Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
03-09-15 CC Reg Mtg AgendaP
CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, MARCH 9, 2015 AGENDA 1. CONVENE CITY COUNCIL MEETING A. Roll Call 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Zerby Labadie Siakel Sundberg Woodruff B. Review Agenda Attachments 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes of February 23, 2015 Minutes 3. CONSENT AGENDA — Motion to approve items on the Consent Agenda & Adopt Resolutions Therein: A. Approval of the Verified Claims List Claims List B. Pay Equity Report Finance Director's memo C. Shorewood Yacht Club Multiple Dock Facility License Planning Director's memo D. Agreement for Financial Advisory Services with Springsted Finance Director's memo 4. MATTERS FROM THE FLOOR (No Council Action will be taken) 5. PUBLIC HEARING 6. REPORTS AND PRESENTATIONS A. Recognition of Service - LMCC Board Representative Paul Stelmachers B. Report on the Planning Advisory Committee by John Shardlow, Principal, Stantec 7. PARKS 8. PLANNING CITY COUNCIL REGULAR MEETING AGENDA — March 9, 2015 Page 2 9. ENGINEERING /PUBLIC WORKS A. Dedicated State Funding for City Streets B. Accepting Quotes and Award Construction Contract to Televise Existing Sanitary Sewer along Star Lane and Star Circle C. Accept Proposal for Professional Service, Excelsior Boulevard Trail Slope Stabilization Design 10. GENERAL /NEW BUSINESS A. Park Commission Appointments 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Trails Schedule