Planning Director’s Sidewalk Improvement Project, City Project 14-10 memo, Resolution 9. ENGINEERING/PUBLIC WORKS A. Approve Resolution Authorizing Preparation of Feasibility Report for Star Engineer’s memo, Lane and Star Circle Improvements Resolution B. Approve Resolution Receiving Feasibility Report and Calling for Public Engineer’s memo, Hearing on Proposed Improvements for Star Lane and Star Circle, City Resolution Project 14-11 C. Excelsior Boulevard Trail Extension Improvement Alternatives Engineer’s memo 10. GENERAL/NEW BUSINESS A. Appeal - Zoning Violation Order Planning Director’s Appellant: James Keefer memo Location: 20925 Forest Drive B. Professional Auditing Services Interview Committee Appointment Finance Director’s memo C. Accepting the 2015-2019 Capital Improvement Program and 2015 Enterprise Finance Director’s Budgets memo, Resolution D. Council Discussion and Selection of Renewable Energy Alternatives Consultant E. Proposed 2015 Contract for Public Works, AFSCME Local 224 Administrator’s memo F. 2015 Staff Compensation Administrator’s memo G. Consideration of Nominations to the MCWD Board-Mayor Zerby Discussion CITY COUNCIL REGULAR MEETING AGENDA – DECEMBER 8, 2014 Page 3 of 3 Attachments 11. OLD BUSINESS 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Trail Schedule Trail Schedule 2. Report on 2014 Deer Management Program 3. Report on Southshore Center Response Cities’ correspondence 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 • cityhall @ci.shorewood.mn.tiis Executive Summary Shorewood City Council Regular Meeting Monday, December 8, 2014 7:00 p.m. 6:00 PM — Executive Session is scheduled this evening. Agenda Item 93A: Enclosed is the Verified Claims List for Council approval. Agenda Item 9313: The city has received three donations for the January 16 -18 Arctic Fever Event. They include $100 from Mediacom Communications Corp., $500 from the American Legion Post 259, and two $25 gift cards from Cub Foods. The Council action accepts these donations. Agenda Item 93C: This item adopts a resolution setting credit card purchasing limits on credit cards issued through the PFM Financial Services program. Agenda Item 94: Matters from the Floor — (no action will be taken by Council). Agenda Item 95: There are no public hearings scheduled for this meeting. Agenda Item 96: Council Member Hotvet will be recognized for her four years of service on the Shorewood City Council. Agenda Item 97A: A representative will report on the November 25 Park Commission meeting. Agenda Item 9713: Staff requests authorization to schedule park improvements for 2015. The Gideon Glen project, previously approved, and the Badger Park tennis court resurface were 2014 projects that were squeezed out of a very compressed construction season. The Cathcart and Silverwood court resurfacings are in line for 2015 construction and quotes for those items are included herein. It is our intent to get these projects done as early next season as possible. Agenda Item 97C: The 2015 Concession Agreement is on the agenda for Monday night. Staff is recommending approval, subject to the Park Commission's review and comments the following evening. Agenda Item 98A: A representative will provide a report on the December 2 Planning Commission meeting. Agenda Item 9813: The City Council agreed to move forward with the Smithtown East Trail project at its 10 November meeting. The attached resolution authorizes WSB to begin work on plans, specifications and cost estimates. Agenda Item 99A: At the November 10 meeting, Council authorized WSB to prepare an update to the feasibility report for the Star Lane and Star Circle Improvement Project, which includes watermain improvements. A resolution ordering the preparation of a feasibility report is required per MN Statute Chapter 429. A resolution is attached or Council's approval. Executive Summary — City Council Meeting of December 8, 2014 Page 2 of 2 Agenda Item 9913: At the November 10 meeting, Council authorized WSB to prepare an update to the feasibility report for the Star Lane and Star Circle Improvement Project, which includes watermain improvements. The updated feasibility report is attached, as well as a resolution Receiving the Feasibility Report and Calling for Hearing on Improvements for the proposed Star Lane and Star Circle Improvements, City Project 14 -11. Agenda Item 99C: Discussion on the Excelsior Boulevard Trail Extension slope stabilization alternatives. Agenda Item 91OA: James Keefer has requested additional time to comply with a zoning violation letter he received for his property at 20925 Forest Drive. He proposes to license two boats after the first of the year and hopes to move them on his property to comply with setback requirements. He also asks that he be allowed to keep two vinyl tent structures to keep his truck and his wife's car out of the weather this winter. If agreeable to the Council, staff has suggested some conditions for the extension. Agenda Item 91OB: Council may decide to identify one or two members to appoint to the Auditor Selection Committee. It is anticipated that proposals will be reviewed for consideration of an appointment in January, 2015. Agenda Item 91 OC: Approval of the 2015 -2019 Capital Improvement Program, Capital Project Fund Budgets, and 2015 Enterprise Budgets. Agenda Item 91OD: This item is Council discussion and selection of the consultant for the renewable energy alternatives study. Agenda Item 91OE: Negotiations with the AFSCME union for the 2015 contract were completed today, and Administrator Joynes will provide an update on this prior to Monday's meeting. Agenda Item 91 OF: Administrator Joynes will provide an update on the 2015 staff compensation recommendations prior to Monday's meeting. Agenda Item 11: There are no items of old business this evening. Agenda Item 912.A: Several staff reports will be provided at the meeting. Agenda Items 91213: Mayor and City Council Members may report on recent activities. #Za CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL WORK SESSION COUNCIL CHAMBERS MONDAY, NOVEMBER 24, 2014 6:00 P.M. MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Zerby called the meeting to order at 6:00 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Siakel, Sundberg, and Woodruff, Administrator Joynes; City Clerk Panchyshyn; Finance Director Wong; Director of Public Works Brown; and City Engineer Hornby Absent: Councilmember Hotvet B. Review Agenda Woodruff moved, Siakel seconded, approving the agenda as presented. Motion passed 4/0. 2. FINAL GENERAL FUND BUDGET REVIEW Administrator Joynes noted, the meeting packet contains a copy of the PowerPoint presentation for the December 1, 2014, Truth-in-Taxation bearing for the City of Shorewood 2015 Budget as well as related General Fund budaet documents. He explained there was one substantive thing that has "changed since Council's last budget related work session. The Excelsior Fire District (EFD) recommended amended 2015 Operating Budget and 2015 — 2035 Capital Improvement Program ,(CIP) were approved by all five member cities. The amended budget included an agreement to return some of the excess operating fund reserves to the member cities. Shorewood share of those funds,will be $11,500. That will be put into the General Fund and the City's 2015 General Fund Budget reflects that. From his perspective the Budget is virtually the same as the 2014 Budget. It includes a 2.5 percent increase in personnel services costs. He has not concluded negotiations with the Public Works employees union represented by AFSCME (American Federation of State, County and Municipal Employees) Local 224. He is having difficulty getting a second meeting with the union scheduled. He continues to be relatively confident that the 2.5 percent increase will be adequate. The Budget includes the addition of a 0.75 FTE (full time equivalent) forester and public works assistant. Approximately $55,000 of the cost for that position is included in the Public Works Budget and the remainder is in the Stormwater Management Budget. The transfers into the Equipment Replacement Fund and the Street Reconstruction Fund have been increased by a collective amount of $30,000. The General Fund Budget reflects that. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES November 24, 2014 Page 2 of 5 He noted the meeting packet contains a copy of a General Fund Balance Available Calculation document. He also noted that earlier this year Council decided to eliminate the 3 percent transfer cap from the General Fund Balance Policy for reserves in excess of 60 percent. He reviewed the document. If the Policy requirement of a 60 percent maximum reserve level is used, the reserves in excess of that level is estimated to be $533,534 at the end of 2014. That amount is unencumbered and it can be used for anything Council would like. He suggested discussing how to use that money during the January 28, 2015, Council and staff retreat. He stated that 60 percent level is very conservative. If the Office of the State Auditor (OSA) methodology were to be used, which is the one the State recommends, there would be $1,593,540. That is a 50 percent reserve of expenditures and it uses transfers out in a different fashion. He noted he thought the City is in very good shape financially. Joynes walked through the draft presentation for the Truth -in -T There is a legal requirement for the City to hold a Truth -in- December 1, 2014. The Truth -in- Taxation requirements are b Budget, discuss the budget and 2015 tax levy changes, to ta: budget. The City's portion of the property taxes pay for a number of ser include police and fire protection; street and park maintenance;" transfers to the Southshore Community Center.,,(SSCC) and c planning and zoning, elections, and other miscellaneous services. The assumptions used in preparing the 2015 ➢ A 2.5 percent tax levy crease is included (tit (primarily personnel costs. ➢ A 0.75 FTE forestry position has been added. ➢ Other staffing levels,remain the same. ➢ A 2.5 percent salary increase is "budgeted for to ➢ Transfers to the Street Improvement Fund and 3.75 percent (or $30,000) collectively. ➢ The use of $93, 192 in General:Fund balance down $9,656 from 2014. econd xation public he resent the City's public comment as out of the It is scheduled for General Operating adopt a balanced Fund. They programs; building inspections; s; and, administration, finance, since 2009) for general operations id salary increases and benefit changes. Equipment Replacement Fund were increased by reserves is included to balance the Budget. That is The City's General Fund Balance Policy stipulates maintaining a reserve level of 55 -60 percent of the upcoming year's operating expenditures. The December 31, 2013, General Fund Reserve was $3,943,342 and it is estimated`that $23,850 of that will be used in 2014. It's estimated that the 2014 year -end General Fund Reserve will be $3;919,492 (or 69.5 percent). The Policy maximum of 60 percent would equate to $3,385,718. Therefore, the amount in excess based on the Policy is $533,774. If the reserves are higher than 60 percent the available excess reserves may be used for items such as one -time projects, acquisitions, or transfers to any City capital fund. The City's General Fund budgeted expenditures total $5,643,263. Of those expenditures 38 percent is for public safety services (police and fire), 22 percent is for general government services, 18 percent is for public works, 17 percent is for capital transfers and 4 percent is for parks and recreation. Expenditures and transfers have been fairly consistent with some ups and downs between 2007 and 2015. The City's General Fund budgeted revenues total $5,549,671. Of those revenues 89 percent is from property taxes, 4 percent is from transfers and miscellaneous revenues, 2 percent is from licenses and CITY OF SHOREWOOD WORK SESSION MEETING MINUTES November 24, 2014 Page 3 of 5 permits, 2 percent is from General Fund balance reserves, 1 percent is from charges for services, 1 percent is from fines and forfeitures, and 1 percent is from intergovernmental. The tax assessment and levy timeline for residential property taxes payable in 2015 has been as follows. Hennepin County collected data on property sales from October 1, 2012 — September 30, 2013. The market value was established on January 2, 2014. The Board of Review process to hear appeals took place from April 2014 — June 2014. The City certified its maximum tax levy of 2.5 percent for 2015 to Hennepin County in September 2014. The levy cannot be increased after that; it can be decreased. The County mailed out Truth -in- Taxation notices to property owners in November 2014. The Truth -in- Taxation hearing is being held this evening. In 2015 final property tax bills will be mailed to property owners. The properties in the City experienced an average increase in value of 6.6 percent. That decline was about 1.5 years ago. The average City tax impact is as follows. For a property valued at $250,000 in 2014 its value increased to $266,500 for 2015, and the tax increased by $16. For a property valued at $375,000 in 2014 its value increased to $399,750 for 2015, and the tax increased by $21. For a property valued at $500,000 in 2014 its value increased to $533,000 for 2015, and the tax increased by $44. For a property valued at $750,000 in 2014 its value increased to $799,500 for 2015,, and the tax increased by $55. For a property valued at $1 million in 2014 its value increased to $1,066,000 for 2014, and the tax increased by $67. That will be different depending on the individual property value. The 2015 property tax distribution for a property in the City located within Minnetonka School District 276 is: 35.2 percent to the school district, 35.1 percent to Hennepin County, 22.5 percent to the City, and 7.2 percent to other smaller taxing jurisdictions. It is based on a home in the District valued at $360,000. The 2015 total property tax percent change compared to the 2014 total tax for residential homestead properties in the City based o' statistics from the Hennepin County Assessor's Office is as follows. Approximately 35.0 percent of the parcels (812) will see a decrease. Approximately 33.2 percent of the parcels (768) will see an increase of $0,— $300. Approximately 10.3 percent of the parcels (239) will see an increase of $301 — $600., Approximately 7.0 percent of the parcels (162) will see an increase $601 — $900. Approximately 14.5 percent of the parcels„ (335) will see an increase of more than $900. There are three tax relief programs available through Hennepin County and the State. There is a homestead credit refiitid which is based on income and taxes paid. That refund is available if taxes exceed 2 percent of income for household with income up to $65,409 and 2.5 percent for those over $65,409 and below $105,500: 'there is a special property tax,refund available if taxes increase more than 12 percent and the increase is over $100. There is a renter's refund for those with household income of $57,169 or less. Joynes noted that the meeting packet contains a copy of the Financial Management Plans (FMPs) for the Park improvement Fund, the Street Maintenance Fund and the Trail Construction Fund. Mayor Zerby stated the Street Maintenance Fund FMP graph is labeled 1 — 6 rather than years. He assumes the years should be 2014 — 2019. Councilmember Woodruff asked what month is year -to -date (YTD) in the General Fund Budget Summary document. Director DeJong responded September 30, 2014. Woodruff stated that in the Administration Budget in line item Employee Insurance City Share the YTD amount is zero. And for some of the other budgets the number the amounts are very low. He asked if something is not being posted correctly. DeJong stated the way the financial system was set up that is CITY OF SHOREWOOD WORK SESSION MEETING MINUTES November 24, 2014 Page 4 of 5 posting into the salaries directly so the total salary and benefits is coming out correctly. He asked DeJong if he is confident the health insurance numbers are in the totals someplace. DeJong responded yes. Woodruff noted that in the Protective Inspections Budget the heading for the 2014 YTD personal services expenses is labeled May 2013. Director DeJong stated that is a typographical error and the numbers are okay. Woodruff stated that needs to be fixed. In response to a comment from Councilmember Woodruff about the accuracy of the Trail Reconstruction Fund FMP, Administrator Joynes stated the FMPs will not be shown to the public during the Truth -in- Taxation hearing. Councilmember Woodruff stated it is his recollection that Council discussed budgeting for a full-time forester position with the understanding that it would start out as ,,a 0.75 FTE position when first hired. Administrator Joynes stated Council and staff discussed the position would likely, evolve to full time but it would start out as a 0.75 FTE position. Councilmember Woodruff noted that the General Fund Balance Policy„ suggests a reserve level of 55 — 60 percent. Therefore, there may be more reserves available than discussed earlier. Councilmember Siakel stated she is somewhat uncomfortable with approving the forester position. She would like to discuss the position more. Before the City brings on another employee she wants to make sure there is a solid plan for how to utilize that person and what the expectations of that person would be. Council has talked about that position having forester, stormwater management and Public Works responsibilities. She suggested that item be added to the, agenda for the January Council and staff retreat. Councilmember Woodruff concurred and asked that a general work plan be provided for that position. Siakel then stated that she thought at a ;minimum the City contract' for seasonal work for tree services. She clarified she agrees there is a need for some of the services. But, she is not sure what that would look like for the City. She wants to have a clearer understanding of what the expectations are. She stated she can support leaving at least some,ofthe funds for the position to ensure there are funds available for seasonal work in 2015. Sundberg suggested leaving finding in as a placeholder and discussing it more during the Mayor Zerby stated the Trail Reconstruction Fund FMP includes an $852,000 capital item in 2018 and 2019. He asked what projects that is for. Director DeJong stated that is for the Strawberry Lane Trail and it should only be in,2419. Zerby noted that changes the FMP projection quite a bit. Councilmember Woodruff` stated that FMP does not include any capital expenditures for trail projects in 2015 or 2016. Mayor Zerby stated that during Council's November 10 work session Council indicated it would like move forward with the Smithtown Road East Sidewalk Extension Project and to discuss the others during the January 28 Council and staff retreat. Director DeJong stated that currently the plan is to construct the Smithtown Road East sidewalk extension and the Excelsior Boulevard Trail in 2015. There should be no trail projects in the FMP in 2016 — 2018. There is capital expense in the FMP for 2014 because the Smithtown Road West sidewalk was budgeted for in 2013. There is a minor amount of actual expense incurred in 2014 for that sidewalk. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES November 24, 2014 Page 5 of 5 Mayor Zerby stated he thought there is more money that could be used out of reserves provided the number presented is correct. He understands money is needed for the trail projects. He noted that he does not like to do what he is proposing, but he asked what additional amount of reserves would be needed to bring the levy increase down to 2 percent. Administrator Joynes stated every 0.5 percent reduction takes about $25,000. Zerby noted he could support using another $25,000 — $50,000 in reserves in order to bring the levy down based on the level of reserves staff said the City will have. Councilmember Siakel supported increasing the use of reserves to keep the levy increase lower. She said even if and additional $50,000 were used that would still leave a lot of unallocated reserves for the Smithtown Road East sidewalk extension based on the numbers presented. Councilmember Woodruff stated he has heard that the cost of living this year has gone up around 1.7 percent. He noted that he thought a tax levy increase of 1.5 — 2.0 percent is appropriate. Councilmember Siakel stated the City delivers a lot of value to its residents for the services provided. Based on the Truth -in- Taxation notice she received the school district and county take a significant chunk of her tax payment. Administrator Joynes stated staff will present a 1.5 percent, for December 1. Councilmember Sundberg asked where one- consultant for the Minnetonka Country Club stated that study will be paid for out of the C consultant will be paid for out of reserves and 3. ADJOURN Woodruff moved, Sundberg seconded, Adjourning 2014, at 6:35 P.M. Motion passed 4/0., ATTEST: Jean Panchyshyn, City Clerk 2.5 percent tax levy increase 'es such as the Green Energy study and the project get paid out of. Administrator Joynes tstructure Fund. Staff has anticipated that the that will be charged back to the developer. Council Work Session of November 24, Scott Zerby, Mayor #2B CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, NOVEMBER 24, 2014 7:00 P.M. 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 Siakel, Sundberg, and Woodruff, Attorney Keane; City Administrator Joynes; City Clerk Panchyshyn; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and City Engineer Hornby Absent: Councilmember Hotvet Also Present: Former Shorewood Mayors Bob Bean, Barb'Brancel, Tom Dahlberg, and Chris Lizee were there for the recognition of South Lake Minnetonka. Police Department Chief Bryan Litsey. All departed after the recognition. B. Review Agenda Sundberg moved, Woodruff seconded, approving the agenda as presented. Motion passed 4/0. 2. APPROVAL OF MINUTES A. Canvassing Board Meeting Minutes, November 10, 2014 Woodruff moved, Siakel seconded, Approving the Canvassing Board Meeting Minutes of November 10, 2014, as presented. Motion passed 4/0. B. City Council Work Session Minutes, November 10, 2014 Woodruff moved, Siakel seconded, Approving the City Council Work Session Minutes of November 10, 2014, as presented. Motion passed 4/0. C. City Council Regular Meeting Minutes, November 10, 2014 Woodruff moved, Siakel seconded, Approving the City Council Regular Meeting Minutes of November 10, 2014, as presented. Motion passed 4/0. 3. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Sundberg moved, Woodruff seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. Approval of the Verified Claims List CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 24, 2014 Page 2 of 11 B. Adopting RESOLUTION NO. 14 -095, "A Resolution Approving a License to a Retailer to Sell Tobacco Products for Wine & Spirits by JD, Inc., dba MGM Wine & Spirits." C. Adopting RESOLUTION NO. 14 -096, "A Resolution Assessing Water Connection Charges Against 25580 Nelsine Drive." Motion passed 4/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC HEARING 6. REPORTS AND PRESENTATIONS A. Bryan Litsey, South Lake Min Appreciation Mayor Zerby stated Council asked South Lake Minnetonka Pol give his final report to the Council; he is retiring at the end of the Chief Litsey stated the Department has been up to fi seem to want to stay around. During the last Depart Lake area being nice to work in because people apprec have been great and have appreciated the work the SL, retire. The organization is solid and financially strong. has approved the appointhrent of Deputy Chief Piersor an outside person to fill ; the interim - -' position and organization. Pierson plans to retire around April 30, 20 artment and epartment (SLMPD) Chief Litsey to strength for quite some time. The patrol officers it meeting there was discussion about the South what the officers do. The member City Councils D does. He thought this is a good time for him to noted that the SLMPD Coordinating Committee Interim Chief for the short term while it looks for In, the Committee assess the structure of the Chief Litsey distributed,a small packet of reports generated by the SLMPD's records management system (RMS) from Law Enforcement Technology Group (LETG). It went online with the system in December 2012. He noted the system was,funded out of the SLMPD's DWI Forfeiture Fund and Technology Fund. Litsey explained patrol officers now have access to much more information out in the field and they can do much more of their, paper work out in the field. That keeps officers more visible. The system has made access to real -time information possible. When the system first went live reporting for elected officials and the public was limited. , The data for internal use was good. But the data was coded and not very understandable by people outside of the Department. He and SLMPD Administrative Supervisor Swanson were instrumental in pushing LETG to come up with some better canned reports. They were members of a report committee formed to help influence improvements to the reports. The Call for Service reports by month, week and hour are for the entire SLMPD service area. LETG is working on making it possible to report on data by SLMPD member cites. He stated if the Shorewood Council has a need for other reports he asked that the requests be funneled through Mayor Zerby as the City's representative on the Coordinating Committee. Litsey noted that the Hennepin County Sheriff's Department also uses the LETG system and the City of Minneapolis is considering it. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 24, 2014 Page 3 of 11 Litsey stated that if any member City Council wants a SLMPD representative to provide a five -to -ten minute quarterly update the SLMPD will be willing to do that. The Greenwood Council has chosen to take advantage of that. Mayor Zerby noted that the SLMPD posts to a public service at www.crimereports.com. That system marks certain incidents on a map with virtual pushpins. Mayor Zerby stated the Chief Litsey is leaving the Department on an outstanding high note. The next full- time chief will have big shoes to fill. He thanked Chief Litsey for serving the South Lake area for more than 33 years at three different police locations with 16 of them being as the Chie£ He stated Litsey worked with countless council's and mayors. He noted that he invited past Shorewood Mayers to come this evening and share in Litsey's last time before the Shorewood Council. Zerby presented Chief Litsey with a Dedicated Service Award plaque. The plaque read as follows: In recognition of nearly thirty four years of meritorious service to the South Lake Minnetonka community and your commendable dedication to 'protect and serve". May your neat adventure be long, fulfilling. With sincere thanks and appreciation from the Shorewood City Council. There was a wonderful round of applause. Zerby invited the former Mayors to speak if they would like to. Former Mayor Dahlberg stated Chief Litsey wds',promoted on his watch, At that time the member cities wanted to hire from within the SLMPD organization,and it was a very good decision to do so. Litsey thank him for his then vote of confidence. Chief Litsey stated the various mayors, who comprised the SLMPD Coordinating Committee, have allowed him to do his job. They gave him leeway while providing guidance when he needed it. Overall, the member City Councils had been very supportive. They always put public safety first. It is a very large part of the member cities' budgets: He noted that he is just one of a great cast of people who work at the SLMPD. He stated each and every day he, is amazed at the dedication and commitment the people show to the South Lake area. They have demonstrated they will ado what it takes to solve a crime and do their jobs. He noted that he was fortune to have had a staff that was supportive of him and the community. He expressed confidence that the Department will continue to operate as well as it has in the past. Chief Litsey, noted that he is transitioning into the academic world at Metro State University. In that capacity he will continue to be connected to the law enforcement agency through the licensing board and with students. He has done some part-time teaching at Minnesota State Mankato. Chief Litsey thanked, everyone and noted it was very humbling to him to be present and he expressed his appreciation. Former Mayor Lizee stated Chief Litsey has lead with enthusiasm, commitment, cooperation, collaboration and integrity. He treated all member cities fairly. The member cities attempted to work together as a community as a joint powers organization. Although that at times was not easy the community was well served. Litsey's leadership stood above that. She thanked Litsey and noted that she was confident he would do well in his new adventure. There was another wonderful round of applause. Chief Litsey noted that he appreciates and will cherish his award. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 24, 2014 Page 4 of 11 Group pictures were taken of Chief Litsey, Mayor Zerby, and former Mayors Bob Bean, Barb Brancel, Tom Dahlberg, and Chris Lizee. 7. PARKS 8. PLANNING A. Report on the November 18, 2014 Planning Commission Meeting Planning Commission Chair Geng reported on matters considered and actions, taken at the November 18, 2014, Planning Commission meeting (as detailed in the minutes of that meeting). Geng asked Council when it would like to implement the State mandate that will take effect in 2016 to require recycling for commercial properties and multiple - family dwellings units (e.g., apartments); Councilmember Woodruff stated that is something the City should be doing. It is healthy for the environment and the residents of Shorewood. He then stated he, would defer to the Planning Commission as to when to fit that into its 2015 work program. He suggested bringing something to the Council in the later part of the third quarter of 2015. B. Senior Housing Amendment Director DeJong noted Council considered, a senior housing amendment during its October 27, 2014 meeting. There were only three members of Council ,present that evening. People thought the amendment was approved on a 2/1 vote. It was later determined, that a majority of the Council needed to approved the amendment so at least three supportive votes were required; Nielsen explained the Planning Commission has been working on the amendment for quite some time. The Commission unanimously recommended approval. The amendment includes increasing the density from 10 units per acre to 12 units,per acre for the R -C zoning district, counting assisted living units as one -half unit and a group of provisions for the Smithtown Crossing Redevelopment Area. Per Council's direction, staff arranged for Rick Fenske, with WEIS,Builders who builds senior housing, to make a presentation on the state of the twin cities senior hodsina market curing its, Sevtember 8 work session. Mayor Zerby stated he cast the no vote during Council's October 27 meeting and will do again tonight. He stated continues to be against the amendment because he considers the provisions for the Smithtown Crossing Redevelopment Area to be spot zoning and he does not think spot zoning is appropriate. He clarified that he supports senior housing. But, he would like to have the opportunity to take a look at the development for the corner as whole rather than in pieces. He stated he is not in favor of approving those Smithtown Crossing,Redeveloprent Area provisions at this time. Councilmember Siakel asked if there is a sense of urgency in approving this now or could it be considered in the first trimester or the first quarter of 2015. She stated there is a lot going on with the Minnetonka Country Club (MCC) property. Rather than making a decision about one specific sector she would like to look at the area as a whole. Director Nielsen stated there are a couple of developers waiting in the wings for this to happen. There is a developer considering a site off of Chaska Road. Mayor Zerby stated the amendment would specifically increase the density to 15 units per acre for the Smithtown Crossing Redevelopment Area. That would be the highest density in Shorewood. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 24, 2014 Page 5 of 11 Councilmember Woodruff stated he voted for the amendment on October 27 and he continues to think it would be a useful tool. Councilmember Sundberg stated she views this somewhat the same as the way Councilmember Siakel does. She asked if Director Nielsen was implying that a developer might move on if this is not approved now. Nielsen responded that is possible. He stated that the Planning Commission has worked on it for close to two years and that he thought it is time to bring it to finality. One developer is looking at the Smithtown Crossing Redevelopment Area and the other is looking at the property near Chaska Road. Sundberg asked if the provisions for the Redevelopment Area could be removed from amendment at this time. Nielsen stated Council can do nothing because it has been initiated by the City. Sundberg suggested the issue be reconsidered during the January 29 Council and staff retreat. Zerby moved, Siakel seconded, denying the ordinance re housing as presented with the understanding that Council 2015, Council and staff retreat. Motion passed 4/0. 9. ENGINEERING /PUBLIC WORKS A. Consideration of Speed Limit on Director Brown explained that during its November number of residents in the Strawberry Lane neighb potential impacts from the Boulder Cove developmep to reduce the posted speed for Strawberry Lane to, 2s resolution to reduce the speed on Strawberry Lane au to talk about West 62"d Street which is a border street; the speed on that roadway. Staff has prepared a resol only to 25 mph. A copy of the'resohxtion is included brought back once Chanhassen decides it wants to low !Aculating density for elderly ss this during the January 29, 10, 2014, ' meeting Council and staff heard from a >rhood residents, who expressed concern about the in the City of Chanhassen. There was a suggestion miles per hour (mph ): Staff was asked to prepare a 1 West 62"d Street. Staff contacted Chanhassen staff it would logically require Chanhassen to also reduce ition reducing the posted speed for Strawberry Lane in the meeting packet. The West 62"d Street will be ,r the posted speed. Councilmember Woodruff asked if there can be flashing lights on the signs at both ends of Strawberry Lane for a while. Director Brown staled when thee; is a reduction in the posted speed the State guideline is to flag it or to put a beacon there for a period of time. Woodruff moved, Siakel' seconded, Adopting RESOLUTION NO. 14 -097, "A Resolution Setting Speed Liinit on Strawberry Lane to 25 miles per hour." Motion passed 4/0. 10. GENERAL /NEW BUSINESS A. Appeal — Zoning Violation Order Appellants: Robin Wade and Paul Anderson Location: 5765 Echo Road Director Nielsen noted that as of today the zoning violation has been resolved. B. Request from myHealth for Teens and Young Adults Administrator Joynes stated at the invitation of Mayor Zerby and Councilmember Hotvet, the three of them, along with Park & Recreation Coordinator Grout, met with Geralyn Hausback, Executive Director of "myHealth For Teens and Young Adults" about the possibility of locating a satellite clinic at the Southshore Community Center (SSCC). The organization runs clinics for young people and it is based out CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 24, 2014 Page 6 of 11 of the City of Hopkins. It used to have a satellite clinic in the Cities of Chaska and Excelsior. The one in Excelsior has closed. The organization has been looking at another site to locate the satellite. Representatives from myHealth toured the SSCC. Staff thought the City could accommodate them one Friday afternoon a month. He asked that the organization submit a proposal to the City because their request deviates from the City's policy regarding not providing free space. The organization does not pay to rent the space in Chaska and would not want to pay for space in the SSCC. The meeting packet contains a copy of a proposal from Ms. Hausback. Mayor Zerby stated the organization would need space to store an examination table at the SSCC. The table does not have wheels on it. The rest of the items needed by the organization pare portable. He noted he thought this was worth exploring further. Councilmember Sundberg asked what the utilization rate of the satellite clinic was when it was in Excelsior. Mayor Zerby stated they were told it was quite active. The health care professionals got to the point of providing flu shots and medical sports examinations for kids to satisfy athletic requirements. Councilmember Siakel asked if myHealth's mission and, use fits in with the SSCC. She stated she is somewhat uncomfortable with having a clinic and conducting medical exams at the SSCC, She asked if it would meet HIPPA guidelines and State Health Department guidelines. From her perspective the mission for myHealth and the SSCC are somewhat in conflict. She clariftc&that she thought myHealth provides an incredible service. Mayor Zerby stated when he toured with myHealth representatives they had good answers for those types of questions. He suggested they be invited to come and answer those questions. Councilmember Siakel stated the SSCC only has two bathrooms, ,a kitchen, a great room and two meeting rooms. She questioned how this, would work. There are a lot of' questions that need to be answered. Councilmember Sundberg concurred and agrees with bringing someone in to answer Council's questions. Councilmember Woodruff stated he thought one day a month would be manageable. He then stated the rental contract could include a fee and, then myHealth could get a 100 percent discount for providing a public service. He expressed support for haying someone come and talk to Council. He noted that the proposal indicates that if this was approved it would not be up and running until that later part of 2015. Siakel asked if there °needs, to be approval from the State Health Department and other She thought there is a lot more to what is being requested. There was Council consensus to invite a representative from myHealth to come and answer Council's questions. C. Request for Proposals for Professional Auditing Services Director DeJong stated staff recently realized that the City has not solicited requests for proposals (RFPs) to provide auditing services since 2008. The City entered into a three -year contract with an option to renew for an additional three years. There are a number of well qualified firms that provide audit services for local governments. Staff recommends the City solicit RFPs and bring back a recommendation. He noted that the RFP is basically the same as the one used in 2008. The draft RFP has some typographical errors and incorrect dates. The RFP was taken from the Laserfiche system and the conversion to a word document was not totally accurate. If Council authorizes staff to go through the RFP process, the returned RFPs will be reviewed by him, Administrator Joynes and one or two members of Council. The decision of which member(s) of Council could be made during Council's next meeting. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 24, 2014 Page 7 of 11 Councilmember Siakel asked how many firms provide audit services to local governments. Director DeJong responded about six. Siakel asked if the City's current auditor has submitted anything about a price increase. DeJong stated they have not because it was told the City would likely go through the RFP process. Councilmember Woodruff stated he spoke with the City's lead auditor when he was at the Metro Cities and League of Minnesota meeting and he may have let the cat out of the bag. The lead auditor thought this is normal business. Mayor Zerby stated it sounds like a good idea. He then stated with the asked if the timing for doing this might be tight. He asked if the City ; Director DeJong stated this is a slow time of the year for audit firms and month to respond. Woodruff moved, Sundberg seconded, direct staff to iss professional auditing services. Motion passed 4/0. 11. OLD BUSINESS A. Status Update — Koerting Zoning Violation Location: 20325 Excelsior Boulevard Director Nielsen explained in July Council grante . days) to comply with an order to remove nuisa Boulevard. Mr. Koerting has made progress but i Boulevard, and the south property line, with the ea into compliance. It is a very busy yard. There are boundary. All vehicles on the property,have been has been cleaning up his property he has created a Nielsen stated if Council is the scrap metal by a specifi the year. Sundberg stated she ' can support understands what the City expects. Koerting a r us from his eason upon everyone he e. responses fast enough. sal gives them close to a for proposal for deadline extension (90 ed at 20325 Excelsior is not complete. The front yard, which faces Excelsior eption of the very westerly end of it, have been brought ill some violations on the easterly edge of the southerly icensed and they are visibly operable. As Mr. Koerting ockpile of scrap metal that he intends to take inside. a little more time staff recommends he get rid of erable bobcat and related equipment by the end of staff's recommendation with the understanding Mr. Councilmember Siakel asked if the City has received recent complaints from his immediate neighbors. Director Nielsen responded it has not. Siakel stated when the City has granted an appellant additional time they comply. This person has not done that. She asked what the timetable is for compliance. Director Nielsen stated staff recommends the scrap metal be addressed by December 8, 2014, and that the bobcat and related equipment be removed by the end of 2014. Sundberg moved, Woodruff seconded, granting Kert Koerting until December 8, 2014, to remove the pile of scrap metal and until December 31, 2014, to remove the inoperable bobcat and related equipment and if that is not completed court authorization will be sought to allow City staff to go on the property and deal with it. Motion passed 4/0. 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 24, 2014 Page 8 of 11 1. Trail Schedule Mayor Zerby noted the meeting packet contains a copy of the Trail Schedule. Engineer Hornby stated the Trail Schedule has been brought up to date since Council's last meeting. Staff is continuing to permit the Galpin Lake Road trail segment even though it has been shelved for an unknown period of time. The Smithtown Road East Sidewalk Extension Project schedule has been updated based on the date for the authorization of plans and specifications. With regard to the Excelsior Boulevard trail segment, Metropolitan Council Environmental Services' (MCES') consultants have performed a geotechnical review and are currently looking at design alternatives. The consultants intend to submit a draft report to the Metropolitan Council by the end of the week. Mayor Zerby stated the Smithtown Road East Sidewalk acquisition will begin the end of 2014. Attorney Keane concu 2. Monthly Budget Report Mayor Zerby noted the meeting packet contains a 3. GreenStep Cities Program Update chedule indicates land Monthly Director Nielsen stated during its last meeting the Planning Commission talked about putting some effort into the GreenStep Cities Program. Director Nielsen highlighted and explained the items the Planning Commission have been completed since the first GreenStep was achieved and items that need to be done. They were reviewed during the Commission's August 5 meeting and recapped again on November 18. ➢ Density bonus relative to senior housing — 2015, Council and staff retreat. ➢ Historic Dreservation ordinance —"The Cite asked to revisit it during the January 28, rdinance contains a provision that allows people to and still be able to add accessory structures. That ➢ 'Development and design standards that facilitate infill and redevelopment — The Smithtown Crossing Redevelopment Study does that. ➢ Mixed uses — The Planning Commission has recommended to Council higher density for senior nousmg. , i nat is on noia tor now. ➢ Safe routes to schools (RTS) — The Planning Commission will be involved with that effort to some degree; He believes' that would best be generated by the Minnewashta Elementary School and staff have been advised that the School has some interest in doing that. ➢ Renewable energy: solar energy standards and model wind energy ordinance — The proposed Green/Alternative Energy Study will play into that. . ➢ Buildings located within walking distance of transit and /or residential zoning — This is an ongoing item. For example, the Smithtown Road East sidewalk extension will connect the Smithtown Crossing area to the Minnewashta Elementary School and the residents beyond. Nielsen stated the Planning Commission will add discussion about incorporating a policy related to adhering to Minnesota Tree Trusts' best practices (BPs) into the City's Ordinance and using the guidelines in at least one development project (e.g., the Minnetonka Country Club property redevelopment). The City used to advertise that it was classified as a Minnesota Tree City. It does not take a lot to be in that program CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 24, 2014 Page 9 of 11 and does offer some benefits (e.g.; potential grants). The Commission will look into resurrecting that classification. Councilmember Woodruff stated for each Program step there is a cornucopia of things a city can do. Some are not appropriate for the City. He asked if the Program matrix will be updated to reflect that. Director Nielsen responded it will be. Director Nielsen stated the City did update its Ordinance to address urban farm animals including bee keeping. Those items are specifically listed in the GreenStep Cities Program matrix. Councilmember Woodruff asked when Council will be provided with a matrix that that shows which things the Planning Commission will and will not be working on. Director Nielsen stated it will be done for January. 4. Southshore Center Financial Operati Administrator Joynes noted the meeting packet contains a`copy of a calendar for each month of 2014 showing the activities at the Southshore Community Center, (SSCC). It also includes a recap of what the operating deficits were or are projected to be for 2012 2015. It is anticipated that the operating deficit for 2015 will be just under $70,000. It is higher because there are sonic things that need to be replaced. He stated with the closing of the Minnetonka Country Club at the end of 2014 there have been more inquiries about the use of the SSCC. Staff also anticipates maintaining the current staffing level at the SSCC unless Council makes a decision to move a different direction. He then noted the City has received one officia Greenwood, indicating it is no longer willing communications from some of the other cities. communicated that it did not want to participate al The Tonka Bay Council has chosen not to notify the deadline for the cities to'respond to the last letter f meeting will called for after the end of the year to di �r from one of the other four founding cities, rticipate. He explained there has been verbal City of Deephaven had previously verbally iger. Deephaven has been asked to reaffirm that. on what its position is. November 26, 2014, is the he Shorewood Council. He anticipates a Council this further. Mayor Zerby stated the recap document indicates revenues are down about $10,000 from 2013. He asked staff to shed some insight on that. Director DeJong explained that the City of Excelsior made about a $9,000 donation in 2013 toward the SSCC: Councilmember Siakel asked if that was a makeup for several years. Administrator Joynes noted that Excelsior has eliminated that from its budget. Zerby stated the letter from Greenwood states it would be open to amending the cooperative agreement. It may be willing to give up its ownership in the SSCC while maintaining access for Greenwood residents. He asked if Attorney Keane had an opportunity to review the letter. Keane noted that he had not. Administrator Joynes clarified that the letter from Greenwood was in response to a June 3, 2014, letter from Shorewood. The City just received the letter. Director DeJong noted that the letter from Greenwood came with a $1,200 donation towards SSCC operations. Other Administrator Joynes stated that earlier in the day staff met with the project lead for the Minnetonka Country Club (MCC) property redevelopment. Staff also met with two planning consultants and talked about moving forward with the direction provided by Council. Staff asked both consultants to provide a CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 24, 2014 Page 10 of 11 letter proposal to the City. They have until mid - December to do that. He then stated that the developer for the MCC property has indicated they want to move forward as quickly as possible and clarified construction would not begin until 2016. Staff would like Council to select a consultant as quickly as possible. It will try and find a date for the first week in January. Councilmember Woodruff suggested staff and Mayor Zerby interview the two consultants. He assumes one of the consultants was used by the City of Orono for the Lakeview Golf Course redevelopment effort. Councilmember Siakel noted she would support that. Councilmember Sundberg stated she can support that as long as the cost is within what Council previously talked about. Mayor Zerby asked Sundberg if she would like to participate in the interview process as well to which she responded she would. Woodruff stated from a public standpoint the knowledge of a developer is,new. Administrator Joynes stated staff has been told that the developer is the Canadian firm Matt Amy Homesand it is doing the Woodland Cove Project in the City of Minnetrista and a number of other projects. The Cityas been officially notified that the company officially has control of the property; it has a purchase agreement. Administrator Joynes noted that there is a Council and Staff retreat scheduled for Thursday, January 29, 2015. He then noted there is an open house for retiring South Lake Minnetonka Police Department Chief Litsey on December 1 from 3:00 P.M. — 7:00 P.M. at the SSCC with the official program starting at 5:00 P.M. There is a Council work session starting at 5:30 P.M. on December 1. " Mayor Zerby stated it appears that the signal realignment project at the intersection of County Road 19 and Highway is complete. Director Brown stated for the most part. Director DeJong stated staff will be trained on the utility billing credit card receipt component of the financial system on November 25. That web site should,be live in December. That should be ready to go for the January utility bills. Engineer Hornby stated staff will schedule a neighborhood meeting for the Star Lane / Star Circle street reconstruction project on December 4; Notices will be sent out on November 25. Staff is working to put together a survey monkey survey, Councilmember Siakel asked what time it will be. Hornby stated the time has not been set. Director Nielsen stated the 2414 deer harvesting has been completed. Eighteen deer were harvested Councilmember Metro Cities fall it he and Mayor Zerby attended the League of Minnesota Cities and Cities legislative policies were approved. Woodruff then stated he attended the November 19, 2014, Excelsior Fire District (EFD) Board meeting in place of Councilmember ' Siakel. The highlights of that meeting are as follows. ➢ The EFD will engage in a multiple casualty incident exercise in 2015. ➢ The year -to -date call volume is up about 10 percent. ➢ The EFD will begin charging a special event inspection fee in 2015. ➢ The EFD has an intern that will help with updating the Lake Area Emergency Management Plan for the Lake Area and the region. ➢ Chief Gerber offered to provide an orientation about the EFD to new members of the member city councils. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 24, 2014 Page 11 of 11 ➢ The Chief stated he would distribute links to the study done by the Humphrey Institute specifically for the fire service in Minnesota and the KARE 11 report based primarily on the study. ➢ Chief Gerber wants to have the EFD Board spend time discussing the mission and vision for the EFD and not spend the majority of its time discussing just budgets and money. ➢ The Board recorded the adoption of the recommended amended 2015 Operating Budget and 2015 — 2035 Capital Improvement Program. ➢ There was discussion about the GASB (Government Accounting Standards Board) pronouncements 67 and 68. The Excelsior Firefighters Relief Association may need to have an actuarial done for an approximate cost of $3,000 to $4,000. It is unclear if the member cities will need that to get a clean opinion from their auditors. Mayor Zerby stated he would like to have Council get a copy of the presentation the State Demographer made during the League of Minnesota Cities and Metro Cities meeting. He then stated the South Lake Minnetonka Police Department (SLMPD) Coordinating Committee has been discussing succession planning. The Committee approved putting SLMPD Deputy Chief Pierson as the interim Chief for a short time while the Committee looks for an outside person to fill that interim capacity until the Committee does a successful search for a new chief. That outside person will provide insight about what to look for a in a new chief and what the oraanization should look like. He went on to state the Lake Minnetonka Communications Cohmission (LMC) has established a high definition committee to talk about high definition upgrades at the LMCC. He has been appointed to that committee to represent Shorewood's unique interests because it is the only LMCC member city with its own camera system. He has argued that if Shorewood is to upgrade its equipment it would expect the LMCC to pay part of that cost because about 25 percent o the LMCC's revenues come from a subset of Shorewood residents. 13. ADJOURN Woodruff moved, Sundberg secondod, Adjourning the City Council Regular Meeting of November 24, 2014, at 8:14 P.M. Motion passed 4/0. C ATTEST: Scott Zerby, Mayor Jean Panchyshyn, CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, DECEMBER 1, 2014 1. CONVENE CITY COUNCIL WORK SESSION MEETING Acting Mayor Siakel called the meeting to order at 5:32 P.M. A. Roll Call Present: Mayor Zerby (arrived 5:50 p.m.) Acting Mayo] Members Hotvet (departed 6:28 p.m.) Sundberg; Joynes, Finance Director DeJong, Director of Public V Nielsen Absent: None B. Review Agenda Sundberg moved, Woodruff seconded, approving the agenda as presen 2. INTERVIEWS FOR RENEWABLE ENERGY ALTERNA'I The City Council conducted the following interviews for consideration of a; A. 5:30 pm — Barr Engineering Company B. 6:00 pm — CR Planning, Inc. 3. #2C 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 5:30 P.M. Member Siakel, Council [ruff; City Administrator vu,, and Planning Director Motion passed 4/0. C. 6:34 pm - Solartone Partners, LLC /WSB & Associates, Inc. energy alternatives study: Zerby°m6 ed, Woodruff seconded, Adjourning the City Council Work Session of December 1, 2014, at 7:03 P.M. Motion passed 4/0. Christine Freeman, Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk CITY OF SHOREWOOD CITY COUNCIL SPECIAL MEETING MONDAY, DECEMBER 1, 2014 MINUTES CONVENE CITY COUNCIL SPECIAL MEETING Mayor Zerby called the meeting to order at 7:06 P.M. Present. Absent: Mayor Zerby; Councilmembers Siakel, and Finance Director DeJong Councilmember Hotvet Review Agenda Woodruff moved, Siakel seconded, TRUTH -IN- TAXATION PUBLIC Administrator Joynes hearing. It is schedul Council deems that is November 24� 2414 slightly. J The Truth -in -T� budget and 241 evening or on D Enterprise Fund #ZD 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Joynes; Motion passed 4/0. for the City to hold a Truth -in- Taxation public to hearing can be continued to December 8 if - sentation he walked through during Council's al Fund Operating Budget has been modified s are to present the City's 2015 General Operating Budget, discuss the to take public comment and to adopt a balanced budget either this d Council will consider the Capital Improvement Program (CIP) and the meeting on December 8. The City's portion of the property taxes pay for a number of services funded out of the General Fund. They include police and fire protection; street and park maintenance; recreation programs; building inspections; transfers to the Southshore Community Center (SSCC) and the capital funds; and, administration, finance, planning and zoning, elections, and other miscellaneous services. The assumptions used in preparing the 2015 General Fund Operating Budget are as follows. ➢ It reflects a 2.5 percent tax levy increase over 2014 (the second increase since 2009) for general operations (primarily personnel costs). CITY OF SHOREWOOD SPECIAL MEETING MINUTES December 1, 2014 Page 2 of 5 ➢ A 0.75 full time equivalency forestry, stormwater analyst and Public Works assistant position has been added. The funding for the position is a placeholder. Council will discuss the position more during the January 28, 2015, Council and staff retreat. ➢ Other staffing levels remain the same as in 2014. ➢ A 2.5 percent salary increase is budgeted for to fund salary increases and benefit changes. That is also a placeholder until negotiations with the Public Works employees union represented by AFSCME (American Federation of State, County and Municipal Employees) Local 224 are concluded. There is a second meeting with the union scheduled for latex this week. ➢ Transfers to the Street Improvement Fund and the Equipment Replacement Fund were increased by 3.75 percent (or $30,000) collectively. ➢ The use of $93,192 in General Fund balance reserves is included to balance the Budget. That is down $9,656 from 2014. The reserves are the balance in the Fund'at the end of the year. General Fund reserves can be used for multiple things. The City does not receive its first property tax revenues until June or July. Until they come the reserves are used to fund operating expenses. Reserves are also there for emergencies that might occur during the year. They also may be used for;one -time projects, acquisitions or transfers to any City capital fund. The, level of reserves a city has influences its bond ratings. The major bond rating agencies view a healthy reserve level 'as the primary indicator of what a city's bond rating is going to be. The City has a General Fund Balance Policy which stipulates the City maintain a reserve level of 55 — 60 percent. That is calculated by multiplying the ''' orning year's budgeted operating expenditures by the percentage. Staff projects the 2014 year -end reserve level to be at 69.5 percent. That means there will be $533,534 in excess reserves at the end of 2014 based on the requirement of maintaining a 60 percent maximum reserve level. The City's General Fund budgeted expenditures total $5,643,263. Of those expenditures 38 percent is for public safety services (police and fire); 22 percent is for general government services, 18 percent is for public works, 17 percent is for capital transfers and 4 percent is for parks and recreation. Expenditures and transfers have been fairly consistent with some ups and downs between 2007 and 2015. The City's, General Fund budgeted, revenues total is $5,549,671. Of those revenues 89 percent is from property taxes, 4 percent is from transfers and miscellaneous revenues, 2 percent is from licenses and permits, 2 percent is from General Fund balance reserves, 1 percent is from charges for services, 1 percent is from fines and forfeitures, and 1 percent is from intergovernmental. The tax levy was flat from 2010 through 2013. The tax assessment and levy thneline for residential property taxes payable in 2015 has been as follows. Hennepin County collected data on property sales in the Shorewood area from October 1, 2012 — September 30, 2013. The market value was established on January 2, 2014. The Board of Review process to hear appeals on property values took place from April 2014 — June 2014. The County conducts that process at City Hall. The City certified its maximum tax levy increase of 2.5 percent for 2015 to Hennepin County in September 2014. The levy cannot be increased after that; it can be decreased. The County mailed out Truth -in- Taxation notices to property owners in November 2014. The Truth -in- Taxation hearing is being held this evening. The City certifies its tax levy to the County by the end of 2014. In 2015 final property tax bills will be mailed to property owners. The 2015 property tax distribution for a property in the City located within Minnetonka School District 276 is: 35.2 percent to the school district, 35.1 percent to Hennepin County, 22.5 percent to the City, and 7.2 percent to other smaller taxing jurisdictions. It is based on a home in the District valued at $360,000. CITY OF SHOREWOOD SPECIAL MEETING MINUTES December 1, 2014 Page 3 of 5 The 2015 total City property tax percent change compared to the 2014 total tax for residential homestead properties in the City based on statistics from the Hennepin County Assessor's Office is as follows. Approximately 35.0 percent of the parcels (812) will see a decrease. Approximately 33.2 percent of the parcels (768) will see an increase of $0 — $300. Approximately 10.3 percent of the parcels (239) will see an increase of $301 — $600. Approximately 7.0 percent of the parcels (162) will see an increase of $601 — $900. Approximately 14.5 percent of the parcels (335) will see an increase of more than $900. The residential properties in the City experienced an average increase in value of 6.6 percent. The average City tax impact is as follows. For a property valued at $250,000 in 2014'lts value increased to $266,500 for 2015, and the tax increased by $16 (or 2.1 percent). For a property, valued at $375,000 in 2014 its value increased to $399,750 for 2015, and the tax increased by $21 (or 1.9,0ercent). For a property valued at $500,000 in 2014 its value increased to $533,000 for 2015; `and the tax increased by $44 (or 2.7 percent). For a property valued at $750,000 in 2014 its value increased to $799,540 for 2015, and the tax increased by $55 (or 2.1 percent). For a property valued, at $1 million in 2014 its value increased to 51,066,000 for 2014, and the tax increased by $67 (or 1.8 percent). That will be different depending on the individual property value. The values are based on sales,from up to almost two years ago' During its November 24, 2014, work session Council asked staf,to °come back with two additional levy increase options for 2015; a 2 percent increase and a 1.5 percent increase. Every 0.5 percent decrease in the proposed 2.5 percent levy increase results is an approximate decrease of $25,000 in the tax levied. It costs about $25,000 to buy the levy down by 0.5 percent. Each 0.5 percent reduction of $25,000 could come out of the excess General Fund balance reserves. There are three tax relief prograhis av, credit refund which is based on incom( income for household with income u $105,500. There is a special property increase is over $100. There is a rent( staff can help individuals get in touch i Mayan Zerby opened the Pul P.M. In response to a question from levy cap in place for 2015 or t down depending on the value o A woman in the audience le through Hennepin County and the State. There is a homestead I taxes paid. That refund is available if taxes exceed 2 percent of $65,409 and 2.5 percent for those over $65,409 and below refund available if taxes increase more than 12 percent and the -efund for those with household income of $57,169 or less. City the right people if they want to pursue any of those options. and Public Testimony portion of the Public Hearing at 7:26 )man in the audience, Administrator Joynes explained there was not any 114 for what a City could levy on properties. The tax rate may go up or property. who determines property values. Mayor Zerby stated Council is aware that in the South Lake area some property values have increased substantially and therefore property taxes increased substantially also. Councilmember Woodruff stated the City retains Hennepin County as its assessing authority. Each year a County assessor sets a value for each residential property in Shorewood. A detailed review of about 25 percent of the properties /houses is done each year. The market value of the properties is adjusted based on the value of similar properties and improvements made. He reiterated the tax assessment and levy timeline for residential property taxes payable in 2015 that Administrator Joynes explained earlier. He stated if a CITY OF SHOREWOOD SPECIAL MEETING MINUTES December 1, 2014 Page 4 of 5 property owner does not get any satisfaction during the Board of Review process with the assessor about their property valuation they can then go to Tax Court to appeal the valuation. He noted the valuation of properties for taxes payable in 2015 was set after the Board of Review process was completed. He clarified that this evening Council is talking about the 2015 General Fund Operating Budget. In response to a woman in the audience, Administrator Joynes explained during January 2015 property owners will receive a notice from Hennepin County indicting what the County thinks properties are valued at. Property owners will be notified of when the Board of Review process will take place. Mayor Zerby stated he recently received a statement from the County about proposed levies and taxed for 2015 (i.e., a Truth -in- Taxation Notice). Early to mid spring next year, a notification of when the Board of Review will take place will be sent out. It will be a post card notification. He then stated it has been his experience that the assessors' valuations are very close to what the properties are worth. He noted there has been a great deal of demand from people wanting to live in the area. He stated there are two parts to the valuation of a property — the house and the land. The four people in the audience indicated they have no land; they live Administrator Joynes stated if residents want to they can contact City staff during regular work hours and staff will help them get in touch with the assessor. A woman in the audience noted she already spoke with the assessor.. She stated if two properties are valued the same she asked why her taxes went up 31 'percent and the taxes for the other property only increased 8 percent. Administrator Joynes reiterated that the valuation increases are based on property sales between October 1, 2012, and September 30 2013. He stated the County bases the value of a property on the sale price of similar properties in the area they are in. All of the properties in the City are not treated the same. The County assessor should be able to show cases of sales grade in that date range. The assessor is required to be very accurate with the valuations they place on ',properties per state law. Director DeJong clarified that properties with the same valuation in the City will be taxed the same. He explained the reason for the percentage tax increase for one property being much more than another of the same valuation is the property tax for the first property was much less last year than it was for the second property because the second property was valued higher last year. The percentage increase is based on the change in the property value. Mayor Zerby stated assessors,use what comparable properties have sold for in the area when determining current property values; Assessors look at quality construction and fit and finish. A woman in the audience noted she found the assessor to be very helpful. She was told that if the property owners in that townhouse community want to pick a date he will come out and tour the inside of the houses if the owners want him to. He explained that he had left door hangers on the houses if no one was home. The assessor indicated he just steps of the length and width of the structure when he cannot get inside. He had no idea if anything went on inside the house. Councilmember Woodruff stated if there had been a significant change to the house that would be evidenced by a building permit. The assessor gathers the building permit information from the City. Mayor Zerby stated the City gets a market valuation book. CITY OF SHOREWOOD SPECIAL MEETING MINUTES December 1, 2014 Page 5 of 5 Zerby then stated Council makes a concerted effort to spend the property owners' tax dollars as economically as possible. Mayor Zerby closed the Public Hearing and Public Testimony portion of the Public Hearing at 7:40 P.M. C. Council Deliberation /Decision to Reconvene Councilmember Woodruff stated he does not think there is a reason not to go with the 1.5 percent City tax levy increase option. There are sufficient reserves to use about $49,000 to reduce the levy increase from 2.5 percent to 1.5 percent. Councilmember Siakel concurred. Mayor Zerby thanked staff for providing Council with what the impact would be if reserves were used to reduce the levy increase to 1.5 percent or 2.0 percent levy; the options,he asked for during,the November 24, 2014, Council work session. Those two options were in addition to what Council already knew about the 2.5 percent maximum levy increase certified in September, There was Council consensus not to cc Council's December 8, 2014, meeting. 3. APPROVING THE 2015 G COLLECTIBLE IN 2015 Woodruff moved, Siakel seconded the 2015 General Fund 'Operating $4,931,464 Collectible in 2015." M 4. Woodruff moved, Sundberg secon 2014, at 7:45 P.M. Motion passed Christine Freeman, Recorder Jean Panchyshyn, City Clerk of the 2015 General Fund Operating Budget to T AND PROPERTY TAX LEVY ing RESOLUTION NO. 14 -098, "A Resolution Adopting and Approving the Property Tax Levy in the Amount of ssed 4/0. Adjourning the City Council Special Meeting of December 1, Scott Zerby, Mayor ® #3A ® MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title/ Subject: Verified Claims Meeting Date: December 8, 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. 61013 - 61017 & ACH 40,079.06 Pending Checks & ACH 98,392.42 Total Claims $138,471.48 We have also included a payroll summary for the payroll period ending November 29, 2014. Financial or Budget Considerations: These expenditures are reasonable and necessary to provide services to our residents and funds are budgeted and available for these purposes. Options: The City Council is may accept the staff recommendation to pay these claims or may reject any expenditure it deems not in the best interest of the city. Recommendation / Action Requested: Staff recommends approval of the claims list as presented. Next Steps and Timelines: Checks will be distributed following approval. According to adopted policy the Finance Department will pay claims again prior to year end. This is because we have over one month between claims lists and may not otherwise meet the state statutory deadline of paying claims in a timely fashion. Accounts Payable Check Detail User: Mnauyen Printed: 12/02/2014 - 5:56PM Check Number Check Date Amount 4 - AFSCME CO 5 MEMBER HEALTH FUND Line Item Account 0 12101/2014 Inv December -2014 Line Item Date Line Item Description Line Item Account 11/17/2014 PR Batch 00002.11.2014 Dental - Union - December 700 -00- 2185 -0000 408.00 Inv December -2014 Total 408.00 0 Total 408.00 4 - AFSCME CO 5 MEMBER HEALTH FUND Total: 408.00 12 - AFSCME COUNCIL 5 - UNION DUES Line Item Account 0 12/01/2014 Inv December -2014 Line Item Date Line Item Description Line Item Account 11/03/2014 PR Batch 00001.11.2014 Union Dues -Dec 700 -00 - 2182 -0000 312.32 Inv December -2014 Total 312.32 Inv November -2014 Line Item Date Line Item Descrintion _Line Item Account 12/01/2014 PR Batch 00001.12.2014 Union Dues-November 700-00 -2182 -0000 312.32 Inv November -2014 Total 312.32 0 Total: 624.64 12 - AFSCME COUNCIL 5 - UNION DUES Total: 624.64 3 - DELTA DENTAL OF MINNESOTA Line Item Account 0 12/01/2014 Inv December -2014 Line Item Date Line Item Description Line Item Account 11/17/2014 PR Batch 00002.11.2014 Dental- Non Union- December 700 -00 -2184 -0000 478.89 Inv December -2014 Total 478.89 O'totaC 478.89 AP -Cheek Detail (12 /2/2014 - 5:56 PM) Page 1 Check Number Check Date 3 - DELTA DENTAL OF MINNESOTA Total: 5 - EFTPS - FEDERAL W/D Line Item Account 0 12/01/2014 Inv 12012014 Line Item Date Linc henDescription 12/01/2014 PR Batch 00001 - 12.2014 Federal Income Tax 12/01/2014 PR Batch 00001.12.2014 FICA Employee Potion 12/01/2014 PR Batch 00001.12.2014 FICA Employer Portion 12/01 /2014 PR Batch 00001.12.2014 Medicare Employee Portion 12/01/2014 PR Batch 00001. 12.2014 Medicare Employer Portion Inv 12012014 Total 0 l'otal: 5 - EFTPS - FEDERAL W/H Total: 6 - HEAUITI PARTNERS -GROUP Line Item Account 61013 12/01/2014 Inv December -2014 Line Item Date Line Item Description 11/03/2014 PR Batch 00001.11.2014 Health Ins - CoPay 11/03/2014 PR Batch 00001.11.2014 Health Insurance -HSA 11/17/2014 PR Batch 00002.11.2014 Health Ins - CoPay 11/17/2014 PR Batch 00002. 11 .2014 Health Insurance -HSA Inv December -2014 Total 61013 Total: 6 - HEALTH PARTNERS- GROUPTotal: 2 - ICMA RETIREMENT TRUST- 302131 -457 Lire Item Account 61014 12/01/2014 Inv 12012014 Line Item Date Line Item Description 12/01/2014 PR Batch 00001.12.2014 Deferred Comp Flat Amount Inv 12012014 Total 61014 Total: 2 - ICMA RETIREMENT' TRUST- 302131- 457'rotal: 7 - MINNESOTA LIFE Line Item Account 0 12/01/2014 AP -Check Detail H2/2/2014- 5:56 PM) Line Item Account 700 -00- 2172 -0000 700 -00- 2174 -0000 700 -00- 2174 -0000 700 -00- 2174 -0000 700 -00- 2174 -0000 Line Item Account 700 -00- 2171 -0000 700 -00 -2171 -0000 700 -00- 2171 -0000 700-00 - 2171 -0000 Line Item Account 700 -00- 2176 -0000 Amount 478.89 3,935.79 2,761.98 2,761.98 645.97 645.97 10,751.69 10,751.69 10,751.69 2,179.05 4,595.75 2,179.05 4,595.75 13,549.60 13,549.60 2,675.00 2,675.00 2,675.00 2,675.00 Page 2 Check Number Check Date Amount Inv December -2014 Line Item Date Line Item Description Line Item Account 11103/2014 PR Batch 00001.11.2014 Life Insurance -Dec 700 -00- 2180 -0000 377.46 Inv December -2014 Total 377.46 Inv December 2014- Line Item Date Line Item Description Line Item Account 12/01 /2014 PR Batch 00001.122014 Life Insurance 700 -00 -2180 -0000 377.46 Inv December -2014- Total 377.46 0 Total 754.92 7 - MINNESOTA LIFE'Iotal: 754.92 11 - MN DEPT OF REVENUE Line Item Account 0 12/01/2014 Inv 12012014 Line Item Date Line Item DesclA2bai Line Item Account 12/01/2014 PR Batch 00001.12.2014 State Income Tax 700 -00- 2173 -0000 1,771.64 Inv 12012014 Total 1,771.64 0 Total 1,771.64 11 - MN DEPT OF REVENUE Total: 1,771.64 10 - NCPERS MINNESOTA Line Item Account 61015 12/01/2014 Inv Dec-2014 Line Item Date Line item Description Line Item Account 12/01/2014 PR Batch 00001. 12.2014 PER Life 700 -00- 2180 -0000 16.00 Inv Dec -2014 Total 16.00 Inv December 2014 Line Item [)ate Line Item Desciotion Line Item Account 11/03/2014 PR Batch 00001.11.2014 PERALife -Dec 700 -00- 2180 -0000 16.00 Inv December -2014 Total 16.00 61015 Total: 32.00 10 - NCPERS MINNESOTA Total: 32.00 9 - PERA Line Item Account AP -Check Detail (12/212014 - 5:56 PM) Page 3 Check Number Check Date 0 12/01/2014 Inv 12012014 Line Item Date Line Item Description 12/01/2014 PR Batch 00001.12.2014 MN -PERA Deduction 12/01/2014 PR Batch 00001.12.2014 MN PERA Benefit Employer Inv 12012014 Total 0 Total: 9 - PERA Total: 8 - PRUDENTIAL GROUP INSURANCE Line Rem Account 61016 12/01/2014 Inv 12012014 Line Item Date Line Item Description 12/01/2014 PR Batch 00001. 12.2014 Long Term Disability 12/01/2014 PR Batch 00001. 12.2014 Short Tenn Disability Inv 12012014 Total Inv December -2014 Line Item Date Line Item Description 11/03/2014 PR Batch 00001.11.2014 Long Tenn Disability 11/03/2014 PR Batch 00001.11.2014 Short Term Disability Inv December -2014 Total 61016 Total: 8 - PRUDENTIAL GROUP INSURANCE Total: 1 - WELLS FARGO IIEALTH BENEFIT SVCS Line Item Account 0 12/01/2014 Inv 12012014 Line Item Date Line Item Description 12/01/2014 PR Batch 00001. 12.2014 Health Savings Account Inv 12012014 Total 0 Total: Line Item Account 700 -00- 2175 -0000 700 -00- 2175 -0000 Line Item Account 700 -00- 2181 -0000 700 -00 -2181 -0000 Line Item Account 700 -00- 2181 -0000 700 -00- 2181 -0000 Line Item Account 700 -00 -2183 -0000 Amount 2,934.30 3,403.79 6,338-09 6,338.09 6,338.09 280.07 431.96 712.03 280.07 43L96 712.03 1,424.06 1,424.06 1 ,238.05 1,238.05 1,23&05 1 - WELLS FARGO HEALTH BENEFIT SVCS Total: 1,238.05 409 - WOODRUFF, RICHARD Line Item Account 61017 12/01/2014 Inv 11132014 Line Item Date Line Item Descriotion Line Item Account AP-Check Detail (12/2/2014 - 5:56 PM) Page 4 CheckNumber Check Date Amount 11/13/2014 Metre Cities- Meeting 11/13/14 101 -11- 4331 -0000 32.48 Inv 11132014 Total 32.48 61017 Total: 3148 409 - WOODRUFF, RICHARD Total: 32.48 Total: 40,079.06 AP -Check Detail (12/2 /2014 - 5:56 PM) Page 5 Accounts Computer Check Proof List by Vendor AIM Llsrr: Mnguyon -� City of Printed: 12/04/2014 - 12.36PM St10I@W00f� Bamh 00002.122014 -Cot NOLA2082014 LmoiceNo Description Amount Payment Date ACet Number Fund Dept Vendo, . 569 AZTEC IF SOLUTIONS Check Sego.,ce 1 14603 Reoogrdaon Awnrd -Lucy 7750 12/082014101 -I1- 4245 -0000 General Council Check Total'. 7750 Vendor: 131 BUDGET PRINTING AND AWARDS Check S,,Feuac2 6596 Ph, ,Council Appreciation Aeaviaes 7136 12/082014101 - 11-4245 -0000 General Council Check Total: 7136 Vendor. 567 BUELL CONSULTING, INC C Check Sequence '3 242858mithtewnR Esemw Refund -24285 Smlanown Road-CellularAt 5,00000 12/08/2014101 -00 -3414 -0000 General Non -Dept Check Total_ 5,00000 Vendor. 134 CARQUES'FAU'I'0 PAR'ls Check Sequence '.4 6974 - 238651 Fluids 22,06 12/08/2014 101 - 324221 -0000 General Pub Works 6974 - 238934 seal Clamp 7.69 12/082014101 -32- 4245 -0000 General Pub Works 6974 - 239221 11,10, 50.84 12/08/2014 101 - 324221 -0000 General Pub Works 6974239321 Flex Beam Blade 2098 12/082014101 -32 -4221 -0000 General Pub Works Chock Total 10157 Vendou 136 CEITI'ERPOINT ENRRGY Cbeck Seryoerce_5 79456885- 112414 5735Cotmtry Club Rd -BV21 -11/20 20666 12/08/2014201 -00-43800000 SSC Non -Dept 86501806112414 20630 Manor Rd -10/21 -11/20 4625 12/082014101 -52- 4380 -0000 General ParkMaint Check Total', 25291 Vondor 143 CITY OF CHANHASSIN Check Sequence 6 11302014 018505- 002- Stormwater 3445 12/08/2014101- 52 -M1380 -0000 General Park Maint Check'rotal. 3445 Vendor 153 CONSOLIDATED CONTAINER COMPANY, LLC Check Soquencea 7 INV00082155 Trash Dmms 33960 12/082014101 -52- 4245 -0000 General Park Maint CheHcTotal 339,60 V,aal., 154 C0NSTAN'I CONTACT, INC. Check Sequence.9 9UMJli7CAB33614 City, -Email Marketing Svc - 20143015 510,00 12/08/2014 101 -13- 4400-0000 General Admin Check Total'. 510.00 Vendor: 156 DAVID CROSS Chad: Sequonoe9 2014 Election 2014 EAecaon Judge 1700 12/082014101 -13 -0107 -0000 General Admin Check Total. 17,00 Wrxl.'. 192 G &KSERVICES Check Srgnenee 10 Novembu -2014 P . 1,003.68 12/08/2014 101 - 324400-0000 General Pub Works Nowatb,2014 CH_ 90,65 12/08/2014 101 -19 -4400 -0000 General Mun Bldg Novem1Ger -2014 SSCC 58.13 12/08/2014 201 -00 -4400 -0000 SSC Non -Dept Check'TOal 1,15246 Vendor 200 GOPHER STATE ONE CALL Chock Sequanoo. ll 128188 Now,aber Sve 5720 12/08/2014601-00 -4400 -0000 Water Non -Dept 128188 Nove,uber Svc 5720 12/08/2014611- 00-0400 -0000 Sewer Non -Dept 128188 N.waSter Svo 5720 12/08/2014 631 -00 -4400 -0000 Storm Water Non -Dept Chock TOIaI 171,60 Accounts Computer Check Proof List by Vendor User Mnguye, O;Shorewood City of Printed_ 127042014- 12 36PM Batch 00002.122014 - COUNCIL12082o 14 Invoice No Description Amount payment Date Aect Number Fund Dept Vendor 211 HAWKINS INC Check Sequence: 12 3668602-RT Chlorine 5500 12/08/2014601 -00 - 4245 -0000 Water Non -Dept Check Total 5500 Vendor 563 HENNEPIN COUNTY TREASURER Check Sequence: 13 2015Trulhm Ta 2015 Truth in Taxation Notices 60990 12/08/2014101 -15- 4351 -0000 General Fin Check Total. 609.90 Verde, 436 MARK HODGES Check Sequence: 14 Oct- Nov -2014 Video Tape Service - Oct &Nov 12000 12/08/2014101 -11- 4400 -0000 General Council Check Ton 12000 Vendor 495 WILLIAMJOYNES Check Sequence_ 15 November -2014 Admin Sea -Nov 9,65000 12/0812614101 -13- 4400 -0000 General Admin Check Total 9,65000 Vendor_ 249 DREW KRIPSEL Check So<ryence_ 16 425875 Cleaning Sorvlees -Nov 495,00 12/08/201420100 - 4400 -0000 SSC Non -Dept 425876 Rental Serviced - Nov 43500 12/08/2014201 -00- 4400-0000 SSC Non -Dept Check Total 93000 Vendor. 482 NO TAR ROCK LLP Clteck Sequence _ 17 1985199 Public hnprovemont Project -Aug 111,00 IV08/2014 404-00-4304 0000 Street Cap Non -Dept 1985419 Purchase 5660 County Rd l9 -Aug 48100 12/08/2014101 -164MA -0000 General Profsvcs 2004049 General Corpovate - Oct 1,850.00 12/08/2014101- 16-0304 -0000 General ProtSses 2004052 Land Use & Development -Oct 506,00 12/082014101 -16- 4304 -0000 General ProfSVCS 2004053 N4FCS Force Main Project - Oct 55.50 12/08/2014611 -00-0304 -0000 Sewer Non -Dept 2004054 Snuthtown'Reil East - Oct 370 to 12/08/2034 406-0W{6200009 Trail Non -Dept 2004055 Solar Development - Oct 33300 12/082014450-00-4304 -0000 Comm Fur Non -Dept 2004253 Sendai ore Center - Oct 2,627.00 12/08/2014201 -0043040000 SSC Non -Dept 2004800 Minnetonka Connty Club - Sept &Oct 1,461 50 12408/2014101 - 18-4304-0000 General Planning Check I mal: 7,79500 Vendor 259 CLARE "CLINK Cheek Sequence_ 18 2014 -45 Park Commission Meeting- 11/25/14 18700 12/08/2014101 -52 -4400 -0000 General Park Minor Check Total 18700 Vendor: 262 LUB -TECFI Check Sequence 19 554423 Motor Forl Lube 828,82 12/08/2014101- 32-0212 -0000 General Pub Works (heck'rotal'. 828.82 Vendon 279 METROPOLITAN COUNCIL (WASTEWATER) ChaDe Saquame. 20 0001 03 893 6 Waste Water Svc - Dec 45,684.54 12/08/2014611 -00- 4385 -0000 Sewer Non-Dept Check Total_ 45,684 54 Vendor 292 MINNETONKA PUBLIC SCHOOL DISPRICI Cheek Sequence'. 21 Tnv82660s,frod Refund Overload lnv:2660 -WSB- Aug- P1hnRevlew 168.75 12/08/2014 101-00-3414 0000 General Non -Dept CheokTorm 10575 Vendor: 305 MNSPECT INC Check Sequence . 22 6448 Nov Inspection Sees 21000 12/08/2014101 - 24-44000000 General Insp Check Total'. 21000 Vendor 306 JULIE MOORE Check Sequonoe_ 23 CC.Projaxte,14 Council Chareper- Projector Lamp 13496 12/08/2014403 -00- 4640 -0000 Equip Repl Non -Dept Jan-Doe-2014 Jan -Dec Wellness Ehlers, 480.00 12/08/2014 101- 134101 -0000 General Adana MTP Notes -14 Music in The Pammixt Notes & Mileage 7159 121082014 101 -53- 3479 -0000 General Recreation Recycle -14Mtg Recycling Meetings- Mitenge 194.88 12/08/2014621 -00- 4331 -0000 Recycling Non -Dept Safety Camp- 14 Safety Camp -Foods 35.95 22/08/2014101 -53- 34780000 General Recreation SSCGAc,Exp -24 SSCC-MIeage &Ice 2625 12/09/2014201-00 - 4246 -0000 SSC Non -Dept Check Total'. 943 .63 Accounts Pub Works VIM Pub Works General Computer Check Proof List by Vendor Pub Works User Mnguyen -�I City of Printed. 12/04/2014 -12 36PM Shorewood Batch. 00002.122014 - COUNCIL-12082014 Invoice N. Description Amount Payment Date Arai Number Vendor: 463 M I LESTRIBUTING INC. Cheek Segacree24 990388 -01 Recycle Attachment New Mower 211,47 12/08/2014403- 004640-0000 Check Total. 231,47 Vendor: 569 MYNA Check Segacree25 29198 Fin Shot Svc 100.00 12/08/2014201 -06-0248 -0000 Check Total. 100 00 Vendor: 313 MICHELLENGUYEN Check Segaeme26 November -2014 Mileage - Nov 87 TS 12/08/2014101- 154331 -0000 Check Total. 9745 Vender 322 OFFICE DEPOT Check Sequence_ 27 741670939001 General Office Supplies 6996 12/08/2014101 -13- 4200 -0000 742036686001 Paper BRA Free Roll 28.88 12/08/2014101- 134200 -0000 742577888001 2015 Offtco Supplies 158.96 I2108Y2014 101 -13 -4200 -0000 742578042001 Calendar 776 12/082014101- 134200 -0000 Chack Total. 26536 Vanden 571 KAREN PETRON Check Sequence_ 28 2014 Electon 2014 Election Rd, 17.00 12/082014101- 134107 -0000 Check Total. 17.00 Vendor'. 240 KENNINIt POTTS, PA Check Sequence: 29 November -2014 Pros entire. Svc -Nov 2,50000 12/08/2014101 -16- 4304 -0000 Check Total_ 2,50000 Vendor 338 QUALITY RESOURCE GROUP, INC. Check Sequence: 30 0955562 Checks 416,52 12/08/2014 101 -15 -4200 -0000 Check Total 41652 Vendor'. 354 SHOREWOOD TRUE VALUE Chink Sequence'. 31 122333 Hardware 2499 12/08/2014101 - 32-4245 -0000 122366 Pa 1s 1756 12/08/2014 101 -32 -4245 -0000 122415 Filter 1197 12/08/2014101 - 3242450000 122451 Easter 4678 12/08/2014 101 - 324245 -0000 Check Total 10130 Vendor 570 ALEXA SOBOLFSKI Check Sequence. 32 2014 Election 2014 Election Judge 17,00 12/082014 101- 134107 -0000 Check Total'. 17.00 Vendor 540 STONFBROOKE EQUIPMENT, INC Cheek Segneneo33 33083 Cutting Edge, 81376 12/08/2014101- 334245 -0000 Check Total 813 76 Vendor 386 TWIN CITY WATER CLIN IC Check Segeuce _34 5826 Coliform Racieria -26350 Smithtown RA-WaterTo,a 6500 12/08/2014601 -0044W -0000 Check'I'otai. 65.00 Vendor: 388 UNIQUE PAVING MATERIALS CORI'. Check Segncnce_ 35 241223 ColdMix 848.75 12/08/2014101- 324250 -0'000 Check Total. 84875 Vendor: 41.1 VERIZONWIRELESS Check Sequence. 36 9735894943 LS.Plarra- ACet985338397- 10/22 -11/21 18975 12/08/2014 611- 004321 -0000 Check Total 189,75 Vendor 415 WARNER CONNECT Check Sequence: 37 29920476 Monthly Corca[er miurt. Svc 2,567.80 12/082014101 -19- 4221 -0000 Check Toval 2,567,80 ]rood Dept Equip Rcpi Non -Dept SSC Non -Dept General Fin General Admin General Admin General Admin General Admin General Admin General Prof Svcs General Fin General Pub Works General Pub Works General Pub Works General Pub Works General Admin General Ice & Snow Water Non -Dept General Pub Works Sewer Non -Dept General Man Bldo Accounts Computer Check Proof List by Vendor % U.cr: Maguyen city of Rimed'. 12504/2014- 12.36PNI Shorewood Batch. 00002.12 2014 - COUNCIL- 12082014 LtvoneNo Description Amount Payment Date Aeet Number Fund Dept Vendor 401 WASTE MANAGEMENT OF WI-MN Check Sequu¢e'. 38 6713218- 1593 -6 5935 Country Club Rd -D. 18890 12/08/2014201 -00 - 4400-0000 SSC Non -Dept 6713219 -1593-4 24200 Smithtown Rd -Dec 442 13 12/08/2014101 - 32-4400-0000 General Pub Works Check eel. 631.03 Vendo, '. 327 WINDS 'IREAM Check Sequence: 39 57935157 Cit,INH 108.04 12508/2014 101- 194321 -OOM General Mun Bldg 59935157 P,ter,Work 5238 12/08/2014101- 32-0321 -0000 General Pub Works 57935157 Boulder Budge Weli 5507 12/OV201460100-0396-0000 Water Non -Dept 57935157 Badger Well City of Sherewocd 11183 12/08/2014601- 00-4395 -0000 Water Non -Dept 57935157 Badger- Charier Cathcart Park 16252 12/08/2014101 -52- 4321 -0000 General Park Maint 57935157 WcstTower -City efshotowood 55,07 12/08/2014601 - 00-4321 -0000 Water Non -Dept 4rieck'1'otal: 544,91 Vendor: 408 WM MUFFLER &SONSINC Check Sequence. 40 199536 RoadMavll 89038 12/08/2014101 - 32-4250 -0000 General Pub Works Check Total. 89038 Vendo, '. 411 XCEL ENERGY Check Sequcncca 41 Stmtk4357S1396 C.11. Svc, -09 /22 -11/05 41668 12/08/2014101 -19 -0380 -0000 General Mun Bldg Stnn4435`181396 P,W_Bidg See- 09/22 -11/05 439,72 12/08/201410132-4380-0000 General Put) Works Snnt8435781396 P. W. Strut Lights Svc- 09/22 -11/05 4,74159 12/08/2014101 -32- 4399 -0000 General Pub Works Sm¢A435781396 Parks- 09/22 -11/05 611 32 12/08 /2014 101-52 4380 0000 General Park Meant Suntl1435781396 Arcesbwy See- 09/22 -11 /O5 471,48 12/082014601 -00 - 4394 -0000 Water Non -Dept St,r(1435781396 Boulder Bridge Sea -09 /22 -11/05 1,655.67 12/08 /2014601 -00 -4396 -0000 Water Non -Dept Strnt#435781396 S, E. Area Svc- 09/22 -11/05 2,525.14 12/08 /2014601-00- 4398 -0000 Water Non -Dept Sect-435781396 Street Lights- 09 /22 -11/05 52496 12/08/2014 611 -00- 4380 -0000 Sewer Non -Dept Stmtti435993725 24253 Smattrarn Rd - 10/21-1 Et 9 976.51 12/08/2014 601 -004395-0000 Water Non-Dept Stmtr436015638 5735 Country Chub Rd -10/21 -11/19 627.19 12/M20I4201 -00-4380 -OOM SSC Non -Dept Stnrt9436327725 5700 County Rd l9 -10 /261124 3212 12/08 /2014101-32- 4399 -0000 General Pub Works StoeA436327775 5700 Counry lid l9- Unit Light- 10 /2611/24 226.67 12/08 /2014101- 324399-0000 General Pub Works Check Totals. 13,24885 'total far Check Run: 98,392 42 Total of Nmnbet oFChacks. Al #3B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Accepting Donations for the Arctic Fever Event Meeting Date: December 8, 2014 Prepared by: Bruce DeJong, Finance Director Policy Consideration: All donations to the City of Shorewood must be accepted by the City Council. Background: The following donations have been given for the Arctic Fever event. The contributions are voluntary in nature: $100 from Mediacom Communications Corp. $500 from the American Legion Post 259 Two $25 gift cards from Cub Foods Financial or Budget Considerations: These donations will help to cover expenses of the 2014 Arctic Fever event that will held the weekend of January 16 -18. Options: • Accept the Donations, or • Reject the Donation Recommendation / Action Requested: Staff recommends that the donations be accepted, and a thank you note will be mailed to the donors. 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: Credit Card Purchasing limit Meeting Date: December 8, 2014 Prepared by: Bruce DeJong, Finance Director Attachments: Resolution Member Account Agreement Policy Consideration: Should the City Council authorize the City Administrator and Finance Director to set purchasing limits on credit cards issued through the PFM program? Background: The City Council authorized participation with PFM Financial Services for city employee credit cards. The program is run through Bank of Montreal in Chicago. The Bank has requested that we complete the attached resolution authorizing up to a total of $100,000 credit limit. The limit will be allocated between employees with access to the cards. Public works employees purchase a significant amount of fuel each month, but the person varies from month to month. Because of this each employee has a significant credit limit. There will also be a significant reserve available in case of emergencies. This is the last step in the process for issuing credit cards to city employees. The card agreement is also attached. Financial or Budget Considerations: The use of credit cards will allow for a potential rebate on an annual basis. The use of credit cards should also reduce the number of individual charge accounts with various merchants. Options: The City Council may choose to: 1. Adopt the resolution. 2. Deny the resolution and avoid city employee credit cards. Recommendation / Action Requested: Staff recommends that the City Council adopt the resolution as presented. Connection to Vision / Mission: This process contributes to sound financial management through acquisition of cost effective 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 00830110exe:79IdY17 e�7�i177f triilK WHEREAS, it is in the best interest of the City of Shorewood to enter into an arrangement with the BANK OF MONTREAL, a Canadian chartered bank with a branch at 115 South LaSalle Street, Chicago, IL 60603 to provide the City with credit by way of a Corporate MasterCard account; and WHEREAS, the City of Shorewood has the power and authority to borrow money and otherwise obtain credit; THEREFORE, RESOLVED BY ! OF s:, OOD AS FOLLOWS: The City of Shorewood is authorized to enter into an arrangement with the Bank of Montreal to provide the City /County with credit by way of a Corporate MasterCard account in an amount of up to US $100,000.00, or such greater amount as the officers of the City of Shorewood may from time to time deem appropriate, under which arrangement employees of the City may be issued with Corporate Cards on the MasterCard corporate account of the City /County with the Bank and the City /County shall be responsible for the payment of all amounts, including fees and interest, charged to such corporate account, the whole substantially on the terms and conditions set forth in the draft Corporate MasterCard Account Agreement submitted to and hereby approved by the directors; 2. The City Administrator and Finance Director are hereby authorized to sign for and on behalf of the City /County a Corporate MasterCard Account Agreement with the Bank substantially on the terms and conditions of the draft thereof approved by the directors, with such changes or modifications as the person(s) so signing may in their/his sole discretion deem appropriate, and to sign such other documents and do such other things they/he in their/his sole discretion deem appropriate or advisable in connection with or to give effect to such Corporate MasterCard Account Agreement and the program contemplated thereunder. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 8th day of December, 2014. Jean Panchyshyn, City Clerk Scott Zerby, Mayor BMO EPURCtIASING SOLUTIONS CORPORATE MASTERCARD PROGRAM MEMBER ACCOUNT AGREEMENT THIS AGREEMENT made as of the day of , 20, Between with its principal office at (the `Member ") and BANK OF MONTREAL, a Canadian chartered bank with a branch at 115 South LaSalle Street, Chicago, IL 60603 (the `Bank "). THE PARTIES AGREE AS FOLLOWS: SECTION 1. MEMBER ACCOUNT AND CARDS: The Bank has established a Corporate MasterCard program with PFM Financial Services LLC. (the `Association ") for its qualified members. The Association has requested that the Bank establish a MasterCard account for you and the Bank has agreed to do so. This Agreement between the Member and the Bank and the Agreement between the Bank and the Association set forth the terms and conditions under which the Bank will make its Corporate MasterCard program available to the Member. Section 1.1. The Bank will establish a MasterCard" account for the Member (the "Member Account") under the Bank's Corporate MasterCard program with the Association as indicated in Schedule 1 with the initial credit limit of U.S. $ (the credit limit of the Member Account in effect at any time is herein called the "Member Credit Limit'). The Bank shall lend money to the Member and its Cardholders (as defined below) up to the Member Credit Limit by way of charges to the Member Account in accordance with this Agreement. The Bank reserves the right, in its sole discretion, to modify the Member Credit Limit and the Cardholder Credit Limits at any trine. The Member agrees that the Member Account is to be used for business purposes, and not for personal, family, or household purposes (non - business purposes). Member will notify its Cardholders of the prohibition against use for non - business purposes when the Card is issued and periodically thereafter during the term of this Agreement. Member agrees that regardless of the purposes for which the Member Account is used to make purchases, all such transactions, interest, fees and related charges shall be paid to the Bank by the Member in accordance with the terms of this Agreement. Section 1.2. The Member may request the Bank to issue a MasterCard card or card numbers ( "Cards ") on the Member Account to employees designated by the Member. Each such request (a "Request') shall be in a form attached as Schedule "2" and shall be duly completed and signed by the designated employee and, on behalf of the Member, by a Program Administrator (as defined below) as required by the Bank from time to time and shall be submitted by a Program Administrator. Rev04 -02 -07 Section 1.3. Upon receipt by the Bank of a Request in respect of an employee, the Bank will issue a Card on the Member Account to the employee, embossed with the name of the employee (the "Cardholder ") and the Member's name and /or identifier. The Bank may issue renewal, replacement or temporary replacement cards for any Card from time to time. In addition, at the Member's request, the Bank may issue each Cardholder a personal identification number (a "PIN') enabling the Cardholder to use the Card at automated teller machines (`ATMs ") accessible with the Card to obtain cash advances and effect transactions on the Member Account. The Member shall instruct each Cardholder not to disclose the Cardholder's PIN to any other person. Transaction records issued by an ATM are solely for the Member's convenience and in the event of any dispute as to the accuracy of such records, the Bank's internal records are presumptively correct and Member must establish by clear and convincing evidence that such records are in error. Section 1.4. The Member shall establish and set out in each Request a credit limit for the Card (the "Card ,Limit ") to be issued to the employee designated in the Request, subject to limitations which may be set by the Bank. A portion of this Card Limit is available for Cash Advances. The aggregate of all Card Limits for issued Cards shall not exceed the Member Credit Limit. SECTION 2. CHARGES AND PEES. Section 2.1. Subject to the provisions hereof, the Cardholder may use the Card to charge to the Member Account (a) the price of goods or services obtained from a merchant or supplier honoring the Card, by means of payment or settlement by the Bank to the merchant or supplier (a "Purchase'); or (b) cash advances obtained through the use of the Card either directly from the Bank, through use of an ATM, or through another financial institutions honoring the Card; or purchase a money order, travelers check or similar item (a "Cash Advance "); provides( each such Purchase and Cash Advance must be for a business purpose. Any such use of a Card which results in a Charge (as defined below) to the Member Account, whether or not the Card was presented to a merchant or supplier (such as Internet, mail or telephone order Purchases) or the Cardholder's signature was obtained, or by use of a PIN, is herein called a "Transaction." Section 2.2. The Bank will maintain a sub - account of the Member Account for each Card (a "Card Account "). The Bank shall record all 'T'ransactions with respect to each Card, as well as all interest, fees, service charges, credits and adjustments relating to such Card or its use on the Card Account maintained for such Card. All Transactions, interest, fees and service charges posted to the Member Account, including by recording them on individual Card Accounts, shall constitute a charge to the Member Account (a "Charge'). Section 2.3. The annual Card fee for each Card and the service charges set forth in Schedule 1 shall apply . For each Cash Advance, the Bank adds an additional service charge as set forth in Schedule 1. This fee will be added to the Cash Advance balance. The amount of the Cash Advance also may include a surcharge that the ATM owner imposes. -2- Section 2.4. Upon receipt of a credit issued by a merchant or supplier for Purchases charged to the Member Account, the Bank shall post the credit to the Card Account. I£ the Bank does not receive the credit prior to the tirne the related charge is included in a monthly Card Account Statement (as defined below), the amount of the related charge shall be paid by the Payment Due Date. Section 2.5. The Bank and MasterCard International convert any Card Transaction made in a currency other than U.S. dollars to U.S. dollars. MasterCard International uses the MasterCard International conversion rate in effect on the day the Transaction is posted to the Card Account (currently either a wholesale market rate or a government - mandated rate) and adds a MasterCard International conversion charge. The Bank then adds the Bank's current foreign exchange markup. The MasterCard International conversion rate and charge may not be the same as existed on the day of the Transaction. The amount of the Transaction after conversion (including foreign exchange markup) is shown on the Card Account Statement as either a Purchase or Cash Advance. However, if a foreign currency Transaction is refunded to a Card Account, the MasterCard conversion rate used to convert the refund to the currency of the card is the rate that the Bank pays to MasterCard International Inc. minus the markup percentage that the Bank discloses to the Customer from time to time. This rate may not be the same as the rate that existed on the date the Transaction was refunded. For these reasons, the amount that is credited to a Card Account for a refund of a foreign currency Transaction will, in most cases, be less than the amount that was originally charged to the Card for that Transaction. SECTION 3. STATEMENTS, PAYMENTS AND INTEREST. Section 3.1. The Bank shall prepare monthly, as of the Monthly Billing Date, a Card Account statement (the "Card Account Statement') for each Card Account in which there is an outstanding balance as of the Monthly Billing Date or in which a Charge has been posted during the period commencing the day after the immediately preceding Monthly Billing Date and ending on the current Monthly Billing Date (the `Billing Period "). The Bank may upon request by the Member send to each Cardholder the Card Account Statement for such Cardholder's Card Account. The Card Account Statement will include the Transactions and the outstanding balance. Section 3.2. The Bank will prepare monthly, as of the same date in each month (the "Monthly Billing Date'), and will send to the Member an invoice (the "Member Account Statement") showing the aggregate outstanding balance of the Member Account as of such Monthly Billing Date; if more than one invoice is sent, such aggregate outstanding balance will be the sun of all the invoices. Section 3.3. Each month, the Member shall pay in full the aggregate outstanding balance of the Member Account shown on the Member Account Statement on or before the Payment Due Date in respect of such Member Account Statement, which Payment Due Date shall be the number of days after the Monthly Billing Date set out in Schedule 1. Payments must be made in U.S. Dollars. On the Payment Due Date, as agreed by the parties, the Bank shall either (i) debit the Member's specified U.S. dollar deposit account at Harris Trust and Savings Bank or one of -3- its affiliates; (ii) debit the Members Account with the Minnesota School District Liquid Asset Fund Plus; (iii) debit the Member's specified U.S. dollar deposit account at a U.S. financial institution; or (iv) Member shall pay in immediately available funds with a check or draft drawn on a U.S. financial institution for the balance shown on each Member Account Statement. Any amount not so paid on or before the applicable Payment Due Date shall be considered past due and such non - payment shall constitute a default by the Member. Section 3.4. Interest shall be charged on the amount of all Purchases, fees and service charges from the date posted to the Member Account, and from the date of the advance for Cash Advances. Interest shall be charged at the annual rate(s) defined in Schedule 1 (the "Card Rate(s))." Interest is calculated on a daily basis by multiplying each daily interest - bearing balance of Charges in each Card Account by a daily rate of interest. The daily rate of interest is equal to the applicable Card Rate divided by the actual number of days in the year (365 or 366, as the case may be). Section 3.5. The Bank will waive the interest charges on Purchases, fees and service charges if the Bank receives payment in full at its MasterCard Payment Center of the aggregate outstanding balance of the Member Account on or before the Payment Due Date each month. The Bank will not waive interest charges on Cash Advances. Section 3.6 If the Bank receives any payment in an amount less than the outstanding balance of the Member Account shown on a Member Account Statement, the Bank may apply such partial payment to the Card Accounts as the Bank elects. In respect of any Card Account, any payment will be applied towards Charges which have been included in a Member Account Statement in the following order: (a) interest, (b) fees and service charges, (c) Cash Advances (d) interest - bearing Purchases, (e) non - interest- bearing Purchases; the remainder, if any, will then be applied towards Charges which have not yet been included in a Card Account Statement in the same order as shown above. The Bank may accept payments that are marked with restrictive endorsements such as "payment in full" without losing any of its rights under this Agreement. Any payment tendered with a restrictive endorsement must be sent to the Bank's address for customer service to be effective in accordance with Section 3 -311 of the Uniform Commercial Code. Section 3.7. The ,Member shall pay all Charges included in a Member Account Statement notwithstanding that the Member or a Cardholder disputes with the Bank any Charge or other particular. In the event of any such dispute with the Bank, the Member will follow the Customer Service Procedures outlined in Schedule 1. Section 3.8, The Member shall examine each monthly Member Account Statement, and shall ensure each Cardbolder examines each monthly Card Account Statement, upon receiving it. If the Member does not notify the Bank of an error or omission with regard to any Charge to the Member Account included in or itemized on such monthly statements within sixty (60) days after the Monthly Billing Date in respect of such statement, the Member agrees that such Member Account Statement and related Card Account Statements shall be deemed presumptively to be correct and Member must establish by clear and convincing evidence that such Card Account Statement is in error. -4- Section 3.9. U.S. ,Internal Revenue Code (IRC) Section 1441 requires the withholding of tax on certain payments to foreign persons. For U.S. tax purposes, the Bank is a foreign person. However, IRC Regulation 1.1441- 1(b)(2)(ii) provides that no withholding is required on payments made to a U.S. financial institution acting as agent for the foreign person. Harris Trust and Savings Bank, a wholly owned subsidiary of the Bank is receiving all payments made under this agreement as agent for the Bank. Harris Trust and Savings Bank will comply fully with all obligations to withhold under IRC Section 1441 and Regulation 1- 1441 -(1). Additionally, Harris Trust and Savings Bank as a U.S. financial institution will complete an IRS Form W -9, Request for Taxpayer Identification Number and Certification upon request. SECTION 4. MEMBER AND CARDHOLDER LIABILITY. Section 4.1. The Member shall be liable to the Bank for, and agrees to pay the Bank, all Charges to the Member Account, even if the aggregate of all outstanding Charges is in excess of the Member Credit Limit or in excess of any Card Limit, and even if as between the Member and a Cardholder any Charge resulted from improper use of a Card by the Cardholder. 3, ,etion4.2. Notwithstanding 4.1, MasterCard currently provides MasterCoverager"` program for the benefit of issuers of corporate Cards and the corporate sponsors (such as the Member). Based on the MasterCoverage program, the Bank agrees to waive the Member's liability for certain wrongful Card transactions by Cardholders who are no longer employed by the Member. The type and amount of such Card transactions which qualify for such waiver of Company liability shall be determined by the MasterCoverage program and sball be governed by the terms, exclusions, and conditions of such programs as established from time to time by the underwriters, including but not limited to the condition that the Member meet all of its obligations to make a qualifying claim under the applicable program. The Member acknowledges having received from the Bank of the MasterCoverage Program description outlining such obligations of the Member and the current conditions, limitations, and exclusions applicable to such programs. The Bank may terminate this liability waiver at any time upon written notice to the Member in the event that the related MasterCoverage Program is terminated. Section 4.3. In the event of possible loss, theft or unauthorized use of Card, the Member agrees to notify the Bank by phone at (800) 361 -3361 or fax notice to the Bank at (888) 224 -5393. Promptly following receipt of such notice, the Bank shall place a hold on the affected Cardholder Account and the Member shall have no further liability for unauthorized use of such Card or Cardholder Account which does not benefit the Member. The Member shall be liable for any unauthorized use of the Card prior to the time the Bank receives notice. Unauthorized use does not include use by a person whom the Member or Cardholder has given authority to use the Member Account. Member will be liable for all use by such a person. The Member will be liable for any use authorized by the Member or a Cardholder until the Member has sent the Bank written notice and destroyed and /or recovered and safeguarded the Card that the person was using. Member shall cooperate with Bank in its efforts to investigate unauthorized use. -5- However, in the event a Cardholder's PIN is disclosed to any unauthorised person, whether by a Cardholder's failure to maintain confidentiality of the PIN, failure to keep the PIN and the Card separate or otherwise, the Member shall be liable for all Transactions through use of the PIN whether or not incurred by the Cardholder. SECTION 5. CERTAIN RIGHTS AND RESPONSIBILITIES or it BANK. Section 5.1. The Bank shall have sole discretion over the management, operation, content and features of its Corporate MasterCard program and the Cards. Subject to the terms of this Agreement, the Bank may modify any aspect of its Corporate MasterCard program. Section 5.2. The Bank shall provide the Member with management information as indicated in Schedule I. Subject to payment of additional fees which may apply, the Bank shall provide the Member with such other management information as the Bank makes available under its Corporate MasterCard program and the Member requests from time to time. SECTION 6. CERTAIN ,RIGHTS AND RESPONSIBILITIES OF THE MEMBER. Section 6.1. The Member shall, and shall require its Cardholders to, abide by all written security instructions and directions (and telephone instructions in case of emergency) provided by the Bank from time to time. Section 6.2. The Member designates each of the persons whose name, title, address and signature appear on Schedule 1 as its Program Administrator. A Program Administrator shall sign, on behalf of the Member, requests for the issuance of a Card, requests to cancel a Card, requests to modify Cardholder names, addresses, costs centers, departments etc., requests to adjust individual Card Limits ( "Requests "), and other documentation in connection with the day -to -day operation and administration of the program under this Agreement. The Bank may deal with any Program Administrator in respect of all matters relating to the day -to -day operation and administration of the program under this Agreement, including requests for information the Bank may reasonably require for its management and operation of the program under this Agreement. All statements, invoices, management information, Cards and other correspondence which the Bank sends to the Member under this Agreement in connection with the day -to -day operation and administration of the program shall be sent to the attention of a Program Administrator. The Bank shall be entitled to rely without inquiry on any request or notice signed by any such Program Administrator and on any instructions, authorization or information received from such person. The Member may change the person or persons designated as Program Administrator by written notice to the Bank and any such change shall be effective upon receipt by the Bank of such notice. Section 6.3. The Member shall be solely responsible for establishing and monitoring internal procedures or guidelines for its employees in respect of use of Cards by Cardholders. The Bank shall have no obligation to inquire or verify whether any use of a Card, or any Charge to the Member Account, is for business or non - business use or whether any Cardholder's use is in accordance with such internal procedures or guidelines regarding use of the Card. -6- Section 6.4. The Bank may allow a Program Administrator to submit Requests through the Internet, in which case the Bank will provide sign -in instructions, a user ID and a password to the Program Administrator. The Member shall protect the user ID and password from fraudulent use and shall immediately notify the Bank of any unauthorised disclosure of the user ID or password. Until such notification, the Bank may rely on any Request received using the user ID and password, and shall have no duty to confirm such Requests. Section 65. The Bank may allow a Program Administrator to submit Requests through the Internet, in which case the Bank will provide sign -in instructions, a user ID and a password to the Program Administrator. If the Member appoints other Program Administrators from time to time, an existing Program Administrator may establish a user ID and password for the new Program Administrators. Program Administrators may change their passwords at any time, and will do so when required by the Bank. The Member shall protect each user ID and password from fraudulent use and shall immediately notify the Bank of any unauthorized disclosure of any user ID or password. Until such notification, the Bank may rely on any Request received using any user ID and password, and shall have no duty to confirm such Requests. Section 6.6 The Member will provide its annual audited financial statements to the Bank within thirty (30) days of completion. The statements should be sent by U.S. mail or courier to: Harris Bank 111 W. Monroe, 2"d Floor West Chicago, IL 60690 Attention: Institutional Group SECTION 7. CARDS AND CANCELLATION OF CARDS. Section 7.1. All Cards remain at all times the property of the Bank and cannot be transferred. All Cards shall be surrendered to the Bank upon demand. Notwithstanding any other provision in this Agreement, the Bank may cancel or suspend the right to use any Card if the Bank detects unusual or suspicious activity. Section 7.2. The Member may direct the Bank to cancel any Card at any time for any reason by providing a written Request to the Bank. The written Request must include the Cardholder's last known business address, home address and phone number. The Member shall continue to be liable for Charges made through use of any such Card made prior to the time the Bank receives the written Request. SECTION R. TLRM AND TERMINATION OF AGREEMENT. Section 8.1. The term of this Agreement shall commence as of the date of this Agreement and shall continue until terminated by either party in accordance with the provisions hereof; provided, however, this Agreement shall terminate immediately upon termination of the Corporate MasterCard Program Agreement between the Bank and the Association. 7- Section 8.2. Either the Bank or the Member may, upon at least thirty (30) days prior written notice to the other, terminate this Agreement. Section 8.3. The Member or the Bank may immediately terminate this Agreement, without notice, in the event of the bankruptcy or insolvency of the other party or if the other party fails to make any payment when due under this Agreement or if the other party is in default in the performance of any of its other obligations. However, except in the event of bankruptcy or insolvency and except in the event any party fails to make any payment when due under this Agreement, if the default is readily curable, the party having the right to terminate in respect of such default may only exercise such right if the default remains uncured for ten (10) days after written notice of the default is given to the defaulting party. The right to terminate is in addition to any other right the non - defaulting party may have in respect of the default. Section 8.4. Upon ten nination of this Agreement: (a) all outstanding Cards shall be cancelled and all rights or benefits of the Member or any Cardholder with respect to the Cards shall be revoked or withdrawn; (b) The Member shall continue to be liable for, and to pay, the aggregate of all Charges on each Card Account whether or not then posted to the Card Account or Member Account, including without limitation charges not yet incurred, accrued fees and interest accrued or to accrue, and all such charges shall immediately be due and payable by the Member, and (c) All Cards shall be immediately returned to the Bank or, alternatively, the Member shall provide the Bank with a certificate, signed by a Program Administrator, certifying and warranting that all Cards which had been issued have been destroyed SECTION 9. DISCLAIMERS. Section 9.1. The ;Bank's Corporate MasterCard program including, without limitation, the management information reports provided to the Member is provided to the Member without representation or warranty as to accuracy of information provided. The Member also acknowledges that some benefits or enhancements may be supplied by firms independent of the Bank and the Bank is not responsible or liable for anything in connection with those benefits or enhancements. Section 9.2. The Bank is not liable for any claim made or Loss or damages suffered by the Member arising directly or indirectly from the Member's use of the Bank's Corporate MasterCard program under this Agreement, except for damages which the Member suffers as a result of the Bank's gross negligence or willful misconduct related to the terms of this Agreement. In no event is the Bank liable for any special, indirect or consequential damages, including but not limited to, lost profits and lost revenues. Section 9.3. The Bank always attempts to ensure that its Corporate MasterCard program will be operational, and to respect any available Card Limit or any available transaction limit per Card or per day or any other available limit requested by the Member. However, the Bank cannot warrant that the Corporate MasterCard program will be uninterrupted or error -free or that such limits will always be respected in each case, due to limitations of the Bank's authorization systems, systems management and ordinary stand -in processes, and of the MasterCard system including merchant set -up features. The Member therefore waives any and all claims that it may have against the Bank arising out of the use and performance of the Bank's Corporate MasterCard program under this Agreement, except for claims for damages referred to in section 9.2. Section 9.4. The Bank is not responsible for any defects in or poor quality of the merchandise or services obtained by means of any Card. Any claim or dispute between the Member and a merchant or supplier, including with respect to the merchant's or supplier's right to compensation, will be the object of a direct settlement among the Member and the merchant or supplier and any such dispute shall not affect the Member's obligation to pay all Charges to the Member Account in full to the Bank in accordance with the terms of this Agreement. SECTION 10, NOTICES. Section 10.1. All requests, notices and other correspondence in connection with the day -to -day operation and administration of the Bank's Corporate MasterCard program under this Agreement shall be sent by the Bank to any Program Administrator at the address specified in Schedule 1 and, except as set out in section 6.4, shall be sent by the Member to the Bank at its address specified in Schedule 1. Section 10.2. Any other notice or other written communication by one party to another under this Agreement shall be in writing and delivered by hand or sent by courier, by prepaid post or by fax or other similar form of instant telecommunication capable of confirming receipt of transmission, to the other party at the addresses set forth below and shall be deemed to have been received by the addressee (i) if delivered by hand or by courier, on the day delivered or, if not a business day, on the next business day, (ii) if sent by ordinary prepaid post, on the 4th business day after it was posted and (iii) if transmitted by fax or other such telecommunication and receipt is confirmed prior to 3:00 p.m. (local time) on a business day, on such business day or, in any other case, at 10:00 a.m. (local time) on the business day next following the date of transmission. MEMBER: Address: Attention: Telephone: Fax: -9- BANK OF MONTREAL: Address: Attention: Telephone: Fax: Section 10.3. A party may give notice of a change of address for the purposes of this Section in the manner provided above, and thereafter any notices or communication shall be given to that party at such changed address. SECTION 11. AMENDMENT. Section 11.1. The Bank may amend this Agreement at any time by giving written notice to Member not less than fifteen (15) days prior to the effective date of the amendment. The Bank may immediately modify the Member Credit Limit or any Card 'Limit upon written notice to Member. Any amendment or modification is effective as at a date stipulated in the notice. SECTION 12. CARDS WITHOUT AN EMPLOYEE'S NAME. Section 12.1. If the Member requests that the Bank issue a Card that will not bear an employee's name, such as a Card assigned to a department of the Customer or a MasterCard Corporate Fleet Card assigned to a vehicle instead of an individual employee, the following additional provisions shall apply: (a) notwithstanding Section 1.3, the Card shall be embossed with the name of the department or vehicle, as appropriate, and any person using the card from time to time shall be the "Cardholder" of the Card; (b) notwithstanding Section 4.3, the Member acknowledges that the Card will not have a Cardholder's signature, and agrees to be liable for all Purchases made with the Card (but in the case of a MasterCard Corporate Fleet Card assigned to a vehicle, only from merchants providing fuel and maintenance services), whether or not the Purchases were made by a duly authorized employee; (c) notwithstanding Sections 1.3 and 2.1, the Bank will not issue a PIN in connection with the Card and the Cardholder cannot obtain Cash Advances; and (d) notwithstanding Section 3. 1, the Bank will send Card Account Statements for the Card to the Member. Section 12.2. If the customer requests that the Fleet Card be assigned to a vehicle instead of an individual employee (a "Vehicle Card "), then the following additional provisions shall apply: (a) the operator of the vehicle from time to time shall be the "Cardholder" of the Vehicle Card; (b) notwithstanding Section 4.3, the Customer acknowledges that the Vehicle Card will not have a Cardholder's signature, and agrees to be liable for all Purchases made with the Vehicle Card from merchants providing fuel and maintenance services, whether or not the Purchases were made by a Cardholder; (c) notwithstanding Sections 1.3 and 2.1, the Bank will not issue a PIN in connection with the Vehicle Card and the Cardholder of the Vehicle Card cannot obtain Cash Advances; and (d) notwithstanding Section 3.1, the Bank will send Card Account Statements for the Vehicle Card to the Member. -10- SECTION 13. GENERAL. Section 13.1. The Member shall provide the Bank with such financial information with respect to the Member as the Bank may from time to time reasonably request. Section 13.2. No term or provision of this Agreement is deemed waived and no breach excused, unless the waiver or consent is in writing and signed by the party claimed to have waived or consented. Any consent by any party to, or waiver of, a breach by the other, whether express or implied, does not constitute a consent to, waiver of, or excuse for, any other different or subsequent breach. Section 13.3. This Agreement constitutes the entire agreement between the parties with respect to the subject matter and supersedes all previous negotiations, proposals, commitments, writings and understandings of any nature whatsoever, whether oral or written, unless they have been expressly incorporated by additional reference in this Agreement. Section 13.4. This Agreement may not be transferred or assigned by the Member, voluntarily or involuntarily, or otherwise, without the prior written consent of the Bank, which may be arbitrarily withheld. The amalgamation, merger or consolidation of the Member shall be deemed to be an assignment of this Agreement. If transferred or assigned without the Bank's prior written consent, this Agreement will be deemed to be terminated, unless the Bark agrees in writing otherwise. Section 13.5. Any terms of this Agreement which by their nature continue after the Agreement terminates, will remain in effect and will apply to each party's successors and permitted assigns. Section 13.6 References to this Agreement include all Schedules attached hereto, which Schedules are incorporated into and form part of this Agreement. The Member acknowledges that the Schedules have been expressly brought to its attention and it knows their content. Section 13.7. The headings in this Agreement are for ease of reference only and are not to be used in interpreting this Agreement. Section 13.8. If any provision of this Agreement is held to be unenforceable, invalid or void, all other provisions will nevertheless continue in full force and effect. Section 13.9. This Agreement shall be binding upon and inure to the benefit of each party and its respective successors and permitted assigns. Section 13.10. This Agreement shall be governed by and construed in accordance with the laws of the state of Minnesota and federal law applicable therein. The Member irrevocably submits to the jurisdiction of the courts of the state of Minnesota and the U.S. District Court, District of Minnesota and agrees that any legal action or proceeding with respect to this Agreement may be commenced in such courts. Member and the Bank each irrevocably waive any right to trial by jury in any proceeding related to this Agreement. Member and Bank shalt -11- each bear all its fees and costs and the expenses of its own attorneys in connection with any proceeding under this Agreement. [SIGNATURE PAGE FOLLOWS] -12- below. IN WITNESS WAER13OF the parties have executed this Agreement on the dates written This _ day of _ 20 This _ day of 20. (MEMBER) By: Name: Title: By: Name: Title: BANK OF MONTREAL By: Name: Title: All services are provided by Bank of Montreal. ®` Bank of Montreal is a licensed user of the registered trade -mark owned by MasterCard International Inc. TM` Trade -mark of MasterCard International Inc. Bank of Montreal is a registered user. ® Registered trade -mark of Bank of Montreal. TM Trade -mark of Bank of Montreal. -13- SCHEDULE I SCHEDULE 1 to the BMO ePurchasing Solutions Corporate MasterCard Program Account Agreement dated as of between Bank of Montreal and (the Agreement "). A. Pricing Schedule. The following fees and service charges are in effect as at the date of the Agreement. All fees are in U.S. dollars. (1) Annual Card Fee per Card: $ 0. (2) ATM Cash Advance Fee. ATM USD Cirrus Network 3.50 (US) Cirrus Network 4.50 (Worldwide) Over the Counter MasterCard bank (US) 5.00 MasterCard bank 6.00 (Worldwide) (3) Retrieval of a Sales Draft or issuance of any replacement statement or monthly report will be the Bank's standard service charge for such items at the time of the request. (4) Standard Report Fees: $ 0. (5) Custom Report Fees & Flat File Development: $150 /hour, subject to $1,500 minimum charge per report/flat file. Charge will be waived if individual Member net transaction volume exceeds $10,000,000 for any consecutive 12 month period. (6) Foreign Currency Transaction Markup and Refund will be charged at a rate of 2.5 %. B. Payment Due Date. The Payment Due Date shall be seven (7) days after the Monthly Billing Date. C. Card Currencies and Card Rate (s). (1) U.S. dollar. The Card Rate for U.S. dollar Cards shall be the Bank's U.S. Prime Rate plus 7 %. The U.S. Prime Rate is the rate announced by the Bank from time to time as its prime interest rate for U.S. dollar loans. The Card Rate shall change automatically upon a change in the U.S. Prime Rate, without notice to the Member. D. Program Administrator. The Member hereby designates each of the persons whose name, title, address, numbers and signature appears below as its Program Administrator: Name: Title: Address: Telephone number: Fax number: Signature of Program Administrator: Name: Title: Address: Telephone number: Fax number: Signature of Program Administrator Name: Title: Address: Telephone number: Fax number: Signature of Program Administrator: E. Member Service Procedures. Notices to the Bank and Authorization Procedures. The Bank must be notified in writing when the Member wishes to amend the participation conditions of the Bank's Corporate MasterCard program under the Agreement. Documentation authorized by a Program Administrator must accompany requested changes to: • add employees to the program; -2- delete employees from the program; modify employees names, addresses, phone numbers, cost centers, departments, etc.; adjust individual employee Card Limits. Requested changes, correspondence or enquiries concerning the day -to -day operation and administration of the Bank's Corporate MasterCard program under the Agreement are to be forwarded to: BMO ePurchasing Solutions 3300 Bloor Street West 7th Floor, Center Tower Toronto, Ontario Canada M8X 2X3 Attn: Manager Corporate Clients Telephone: U.S. & Canada Toll Free (800) 844 -6445 Outside U.S. & Canada (416) 232 -0789 Fax: U.S. & Canada roil Free (888) 677 -5042 Outside U.S. & Canada (416) 232 -8469 Lost or Stolen Card Procedure. The Member and the Cardholder will notify the Bank as soon as it is aware that a Card is lost, stolen or missing and, if required, request a new Card, by phoning Member Services at: U.S. & Canada Toll Free (800) 361 -3361 Outside U.S. & Canada (416) 232 -8020 Upon such notification, the Bank will cancel the missing Card. Disputed Charge Procedure. Except for Purchases involving disputes between the Member or a Cardholder and a merchant or supplier, all Charges which the Member or a Cardholder disputes with the Bank will be reported immediately to the Bank by the Member or a Cardholder. The Member will pay all such disputed Charges. In the next Billing Period, such disputed Charges will then be removed from the Member Account. Upon investigation, any Charges requiring charge back to the Member Account will be subject to interest commencing on the date interest would have commenced had the Charge not been removed from the Member Account, subject in the case of a Purchase to the Bank providing a copy of the transaction slip, if requested by the Member or a Cardholder, within a reasonable time. The Member or the Cardholder will notify the Bank of all Charges in dispute with the Bank in respect of the Member Account by phoning Member Service at: U.S. & Canada Toll Free (800) 263 -2263 Outside U.S. & Canada (416) 232 -8440 -3- F. Online Management Reporting. The Member may choose to enroll in BMO details Online' which provides a suite of standard reports accessible via Internet and available to the Member on demand. ACKNOWLEDGED: (MEMBER) By: BANK OF MONTREAL By: Name: Name: Title: Title: -4- k,\ ;\ �l City of Shorewood Council Meeting Item Title / Subject: Council Member Laura Hotvet Recognition Meeting Date: December 8, 2014 Prepared by: Jean Panchyshyn, City Clerk Attachments: #6A MEETING TYPE Regular Meeting Council Member Laura Hotvet will have completed her four -year term on the City Council at the end of this year (January 1, 2011— December 31, 2014). As this is the last Regular scheduled meeting of the City Council for 2014, Ms. Hotvet will be recognized for her service at tonight's meeting. A plaque of appreciation will be available to be presented to Council Member Laura Hotvet. 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 PARK COMMISSION MEETING TUESDAY, NOVEMBER 25, 2014 MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Mangold convened the meeting at 7:00 p.m. Chair Mangold, Commissioners I Council Liaison Woodward; City Review Agenda Sawtell moved to approve the agenda as written. Hartmann 2. APPROVAL OF MINUTES A. Park Commission Meeting Dietz moved to approve the minutes of the for staff to confirm whether or not we have newer systems do have them. No change v down, Ische discussed the problems, not tb 4 -0. 3. There 4. 5755 COUNTRY CLUB RD SHOREWOOD CITY HALL 7:00 P.M. , Sawtell and Ische; City the motion. Motion carried 3 -0. g as amended: Add: we are looking tems in the parks. Brown noted the n's update. Page 4, 3r' paragraph seconded the motion. Motion carried G PARK ITEMS of Arctic Fever prefers to keep the event on the 3 -day weekend SPORTS ORGANIZATION USER FEES Nielsen stated Grout did some research on user fees. Shorewood currently charges $10 per person. The money goes into the General Fund to pay for park maintenance. The fee that Shorewood charges is similar to what other cities charge. Mangold asked some charge differently for tournaments and asked if we have any. Brown stated there is a tournament fee in the fee schedule. Ische asked if fields are mowed on Fridays in anticipation of a Saturday tournament. Brown stated that is the normal activity to keep happy customers. 7A PARK COMMISSION MINUTES TUESDAY, NOVEMBER 25, 2014 PAGE 2 OF 5 Mangold asked when talking about tracking this, he would like to know moving forward how much is charged per sport as well as indicating whether or not it is a tournament. Woodward stated he did get a number about four years ago of the number of users. He believed staff could generate this information. Nielsen stated this information could be provided on an annual basis. The Commission recommended no changes be made to the C. CONCESSION AGREEMENT Nielsen stated the information will be made D. PARK DEDICATION FEES Nielsen stated a revised spreadsheet is provided whic The fee hasn't been updated for a few, years. There i that we want to be prepared for. He reviewed,a nux they charge for park dedication fees. The City Attor dedication fee must relate to the City's needs. He sti recommendation discussed at the Dcc,ember meeting. Ische asked if we need to act quickly in ordef to t; development. Nielsen stated the country club has residential. He discussed a meeting With the deve will not begin development until 2016. He stated prepare for the development on the City's side. the fee. ember meeting. all the nark,dedication fees. aeveiopment project coming up of cities to compare what other has advised that the park there will be a specific vantage of proposed nearby sold and will be developed as He stated the project most likely is a lot to be done in order to Ische stated it seems like if could be a great opportunity for green space given the amount of land that is probably unbuildable. Nielsen agreed and indicated the developer likes to have a variety of green space in their developments. He indicated trails were discussed with the developer whowas open to a variety of possibilities. He also indicated the City Council approved the Badger Park plan in two phases. Plans and specifications for Phase One have been ordered. Ische stated he had noted in minutes that the City Council had directed it be held off until 2016. Woodward stated the concept plan decision was that Plan 1.5 was okay but agreed to hold off any work until the determination what will be done on the country club site. He discussed the challenge for funding the second year's portion of the work. Commissioners and staff discussed the possible future development on the country club site. Mangold asked about the engineering work for the Badger Park development. Woodward stated the Council discussed moving forward with the engineering portion of the work. Mangold asked if the project is being moved back, does that mean the plans are as well. PARK COMMISSION MINUTES TUESDAY, NOVEMBER 25, 2014 PAGE 3 OF 5 5. Woodward stated it would be a good idea for staff to put that on the City Council's December 8t' meeting. Nielsen stated a staff report will be brought back to the December 9"' meeting for a recommendation to the City Council. Dietz asked for more clarification of what is meant by the City being able to take land rather than money as park dedication. Nielsen stated the City is able to take land and /or money as park dedication. The Comprehensive Plan guides where and if parkland should be dedicated. Dietz asked if the trail along Smithtown a part of developer might participate with funding, and the with the trail. Commissioners and staff discussed on fair market value, and density df UPDATE PARK TO -DO LIST Brown stated all the items that were urp with the exception of the Gideon Glen s_ spring. The drinking fountain at one of Woodward asked that a,ey be added to the mean. Brown stated the chart will be edited and there 'has been a quote a do the necessary work. 6. PARK BUDGET Woodward stated the orized moving forward determining a based to be done this year have been completed page will be installed when it thaws in the cork in progress. in order review. tell what the various "x's" shelter at Manor Park. Nielsen stated someone Nielsen stated this chart 'should be taken with a grain of salt as it is unknown what numbers are being put in the chart as their percentage of budget spent on parks. Some may include capital improvements. Some cities are also rather large. Shorewood is at five percent which does not include capi Nielsen stated it would be useful to add our capital improvements into the number to see what that percentage is. He stated they could also call the cities to see if they can separate capital vs. maintenance items. Mangold stated he would like to see park acreage added for each city. Additional information will be added to the comparison. PARK COMMISSION MINUTES TUESDAY, NOVEMBER 25, 2014 PAGE 4 OF 5 7. PARK SURVEYS Nielsen stated it is important to look at the park surveys every now and then. He stated he knows the frequency of the survey was discussed. There was talk about a monthly survey being too much, but a quarterly survey would probably be an idea. He asked for more direction from the Commission. Woodward stated the survey was done in the fourth quarter of 2010. It was a mailed survey done by a professional company. Ische asked what the return percentage was. Woodward believed we got back a high percentage of surveys. The company did follow -ups to the mailed surveys. Ische was concerned a passive survey question would not glean worthwhile data. Nielsen stated he learned that if you ask a question, there is always the expectation that somethin; will come out of that. You don't just throw out questions for curiosity's sake. Woodward stated some cities have put a short survey with the utility bills that will get people's attention. We have that opportunity. Mangold stated the question is whether` We have something we want surveyed. He believed using the utility bill is useful information. Nielsen reported staff had a meeting with C' development is proposed in the nearby area. with their Park Commission in the spring to Ische recalled we weren't too concern was parking. Mang( park. stated his cap; ition fees from V1,1 in sen regarding 'Cathcart Park. A future were discussed. A joint meeting will be held s the park. ;,ly rearranging the park layout. Our major -ed to discuss long term maintenance of the orn the meeting would be to discuss channeling some of the park sen's,new development to the park. provide usage information for the park prior to the joint meeting. Hartmann asked if there has ever been any discussion about letting Chanhassen having their park back. Nielsen stated there has. He stated it was dedicated to the City of Shorewood, and there are laws about what can be done with dedicated land. Commissioners and staff discussed future park development, possible improvements, adjoining development in Chanhassen, bidding climate, and future trail development. Commissioners agreed park surveys will be an important information gathering resource in the future. PARK COMMISSION MINUTES TUESDAY, NOVEMBER 25, 2014 PAGE 5 OF 5 8. DETERMINE LIAISONS FOR JANUARY AND FEBRUARY COUNCIL MEETINGS Mangold stated liaisons are needed for the January and February meetings. Sawtell offered to report at the January 12 meeting. Ische offered to report at the January 26 meeting. Hartmann offered to report at the February 23 meeting. Woodward suggested those whose terms are expiring should interest in remaining on the Commission. 9. NEW BUSINESS None 10. STAFF AND LIAISON REPOR A. City Council Woodward updated the Comm meeting should be an annual m Drainage at Freeman Park was B. Staff Brown stated Chief Li recent Council active he feasibility study apprise them of their recognized the Park Summit town East was approved. be resigning the end of November and staff will be researching Dietz asked for an uWate on the Cornmunity 'Center. Woodward discussed the status. Clare 1'. Link Recorder ourn the Park Commission Meeting of November 25, �l owl City of Shorewood Council Meeting Item Title / Subject: Meeting Date: Prepared by: Reviewed by: Attachments: Park Improvements - 2015 8 December 2014 Brad Nielsen Patti Helgesen Tennis Court Bids Policy Consideration: Should the City schedule items listed on the CIP for spring of 2015? #7B MEETING TYPE Regular Meeting Background: Due in part to a construction season compressed on both ends, a couple of projects originally scheduled for 2014 have been moved from 2014 to 2015 in the Capital Improvements Plan. In order to get on the dance cards of respective contractors early, staff is asking for authorization to schedule the following projects for "first thing" next season: • Resurface tennis courts at Badger Park (this has no impact on the ultimate plans for the park). • Resurface tennis court and basketball court at Cathcart Park • Resurface half -sport court at Silverwood Park In addition, the Council already authorized work on Gideon Glen to be scheduled (we almost made it this year). Financial or Budget Considerations: The total amount of the proposed work is $20,800 (see attached quotes). The CIP for parks has been adjusted to reflect the current quotes. Options: Authorize staff to schedule the above - referenced projects; schedule select projects; or schedule projects at a later date. Recommendation / Action Requested: It should be noted that the contractor has already begun scheduling projects for next year. Staff strongly suggests getting our projects scheduled as soon as possible. Next Steps and Timelines: With Council approval, staff will schedule the work for as early in the spring as fits with the contractor's work load. 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 1c, k ti l willla Grout Cilty of'' Sholrewood 5755 Country Cllulb IfZd. Shorewood, lMN 55331. 952- 474 -3236 ciitylha, l I@cii,slholrewood.Irnln,us Twila, Recreational & Out!off 341748 th Avenue # Minneapolis, MN 55429 • 1 • i Eel 3olb Resurface Doulble ..l..elnlnlls Court I.....ocatiloln Badger II airlk Date: 8/26/20.14 We are pleased to submit a quote for resurfacing the courts at Badger, Cathcart, and Silverwood parks next spring (2015). The tennis net poles are heaved, and I have included scarifying the concrete footings down to help with the tripping hazard. Resurface Specs. : ➢ Scarify raised cracks, and heaved net pole footings. ➢ Clean and wash surface as needed. ➢ Fill all cracks. ➢ Patch all possible low areas. ➢ Apply a 3 -coat color system. (1 coat of black acrylic /asphalt blend with filler: 2 coats of acrylic color with filler.) Finish Color - Dark Green ➢ Re- stripe tennis courts with 2" white lines according to U.S.T.A. specs. ➢ Stripe blue pickleball lines on tennis courts. ➢ Re- stripe basketball courts with 2" white lines to fit the area. ➢ Clean -up site. Badger Park (Double Tennis) ---------------------------------------------------------- - - - - -- $9,400.00 Cathcart Park (Single Tennis, Full Basketball) --------------------------------------- - - - - -- $8,900.00 Silverwood Park (Half Basketball) ----------------------------------------------------- - - - - -- $2,500.00 Total to Resurface All: $20,800.00 Notes: ➢ Work to be done in 2015. ➢ Water to be supplied by customer. ➢ Structural cracks will begin to reappear within the first year of resurfacing. ➢ If excessive delaminating and /or peeling occurs, an additional charge of $40 per man -hour will be added. (Not to exceed $1,200 per court) DERMCO- LaVINE, the Midwest's Recreational Expert for Four Generations. Thank you. Preparedby I.. r!" o. dL....... ru.. riel] ........................................................................................................................................................................................................................................................................................................ ............................... Accepted by Caste If the s b'ud 'us accepted, p�osso s'ugn and return the copy to us w'uth n 15 days. WON owl City of Shorewood Council Meeting Item Title / Subject: Freeman Park — Concession Agreement Meeting Date: 8 December 2014 Prepared by: Brad Nielsen Attachments: 2015 Agreement VC MEETING TYPE Regular Meeting Policy Consideration: Should the City approve the 2015 Concession Agreement for Freeman Park? Background: Since 2005 the City has contracted with the same vendor, Russ Withum for Park Concession services. Although the attached agreement is the same as previous agreements, some members of the Park Commission had some technical questions about it. Unfortunately, the Park Commission meeting falls after Monday night's Council meeting. Consequently, we are asking the Council to approve the agreement, subject to the Park Commission's review and comments. It is worth noting that this is the only vendor that has been interested in providing the service. The City even tried to open it up to the sports organizations as a fund - raising effort. No takers. Financial or Budget Considerations: The vendor pays the City $394 for the season. Options: Approve the agreement; modify the agreement; or reject the agreement. Recommendation / Action Requested: The service provided by this vendor has been extremely good. Although the money received for the use of Eddy Station is fairly minimal, staff views this as a valuable service to users of Freeman Park. Approval is recommended. Next Steps and Timelines: The Park Commission will review this item on Tuesday, along with the City Attorney's recommendations. Connection to Vision / Mission: Quality public services 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 Independent Contractor 2015 Concession Operation Agreement by and between The City of Shorewood and Russ Withum Contractor THIS AGREEMENT, made this day of October 2014, by and between the City of Shorewood, Minnesota, a Minnesota municipal corporation with its offices located at 5755 Country Club Road, Shorewood, Minnesota 55331 (the "City ") and Russ Withum, 4924 Three Points Blvd., Mound, MN 55364 (the "Contractor ") RECITALS WHEREAS, the City is engaged in the business of providing municipal services including park and recreation opportunities within the corporate limits of the City. The City has constructed a concession/restroom/picnic facility in Freeman Park within the City known as Eddy Station; and WHEREAS, the City desires to provide concession services to the patrons of Freeman Park through the facility of Eddy Station; and WHEREAS, the City further desires to enter in to an agreement with the Contractor for the operation and provision of concession services. NOW, THEREFORE, the parties agree as follows: 1.) Schedule of Operation. Contractor agrees to provide concession services Monday through Sunday, from 5:30 to 8:30 p.m., commencing on or about May 1 or whenever the first organized sports events begin. Concession operations will continue through August 1, or whenever Freeman Park ceases its summer use by MGSA, Adult Softball and Tonka United Soccer. Contractor agrees to coordinate operations with the Park Scheduling Coordinator. 2.) Contractor Responsibilities. a.) Contractor agrees to be present each day for opening, training of sales volunteers, and all duties involved with closing the operation at the end of the day. Contractor agrees that if for any reason he is not able to be present for any period of time, while the concession operation is open, he will be available by pager or cell phone for immediate assistance at Eddy Station the site. b.) Contractor agrees to be responsible for the cleaning and maintenance of the concession area. 3.) Contractor Payment. The Contractor agrees to pay the City $394 for the year 2015. Payment shall be paid to the City by September 30, 2015. 4.) PurchasinZ. The Contractor agrees to purchase the necessary products and supplies associated with concession sales at Eddy Station. 4810 -5140- 4320.1 5.) Equipment. The City agrees to provide the hot dog machine, popcorn machine, cash register, pop cooler, refrigerator and coffee machine. 6.) Termination. Either party may terminate this Agreement, without cause or reason, upon thirty (30) days' written notice to the other party. Either party may terminate this Agreement without notice for cause. "Cause" includes, but is not limited to, dishonesty, failure to meet deadlines, criminal conduct, or breach of this Agreement. 7.) Status of Contractor. As intended by both parties, this Agreement calls for the performance of the services of Contractor as an independent contractor and Contractor will not be considered an employee of the City for any purpose. a.) The manner and means of performance of Contractor shall be entirely at Contractor's discretion. Contractor is free to employ personnel to assist Contractor in providing services to the City, but such employees shall be Contractor's responsibility and not that of the City. The City shall not provide Contractor or Contractor's employees or agents with any benefits from the City such as workers compensation insurance, unemployment insurance, health insurance, income tax withholding, or social security contributions. The City does not control the performance of Contractor and Contractor accepts all risk of profit and loss flowing from the services provided under this Agreement. All expenses must be borne by Contractor and shall not be reimbursed by the City. Those expenses include furnishing Contractor's place of work, payroll expenses, taxes, and insurance. b.) Contractor shall conspicuously identify himself to all persons and organizations as an independent contractor and shall not represent or imply that this Agreement authorizes Contractor to act as an agent for, or on behalf of, the City. Neither the City nor Contractor shall be responsible for any agreement, representation, or warranty made by the other, nor shall the City be obligated for damages to any person or organization for personal injuries or property damage arising directly or indirectly out of the conduct of Contractor's business or caused by Contractor's actions, failure to act, conduct or negligence. 8.) Indemnification. Contractor agrees to indemnify and hold the City harmless from and against any and all claims by or on behalf of any person arising from Contractor's actions, failure to act, conduct, or negligence while performing services pursuant to this Agreement unless such damage or liability arises from or in connection with faulty or defective materials or facilities provided by the City. Contractor agrees to carry commercial liability insurance in the amount of $1,000,000. 9.) Entire Agreement. This Agreement contains the entire agreement between the parties and no amendment hereto shall be valid unless made in writing and signed by the parties. There is merged herewith all prior and collateral representations, promises, and conditions concerning Contractor and the City. This Agreement supersedes and nullifies any preexisting agreements between the parties relating to the subject matter of this Agreement. All agreements as to payments to be made to Contractor for particular projects must be in writing. 4810 -5140- 4320.1 10.) No Assignment. Neither party shall assign its rights and obligations under this agreement without the prior written consent of the other. 11.) Severable. In the event any portion of this Agreement shall be held to be invalid the remainder of the Agreement shall continue in full force and effect. 12.) Notices. Any notice required or permitted to be given under this Agreement shall be sufficient if it is in writing and sent by registered or certified mail to Contractor's residence or to the principal office of the City, which ever shall be applicable. 13.) Governing Law. This Agreement shall be construed and enforced in accordance with the laws of the State of Minnesota. IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first above written. CITY OF SHOREWOOD CONTRACTOR By: By: Its: Its: 4810 -5140- 4320.1 CITY OF SHOREWOOD PLANNING COMMISSION MEETING TUESDAY, DECEMBER 2, 2014 MINUTES CALL TO ORDER Chair Geng called the meeting to order at 7:01 P.M. ROLL CALL COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:00 P.M. Present: Chair Geng; Commissioners Davis, Labadie, Maddy and Muehlberg; Council Liaison Sialcel; and, Planning Director Nielsen Absent: None APPROVAL OF AGENDA Davis moved, Maddy seconded, approving the agenda for December 2, 2014, as presented. Motion passed 510. APPROVAL OF MINUTES November 18, 2014 Commissioner Muehlberg asked Director Nielsen to clarIA- a couple of things in the minutes because he had not attended that meeting. A two word clarification was made in the minutes. Davis moved, Maddy seconded, approving the Planning Commission Meeting Minutes of November 18, 2014, as amended in Item 1, Page 3, Paragraph 2 change "... planning consultant to assist people" to "... planning consultant to assist the City ". Motion passed 510. STUDY SESSION DISCUSS GREENSTEP CITIES PROGRAM — TREE CITY USA Director Nielsen explained there is a Best Practice (BP) under the Urban Forests section in the GreenStep Cities Program that the City could relatively easily implement. It is to become a Tree City USA community. The City used to be qualified as such. He does not think it takes a lot of effort to be in it. The Tree City USA Program does provide technical assistance. It may also make a community more eligible for grant programs. It produces a newsletter that includes information about tree care. He has ordered the application packet. To qualify as a Tree City USA community the City has to meet four standards established by the Arbor Dav Foundation and the National Association of State Foresters. One is it must have a community forestry program with an annual budget of at least $2 per capita. He thinks in the future the City will easily spend that. The Capital Improvement Program (CIP) has slated money for the purchase of a boom truck and wood chipper in 2016. Between what the City spends on tree trimming services and on Public Works personnel doing tree works that should come to about $14,800 worth of in kind costs for 2015. CITY OF SHOREWOOD PLANNING COMMISSION MEETING December 2, 2014 Page 2of6 Council Liaison Siakel asked if the City's participation in the City of Minnetonka's tree purchasing program counts toward that in any Nvay. Director Nielsen stated staff time would count. Nielsen stated if the Planning Commission agrees with his recommendation to move forward with this he asked that it make that recommendation to Council. Commissioner Davis stated the Park Commission could plan a park related event around Arbor Day. Commissioner Maddy asked if buckthorn removal counts toward the spending amount. Director Nielsen responded yes. Commissioner Davis asked if the cost of purchasing more Nveed wrenches could also count. Director Nielsen stated he does not think there is a need for more. Commissioner Labadie stated she thought she heard that tree services, Public Works personnel, equipment purchases and trees all count towards the funding threshold. She noted that Arbor Day is April 24, 2015. Davis moved, Maddy seconded, recommending Shorewood become a Tree City USA community. Motion passed 510. Commissioner Labadie asked if the requirement for an Arbor Day observance and proclamation has to be done annually or just in the year the City establishes itself as a Tree City USA community. Director Nielsen stated he thought it must be done annually. 2. CONTINUED DISCUSSION — ZONING PLANNED UNIT DEVELOPMENT Director Nielsen explained one of the things a planned unit development (PUD) is supposed to help do is preserve natural features. That was evidenced with the Summit Woods PUD. He stated during the Planning Commission's November 18, 2014, meeting he displayed a graph showing the locations of the various PUDs in the City (it did not show Summit Woods) and briefly described each PUD. As explained in the last meeting, the Waterford Development on the east end of the City is an example of a classic mixed use PUD. That project had three elements — fairly large, single - family residential lots; a tier of twin homes between the residential and commercial sites to serve as a transition; and, a commercial tier along Highway 7. The project also included the construction of the intersection at Old Market Road and Highway 7. He thought the commercial component could have been much nicer. Unfortunately, the City did not assert itself in terms of what it wanted in the commercial development. The Boulder Bridge PUD was constructed in the early 1980s. As explained in the last meeting, the lots are all standard lots. The PUD has a fair amount of common open space. There is a small lagoon on the Nvest end of that development and 43 out of the 56 lots were able to have boat slips. Some of the lots were able to have multiple slips and some lots that don't front the lake have slips. He noted additional features in the PUD. As explained in the last meeting the Marsh Pointe PUD has R -lA zoning with a density of one unit per 40,000 square feet. The City allowed for some smaller lots. The lots were treated more like R -1C lots which are one -half acre lots with smaller setbacks. Because of the smaller lots the Citv obtained various sized setbacks around the Nvetland area; in some instances as much as 75 feet. The natural area was protected by letting the houses be closer to the street. CITY OF SHOREWOOD PLANNING COMMISSION MEETING December 2, 2014 Page 3of6 He highlighted things in the Comprehensive (Comp) Plan relative to the benefits of PUDs. • The contractual agreement between the developer and the City actually provides the City more control than traditional subdivisions. • They are conducive to more efficient circulation patterns than piecemeal development. (When lots are developed in small chunks it is difficult to get thru streets.) • It provides for better land use transitions particularly in the mixed use of it. • It encourages the preservation of natural features through clustering. • The applicant has to provide clear and convincing evidence that the project meets PUD criteria and provides benefit over traditional zoning. He read the items included in Zoning Code Section 1201.25 Subd. 1 relative to the purpose of a PUD District. a. Innovations in residential development to the end that the growing demands for housing at all economic levels may be met by greater variety in tenure, type, design and siting of dwellings and by the conservation and more efficient use of land in the developments; b. Higher standards of site and building design through the use of trained and experienced land planners, architects and landscape architects; c. More convenience in location of commercial and service areas within a given project or area, allowing more efficient and desirable transitions between residential and nonresidential land uses; d. The preservation and enhancement of desirable site characteristics such as natural topography and geologic features and the prevention of soil erosion; e. A creative use of land and related physical development which allows a phased and orderly transition of land from rural to urban uses; f An efficient use of land resulting in smaller netw-orlcs of utilities and streets thereby lowering housing costs and public investments; g. A development pattern in harmony with the objectives of the City Comprehensive Plan; h. A more desirable environment than would be possible through the strict application of zoning and subdivision regulations of the cite; i. To give the landowner and developer reasonable assurance of ultimate approval before expending complete design monies while providing city officials with assurances that the project will retain the character envisioned at the time of concurrence; j. To allow variation from the provisions of this chapter, including setbacks, height, lot area, width and depth, yards and the like internally within the project. Provisions of this chapter shall generally be maintained at the periphery of the project area. He explained there are two types of PUDs — a conditional use permit (C.U.P.) and the PUD Zoning District. Most of the PUDs in the City fell into the C.U.P. category, the use does not change. The use for the Summit Woods project was the use that was allowed in that single - family residential zoning district. Instead of the strict setback requirements of the R -1C zoning district the setbacks were reduced on a couple of the lots and increased on a couple of the lots. The City also got a conservation easement as part of that project If it is a commercial PUD whatever is allowed in the commercial district is an allowable use in the PUD. For a PUD Zoning District the zoning of the property is changed. That allows for different uses or a mixture of uses. It could be a mixture of residential uses or a mixture of residential uses and commercial use. The Near Mountain project was done as a PUD Zoning District. When it was originally approved CITY OF SHOREWOOD PLANNING COMMISSION MEETING December 2, 2014 Page 4of6 there was to be a mixture of residential uses. As the project moved along the developer found out there was a bigger demand for single - family houses so the developer asked for the density to be reduced. It ended up being developed as all single - family. Chair Geng asked where the PUD originated. Director Nielsen stated he thought it came about with projects out in Reston, Virginia. Nielsen then stated one of the biggest and earliest PUDs in Minnesota was the Planned Community of Jonathan in the City of Chaska. The first PUD in Shorewood was Amesburv. 3. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 4. OLD BUSINESS / NEW BUSINESS 5. DRAFT NEXT MEETING AGENDA Director Nielsen stated for the Planning Commission's January 6, 2015, meeting there will a site plan review for the American Legion's old gas station property, consideration of a conditional use permit for a property along Yellowstone Trail to bring in excess fill, and discussion about the Commission's 2015 work program. He commented that much of the Commission's time next year will be consumed by the Minnetonka Country Club (MCC) property redevelopment project. 6. REPORTS Liaison to Council Chair Geng reported on the November 24, 2014, City Council meeting (as detailed in the minutes of that meeting). Director Nielsen stated the Smithtown Road East Sidewalk Extension Project is going to move to the next phase. He noted that a good share of that sidewalk is frontage for the Minnetonka Country Club (MCC) property. He stated because of the redevelopment of the MCC property the extension could possibly be delayed. He then stated that the improvements to Badger Park have been pushed out to at least 2016. Again, that delay is tied to the MCC property. There is funding for the first phase of the Park improvements but not the second phase at this time. Council Liaison Siakel stated Council wants to have a solid plan for the City Hall campus, the MCC property and all sections of the Smithtown Crossing area as a whole rather than developing it piece meal. She then stated that Council wants to hire a planning consultant to assist with identifying options for the entire area. Director Nielsen stated two members of Council and staff will interview two consultants for that effort and make a recommendation to Council. A selection NN-111 be made in early Januarv. Director Nielsen stated the MCC property is zoned R -IA, Single - Family Residential. The first thing a developer NN-111 have to do is submit an application for the City to amend the Comprehensive (Comp) Plan. That process is a two -stage process — a pre - application stage and the formal application. During the pre - application stage the developer will informally come before the Planning Commission and Council and CITY OF SHOREWOOD PLANNING COMMISSION MEETING December 2, 2014 Page 5of6 present what they are considering, what the process might look like and what issues they will be faced with during development. It does not require a public hearing. The formal application will be to change the zoning of the MCC property. From his perspective it is a given the property NN-111 be redeveloped as a planned unit development (PUD). Because of bad soils on some part of the site the houses will be clustered together. Chair Geng stated it is his understanding that the Comp Plan amendment has to be approved by the Metropolitan (Met) Council. Director Nielsen confirmed that and stated that Met Council can take as much as 60 days to consider the amendment. Nielsen stated the redevelopment of the MCC site is not significant to the metro area. He then stated he anticipates the Met Council will disagree with the density being proposed but he does not think it has any power over that. Director Nielsen stated the size of the project will likely not reach the threshold that would mandate an environmental assessment be done through the Environmental Quality Board. Only 25 people, not necessarily residents, need to petition to have that done and that could take 60 days or more to get done. He noted that the developer has told the City it does not plan to start construction in 2015. They would like to obtain conceptual approval in six to seven months. Commissioner Maddy asked if the developer has control of the site. Director Nielsen responded yes and they have brought the City a copy of a letter of intent and will bring the City of a copy of a purchase agreement. The City has received a letter from the current owners saying the developer has permission to make application. The purchase agreement has to extend long enough to get through the process. Director Nielsen explained the City already requires escrows to cover the cost of the City's expenditures for processing a request. But, for the size of the MCC project it is not enough. Therefore, the Shorewood City Attorney will develop a predevelopment agreement to ensure the developer covers the City's cost of processing a request. SLUC Commissioner Davis stated she attended the Sensible Land Use Coalition (SLUC) Roundtables of Knowledge. The one she found most interesting was a man who tries to get communities to hydro seed with wildflowers. He gave those who came to that roundtable a bag of his seed which is all flowers. The pictures he showed of communities who are doing it are spectacular. The first year annuals are planted. The second year the seeds take hold and after that the plants self seed. Another roundtable was Minneapolis Park Board and it was about parldets. She found the concept very interesting. Parldets are something communities the size of Shorewood could do to create instant public spaces for a period of time. People were there talking about upcoming National Pollutant Discharge Elimination System (NPDES) stormNvater management requirements. WSB & Associates talked about wind farms. Other Commissioner Davis stated she recollects a simple lot split of a property located between Highway 7 and Eureka Road across from Freeman Park had been approved. The price of the lot has been reduced twice. She asked if anyone else has noticed the junk in the front of the house there. There are numerous trucks and plows there and there is always something for sale. It is clear a business is being run out of there. Director Nielsen stated he will drive by the site. CITY OF SHOREWOOD PLANNING COMMISSION MEETING December 2, 2014 Page 6of6 7. ADJOURNMENT Davis moved, Maddie seconded, Adjourning the Planning Commission Meeting of December 2, 2014, at 8:02 P.M. Motion passed 510. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder � #sB MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: Smithtown Road (East) Trail Segment — Authorize Plans, Specifications and Estimate Meeting Date: 8 December 2014 Prepared by: Brad Nielsen Reviewed by: Patti Helgesen Attachments: WSB Proposal Draft Resolution Policy Consideration: Should the City authorize plans, specifications and estimates for the Smithtown Road (West) Trail segment? Background: At its 10 November meeting the City Council agreed that the Smithtown Road (East) Trail project should proceed for 2015. The attached proposal from WSB includes engineering, design and construction services for the project. It should be noted that the trail project has also been placed on the agenda for the upcoming winter retreat. That discussion will examine the timing of the project relative to the proposed Minnetonka Country Club development. Financial or Budget Considerations: The proposal estimates costs for Final Design and Bidding services at $108,924 and Constructions Services at $112,656, for a total of $221,580, which includes approximately $38,000 for right -of -way acquisition services. This estimate is consistent with the Feasibility Report for the project. Options: Adopt the attached resolution ordering the improvement and authorize WSB to prepare PS &E; delay further work until after the retreat discussion; or do nothing. Recommendation / Action Requested: The main purpose of the retreat discussion on the project is whether to delay the project to take advantage of the MCC project construction. This need not delay the approval of plans and specifications. Even if the project was to be delayed, the Plans and Specs can still be used when the project is scheduled. This also applies to the right -of -way acquisition which, as we all know, is time - consuming. As such staff recommends adoption of the resolution and authorizing WSB to prepare PS &E for the trail project. Next Steps and Timelines: Prepare plans and specifications and begin right -of -way acquisition. Connection to Vision / Mission: Healthy environment and variety of attractive amenities. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 "'dz d- 45smrales' I e. engineering - pla to iutg- en!ironmental construction December 2, 2014 Mr. Paul Hornby City Engineer City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: Proposal for Final Design & Construction Services Smithtown Road East Sidewalk Extension City of Shorewood Project No. 14 -10 WSB Project No. 1459 -940 Dear Mr. Hornby: 477 Temperance Street St. Paul, MN 55101 Tel : 651 - 286 -8450 Fax 651-286-8488 WSB & Associates, Inc. is pleased to provide you with our proposal for the preparation of plans and specifications, bidding services, and construction services for the Smithtown Road East Sidewalk Extension project. Project Understanding The proposed improvements include the construction of new concrete sidewalk along the south side of Smithtown Road from the Lake Minnetonka Regional Trail (HCRRA Corridor) crossing to Country Club Road, in accordance with the Capital Improvement Plan and Trail Plan. The Smithtown Road East Sidewalk Extension project was initiated by the City Council at their June 23, 2014 meeting. The project feasibility report was presented to the City on October 27, 2014, and accepted by the Council. The project is proposed to: • Provide an off - street access route for pedestrians between the Lake Minnetonka Regional Trail on the Hennepin County Regional Rail Authority (HRRRA) corridor and the existing pedestrian facilities located at Country Club Road. • Improve pedestrian and vehicular safety. • Control area drainage and improve existing drainage issues, if necessary. • Improve water quality of stormwater runoff in the area. Equal Opportunity Employer wsbeng.com K \01459- 940\Adnrin \ConaactTinal Desip & Construction \1459 -94 COM Letter n'oposal to P Hanby for Final Design & Construction Services 120214 FINA Smithtown Road East Sidewalk Extension — Final Design & Construction Services Proposal December 2, 2014 Page 2 Proaosed Services Our proposed services include preparation of plans and specifications for bidding purposes, bidding administration, Right -of- Way /Easement Acquisition services, and construction related services. Preparation of Plans and Specifications & Bidding Services: • Project management and coordination /meetings with City staff and the City Council. • Coordinate construction of the proposed project with private utility companies located in the improvement corridor. This coordination will include providing layout drawings to any affected utility companies and hosting an on -site utility relocation meeting to determine what utilities, if any, will require relocation. • Final stormwater and grading design to improve area drainage • Prepare final project and construction schedule • Prepare and submit requisite agency permits identified in the project feasibility report. • Preparation of estimated quantities and detailed engineer's opinion of final probable construction cost as it relates to the work outlined in our scope of services. • Prepare final plans, project specific specifications, contract documents, and bidding forms. Specifications will be in accordance with the City of Shorewood standards and Mn /DOT standard specifications. Plans will be prepared to Mn /DOT State Aid standards to allow the City to use MSA funding if desired. • Coordinate project advertisement. We will distribute plans and specifications to the contractors, as well as any required addenda. We will also attend the bid opening at City Hall and prepare a tabulation of bids, and bid results letter for City Council consideration of award. • Prepare a report for delineation approval of the MCWD TEP based on delineation of wetlands in the project construction limits completed during the feasibility phase. • Preparation of a wetland impact and replacement plan for watershed permitting. Right -of -Way Acquisition Services: • WSB will provide right of way acquisition services for 12 residential parcels on the south side of Smithtown Road (if the trail alignment changes, there may be a need to modify this proposal to reflect the new number of parcels involve) including: negotiator's log and parcel file, Early Notification letter; site visit with owners and appraiser, field title investigation and reporting, Offer to Purchase, negotiation, settlement (if appropriate), payment request. This task also includes coordination with the City Attorney, who will provide the easement documents and other required legal documents and lender consents. WSB can draft these if the City attorney provides a template and reviews the final version. • Complete base mapping (spotting of title work provided by the City Attorney), metes and bounds legal descriptions, parcel sketches, and staking of easements, once, for appraiser viewing. • WSB will assist the City in securing an appropriately qualified appraiser and a review appraiser to contract with the City. Appraisal fees are not included in this proposal. • Right of way services assumptions: • The City Attorney will provide legal documents such as easements, consents, disclaimers, certificates, etc. as required. • The City will provide review of permits request and issue permits, as appropriate. K \01459- 940\Adnrin \Contact\Final Desip & Construction \1459 -94 COM Letter R'oposal to P Hanby for Final Design & Construction Services 120214 FINA Smithtown Road East Sidewalk Extension — Final Design & Construction Services Proposal December 2, 2014 Page 3 • The City will determine the type of title research that meets their needs and obtain title research, title commitments, and insurance as the City determines is necessary. • The City or City Attorney will record the documents. This can be provided by WSB for a nominal additional fee. • The City Attorney will provide all eminent domain tasks, if needed. WSB assistance would be limited to providing all data, summaries, correspondence, and input related to why agreement could not be reached with the landowner(s). • The City will provide tax forms (1099's), as required. • The City will draft resolutions as needed and present to council. Construction Services: WSB will provide construction administration, observation and survey services including project management (weekly construction meetings, utility coordination, contractor coordination, project close -out); construction survey staking; construction observation; record drawings; permit monitoring and compliance review. We are proposing to complete the work on a cost - reimbursable basis in accordance with our current fee schedule. Estimated fees for Final Design, Right of Way and Bidding Services Fees are in the amount of $108,924 and estimated fees for Construction Services are in the amount of $112,656. The estimated design and construction services fees are within the indirect costs identified in the feasibility report and include anticipated easement acquisition and right -of -way services necessary for the project. Preparation of grant applications is not included in the project scope; however, WSB staff can provide this service to the City if desired. Thank you for this opportunity to provide professional consulting services to the City of Shorewood. If this proposal is acceptable, please execute the signature block below and return as our authorization to proceed. Please do not hesitate to contact me at 763 - 287 -8532 if you have any questions. Thank you. Sincerely, WSB & Associates, Inc. �L Jim Stremel, PE Project Manager K \01459- 940\Adnrin \Contact\Final Desip & Construction \1459 -94 COM Letter R'oposal to P Hanby for Final Design & Construction Services 120214 FINA Smithtown Road East Sidewalk Extension — Final Design & Construction Services Proposal December 2, 2014 Page 4 PROPOSALFOR: Final Design /Bidding Services and Construction Services — Smithtown Road East Sidewalk Extension, City Project 14 -10. ACCEPTED BY: City of Shorewood, MN 10F. M Title Date K \01459- 940\Adnrin \Contact\Final Desip & Consrrnction \1459 -94 COM Letter R'oposal to P Hanby for Final Design & Construction Services 120214 FINA CITY OF SHOREWOOD RESOLUTION NO. 14- A RESOLUTION ORDERING IMPROVEMENT, AND AUTHORIZING WSB & ASSOCIATES TO PREPARE PLANS, SPECIFICATIONS AND ESTIMATES CITY PROJECT 14 -10 SMITHTOWN ROAD (EAST) TRAIL SEGMENT WHEREAS, the Feasibility Report, Trail Improvements, Smithtown Road — City Project No. 14 -10, for the City of Shorewood, dated 27 October 2014 (the Feasibility Report) was accepted by the Shorewood City Council at its meeting on 27 October 2014, and; WHEREAS, the Feasibility Report provided a preliminary layout and cost estimates for the construction of a sidewalk to be built along the south side of Smithtown Road, between the South Lake Minnetonka LRT Trail and County Road 19; NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Shorewood, Minnesota: 1. Such improvement is necessary, cost - effective, and feasible as detailed in the Feasibility Report. 2. Such improvement is hereby ordered as Shorewood (East) Trail Segment. WSB & Associates is hereby authorized to prepare Plans, Specifications and Cost Estimates for such improvement pursuant to WSB's proposal, dated 2 December 2014. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 8th day of December 2014. Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk #QA MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Resolution Ordering Preparation of Feasibility Report — Star Lane and Star Circle Improvements, City Project 14 -11 Meeting Date: December 8, 2014 Prepared by: Paul Hornby Reviewed by: Attachments: Resolution Ordering Preparation of Feasibility Report Background: On November 10, 2014, the City Council authorized WSB to prepare an update to the feasibility Report for the Star Lane and Star Circle Improvement Project as part of the City's 2015 Street Capital Improvement Program. The proposed improvement project is to include the reconstruction of Star Lane and Star Circle north of Smithtown Road. The proposed improvements include bituminous pavement, grading, curb and gutter, storm sewer, rehabilitation of the sanitary sewer, and extension of watermain. The extension of watermain is the portion of the improvements that may be assessed under Minnesota Statutes, Chapter 429, and by City policy. Since the watermain is proposed in the improvement project, Chapter 429 requires the City pass a resolution ordering the preparation of the feasibility report. The Resolution Ordering Preparation of Feasibility Report meeting Minnesota Statutes, Chapter 429, is enclosed for Council consideration of approval. Recommendation / Action Requested: Staff recommends approval of the Resolution Ordering Preparation of Feasibility Report in compliance with Minnesota Statutes, Chapter 429, for the preparation of the proposed improvement project. Next Steps and Timelines: The feasibility report will be presented to the Council for acceptance and setting the public hearing on the improvement. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD RESOLUTION NO. 14- A RESOLUTION ORDERING PREPARATION OF FEASIBILITY REPORT FOR STAR LANE AND STAR CIRCLE IMPROVEMENTS CITY PROJECT 14 -11 WHEREAS, the City of Shorewood proposes to improve Star Lane and Star Circle north of Smithtown Road, and WHEREAS, the proposed improvements include reconstruction of the street, construction of storm sewer, sanitary sewer rehabilitation, and extension of watermain within Star Lane and Star Circle, and WHEREAS, the City of Shorewood proposes to assess benefitted property for the cost of the watermain extension portion of the improvement project, pursuant to Minnesota Statutes, Chapter 429, and, NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Shorewood as follows: That the proposed Star Lane and Star Circle Improvement Project, City Project No. 14 -11 be referred to the City Engineer for study and that the City Engineer is instructed to report to the council with all convenient speed advising the council in a preliminary way as to whether the proposed improvement is necessary, cost - effective, and feasible; whether it should best be made as proposed or in connection with some other improvement; the estimated cost of the improvement as recommended; and a description of the methodology used to calculate individual assessments for affected parcels. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 8th day of December 8, 2014. ATTEST- Jean Panchyshyn, City Clerk Scott Zerby, Mayor #9B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Receive Feasibility Report and Calling for Hearing on Improvement Star Lane and Star Circle Improvements, City Project 14 -11 Meeting Date: December 8, 2014 Prepared by: Paul Hornby Reviewed by: Attachments: Feasibility Report prepared by WSB, December 8, 2014 Resolution Background: At the regularly scheduled meeting of the City Council on November 10, 2014, the City Council authorized an update to the Feasibility Report for the Star Lane and Star Circle Improvement Project as part of the City's 2015 Street Capital Improvement Program. The Star Lane and Star Circle Improvement Feasibility Report was authorized by the City Council on July 12, 2010. The purpose of the Feasibility Report is to identify the proposed improvements, provide reasonable estimate of project costs, and identify assessments to benefiting properties. The Report also advises in a preliminary way as to whether the proposed improvement is necessary, cost - effective, and feasible. The Star Lane and Star Circle Improvement Project includes street, drainage and utility improvements generally consisting of reconstruction of the street meeting City design standards with concrete curb and gutter, storm sewer, extension of watermain, hydrants and services to each parcel in the improvement area, and minor sanitary sewer improvements related to reduction in inflow and infiltration into the system. Star Lane and Star Circle have 15 parcels abutting the improvement corridor. Two parcels abutting Smithtown Road have water services extended from Smithtown Road and are not considered for watermain extension assessment with this project. The remaining 13 parcels would benefit by the extension of the watermain in Star Lane and Star Circle and would be assessed for this portion of the improvement project. The existing rights of way are 50 feet in width and temporary construction easements or access may be necessary to construct the improvements as proposed. Temporary construction easements and right of access agreements allow the City to grade boulevards to match front yard areas and to provide transition to driveways in the improvement area. The improvements described in the Feasibility Report are necessary, cost effective, and feasible and will result in benefit to the properties proposed to be assessed. The Feasibility Report is included in the City Council documents for your detailed review. 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 Financial or Budget Considerations: The total estimate of probable project costs is in the amount of $1,056,800 with the street and drainage improvements proposed for funding by the City and watermain extension as an assessable improvement, with the following financial considerations: Street Improvements Total - $1,056,800 Street Improvement Fund $646,800 Storm Water Fund $180,800 Sanitary Sewer Fund $50,800 Watermain Improvements Total - $178,400 100% Assessment to 13 benefitting properties Estimate of Assessment amount - $13,723 per parcel Options: The Feasibility Report identifies the extension of watermain with this project as an optional improvement for Council consideration after receiving public comment. Recommendation / Action Requested: Staff recommends the City Council approve the attached resolution Receiving the Feasibility Report and Calling for Hearing on Improvements for the proposed Star Lane and Star Circle Improvements, City Project 14 -11. Next Steps and Timelines: The Improvement hearing is proposed to be held on January 12, 2015, at the regularly scheduled meeting of the City Council. �l% City of Shorewood 5755 Country Club Road • Shorewood, MN 55331 FEASIBILITY Report December 8, 2014 Star Lane and Star Circle Improvements City of Shorewood Hennepin County, Minnesota City Project No. 14 -11 WSB Project No. 1459 -97 - 477 Temperance Street � WS St. PauLMN 55101 Tel$51)2B6 -8450 - Fax: (651) 2B6 -8488 &Assoc wsbeng.carn FEASIBILITY REPORT STAR LANE AND STAR CIRCLE IMPROVEMENTS CITY PROJECT NO. 14 -11 CITY OF SHOREWOOD, MINNESOTA SEPTEMBER 27, 2010 REVISED DECEMBER 8, 2014 Prepared By: WSB & Associates, Inc. 477 Temperance Street St. Paul, MN 55101 651- 286 -8450 651- 286 -8488 (Fax) Feasibility Report Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 ■ WSB && A,,,,�,�� engineering • planning • environmental • construction 477 Temperance Street St. Paul, MN 55101 Tel: 651 - 286 -8450 Fax: 651 - 286 -8488 December 8, 2014 Honorable Mayor and City Council City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: Feasibility Report Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 Dear Honorable Mayor and City Council: Transmitted herewith for your review is the revised feasibility report which addresses improvements and costs associated with the Star Lane and Star Circle Improvements project, originally presented to the Council in 2010. We are available at your convenience to discuss this report. Please do not hesitate 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 Equal Opportunity Employer wsbeng.com CERTIFICATION I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. im Stremel, PE Date: December 8, 2014 Lic. No. 45782 Quality Control Review Completed By: Paul Hornby, PE Date: December 8, 2014 Lic. No. 23359 Feasibility Report Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 TABLE OF CONTENTS TITLE SHEET LETTER OF TRANSMITTAL CERTIFICATION SHEET TABLE OF CONTENTS 1. EXECUTIVE SUMMARY 1 2. STREET AND UTILITY IMPROVEMENT PROJECT ...................... ..............................2 2.1 Introduction .................................................................................... ............................... 2 2. 1.1 Authorization ..................................................................... ............................... 2 2.1.2 Scope ................................................................................. ............................... 2 2.1.3 Data Available ................................................................... ............................... 2 2.1.4 Project Background ........................................................... ............................... 2 2.2 Existing Conditions ........................................................................ ............................... 3 2.2.1 Roadway ............................................................................ ............................... 3 2.2.2 Sanitary Sewer .................................................................... ..............................3 2.2.3 Drainage ............................................................................ ............................... 3 2.2.4 Water Main ........................................................................ ............................... 4 2.2.5 Private Utilities .................................................................. ............................... 4 2.3 Proposed Improvements ................................................................. ............................... 4 2.3.1 Roadway ............................................................................ ............................... 4 2.3.2 Sanitary Sewer ................................................................... ............................... 5 2.3.3 Drainage ............................................................................ ............................... 5 2.3.4 Water Main ........................................................................ ............................... 5 2.3.5 Street Sign Replacement .................................................... ............................... 6 2.3.6 Mailbox Replacement ........................................................ ............................... 6 2.3.7 Easements .......................................................................... ............................... 6 2.3.8 Permits /Approvals ............................................................. ............................... 6 2.3.9 Detour Routes /Project Phasing .......................................... ............................... 6 2.3.10 Public Involvement ............................................................ ............................... 7 3. FINANCING .............................................................................................. ..............................8 3.1 Opinion of Cost .............................................................................. ............................... 8 3.2 Funding .......................................................................................... ............................... 8 3.3 Preliminary Assessment Roll ......................................................... ............................... 9 4. PROJECT SCHEDULE .......................................................................... .............................10 5. FEASIBILITY, NECESSITY, AND COST EFFECTIVENESS ......... .............................11 6. FEASIBILITY AND RECOMMENDATION ....................................... .............................11 Feasibility Report Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 Appendix A Figure 1: Location Map Figure 2: Typical Section Figure 3: Proposed Surface and Storm Improvements Figure 4: Proposed Water Main Improvements Appendix B Opinion of Probable Cost Appendix C Assessment Map ID Preliminary Assessment Roll Appendix D Geotechnical Report Boring Logs Appendix E Sanitary Sewer Televising Summary Feasibility Report Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 1. EXECUTIVE SUMMARY Revisions to the existing Star Lane and Star Circle Improvements Feasibility Report, originally prepared in September of 2010, were initiated by the City Council at their November 10, 2014 meeting. Improvements to Star Lane and Star Circle were initially proposed to be constructed in 2011; however, due to public response regarding the proposed improvements in 2010, the City Council postponed the project. Improvements proposed for construction in 2015 include the reconstruction of Star Lane and Star Circle, north of Smithtown Road, totaling approximately 930 feet (0. 18 miles). The proposed improvements include reconstructing the existing roadway to a width of 28 -feet (back -to -back of curb) complete with bituminous paving, concrete curb and gutter, installation of new storm sewer to improve area drainage and meet City design standards including the requirements of the Minnehaha Creek Watershed District, sanitary sewer rehabilitation for spot repairs and inflow and infiltration, and extension of water main and services to properties that currently do not have access to the City's water distribution system. Replacing portions of the City's deteriorating utility infrastructure and extending new water main in conjunction with the proposed street improvements provides an opportunity to minimize the replacement costs and traffic disruptions associated with the work. A map showing the project location can be found on Figure I in Appendix A. A total estimated project cost for the proposed improvements is approximately $1,056,800 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. Funding for the project will be provided through the City's Street Reconstruction Fund, Storm Water Fund, Sanitary Sewer Fund, and assessments to benefiting properties for the extension of water main. The enclosed project schedule proposes construction beginning in June 2015 with substantial completion in September 2015. Final completion including the final course of bituminous pavement is slated for June 2016. This project is feasible, necessary, and cost - effective from an engineering standpoint and the City Council should consider moving forward with the project as proposed herein. The economic feasibility of this project will need to be determined by the City Council. Feasibility Report Page 1 Star Lane and Star Circle City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 2. STREET AND UTILITY IMPROVEMENT PROJECT 2.1 Introduction 2.1.1 Authorization The Shorewood City Council authorized the revision to the existing engineering feasibility report prepared in 2010 for the Star Lane and Star Circle Improvements project on November 10, 2014. This project has been designated as City Project No. 14 -11. 2.1.2 Scope Originally proposed for construction in 2011, the Star Lane and Star Circle Improvements project area includes the entirety of Star Lane and Star Circle north of Smithtown Road. Improvements outlined within this report include the reconstruction of Star Lane and Star Circle to an urban section with concrete curb and gutter meeting the current City design standard, drainage improvements, sanitary sewer rehabilitation, and extension of water main. The project area is shown in Figure I of Appendix A. 2.1.3 Data Available Information and materials used in the preparation of this report include the following: • City of Shorewood Pavement Management Plan • City of Shorewood Record Plans • City of Shorewood Base and Topography Maps • Private Utility Maps • Field Observations of the Area • Field Topography Survey Completed in September 2010 • Geotechnical Evaluation Report prepared by American Engineering Testing dated August 2010 • Televising Reports of the Sanitary Sewer System, Infratech dated August 2010 • City of Shorewood Assessment Policy 2.1.4 Project Background This project was initiated through the continued development and implementation of the City of Shorewood's Pavement Management Plan. The Pavement Management Plan provides a schedule for the various roadway improvements that are necessary to maintain the City streets in an effective and efficient manner. City streets are evaluated and the pavement management plan schedule revised according to the pavement condition ratings. The feasibility report completed in 2010 recognized the deterioration of Star Lane and Star Circle with a Pavement Surface Evaluation and Rating (PASER) rating of 3 on a condition scale from 1 to 10. Feasibility Report Page 2 Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 The feasibility report for the project was originally presented to the City Council in 2010. However, due to public comment and response to the improvements in 2010, the project was postponed. The project has been budgeted in the City's 2015 Capital Improvement Plan. The following conditions have been identified within the project area: • Existing streets do not meet City minimum roadway standards with concrete curb and gutter. • Deterioration of the existing streets including alligator cracking, edge cracking, transverse cracking, and longitudinal cracking. • The roadway exhibits drainage issues due to roadway deformation and inadequate drainage systems (ditches or storm sewer). • Sanitary sewer has been found to have minor deficiencies including leaking joints and traces of mineral deposits. ■ Water main is not available to serve residents in Star Lane and Star Circle. 2.2 Existing Conditions 2.2.1 Roadway Streets within the proposed improvement area were originally constructed in 1974 and are experiencing various severities of distresses including alligator, block, transverse, and longitudinal cracking, along with localized drainage issues. All project areas contain landscaping, trees, and numerous other private improvements beyond the edge of the roadway but still within City right -of -way. Star Lane and Star Circle consist of a sub - urban/rural street section (without curb) and varies in width from 22 to 26 feet with an existing right -of -way of 50 feet. The street surface consists of a bituminous pavement with varying thickness from 5 to 7.25 inches, aggregate base thickness from 7.5 to 10 inches, and sandy lean clay subgrade soils. Star Lane and Star Circle each terminate in a cul -de -sac. Star Lane consists of a 100 -feet diameter cul -de -sac while Star Circle consists of a 60 -foot diameter cul -de -sac. 2.2.2 Sanitary Sewer The existing sanitary sewer system in the project area consists of 8- inch - diameter polyvinyl chlorinated (PVC) pipe installed at the same time the road was constructed in 1974. The existing sanitary sewer was televised by Infratech in 2010 and the mainline sewer was found to be in fair condition with minor deficiencies including leaking joints and traces of mineral deposits. A summary report of the sanitary sewer televising report can be found in Appendix E of this report. Feasibility Report Page 3 Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 2.2.3 Drainage Star Lane and Star Circle are currently graded as rural section roads with ditches and culverts to convey storm water runoff. Runoff from Star Circle drains west to Star Lane, which is then directed south along Star Lane through ditches to an existing 15 -inch culvert located at the intersection of Smithtown Road and Star Lane. The culvert under Star Lane (parallel to Smithtown Road) conveys storm water from east to west where drainage from the project area outlets to a storm water pond located near the intersection of Smithtown Road and Fairway Drive. The upstream and downstream swales are quite flat and do not provide an adequate means for conveyance of storm water runoff and coupled with the lack of curb, localized ponding occurs adjacent to the roadways within the boulevards and yard areas. 2.2.4 Water Main There is no existing water main in Star Lane and Star Circle and properties are served by individual, on -site wells for water supply. There is an existing 8 -inch ductile iron water main stub from Smithtown Road north to Star Lane, intended for future extension. 2.2.5 Private Utilities Private utilities within the project area include communications, gas, and electric facilities. A meeting will be held with the utility companies during the final design stage to coordinate utility conflicts and construction schedule. Private utility companies that have been identified with facilities in the general project area include: • CenturyLink (Telephone /Internet) • CenterPoint Energy (Gas) • Mediacom (Cable) • Xcel Energy (Electric) • Access Communications (Telephone /Internet) 2.3 Proposed Improvements 2.3.1 Roadway The proposed street improvements include reconstructing the roadways to a 28 -foot street width (as measured from back -of -curb to back -of -curb) with concrete curb and gutter and consist of the following section: 2 inches of bituminous wear course, 2 inches of bituminous base course on 8 inches of Class 5 aggregate base (100% crushed limestone), 24 inches of select granular material, geotextile fabric over an acceptable, and compacted subgrade. The geotextile fabric is intended to separate the underlying in -situ clayey materials from the new granular materials. Feasibility Report Page 4 Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 Emergency access and maneuverability of the roadways was reviewed to determine if improvements could be made. It is proposed to reduce the size of the cul -de -sac along Star Lane to meet the City standard cul -de -sac diameter of 90 feet. Although the 60 -foot Star Circle cul -de -sac is smaller than the City standard, the cul -de -sac is proposed to remain the same diameter. In order to reconstruct the cul -de -sac to the City standard of 90 feet, the work would not only impact adjacent property area but would require additional permanent easement /ROW to construct. Also, given Star Circle is a short street section of 200 feet with only four properties with direct access off of the roadway, vehicles with larger turning movements can turn around by backing up along Star Lane. Reconstruction of the existing street will minimize maintenance and provide an improved roadway meeting current City standards. A typical roadway section and proposed improvement map are included in Figures 2 and 3 of Appendix A. 2.3.2 Sanitary Sewer The proposed sanitary sewer improvements include adjusting existing manhole castings to the new roadway surface with chimney seals to reduce inflow and infiltration of storm water into the manholes. It is also proposed to repair damaged sanitary sewer identified in the sewer televising tapes including various point repairs, spot repair lining, and pipe sewer cleaning. 2.3.3 Drainage Reconstruction of the road provides the opportunity to improve drainage in the area with the installation of additional storm sewer facilities. The existing storm sewer system will be improved with the addition of catch basins at the intersection of Star Lane and Star Circle and at the low point along Star Lane near Smithtown Road to better accommodate area drainage and provide capacity for a 10 -year design rainfall event. The new storm facilities will connect into the proposed storm sewer along the south side of Smithtown Road. Improvements to the drainage system along Smithtown Road are proposed to be constructed in 2015 at the same time construction is anticipated for the Star Lane and Star Circle Improvements project. A map illustrating the proposed storm sewer improvements can be found in Figure 3 of Appendix A. 2.3.4 Water Main The proposed water main improvements include the extension of 8 -inch diameter water main along Star Lane and Star Circle from the existing stub at Smithtown Road. A hydrant with gate valve will be installed at each end of the water main within the cul -de- sacs on Star Lane and Star Circle. Feasibility Report Page 5 Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 One -inch diameter services will be extended to the right -of -way for each property, terminating with a curb stop. Property owners will be responsible for connection to the new water system from the curb stop to their house. It will also be the property owner's responsibility to disconnect their well and abandon their well in accordance with State Statutes if it will no longer to be used as an irrigation well. A map illustrating the proposed storm sewer improvements can be found in Figure 4 of Appendix A. 2.3.5 Street Sign Replacement All existing street signs within the project will be replaced with new street signs that meet the Federal Highway Administration's (FHWA) requirements for retro- reflectivity. 2.3.6 Mailbox Replacement Mailboxes are proposed to be salvaged and relocated temporarily during construction, then reinstalled near the end of construction activities. Mailboxes will be reinstalled to meet the United States Postal Service (LISPS) requirements. 2.3.7 Easements It is anticipated that work will take place within the existing roadway right -of -way or within existing drainage and utility easements. Additional permanent right -of -way or easement acquisition is not expected to be needed to construct the project as proposed. Temporary construction access on private property may be required to accommodate driveway or boulevard restoration. Written permission or waiver of trespass agreements will be secured from private property owners for these encroachments. 2.3.8 Permits /Approvals The anticipated permits and the respective regulatory agencies are listed below: Minnesota Pollution Control Agency (MPCA) (NPDES) ... Erosion/Stormwater Permit Minnehaha Creek Watershed District ( MCWD) .... .............Erosion/Stormwater Permit Minnesota Department of Health ( MDH) ... ............................... Water Main Extension 2.3.9 Detour Routes/Project Phasing Construction of the proposed improvements will require limited access during the work day when construction activities are in progress. However, the contractor will be required to provide access to properties to the maximum extent possible. City staff will work with the contractor to provide notice to residents for activities that may affect access. Feasibility Report Page 6 Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 Traffic control devices meeting the Minnesota Manual on Uniform Traffic Control Devices will be required for posting roadway closures. In order to accommodate the property owners along the excavated roads, temporary parking on the adjacent streets may be necessary during the periods of time when vehicle access is not possible, such as excavation within the roadway during daytime hours. The contractor will be responsible for providing access to all properties throughout the duration of the project. 2.3.10 Public Involvement A public informational open house meeting for the proposed project will be conducted December 4, 2014. Preliminary information will be presented to attendees regarding the proposed improvements, costs, funding, schedule, and impacts associated with the project and comment cards will be made available. Prior to the open house, a survey was mailed to residents within the project corridor regarding the proposed improvements. Feedback and comments received from residents will be made available at the time the feasibility report is presented to the City Council. Feasibility Report Page 7 Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 3. FINANCING 3.1 Opinion of Cost A detailed engineer's opinion of probable costs for the proposed improvements can be found in Appendix B of this report. The opinion of probable cost incorporates bid prices from the 2014 construction season projected to a 2015 cost basis including a 10% construction contingency. Indirect costs are typically 27% of the construction cost and include engineering, legal, financing, and administrative costs. Table I below provides a summary of the opinion of probable costs for the Star Lane and Star Circle Improvements project: Table 1 — Star Lane and Star Circle Improvements Summary of Cost Table 2 — Star Lane and Star Circle Improvements Improvement Total Schedule A — Surface Improvements $646,800 Schedule B — Sanitary Sewer Improvements $50,800 Schedule C — Water Main Improvements $178,400 Schedule D — Storm Sewer Improvements $180,800 TOTAL $1,056,800 3.2 Funding Funding for the project will be provided through the City's Street Reconstruction Fund, Water Fund, Storm Water Fund, Sanitary Sewer Fund, and assessments to benefiting properties. Table 2 below outlines the proposed funding: Feasibility Report Page 8 Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 Table 2 — Star Lane and Star Circle Improvements Funding Summary Funding Source Improvement Storm Sanitary Street Reconstruction Assessments Total Water Fund Sewer Fund Fund Schedule A — Surface Improvements $646,800 $646,800 Schedule B — Sanitary Sewer Improvements $50,800 $50,800 Schedule C — Water Main Improvements $178,400 $178,400 Schedule D — Storm Sewer Improvements $180,800 $180,800 TOTAL $180,800 $50,800 $646,800 $178,400 11 $1,056,800 Feasibility Report Page 8 Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 3.3 Preliminary Assessment Roll Assessments will be levied to the benefiting properties as outlined in Minnesota Statute 429 and the City's Assessment Policy. A detailed preliminary Assessment Roll is included in Appendix C. Roadway, sanitary sewer, and storm sewer improvements are not assessed and are proposed to be paid for with City funds. Extension of new water main and water services where they currently do not exist are proposed to be 100% assessed to the property owner. A summary of the assessment rates for water main extension and water services are: ■ Water main extension and water services ...................$13,723 /unit Other costs not included with the assessment (property owner responsibility) include the installation of water service pipe from the new curb stop at the right -of -way line up to and including the connection to the house. These costs typically range between $4,000 and $6,000. The property owner is also responsible for disconnecting and abandoning their well in accordance with State Statutes if it will no longer to be used. Feasibility Report Page 9 Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 4. PROJECT SCHEDULE The proposed project schedule for the Star Lane and Star Circle Improvements is as follows: Neighborhood Open House Held .... ............................... .......................December 4, 2014 Accept Feasibility Report /Set Public Improvement Hearing ..................December 8, 2014 Public Improvement Hearing /Order Project ................... ............................... January 2015 Approve Plans and Specifications /Authorize Ad for Bid .... ............................... April 2015 OpenBids .......................................................................... ............................... May 2015 Award Construction Contract ............................................. ............................... May 2015 Begin Construction ............................................................. ............................... June 2015 Construction Substantially Complete ... ............................... ......................September 2015 Declare Costs /Set Assessment Hearing ............................... ......................September 2015 Assessment Hearing ...................................................... ............................... October 2015 Certify Assessments to County .................................. ............................... November 2015 Final Completion (Final Lift of Bituminous Wear Course) ............... Spring /Summer 2016 * Schedule assumes all private utility and gas main relocation work is completed prior to start of construction. Feasibility Report Page 10 Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 5. FEASIBILITY, NECESSITY, AND COST EFFECTIVENESS The Star Lane and Star Circle Improvements project includes roadway reconstruction, new concrete curb and gutter installation, drainage improvements, minor sanitary sewer improvements, and water main extension along Star Lane and Star Circle north of Smithtown Road. The reconstruction of the streets provides the City with a cost - effective means of continuing the City's pavement management planning efforts, ensuring an adequate means of transportation for local residents. In addition to rehabilitating roadway pavements, the project will allow for the correction of existing drainage problems by increasing the cross - sectional crown and improving the conveyance of runoff with a concrete curb and gutter and storm sewer systems. These improvements will provide a standard City street section and increase the street life -cycle resulting in lower annual maintenance costs. The water main extension improvements will allow property owners to connect their homes to the City's water distribution system. The sanitary sewer system repairs will benefit the City and taxpayers by reducing the amount of inflow and infiltration into the system and subsequent costs related to wastewater treatment. 6. FEASIBILITY AND RECOMMENDATION The Star Lane and Star Circle Improvements project consists of roadway, drainage, and minor sanitary sewer improvements along with water main extension. The total cost of the project is estimated to be $1,056,800. The project is feasible, necessary, and cost - effective from an engineering perspective. WSB & Associates, Inc. recommends proceeding with the proposed improvements as detailed in this report. The economic feasibility of this project will be determined by the City Council. Feasibility Report Page 11 Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 APPENDIX A Figure 1: Location Map Figure 2: Typical Sections Figure 3: Proposed Surface and Storm Sewer Improvements Figure 4: Proposed Water Main Improvements Feasibility Report Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 STAR LANE & STAR CIRCLE cember 8 201 4 , 0 De De Pro e r 8, 2019-970 ) - 477 Temperance Street St. Paul, MN 55101 IMPROVEMENTS WSB Tel: (651) 286-8450 • Fax: (651) 2SM4881780 PROJECT LOCATION Figure � -. wsbeng.com 1 SHOREWOOD MINNESOTA EXISTING EXISTING 12- 13'BIT 12- 13'BIT EXISTING CONDITIONS 14' 14' SURMOUNTABLE CONCRETE CURB & GUTTER PROPOSED IMPROVEMENTS 12.5 BITUMINOUS WEARING COURSE (INDUS TACK COAT 12.5 BITUMINOUS NON —WEAR COURSE i AGGREGATE BASE (100% CRUSHED ROCK) GRANULAR MATERIAL FABRIC (TYPE V) FULL RECONSTRUCTION December 08, 2014 477 Temperance Street - STAR LANE & STAR CIRCLE WSB ProI ectNo.1459 -970 St. Paul, MN 55101 IMPROVEMENTS WSBTel: (651) 286 -8450 • Fax: (651) 28 &84881700 Figure � wsbeng.com TYPICAL SECTION & Associates, Inc. SHOREWOOD, MINNESOTA 2 0 FT 60 120 R =45' STAR CIRCLE z R =30' a U) LEGEND: D PROPOSED STREET PROPOSED STORM SEWER SMT � OWN ROAD STAR LANE &STAR CIRCLE December 08, 2014 ro WSB Project j - 477 Temperance Street A St. Paul, MN 55101 IMPROVEMENTS WSBTel: (651) 286-8450 • Fax: (651) 2SM4881700 STORM SEWER AND STREET Figure pn"M!!� wsbeng.com 3 / I SHOREWOOD MINNESOTA ring - planning - environmental - construction STAR LANE & STAR CIRCLE , be 2014 cemr 08 December m Project 459-970 - 477 Temperance Street St. Paul, MN 55101 IMPROVEMENTS WSB Tel: (651) 286-8450 • Fax: (651) 2SM4881780 PROPOSED WATER MAIN Figure � -. wsbeng.com 4 SHOREWOOD MINNESOTA APPENDIX B Opinion of Probable Cost Feasibility Report Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 Opinion of Probable Cost WSB Project: Star Lane and Star Circle Improvements Design By: KAK Project Location: City of Shorewood Checked By: JLS City Project No.: WSB Pro ject No: 1459 -97 Date: 12/8/2014 Item No. MN/DOT Specification No. Description Unit Estimated Total Quantity Estimated Unit Price Estimated Total Cost A. SURFACE IMPROVEMENTS 1 2021.501 MOBILIZATION LUMP SUM 1 $30,000.00 $30,000.00 2 2101.501 CLEARING ACRE 0.2 $2,500.00 $500.00 3 2101.502 CLEARING TREE 10 $350.00 $3,500.00 4 2101.506 GRUBBING ACRE 0.2 $2,500.00 $500.00 5 2101.507 GRUBBING TREE 10 $250.00 $2,500.00 6 2104.505 REMOVE BITUMINOUS PAVEMENT SQ YD 3750 $4.00 $15,000.00 7 2104.505 REMOVE BITUMINOUS DRIVEWAY PAVEMENT SQ YD 500 $7.00 $3,500.00 8 2104.509 REMOVE SIGN EACH 3 $60.00 $180.00 9 2104.509 REMOVE MAILBOX EACH 1 $50.00 $50.00 10 2104.509 REMOVE MAILBOX SUPPORT EACH 1 $100.00 $100.00 11 2104.513 SAWING BITUMINOUS PAVEMENT (FULL DEPTH) LIN FT 340 $5.00 $1,700.00 12 2104.521 SALVAGE AND REINSTALL WOODEN FENCE LIN FT 200 $10.00 $2,000.00 13 2104.523 SALVAGE AND REINSTALL SIGN EACH 1 $100.00 $100.00 14 2104.601 SALVAGE & REINSTALL LANDSCAPE STRUCTURES LUMP SUM 1 $2,500.00 $2,500.00 15 2104.602 SALVAGE AND REINSTALL MAILBOX EACH 15 $125.00 $1,875.00 16 2104.618 SALVAGE AND REINSTALL BRICK PAVERS SQ FT 320 $20.00 $6,400.00 17 2105.501 COMMON EXCAVATION (EV) (P) CU YD 5000 $15.00 $75,000.00 18 2105.507 SUBGRADE EXCAVATION (EV) CU YD 500 $20.00 $10,000.00 19 2105.522 SELECT GRANULAR BORROW (CV) CU YD 3860 $16.00 $61,760.00 20 2105.525 TOPSOIL BORROW (CV) CU YD 100 $22.00 $2,200.00 21 2105.604 GEOTEXTILE FABRIC TYPE V SQ YD 4600 $225 $10,350.00 22 2112.501 SUBGRADE PREPARATION ROAD STA 10 $250.00 $2,500.00 23 2123.610 STREET SWEEPER (WITH PICKUP BROOM) HOUR 20 $150.00 $3,000.00 24 2130.501 WATER MGAL 20 $50.00 $1,000.00 25 2211.501 AGGREGATE BASE CLASS 5 (100% CRUSHED) TON 2110 $22.00 $46,420.00 26 2211.501 AGGREGATE BASE CLASS 2 TON 10 $22.00 $220.00 27 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GALLON 200 $4.00 $800.00 28 2360.501 TYPE SP 12.5 WEARING COURSE MIX (2,C) TON 450 $90.00 $40,500.00 29 2360.502 TYPE SP 12.5 NON WEAR COURSE MIX (2,C) TON 450 $90.00 $40,500.00 30 2360.503 TYPE SP 9.5 WEARING COURSE MIX (2,C) (3.0" THICK) DWY SQ YD 500 $40.00 $20,000.00 31 2504.602 ADJUST GATE VALVE AND BOX EACH 1 $500.00 $500.00 32 2504.602 IRRIGATION SYSTEM REPAIR LUMP SUM 1 $1,500.00 $1,500.00 33 2505.601 UTILITY COORDINATION LUMP SUM 1 $1,500.00 $1,500.00 34 2506.522 ADJUST FRAME AND RING CASTING EACH 1 $500.00 $500.00 35 2531.501 CONCRETE CURB & GUTTER (SURMOUNTABLE & DESIGN B618) LIN FT 2110 $14.00 $29,540.00 36 2540.601 MAIL BOX (TEMPORARY) EACH 15 $25.00 $375.00 37 2540.602 MAIL BOX EACH 1 $50.00 $50.00 38 2540.602 MAIL BOX SUPPORT EACH 1 $150.00 $150.00 39 2557.602 REPAIR DOG FENCE EACH 2 $500.00 $1,000.00 40 2563.601 TRAFFIC CONTROL LUMP SUM 1 $3,000.00 $3,000.00 41 2564.531 SIGN PANELS TYPE C SQ FT 7 $50.00 $350.00 42 2564.602 SIGN PANELS TYPE D EACH 2 $250.00 $500.00 43 2571.501 CONIFEROUS TREE 8' HT B &B TREE 1 $450.00 $450.00 44 2571.502 DECIDUOUS TREE 2.5" CAL B &B TREE 1 $450.00 $450.00 45 2573.502 SILT FENCE, TYPE MACHINE SLICED LIN FT 1000 $2.50 $2,500.00 46 2573.530 STORM DRAIN INLET PROTECTION EACH 8 $250.00 $2,000.00 47 2573.540 BIOROLL TYPE WOOD FIBER LIN FT 1000 $4.00 $4,000.00 48 2573.602 TEMPORARY ROCK CONSTRUCTION ENTRANCE EACH 1 $2,000.00 $2,000.00 49 2575.505 SODDING TYPE LAWN (INCL TOPSOIL & FERT) SQ YD 4000 $7.00 $28,000.00 Total Schedule A - Surface Improvements $463,020.00 +10% Contingency $46,302.00 Subtotal Schedule A - Surface Improvements $509,322.00 + 27% Indirect Costs $137,516.94 Total Shedule A - Surface Improvements $646,838.94 1 of 2 Opinion of Probable Cost WSB Project: Star Lane and Star Circle Improvements Design By: KAK Project Location: City of Shorewood Checked By: JLS City Project No.: WSB Pro ject No: 1459 -97 Date: 12/8/2014 Item No. MN/DOT Specification No. Description Unit Estimated Total Quantity Estimated Unit Price Estimated Total Cost B. SANITARY SEWER IMPROVEMENTS 50 2104.501 REMOVE CASTING ASSEMBLY EACH 5 $100.00 $500.00 51 2501.502 INTERNAL PIPE JOINT SEALING SYSTEM EACH 1 $2,000.00 $2,000.00 52 2503.602 CHIMNEYSEALS EACH 5 $400.00 $2,000.00 53 2503.602 REPAIR MANHOLE INVERT EACH 5 $2,000.00 $10,000.00 54 2503.603 SEWER POINT REPAIR EACH 1 $5,000.00 $5,000.00 55 2503.603 SEWER LINER SPOT REPAIR EACH 3 $2,500.00 $7,500.00 56 2503.603 TELEVISE SANITARY SEWER LIN FT 930 $3.00 $2,790.00 57 2503.603 CLEAN PIPE SEWER LIN FT 930 $3.00 $2,790.00 58 2506.516 CASTING ASSEMBLY (SANITARY) EACH 5 $750.00 $3,750.00 Total Schedule B - Sanitary Sewer Improvements $36,330.00 +10% Contingency $3,633.00 Subtotal Schedule B - Sanitary Sewer Improvements $39,963.00 + 27% Indirect Costs $10,790.01 Total Shedule B - Sanitary Sewer Improvements $50,753.01 C. WATER MAIN IMPROVEMENTS 59 2104.501 REMOVE WATER MAIN LIN FT 10 $10.00 $100.00 60 2104.509 REMOVE HYDRANT AND VALVE EACH 1 $500.00 $500.00 61 2104.509 REMOVE GATE VALVE AND BOX EACH 1 $200.00 $200.00 62 2503.620 DUCTILE IRON FITTINGS POUND 1000 $15.00 $15,000.00 63 2504.602 8" GATE VALVE AND BOX EACH 3 $2,500.00 $7,500.00 64 1 2504.602 6" GATE VALVE AND BOX EACH 2 $2,000.00 $4,000.00 65 2504.602 HYDRANT EACH 3 $4,500.00 $13,500.00 66 2504.602 1 "CURB STOP AND BOX EACH 15 $400.00 $6,000.00 67 2504.602 1 "CORPORATION STOP EACH 15 $300.00 $4,500.00 68 2504.602 CONNECT TO EXISTING WATER MAIN EACH 1 $1,000.00 $1,000.00 69 2504.603 8" WATER MAIN -DUCT IRON CL 52 LIN FT 980 $60.00 $58,800.00 70 2504.603 6" WATER MAIN -DUCT IRON CL 52 LIN FT 20 $80.00 $1,600.00 71 1 2504.603 1" TYPE K COPPER PIPE LIN FT 500 $30.00 $15,000.00 Total Schedule C -Water Main Improvements $127,700.00 +10% Contingency $12,770.00 Subtotal Schedule C -Water Main Improvements $140,470.00 + 27% Indirect Costs $37,926.90 Total Shedule C - Water Main Improvements $178,396.90 D. STORM SEWER IMPROVEMENTS 72 2104.501 REMOVE STORM SEWER LIN FT 60 $12.00 $720.00 73 2105.604 MINOR GRADING LUMP SUM 1 $10,000.00 $10,000.00 74 2451.601 GRANULAR FOUNDATION AND /OR BEDDING CU YD 200 $30.00 $6,000.00 75 2502.541 6" PERF DRAIN TILE W /SOCK LIN FT 2110 $20.00 $42,200.00 76 2502.602 6" PE PIPE DRAIN CLEANOUT EACH 6 $750.00 $4,500.00 77 2501.515 15 RC RC PIPE APRON W/TRASH GUARD EACH 2 $1,500.00 $3,000.00 78 2511.501 RANDOM RIPRAP CLASS III (FIELDSTONE) CU YD 10 $90.00 $900.00 79 2511.515 GEOTEXTILE FILTER TYPE IV SQ YD 20 $5.00 $100.00 80 2503.541 15 RC PIPE CULVERT DESIGN 3006 CL V LIN FT 50 $60.00 $3,000.00 81 2503.541 15 RC PIPE SEWER DESIGN 3006 CL V LIN FT 600 $60.00 $36,000.00 82 2503.602 CONNECT TO EXISTING DRAINAGE STRUCTURE I EACH 1 1 $2,000.00 $2,000.00 83 2506.501 CONST DRAINAGE STRUCTURE DES 484020 LIN FT 30 $350.00 $10,500.00 84 2506.501 CONST DRAINAGE STRUCTURE DES SPECIAL 1 EACH 3 $2,500.00 $7,500.00 85 2506.516 CASTING ASSEMBLY EACH 4 $750.00 $3,000.00 Total Schedule D - Storm Sewer Improvements $129,420.00 +10% Contingency $12,942.00 Subtotal Schedule D -Storm Sewer Improvements $142,362.00 + 27% Indirect Costs $38,437.74 Total Shedule D - Storm Sewer Improvements $180,799.74 Grand Total - Star Lane and Star Circle Improvements $1,056,788.59 2 of 2 APPENDIX C Assessment Map ID Preliminary Assessment Roll Feasibility Report Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 ♦ • pr S' F �V J! 4• MAP ID IN PID ADDRESS ORIGINAL PROPERTY OWNER 1 3311723240017 5700 STAR LA J D WADDING & K C WADDING 2 3311723240018 5680 STAR LA J S SEAMANS & M A SEAMANS 3 3311723240019 5660 STAR LA J E DAHL & M M CARLSEN 4 3311723240027 5640 STAR LA WILLIAM K & LINDA B GERMANN 5 3311723240028 5620 STAR LA KENT E OLSON 6 3311723240029 5600 STAR LA RAE ANN BERG - l' 7 3311723240030 5605 STAR LA STEVE LUTZ & STEPHANIE LUTZ 8 3311723240031 5625 STAR LA A & D VANDERLINDE 9 3311723240021 5645 STAR CIR S F TALY & J G TALY ' 10 3311723240022 5655 STAR CIR N J PACHMAYER/C A PACHMAYER ; 11 3311723240023 5665 STAR CIR M E FOLKERS II & G D FOLKERS 12 3311723240024 5675 STAR CIR C WENNER & A WENNER �` �'y➢ 13 3311723240025 5695 STAR LA M C TIFT & M B KARGER Assessment Roll R A City f Shorewood MN W E W ss Y 1 inch = 250 feet s C'JTY 01i STTORF.4LOOT) K:\ 01459- 970 \GIs \Maps \AssessmentRoll.mxd 12/2/20142: 27 : 12 PM Preliminary Assessment Roll WSB Project: Star Lane and Star Circle Improvements NEW Water Main Extension and Water Service Assessment. 513,723.00 Date: 121212014 Project Location: Citv of Shorewood Revised. 121212014 WSB Project No.: 1459 -97 Printed. 121212014 MAP ID PIN FEE OWNER FEE OWNER ADDRESS CITY /STATE ZIP CODE PROPERTY ADDRESS USE DESCRIPTION ASSESSABLE UNIT ASSESSMENT RATE PROPOSED TOTAL ASSESSMENT 1 3311723240017 J D WADDING & K C WADDING 5700 STAR LANE SHOREWOOD, MN 55331 5700 STAR LANE RESIDENTIAL 1 $13,723.00 $13,723.00 2 3311723240018 J S SEAMANS & M A SEAMANS 5680 STAR LANE SHOREWOOD, MN 55331 5680 STAR LANE RESIDENTIAL 1 $13,723.00 $13,723.00 3 3311723240019 J E DAHL & M M CARLSEN 5660 STAR LANE SHOREWOOD, MN 55331 5660 STAR LANE RESIDENTIAL 1 $13,723.00 $13,723.00 4 3311723240027 WILLIAM K & LINDA B GERMANN 5640 STAR LANE SHOREWOOD, MN 55331 5640 STAR LANE RESIDENTIAL 1 $13,723.00 $13,723.00 5 3311723240028 KENT E OLSON 5620 STAR LANE SHOREWOOD, MN 55331 5620 STAR LANE RESIDENTIAL 1 $13,723.00 $13,723.00 6 3311723240029 RAE ANN BERG 5600 STAR LANE SHOREWOOD, MN 55331 5600 STAR LANE RESIDENTIAL 1 $13,723.00 $13,723.00 7 3311723240030 STEVE LUTZ & STEPHANIE LUTZ 5605 STAR LANE SHOREWOOD, MN 55331 5605 STAR LANE RESIDENTIAL 1 $13,723.00 $13,723.00 8 3311723240031 A & D VANDERLINDE 5625 STAR LANE SHOREWOOD, MN 55331 5625 STAR LANE RESIDENTIAL 1 $13,723.00 $13,723.00 9 3311723240021 S F TALY & J G TALY 5645 STAR CIRLE SHOREWOOD, MN 55331 5645 STAR CIRLE RESIDENTIAL 1 $13,723.00 $13,723.00 10 3311723240022 N J PACHMAYER /C A PACHMAYER 5655 STAR CIRCLE SHOREWOOD, MN 55331 5655 STAR CIRCLE RESIDENTIAL 1 $13,723.00 $13,723.00 11 3311723240023 M E FOLKERS II & G D FOLKERS 5665 STAR CIRCLE SHOREWOOD, MN 55331 5665 STAR CIRCLE RESIDENTIAL 1 $13,723.00 $13,723.00 12 3311723240024 C WENNER & A WENNER 5675 STAR CIRCLE SHOREWOOD, MN 55331 5675 STAR CIRCLE RESIDENTIAL 1 $13,723.00 $13,723.00 13 3311723240025 M C TIFT & M B KARGER 5695 STAR LANE I SHOREWOOD, MN 55331 5695 STAR LANE I RESIDENTIAL 1 $13,723.00 $13,723.00 Total Star Lane and Star Circle Improvements Assessmentsi $178,399.00 APPENDIX D Geotechnical Boring Logs Feasibility Report Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 i I a� a� a� 0 0 cn CIO 0 bn 0 0 En H W Q 0 N rl N ►� b�A ~ O � W Q' A O o C a 0 A U W x to o Pa U A b C a a � � zzz awz wH AMERICAN ENGINEERING SUBSURFACE BORING LOG TESTING, INC. 6/04 AET JOB NO: 01 -04901 LOG OF BORING NO. 1 (p• 1 of 1) PROJECT: 2011 Street Rehabilitation, Star Lane and Star Circle; Shorewood, MN DEPTH IN SURFACE ELEVATION: GEOLOGY N MC SAMPLE REC FIELD & LABORATORY TESTS WC DEN LL PL o - #20 FEET MATERIAL DESCRIPTION TYPE IN. 7.25" Bituminous pavement FILL SU 1 9.5" FILL, crushed limestone base, brown (A -1 -b) I 14 M SS 15 16 SANDY LEAN CLAY, trace roots, grayish FINE 2 brown mottled, stiff (CL) (A -6) (possible fill) ALLUVIUM OR FILL 3 16 M SS 15 SILTY SAND WITH GRAVEL, fine grained, COARSE gray, moist, medium dense (SM) (A -2 -4) ALLUVIUM (possible fill) OR FILL 4 FAT CLAY, trace roots, gray mottled, stiff (CH) FINE (A -7 -6) ALLUVIUM 5 13 M SS ] 4 21 56 15 6 i LEAN CLAY, trace roots, gray, a little brown mottled, soft, laminations of silt (CL) (A -6) 4 M SS 11 38 8 9 LEAN CLAY, trace roots, gray, a little light brown mottled, firm, laminations of silty sand 10 (CL) (A -6) 7 M SS 12 31 11 END OF BORING Location: Star Late, 8'W of C /L, II I'N of Smithtown Road CIL TH: DRILLING METHOD WATER LEVEL MEASUREMENTS NOTE: REFER TO , , „ /� 3.25 HSA DATE TIME SAMPLED DEPTH CASG DEPTH CAVE-fN DEPTH DRILLING FLUID LEVEL WATER LEVEL THE ATTACHED 8/9/10 8:48 11.0 9.5 9.5 None SHEETS FOR AN 8/9/10 8:58 11.0 9.5 9.5 None EXPLANATION OF B RNG COMPLETED: 8/9/10 TERMINOLOGY O DR: GH LG: EW Rig: 85 THIS LOG ] 6/04 AMERICAN ENGINEERING TESTING, INC. SUBSURFACE BORING LOG AET JOB NO: 01 -04901 LOG OF BORING NO. 2 (P. 1 of 1) PROJECT: 2011 Street Rehabilitation, Star Lane and Star Circle; Shorewood, MN DEPTH FIELD & LABORATORY TESTS IN ELEVATION: GEOLOGY N MC SAMPLE REC FEET MATERIAL DESCRIPTION TYPE IN. WC DEN LL PL o - #20 9 10 14 M 0 SS 17 17 '1 END OF BORING Location: Star Lane, 6'E of CIL, 175S of Star Circle CIL DRILLING METHOD WATER LEVEL MEASUREMENTS NOTE: REFER TO DATE TIME SAMPLED DEPTH THE ATTACHED P(TH. 3.25 HSA 7" Bituminous pavement FILL DEPTH DEPTH DEPTH J1 SU 8/9/10 9:37 11.0 9.5 I None SHEETS FOR AN 8/9/10 9:43 11.0 9.5 9.5 None 10" FILL, crushed limestone base, brown BORING (A -1 -b) 14 M x SS 11 FILL, mostly clayey sand, a little silty sand and gravel, brown, gray and light brown (A -6) 2 I THIS LOG ' : COARSE 3 :: ALLUVIUM OR FILL 13 M SS 14 SILTY SAND, fine grained, brown, a little light brown, moist, medium dense, lenses of lean clay, 4 laminations of sand with silt (SM) (A -2 -4) (possible fill) TILL SANDY LEAN CLAY, a little gravel, gray and brown mottled, a little brown, stiff, lenses and laminations of clayey sand (CL) (A -6) 5 12 M SS 15 22 6 SANDY LEAN CLAY, a little gravel, grayish brown, a little brown, stiff, laminations of sandy 8 silt (CL) (A -6) 14 M SS 18 18 9 10 14 M 0 SS 17 17 '1 END OF BORING Location: Star Lane, 6'E of CIL, 175S of Star Circle CIL DRILLING METHOD WATER LEVEL MEASUREMENTS NOTE: REFER TO DATE TIME SAMPLED DEPTH THE ATTACHED P(TH. 3.25 HSA DEPTH DEPTH DEPTH DEPTH LEVEL LEVEL 8/9/10 9:37 11.0 9.5 9.5 None SHEETS FOR AN 8/9/10 9:43 11.0 9.5 9.5 None EXPLANATION Of BORING TERMINOLOGY OI COMPLETED: 8/9/10 DR: GH LG: EW Rie: 85 THIS LOG AMERICAN ENGINEERING TESTING, INC. SUBSURFACE BORING LOG AET JOB NO: 01 -04901 LOG OF BORING NO. 3 (p. 1 of 1) PROJECT: 2011 Street Rehabilitation, Star Lane and Star Circle; Shorewood, MN DEPTH IN SURFACE ELEVATION: GEOLOGY N MC SAMPLE REC FIELD & LABORATORY TESTS WC DEN LL PL o - 420 FEET MATERIAL DESCRIPTION TYPE IN. 7" Bituminous pavement FILL J1 SU I 9" FILL, crushed limestone base, brown (A - I -b) 7 M SS 13 SANDY LEAN CLAY, trace roots, gray and WEATHERED 22 2 brown mottled, firm (CL) (A -6) TILL 7 M SS 13 20 SANDY LEAN CLAY, a little gravel, brown, a TILL 3 little light grayish brown, firm, laminations of silt (CL) (A -6) 4 SANDY LEAN CLAY, a little gravel, gray and brown mottled, a little light gray, very stiff, 5 laminations of silt and fat clay (CL) (A -6) 16 M SS 15 30 6 CLAYEY SAND, a little gravel, brown, very stiff, laminations of silty sand (SC) (A -6) 18 M SS 16 21 8 SANDY LEAN CLAY, a little gravel, brown and gray mottled, very stiff (CL) (A -6) 10 20 M SS 18 18 I I END OF BORING Location: Star Lane, 7'E of CIL, 43'S of Star Circle CIL TH: DRILLING METHOD WATER LEVEL MEASUREMENTS NOTE: REFER TO /z' 3.25" HSA DATE TIME SAMPLE DEPTH CASING DEPTH CAVE -IN DEPTH DRILLING FLUID LEVEL WATER LEVEL THE ATTACHED 8/9/10 10:12 11.0 9.5 9.5 None SHEETS FOR AN EXPLANATION OF 8/9/10 10:22 11.0 9.5 9.5 None BORING COMPLETED: 8/9/10 TERMINOLOGY O DR: GH LG: EW Rig: 85 _ THIS LOG AMERICAN ENGINEERING SUBSURFACE BORING LOG TESTING, INC. AET JOB NO: 01 -04901 LOG OF BORING NO. 4 (p. 1 of 1) PROJECT: 2011 Street Rehabilitation, Star Lane and Star Circle; Shorewood, MN NOTE: REFER TO DEPTH IN SURFACE ELEVATION: GEOLOGY N MC SAMPLE REC FIELD & LABORATORY TESTS WC DEN LL PL o -;#20 FEET MATERIAL DESCRIPTION FLUID LEVEL LEVEL TYPE IN. 11:22 5.25" of Bituminous pavement 9.5 FILL None SHEETS FOR AN SU 8/9/10 11:32 11.0 9.5 9.5 8.5" FILL, crushed limestone base, brown EXPLANATION OF BORING COMPLETED: 8/9/11 TERMINOLOGY O� DR: GH LG: EW Ri.Q: 85 1 (A -1 -b) 14 M SS 14 17 FILL, mostly sandy lean clay, a little gravel, 2 trace roots, brown, gray and dark gray (A -6) TILL 8 M SS 16 29 SANDY LEAN CLAY, a little gravel, brown 3 and gray mottled, a little light gray, firm to stiff, laminations of silt (CL) (A -6) 4 5 10 M SS 16 21 6 SANDY LEAN CLAY, a little gravel, gray and 7 brown mottled, a little dark brown, stiff to very stiff, laminations of sandy silt (CL) (A -6) 12 M SS 17 20 8 9 10 17 NI SS 17 19 11 END OF BORING Location: Star Lane, 9'W of C /L, 114'N of Star Circle CIL T B DRILLING METHOD WATER LEVEL MEASUREMENTS NOTE: REFER TO DATE TIME S P CASING C WATER ATTACHED 5" HSA DEPTH DEPTH DEPTH FLUID LEVEL LEVEL 8/9/10 11:22 11.0 9.5 9.5 None SHEETS FOR AN 8/9/10 11:32 11.0 9.5 9.5 None EXPLANATION OF BORING COMPLETED: 8/9/11 TERMINOLOGY O� DR: GH LG: EW Ri.Q: 85 THIS LOG AMERICAN ENGINEERING TESTING, INC. SUBSURFACE BORING LOG 6/04 AET JOB NO: 01 -04901 LOG OF BORING NO. 5 (p. 1 of 1) PROJECT: 2011 Street Rehabilitation, Star Lane and Star Circle; Shorewood, MN DEPTH SURFACE ELEVATION: GEOLOGY N MC SAMPLE REC FIELD & LABORATORY TESTS WC DEN LL PL o - #20 FEET MATERIAL DESCRIPTION TYPE 5" Bituminous pavement FILL SU 7.5" FILL, crushed limestone base, brown I (A -1 -b) 7 M SS 12 21 WEATHEREf TILL OR SANDY LEAN CLAY, gray, a little light gray, 2 firm, laminations of silty sand (CL) (A -6) FILL WEATHEREI (possible fill) 6 M SS 13 27 43 16 3 TILL LEAN CLAY WITH SAND, gray and brown mottled, firm (CL) (A -7 -6) 4 SANDY LEAN CLAY, a little gravel, brown TILL and gray mottled, stiff (CL) (A -6) 5 I M SS 15 21 6 7 15 NI SS 17 21 8 9 SANDY LEAN CLAY, a little gravel, brownish gray, a little brown, very stiff, laminations of ]0 sandy silt (CL) (A -6) 18 M SS 18 20 I I END OF BORING Location: Star Circle, 18'N of C1L, 167'E of Star Lane CIL TH: DRILLING METHOD WATER LEVEL MEASUREMENTS NOTE: REFER TO 2 ' 3.25" HSA DATE TIME SAMPLED DEPTH CASING DEPTH CAVE -IN DEPTH DRILLING FLUID LEVEL WATER LEVEL THE ATTACHED 8/9/10 10:42 11.0 9.5 9.5 None SHEETS FOR AN 8/9/10 10:52 11.0 9.5 9.5 None EXPLANATION OF TERMINOLOGY O. COMPLETED: 8/9/11 noG DR: GH LG: EW Rig: 85 THIS LOG 6/04 APPENDIX E Sanitary Sewer Televising Summary Feasibility Report Star Lane and Star Circle Improvements City of Shorewood Project No. 14 -11 WSB Project No. 1459 -97 City of Shorewood, MN Sanitary Sewer Rehabilitation WSB Project No. 1459 -97 Sanitary Sewer Televising Notes Sewer Pipe Issues Encountered Pipe Sanitary Sanitary Pipe No. To Sewer Sewer Material Length Diameter Offset Joint Debris in Line Fracture /Crack Root Intrusion Protruding Tap Sag Additional Comments Manhole Manhole Televised in October 2010 Minor Major mineral deposits at 2 1 EX MH MH 1 258 9 PVC (1 location, service locations 1 -2 inches) Minor 2 MH 1 MH 2 255 9 PVC (1 location, 1 -2 inches) 3 MH 2 MH 3 165 9 PVC Major mineral deposits at 1 service location 4 MH 2 MH 4 180 9 PVC 1 Major %:1014 5 9- 9 701AdminlDoesl Sanitary Sewer TeLevisinglSanitary Sewer Televising Summary CITY OF SHOREWOOD RESOLUTION NO. 14- A RESOLUTION RECEIVING FEASIBILITY REPORT AND CALLING FOR PUBLIC HEARING ON PROPOSED IMPROVEMENTS STAR LANE AND STAR CIRCLE IMPROVEMENTS CITY PROJECT 14 -11 WHEREAS, the City Council authorized preparation of a Feasibility Report for the Star Lane and Star Circle Improvements, City Project 14 -11, on November 10, 2014; and WHEREAS, WSB & Associates, Inc. prepared the Feasibility Report which was received by the City Council on December 8, 2014; and WHEREAS, the report provides information regarding whether the proposed project is necessary, cost - effective, and feasible; whether it should best be made as proposed or in connection with some other improvement; the estimated cost of the improvement as recommended; and a description of the methodology used to calculate individual assessments for affected parcels. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Shorewood, Minnesota: 1. The Council will consider the improvement of Star Lane and Star Circle Improvements, City Project 14 -11, in accordance with the report and assessment of abutting property for a portion of the improvement project, for the extension of watermain and appurtenances, pursuant to Minnesota Chapter 429 a the estimated total cost of the improvement of $1,056,800; and 2. Calls for the Public Hearing for these improvements on January 12, 2015, in the City hall Council Chambers at 7:00 p.m. and the Clerk shall give mailed and published notice of such hearing and improvement as required by law. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 8th day of December, 2014. Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk #9C MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Excelsior Boulevard Trail Extension - Slope Stabilization Alternatives Meeting Date: December 8, 2014 Prepared by: Paul Hornby Reviewed by: Background: The construction of the Excelsior Boulevard trail extension between Manor Road and Barrington Way has been delayed due to constructability issues. Council was informed the supporting soils below the retaining wall are not suitable to support the wall and TH 7 embankment material. The Metropolitan Council Environmental Services (MCES) had their geotechnical consultant perform supplemental soil investigation and the MCES design consultant review alternatives to stabilize the embankment. Two alternatives that were deemed feasible were reviewed and include: 1. Modular Retaining Wall supported by aggregate piers 2. Vegetated soil slope reinforcement with a proprietary shallow slope soil reinforcement product. The modular block retaining wall supported by aggregate piers with stabilizing cement slurry has a preliminary budget cost between $95,000 and $105,000, plus the cost of the planned retaining wall ($147,000). The total preliminary budget for this alternative is estimated to be approximately $252,000, plus the cost of constructing the trail. The vegetated shallow slope reinforcement investigated has a preliminary budget cost between $85,000 and $95,000 plus the cost of turf establishment and restocking the delivered retaining wall block. The total preliminary budget for this alternative is estimated to be approximately $110,000, plus the cost of constructing the trail. A third alternative is mentioned in the MCES memorandum and is a hybrid of the two alternatives reviewed, but this has not been investigated in detail at this point. The vegetated soil slope reinforcement alternative provides a solution that appears to be within the project budget previously approved by the Council. The alternatives reviewed by the MCES have not been reviewed by MnDOT. MnDOT will need to review and approve any proposed modifications to the plan before construction. The MCES will discuss these alternatives with MnDOT after direction from the City on the preferred alternative. Recommendation / Action Requested: Staff requests Council direction on the preferred alternative as discussed above, or for other direction regarding this project. The MCES has extended the contract completion date to accommodate construction of the trail, if desired, in 2015. 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 WON owl City of Shorewood Council Meeting Item Title / Subject: Zoning Violation Appeal — James Keefer Meeting Date: 8 December 2014 Prepared by: Brad Nielsen Attachments: Planning Director's Memorandum #10A MEETING TYPE Regular Meeting Policy Consideration: Should the City grant additional time for James Keefer to comply with a zoning violation letter for his property at 20925 Forest Drive? Background: See attached memorandum. Financial or Budget Considerations: Neighbors are concerned about adverse effects on property values. Options: Grant the appellant additional time to comply with City Code requirements; grant and extension with conditions; deny the request for additional time. Recommendation / Action Requested: Staff recommends that if the appellant is granted an extension, it should come with conditions and benchmarks for compliance (see attached memorandum). Next Steps and Timelines: If the suggested deadlines are approved, staff will report on the status of the violations at the 12 January Council meeting. Connection to Vision / Mission: Healthy environment, 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 ur U_ 1 :_ : \ P 1/ CITY OF SHOREWOOD, 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 960 -7900 FAX (952) 474 -0128 • www.ci.shorewood.mn.us • cityhall @ci.shorewood.mn.us TO: Mayor and City Council FROM: Brad Nielsen DATE: 4 December 2014 RE: Keefer, James — Appeal Zoning Violation Letter FILE NO.: Properly (20925 Forest Drive) Based upon a neighborhood complaint, Mr. James Keefer's property at 20925 Forest Drive was inspected for alleged violations of Shorewood's City Code. The property was found to be in violation of Chapter 1201 (Zoning) and a Zoning Violation Letter was sent to Mr. Keefer (see Exhibit A). In his request letter (see Exhibit B), Mr. Keefer indicates that he needs additional time to comply with the fetter. Specifically, he cites health reasons for his need to keep the two vinyl storage structures and his inability to move the recreational equipment into compliance with setbacks. He also states that he is working on getting the unlicensed boats licensed. He told our inspector yesterday that he would try to get the recreational equipment (boats and camper) moved this weekend to resolve the setback issues. He also indicated that he would like to wait on licensing the boats so as not to waste a year. Aside from moving the cement mixer, the appellant has done little to move toward compliance. Getting the boats moved this weekend would demonstrate some effort in that regard. If the Council is ,agreeable to an extension of time for compliance, the following conditions are suggested: • The recreational equipment should be moved to comply with setbacks by 12 December 2014 • The camper, if not licensed should be removed from the site by the end of the month • The boats should be licensed by 6 January 2015 (watercraft licenses are good for three years) • The vinyl tent structures should be removed by 1 April 2015 .S s-M' PRINTED ON RECYCLED PAPER Memorandum Re: Keefer Appeal 4 December 2014 Page two The property owner is also on notice that the property will be inspected after the above - referenced deadlines and any violations found to remain will result in legal action without further notice. Cc: Tim Keane Joe Pazandak James Keefer -2- .CITY O.F S HO.RE:` TGOD .5755 COUNTRY CLUB. ROAD • SHOREWOOD, MINNESOTA 5533,1 -8927 - ':,(952)•960 =7900 ' -FAX (962)474'0128 �'www.ci.shorewood.mn.us cityhall0 .. shorewood,mn.us >' - 29 October 2014; , . ` .• - , James W. Keefer. 20925 'Forest 'lDrve. Shorewood; MN 5:5331 - Re: Zoning Violatioi — 20925 Forest Driye', ' y P.I.N., 26- 417= 23 -14'- 0083` 1VIr. Keefer': " Qur office. has. received' neighborhood- complaints'alleging that certain.Cty. Code . violations exist on p ropertyyou own at the above - referenced address. Upon inspe'ction'.of the premises; the following violairons-of Shorewood'.97oning Code (Chapter 1201);were.found: :Two (2) boats and trailers,�expired licenses; located within the required side yard setback. Camped pop- up:trailer,,located within•the required side yard setback.• Cement mixer':... :Two (2), tarp .structures. Storage of recreational' acce'ssor' ' ipment is allowed -on 'o ly within the buildable areaf,the property... The setbacks•for the zoning district in-which this. property is located are 30', front yard; 35' rear yard, and 10' side ,yards. All vehicles, equipment, and trailers must be operational and lieensed. The property will b reinspected on or after 10 November 2014, after which tirrre any of the equipment; or_ other iterris,fourid in:violation. 'f Shorewood'' 1Vlunicipal.Code will be subject to an administrative,.' penalty; pursuant to Section 104.03 of the Code. Zo' ning'violations are Class.0 offenses that carry a $300 charge:for .. the first violation. If you wish to appealthis order toahe City. Council;'you must do so, in writing, . y 10 November 2014. Your;appeal must'state.Wy you cannot ox.will not correct the violation, ox if you request`additiorialtime for compliance, how much tune::.Yoirr written appeal will stop further aetion until srtch time as-the City Council hasconsideredthematter`.. If you have any questions relative to this letter, please.' do not hesitate to contactrny office. CITY .OF SIIOREWOOD ; .. I. Bradley J: Nielsen ; Planning !Director'- BJNph Exhibit A Vlf %. PRINTED ON RECYCLED PAPER'' . rol G }! o-F vko?,Tv4oGJ llA/ lElSr -IJ 0 TAA FRI MAs1C Z: IA/Wi-: ActIAMA so CG1cI i S 5., JyI\,/4GL� �(O- t2£ u L-LCIE-N VC 11 Exhibit B Uc� q-S-ASI � assn �� - -- o �3 lkT lAlJ-J-tAtE--c&M - -- M—f--X1do0AJ — ----- - --- LA -r A-)—w-, 0/0 AAICJ v 4- IC MEETING TYPE Regular Meeting City of Shorewood Council Meeting Item Title / Subject: Professional Auditing Services Appointment Meeting Date: December 8, 2014 Prepared by: Bruce DeJong Policy Consideration: Should the City Council appoint members to review proposals from auditor firms? Background: The City Council authorized a request for proposal at the last council meeting. The process followed in 2008 was that two council members were appointed to review firms with the City Administrator and Finance Director. The reason for a maximum of two members is to avoid any open meeting law violations. If additional council members would like to serve on the committee, then meetings would have to be properly noticed as special council meetings. Financial or Budget Considerations: None Options: The City Council may choose to: 1. Appoint one or two members to review proposals and interview selected firms. 2. Choose to not appoint any council members and have staff only review proposals. Recommendation / Action Requested: Staff recommends that the City Council appoint one or two members to the Auditor Selection Committee. Next Steps and Timelines: The Auditor Selection Committee will present proposals from qualified audit firms for Council appointment in January, 2015. Connection to Vision / Mission: This process contributes to sound financial management through acquisition of cost effective 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 #soc MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title/ Subject: - Accepting the 2015 -2019 Capital Improvement Program and 2015 Enterprise Budgets Meeting Date: December 8, 2014 Prepared by: Billloynes, City Administrator Bruce DeJong, Finance Director Attachments: Resolution CIP Projects by Funding Source Capital Project Fund Budgets Enterprise Fund Budgets Please find attached for your approval the recommended budgets for the City's enterprise and capital funds. Adjustments have been made based on Council direction from the November 10, 2014 budget work session. Those changes are listed below along with minor adjustments to a few items based on more recent vendor pricing. CIP Changes 402 Park Improvements Gideon Glen signage and parking lot revised to $20,000 Badger Park Phase 1 moved from 2015 to 2016 Badger Park Phase 2 moved from 2016 to 2017 Badger Park Tennis Court Refurbish updated from $8,000 to $9,500 Cathcart Park Tennis Court & Basketball Court Refurbish updated from $6,500 to $9,000 Silverwood Park % Court Basketball Refurbish updated from $2,000 to $2,500 403 Equipment Replacement Fund At Council direction, we have revised purchase dates to balance the expenditure draw over the five year plan: Dump Truck 72 moved from 2015 to 2017 and split between Water & Sewer as funding sources Public Works Roof moved from 2017 to 2018 Added 8000 Mhz Radio Replacements in 2019 404 Street Reconstruction Fund Glen Road East removed from this five year plan Star Circle & Star Lane updated from $453,000 to $646,800 per feasibility report 406 Trails Galpin Lake Road Sidewalk moved from 2015 to 2016 601 Water Fund Mobile Radio Meter Reader added in 2015 for $9,000 Star Circle & Star Lane updated from $130,000 to $178,400 per feasibility report 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 1 631 Storm Water Management Fund Galpin Lake Rd Trail Stormwater moved to 2016 Gideon Glen Drainage, $5,000, moved here from Park Improvement Glen Road East removed from this plan Star Circle & Star Lane updated from $31,000 to $180,800 per feasibility report Enterprise Fund Budgets The Enterprise Fund budgets have not changed significantly since the last presentation. The budget format is one in which the depreciation expense is listed and not the capital outlays. This format tracks our annual financial reporting process to maintain comparability. The Financial Management Plan shows the capital outlays in order to track projected cash balances over the next five years. Financial or Budget Considerations: The adoption of these budgets does not limit the City Council's ability to modify spending priorities or authorizations throughout the year. Options: The City Council may choose to: 1. Adopt the budgets and CIP as presented; 2. Make additional changes and adopt the amended budgets and CIP; 3. Do not adopt any budgets or CIP and require staff to present justification and individual authorization for each expenditure or project. Recommendation / Action Requested: Staff recommends that the City Council adopt the budget and CIP resolution as submitted by staff. Recommendation / Action Requested: With these changes the staff recommends that the City Council adopt the budget and CIP resolution as submitted. It should be noted that the Excelsior Boulevard Trail expenditure awaits further clarification from Metropolitan Council Environmental Services and funding options for major trail and road projects will be discussed at the Council's annual retreat scheduled for January 29, 2015. CITY OF SHOREWOOD RESOLUTION NO. 14- ADOPTING THE 2015 -2019 CAPITAL IMPROVEMENT PROGRAM, CAPITAL PROJECT FUND BUDGETS, AND 2015 ENTERPRISE BUDGETS WHEREAS, City staff have presented the preliminary Capital Improvement Program (CIP) and 2015 budgets at work sessions since September, 2014; and WHEREAS, the City Council has reviewed the CIP and budgets and made modifications to each that reflect desired community service levels; and WHEREAS, these budgets represent a reasonable estimate of what needs to be spent to provide the desired service level; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD AS FOLLOWS: 1. The 2015 -2019 Capital Improvement Program is hereby adopted as presented. 2. The Park Improvement, Equipment Replacement, Street Reconstruction, MSA, Trail Construction, and Community Infrastructure budgets are hereby adopted as presented. 3. The Water, Sewer, Recycling, and Storm Water budgets are hereby adopted as presented. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 8th day of December, 2014. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor City of Shorewood, Minnesota Capital Improvement Program 2015 thru 2019 PROJECTS BY FUNDING SOURCE Source Project# Priority 402 - Park Improvements Gideon Glen Signage & Parking Lot P0003 Freeman Plaza P0100 Freeman North Playground Equipment P0102 Freeman Parking Lot wI MCWD P0103 Freeman Ball Field Lights P0104 Freeman - Waterline for Community Garden P0111 Cathcart Park- Resurface Tennis /Basketball Courts P0200 Cathcart Park Hockey Boards P0201 Cathcart Park Tot Lot P0202 Badger Park - Phase 1 P0300 Badger Park Tennis Courts P0301 Badger Park - Phase 2 P0302 Silverwood Park - Resurface 112 court P0500 Silverwood Park Equipment P0501 Silverwood Park Swing Set P0502 Skate Park Rehab PO600 402 - Park Improvements Total 8,000 1 403 - Equipment Replacement Fund UTV - replace unit 34 034 Sweeper - replace unit 46 046 Flatbed - 4 x 2 Replace unit 49 049 Trailer 18' replace unit 59 059 Sand Pro 3000 - replace Unit 64 064 Pickup 44 - Replace Unit 78 078 Pickup - 350 44 replace unit 81 081 Groundsmaster Mower replace unit 93 093 Boom Truck 100 Chipper 101 Trackless Trail Machine wt Flail Mower 103 Cab& Blower for mower - replace A04 A04 Engine/Transmission Analysis Station A09 Replace Sander A10 Plow Blade & Snow Kit for Skid Steer All South Shore Community Center PF -11 -01 Public Works Roof PF -12 -01 800 Mhz Radio Replacement T -19 -01 Computer Upgrades T -99 -99 403 - Equipment Replacement Fund Total 2015 2016 2017 2018 2019 Total 5 20,000 20,000 20,000 5 5,000 5,000 4 55,000 55,000 5 15,000 50,000 50,000 5 13,000 75,000 75,000 4 38,000 8,000 8,000 1 9,000 9,900 18,000 3 40,000 40,000 5 84,000 50,000 50,000 3 45,000 577,000 577,000 2 9,500 9,500 19,000 n1a 21,000 747,000 747,000 2 2,500 4,500 2,500 5,000 3 60,000 60,000 3 14,000 14,000 3 2,500 75,000 41,000 75,000 Ma 41,000 692,000 860,000 206,000 19,000 1,818,000 5 20,000 20,000 5 4,000 4,000 5 44,000 44,000 5 15,000 15,000 2 13,000 13,000 3 38,000 38,000 5 42,000 42,000 5 28,000 28,000 5 84,000 84,000 5 45,000 45,000 1 150,000 150,000 4 21,000 21,000 nta 4,500 4,500 3 14,000 14,000 3 7,500 7,500 net 2,500 43,000 41,000 86,500 Ma 81,000 81,000 2 9,000 9,000 1 10,000 10,000 10,000 10,000 10,000 50,000 257,500 194,500 102,000 149,500 53,000 756,500 Thursday, December 04, 2014 Source Project# Priority 2015 2016 2017 2018 2019 Total 464- Street Reconstruction Fund Chaska Road LR -15 -01 5 87,000 1,094,200 1,319,500 789,800 1,973,100 6,302,300 �OS -MSA Road Reconstruction Fund 87,000 Mayflower Road LR -15 -02 5 33,000 MSA -1501 nla 8,000 33,000 McKinley Court LR -15 -03 5 40,000 8,000 Total 40,000 Murray Hill Road LR-15 -04 5 52,000 1 52,000 Star Circle &Lane LR -15 -05 5 646,800 1,330,000 1,330,000 Smithtown from Cc Rd 19 to Regional Trail T006 646,800 Summit Avenue LR -15 -06 5 32,000 T007 1 852,000 32,000 Amlee Road LR -16 -01 5 300,000 332,000 300,000 406 - Trails Total 332,000 Garden Road LR -16 -02 5 __. - _. 601 -Water Fund 42,000 42,000 Gillette Curve LP-16-03 5 12,000 35,000 12,000 Dump Truck - replace unit 72 072 35,000 Manitou Lane LR -16 -04 5 Utility Truck wtcrane& toolbox replace unit 76 317,000 5 77,000 317,000 McKinley Place N & S LR -16 -05 5 65,000 27,000 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 5 455,000 455,000 Mann Lane LR -18 -01 5 444,000 444,000 Maple Street LR -18 -02 5 100,000 100,000 Bayswater Road LR -19 -01 5 100,000 100,000 Boulder Circle LR -19 -02 5 49,000 49,000 Christmas Lane W LR -19 -03 5 32,000 32,000 Lilac Lane LR -19 -05 5 46,000 46,000 Strawberry Lane &W 62nd LR -19 -06 5 1,140,000 1,140,000 Vine Street LR -19 -07 5 33,000 33,000 Eureka Road N LR -19 -08 5 260,000 260,000 Street Sign Replacement LR -99 -001 2 6,900 7,200 7,500 7,800 8,100 37,500 Maintenance - Bituminous Sealcoating LR -99 -100 1 228,000 245,000 184,000 238,000 305,000 1,200,000 404 - Street Reconstruction Fund Total 1,125,700 1,094,200 1,319,500 789,800 1,973,100 6,302,300 �OS -MSA Road Reconstruction Fund Christmas Lake Rd Signal Refurbish MSA -1501 nla 8,000 8,000 405 - MSA Road Reconstruction Fund 8,000 8,000 Total 406 - Trails 1 Galpin Lake Rd Sidewalk T003 1 1,330,000 1,330,000 Smithtown from Cc Rd 19 to Regional Trail T006 1 1,340,000 1,340,000 Strawberry Lane & W 62nd T007 1 852,000 852,000 Excelsior Blvd- Greenwood to Barrington T016 1 300,000 300,000 406 - Trails Total 1,640,000 1,330,000 852,000 3,822,000 __. - _. 601 -Water Fund I Air Compressor - Replace unit 38 038 3 12,000 12,000 Dump Truck - replace unit 72 072 5 85,000 85,000 Utility Truck wtcrane& toolbox replace unit 76 076 5 77,000 77,000 Utility Vehicle - replace unit 77 077 4 27,000 27,000 Thursday, December 04, 2014 Source Project# Priority 2015 Pick -up -4 x 4 150 Replace Unit 80 080 5 35,000 RadiollSP Communications System W -10 -01 1 80,000 Water Main - Star Circle &Lane W -11 -02 nia 178,400 W. Water Tower- Rehab & Painting W -13 -03 3 450,000 Meter Reading - Mobile Unit W -15 -01 3 9,000 601 - Water Fund Total 70,000 70,000 70,000 70,000 841,400 Galpin Lake Rd Trail Stormwater 611 - Sanitary Sewer Fund 1 230,000 Sewer Jetter - replace unit 60 060 5 230,000 Dump Truck - replace unit 72 072 5 285,000 Lift Station 11 Rehab - 20465 Radisson Rd. SS -13 -01 3 180,000 Lift Station 10 Rehab -4773 Lakeway Terrace SS -15 -01 3 4 Lift Station 20 Rehab - 26550 Noble Road SS -16 -01 3 Lift Station 7 Rehab -5600 Woodside Road SS -16 -02 3 STM -15 -01 Lift Station 18 Rehab -4996 Shady Island Point SS -17 -01 3 Infiltration and Inflow Reduction SS -99 -05 1 70,000 2016 2017 2018 2019 Total 35,000 80,000 178,400 450,000 9,000 51,000 51,000 250,000 85,000 85,000 70,000 70,000 180,000 80,000 80,000 70,000 70,000 80,000 80,000 10,000 10,000 70,000 70,000 70,000 70,000 350,000 61.1 - Sanitary Sewer Fund Total 250,000 281,000 235,000 70,000 70,000 906,000 1631 - Stormwater Management Fund Galpin Lake Rd Trail Stormwater SS003 1 230,000 230,000 Smithtown Road Trail Stormwater SS006 1 285,000 285,000 Shorewood Lane Ditch STM -13 -01 4 172,500 172,500 Star Circle & Lane STM -15 -01 5 180,800 180,800 23350 Academy Drainage STM -15 -04 4 75,000 75,000 Garden Road STM -15 -05 4 26,000 26,000 Gideon Glen Drainage STM -15 -06 1 5,000 5,000 Amlee Road STM -16 -01 4 78,000 78,000 Mennen Lane STM -16 -02 4 75,000 75,000 Riveria Lane STM -17 -01 4 87,000 87,000 Shorewood Lane STM -17 -02 4 99,000 99,000 Mann Lane STM -18 -01 4 105,000 105,000 Maple St STM -16 -02 4 24,000 24,000 Eureka Road IN STM -19 -01 4 452,000 452,000 Strawberry & W 62nd STM -19 -02 4 283,000 283,000 631 - Stormwater Management Fund 744,300 383,000 186,000 129,000 735,000 2,177,300 Total GRAND TOTAL 4,907,900 4,001,700 2,787,500 1,344,300 3,702,100 16,743,500 Thursday, December 04, 2014 PARK CAPITAL IMPROVEMENT FUND Fund: 402- Park Capital Outlay REVENUES Beginning Fund Balance Park Dedication Fees Interest Earnings* Contributions / donations Concession Sales Grants Miscellaneous revenue Transfers in TOTAL REVENUES EXPENDITURES OTHER SERVICES Contractrual Services Miscellaneous Charges TOTAL OTHER SERVICES CAPITAL OUTLAY Other Improvements TOTAL CAPITAL OUTLAY TOTAL EXPENDITURES Revenue - Over /(under) Ending Fund Balance Requested Actual Actual Actual Budget Budget 2011 2012 2013 2014 2015 190,380 150,958 168,427 213,366 566,580 - 10,000 55,000 30,000 - 964 1,273 966 800 2,800 42,000 42,000 42,000 325,414 42,000 42,964 53,273 97,966 356,214 44,800 82,386 35,804 53,027 3,000 41,000 82,386 35,804 53,027 3,000 41,000 82,386 35,804 53,027 3,000 41,000 (39,422) 17,469 44,939 353,214 3,800 150,958 168,427 213,366 566,580 570,380 EQUIPMENT REPLACEMENT FUND Fund: 403 - Equipment Replacement REVENUES Beginning Fund Balance Interest Earnings Miscellaneous Income Sale of Old Equipment Transfers in TOTAL REVENUES EXPENDITURES OTHER SERVICES Contractual Services Bank Charges TOTAL OTHER SERVICES CAPITAL OUTLAY Machinery and Equipment TOTAL CAPITAL OUTLAY TOTAL EXPENDITURES Revenue over /(under) Ending Fund Balance Requested Actual Actual Actual Budget Budget 2011 2012 2013 2014 2015 732,105 521,172 613,693 413,263 404,863 4,788 5,919 6,809 2,100 2,100 6,271 1,933 - - - 50,000 312,416 58,500 75,000 90,000 61,059 320,268 65,309 77,100 92,100 5,133 5,133 271,992 222,614 265,739 85,500 257,500 271,992 222,614 265,739 85,500 257,500 271,992 227,747 265,739 85,500 257,500 (210,933) 92,521 (200,430) (8,400) (165,400) 521,172 613,693 413,263 404,863 239,463 STREET RECONSTRUCTION FUND Fund: 404 - Street Capital Outlay REVENUES Beginning Fund Balance MSA Maintenance Money Interest Earnings Transfers in Total Revenue '.�N]q�U3YiO3�7 CAPITAL OUTLAY Other Improvements TOTAL CAPITAL OUTLAY TOTAL EXPENDITURES Revenue over /lunder) Ending Fund Balance Requested Actual Actual Actual Budget Budget 2011 2012 2013 2014 2015 1,311,707 1,481,482 1,760,337 2,143,328 1,509,428 11,413 11,366 9,013 10,700 7,500 700,000 700,000 714,000 725,000 740,000 711,413 711,366 723,013 735,700 747,500 541,638 432,511 340,022 1,369,600 1,125,700 541,638 432,511 340,022 1,369,600 1,125,700 541,638 432,511 340,022 1,369,600 1,125,700 169,775 278,855 382,991 1633,900) (378,200) 1,481,482 1,760,337 2,143,328 1,509,428 1,131,228 MSA STREET CONSTRUCTION FUND Fund: 405 - MSA Capital Outlay REVENUES Beginning Fund Balance MSA Construction Money Interest Earnings Transfers in Total Revenue EXPENDITURES MATERIALS & SUPPLIES General Supplies TOTAL MATERIALS & SUPPLIES OTHER SERVICES Miscellaneous Services TOTAL OTHER SERVICES TRANSFERS Transfer to Trail Fund TOTAL TRANSFERS TOTAL EXPENDITURES Revenue over /(under) Ending Fund Balance Actual 2011 Actual 2012 Actual 2013 Budget 2014 Requested Budget 2015 131,749 1,068 132,650 1,287 133,937 700 134,637 700 135,337 700 1,068 1,287 700 700 700 167 8,000 167 - - - 8,000 167 - - - 8,000 901 1,287 700 700 (7,300) 132,650 133,937 134,637 135,337 128,037 TRAIL CONSTRUCTION FUND Fund: 406 - Trail Capital Outlay REVENUES Beginning Fund Balance Interest Earnings Grants Transfers in Total Revenue EXPENDITURES CAPITAL OUTLAY Other Improvements TOTAL CAPITAL OUTLAY TOTAL EXPENDITURES Revenue over /(under) Ending Fund Balance Requested Actual Actual Actual Budget Budget 2011 2012 2013 2014 2015 - - (34,576) (52,437) 919,522 180 - 1,476,000 971,959 720,478 180 1,476,000 971,959 720,478 34,756 1,493,861 - 1,640,000 34,756 1,493,861 - 1,640,000 34,756 1,493,861 - 1,640,000 - (34,576) (17,861) 971,959 (919,522) (34,576) (52,437) 919,522 - COMMUNITY INFRASTRUCTURE FUND Fund: 450 - Community -wide Capital Outlay REVENUES Beginning Cash Balance Interest Earnings Miscellaneous Income Transfers in Total Revenues EXPENDITURES OTHER SERVICES Miscellaneous Services TOTAL OTHER SERVICES CAPITAL OUTLAY Other Improvements TOTAL CAPITAL OUTLAY Transfers out Total TOTAL EXPENDITURES Revenue over /(under) Ending Cash Balance Requested Actual Actual Actual Budget Budget 2011 2012 2013 2014 2015 1,867,783 1,679,410 1,692,262 219,907 221,007 15,827 14,232 7,194 1,100 1,100 15,827 14,232 7,194 1,100 1,100 204,200 1,380 - - - - 50,000 150,068 - 3,549 - - 150,068 - 3,549 - - 54,132 1,380 1,476,000 - - 54,132 1,380 1,476,000 - - 204,200 1,380 1,479,549 - 50,000 (188,373) 12,852 (1,472,355) 1,100 (48,900) 1,679,410 1,692,262 219,907 221,007 172,107 #10E MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Public Works AFSCME Contract Tentative Settlement Meeting Date: December 8, 2014 Prepared by: Bill Joynes, City Administrator Attachments: Background: Yesterday at noon we reached a tentative settlement with the union bargaining committee for a two year agreement covering 2015 and 2016. Normally we would have them take a unit vote before presenting the proposal to the Council but in this instance the Business Agent and our unit representatives have given their promise of strong support and we would like to avoid having to issue retroactive pay at the start of the New Year. While we have not yet updated the full contract document, the following items are the complete listing of the tentative agreements reached on Thursday: Duration: Effective January 1, 2015 through December 31, 2016 Wages: Year 2015 Wage scales adjusted upward by 2% on 1/1/2015 Year 2016 Wage scales adjusted upward by 2% on 1/1/2016 Insurance: Year 2015 The employer will contribute $950 (from $900) per month for regular full-time employees Year 2016 Employer and union agree to allow for the reopening of negotiations on this item only for 2016 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 Non-economic Issues: Compensatory Time: Accumulation allowed to a maximum of 80 hours (current 64) Employer will maintain a stock of eight, knee high, rubber boots for general worksite use. st Winter gear uniform allowance will be distributed on or as near January 1 as possible. The employer will provide, as an option, a lump sum payout of all unused, earned vacation pay at retirement. Appendix A, section 4: The employer will place all new hires at the first step in each respective job classification. Anytime within the employees first year of service the employer may move them up a maximum of two steps with notification and reasons to the union. The Union agrees that actions taken by the employer under this section shall not be subject to grievance or arbitration. All other terms and conditions of the existing contract remain in full force and effect. Recommendation / Action Requested: It is recommended to Council to approve the execution of this two year agreement contingent upon notice from the Union of its acceptance by the unit. #10F MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Non-Union Wage Adjustments for 2015 Meeting Date: December 8, 2014 Prepared by: Bill Joynes, City Administrator Attachments: Background: Compensation comparison data for calendar year 2015 still remain diminished reporting by the LMC Wage and Benefits Survey. In spi wages for local government employees will average an increase of 2% this next ye of State wide trends. A September informal survey of the South Shore Area communities further supported that projection with 2.1% the average proposed adjustm arbitration awards for single and multi-year contracts are averaging 2.0% for contract year 2015. With that background I am recommending an across the board salary adjustment of 2% and an increase insurance contribution of $50.00 per month for a total of $950 f As last year, I am proposing to apply the 2% adjustment to six ohe established ranges we calculated in 2013 and lump sum payments o who have reached the top of their respective ranges. Budget Considerations: Budgeted contingency = 2.5% Available funds $56,850 2% increase in Public Works and Non-union = $44,994 (including PERA & FICA) Insurance Adjustment 10,200 Merit Award 1,656 Total $56,850 azz {· ·;;·t w; /z·ä E {w©;Þ7 z -z··;7 · ¦©Ýz7zm ©;z7;· ¨Ò z· w; ·wä ;Ýz©;·r Ý ©z;·ä E ··© -·zÝ; ;z·z;r Ò· z m;;· ·w©Òmw ;EE;-·zÝ;r ;EEz-z;·r 7 Ýzz ©ä ; 7;©wz 0 ¦¤ This year I would recommend the money left for Merit Pay be disted in equal amounts to our Public Works employees as insufficient, but heartfelt, recognition of t weather many of us can remember. Without exception they responde experienced from snowfalls and flooding and performed to the highest standard as evidenc uniform positive public response. Recommendation / Action Requested: I would recommend Council adopt the attached compensation resolu all _ el 0 ♦1 ADOPTING THE 2015 WAGE ADJUSTMENTS WHEREAS, in spite of compensation comparison data for calendar year 2015 being difficult to obtain due to the diminished reporting by the LMC Wage and Benefits Survey, all indications are that wages for local government employees will average an increase of 2% in 2015; and WHEREAS, the recent settlement with AFSCME, the State's largest public union, for a two - year, 2% / 2% increase is indicative of State -wide trends; and WHEREAS, an informal survey of the South Shore Lake Minnetonka area communities further supports that projection with 2.1% average proposed adjustments; and WHEREAS, state -wide arbitration awards for single and multi -year contracts are averaging 2.0 %; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF O: ♦OOle_ tc 1. An across the board salary adjustment of 2 %, with the 2% adjustment going to six employees who reside within the 2013 established ranges, and lump sum payments of the 2% increase to three individuals who have reached the top of their respective ranges. 2. An increase insurance contribution of $50.00 per month for a total of $950 for insurance coverage. 3. Merit Awards distributed in equal amounts to the Public Works employees for recognition of their high level of performance during the 2014 extreme weather conditions. BE IT FURTHER RESOLVED that a 2.5% budgeted wage and benefit contingency in the amount of $56,850 is established for 2015, with this amount distributed as follows: 2% wage increase, includes PERA and FICA $44,994 Employee Insurance Adjustment $10,200 Merit Awards $ 1,656 ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 8th day of December, 2014. ATTEST: Scott Zerby, Mayor Jean Panchyshyn, City Clerk #12.A.1. CITY OF SHOREWOOD UM25755 Country Club Road • Shorewood, Minnesota 55331 • 952- 960 -7900 Fax: 952- 474 -0128 • www.ci.shorewood.mmus • cityhall @ci.shorewood.mmus 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 0 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 12/08/14 and Specifications Preparation of Plans and Specifications (90 -120 days) 12/11/14- 4/10/15 ❑ Land Acquisition Process (start approx. mid -way through plans and specs) 12/30/14- 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 o Prepare and deliver offers to parcel owners ❑ Neighborhood informational meeting (Open House) ❑ Begin eminent domain action ❑ Council approves Plans and Specifications and authorizes ad for Bids ❑ Receive bids for construction ❑ City possession of easements /letter of compliance ❑ Council awards Construction Contract ❑ Neighborhood preconstruction meeting ❑ Groundbreaking Ceremony ❑ Begin Construction ❑ Construction substantially complete ❑ Ribbon Cutting Ceremony ❑ Restoration complete 5/19/15 2/09/15 5/25/15 6/08/15 6/22/15 6/22/15 6/30/15 6/30/15 7/06/15 10/15/15 10/31/15 11/15/15 DE��H�iVEI� March 5, 2014 Mayor Scott Zerby City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: Southshore Center Advisory Committee Dear Scott: :L.�. On behalf of the City of Deephaven, I would like to thank you and the other members of the Southshore Center Advisory Committee for your ongoing efforts to revitalize the Center. The purpose of my letter is to inform you and the Advisory Committee that the Deephaven City Council has decided our city will no longer be participating in any efforts relating to the Southshore Center. From the very beginning of our involvement in Southshore Center, our Councils have always expressed concern over the basic fact that only a small handful of Deephaven residents actually participate in the Center. While the Shorewood City Hall campus may have been the only logical and cost effective location for the Center at its inception, it now competes unsuccessfully with MCES in Deephaven and the Senior Center available to our residents in Minnetonka because it is simply too far away to attract many of our residents I hope the Committee is able to determine a course of action that strikes the proper balance between controlling operational costs and establishing a vibrant community center for those Cities that remain involved in the project and I wish you the very best outcome. Sincerely, 8 Paul A. Skredc Mayor, City of Deephaven CC: Mary Jo Fulkerson, Excelsior City Council Member Debra Kind, Mayor of Greenwood Kristine Sundberg, Shorewood City Council Member Elli Ansari, Tonka Bay City Council Member Theresa Zerby, Southshore Senior Partners Bill Joynes, Shorewood City Administrator Twila Grout, Shorewood Park & Rec Coordinator City Offices: 20225 Cottagewood load, Deephaven, Julinnesota. 55331 (952) 474 -4755 `Fax (952) 474 -1274 November 24, 2014 DEEM- ] EI ' Mayor Scott Zerby and Shorewood City Council City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: Notice of Termination Request Dear Mayor Zerby and Shorewood City Council: NOY 2 5 2014 91 OF 8Hn0MA,e.d The Deephaven City Council reviewed Shorewood's request to provide a notice of termination as outlined in Section 6 of the 1996 Cooperative Agreement at our November 17"' Council meeting. Over the past 20 years, the City of Deephaven has committed significant time and financial resources to the Southshore Center and we feel this commitment warrants careful consideration of all aspects of this proposal before we can reach a final decision. Our consideration of the termination proposal would be greatly enhanced by further clarification of the following issues: What is the current legal ownership status of the land, building, parking and access to the Southshore Center? Have these interests been filed? Will a quit claim deed merely transfer an interest in the building or will it include the land and road access to the facility? What area exactly? 2. Who holds the property, casualty, and general liability on the Southshore Center, who is the carrier, and will all five cities be listed as additional insured? Does Shorewood's proposed Capital Maintenance Plan need to be approved by a majority of the cities in order to be in compliance with Section 8 of the 2009 Agreement for the Lease and Operation of the Southshore Community Center or with Section 7 of the 1996 Cooperative Agreement? How would these future capital costs be verified to the withdrawing cities? 4. Clarification is needed to resolve potentially conflicting language regarding future funding obligations as stated in Section 3 and Section 6 of the 1996 Cooperative Agreement. a. Section 3 Funding states "The Cities shall be under no further obligation, pursuant to the terms of this Cooperative Agreement, to fund the maintenance, operation, programming or staffing of the Center or any other costs, expenses or capital investments relating to the Center ". City Offices: 20225 Cottagewood Road, Deephaven, Minnesota 55331 (952) 474 -4755 FaX (952) 4 74 -12 74 b. Section 6 Termination states "Withdrawal from this Agreement will not result in the forfeiture of the withdrawing City's undivided ownership interest in the Center but the withdrawing City's share of the costs incurred by the Cities pursuant to this Agreement, if any, shall be recovered out of the withdrawing City's share of any proceeds resulting from the sale or Iiquidation of the Center." 5. Clarification is needed on the formula to be used in the distribution of the original member contributions in the event of a future sale, including: • Would land value be a consideration • Percentage of gross sale or merely return of principal • What expenses can be deducted from a withdrawing cities original contribution based upon the conflict of Sections 3 and 6 of the 1996 Cooperative Agreement, 6. If future amendments are made to the 1996 Cooperative Agreement, would the Agreement in place at the time of withdrawal be the governing document? 7. Should a Notice of Termination be sent to all five member cities or merely to the City of Shorewood? We would propose that the City Administrators 1 Managers from each of the member cities meet to clarify these and any other outstanding issues pertaining to withdrawing from the 1996 Cooperative Agreement prior to the submission of any Termination Agreement. Sincerely, cT== �. Paul A. Skrede Mayor, City of Deephaven Date: July 14, 2014 To: Southshore Center Founding City Councils of Excelsior, Deephaven, Shorewood, Tonka Bay From: Greenwood City Council RE: RESPONSE TO JUNE 3, 2014 SHOREWOOD LETTER The city of Greenwood received the June 3, 2014 letter from the city of Shorewood requesting the Southshore Center (SSC) Founding Cities respond regarding interest to "continue in an ownership position." We are disappointed that Shorewood is not interested in either pursuing or further discussing The Cove concept for the SSC. However, since the SSC is located in and supported by Shorewood, we believe it is important for Shorewood to take a leadership role with any new direction for the SSC. Since we disagree on the best direction for the SSC, we believe the best course is for Greenwood to withdraw from participation. In accordance with paragraph 6 of the 1996 Cooperative Agreement for the Southshore Senior / Community Center, the city of Greenwood: Will no longer participate in sharing costs for operations, capital improvements, and decisions relating to the Southshore Center effective August 13, 2014. Will continue to have undivided ownership interest in the Southshore Center. The city of Greenwood would be open to discussing an amendment to the Cooperative Agreement in which Greenwood may give up its ownership interest in the SSC while maintaining access for Greenwood residents. However, before entering into such an agreement we would need information regarding the intended plans for the future of the SSC. We recognize the desire by Shorewood to move in their own direction, but we also believe that it is important to protect the interests of Greenwood residents in the facility that Greenwood helped establish and has consistently supported with time, money, and energy. If you have any questions, please contact Mayor Deb Kind 952.401.9181, dkind100 @gmail.com. 20225 COTTAGEWOOD RD,DEEPNAVEN, MN 55331 9 P: 952.474.6633 a F: 952.474.1274@vvvvw.greenwoodmn.com MOTION FROM NOVEMBER 5, 2014 GREENWOOD CITY COUNCIL MEETING 7D Consider: Response to Shorewood's 10 -20 -14 Letter Regarding the Southshore Center Motion by Fletcher to resend the 07 -14 -14 letter to Shorewood along with a check for $1200 for the city's 2014 contribution to the Southshore Center. Second by Roy. Motion passed 5 -0. 'Ray 4901 Manitou Road, 'Tonka Bay, Minnesota 55331 (952) 474 -7994 November 25th 2014 Mayor Scott Zerby and the Shorewood City Council City of Shorewood 5575 Country Club Road Shorewood, MN 55331 RE: Southshore Community Center Dear Mayor Zerby and Shorewood City Council Members: Thank you for your correspondence dated October 20th, 2014, referencing the Southshore Community Center. The Tonka Bay City Council has reviewed and discussed your letter. It has decided that your request for the City of Tonka Bay to approve the Notice of Termination and to execute a quit claim deed would not be in the best interest of the citizens of Tonka Bay. The Tonka Bay City Council believes the City of Shorewood currently has full operational control over the Southshore Center per the agreement dated June 25, 2009. The Tonka Bay City Council has always been and continues to be willing to participate in any and all future discussions regarding the Southshore Center, in the Dopes of developing a plan to sustain the Southshore Center for use by all area residents. Regards, /f Mayor De La Vega d the Tonka Bay City Council C1 to CITY OF OREv Fax (952) 474 - 6538 ® website: cityoftonkabay.net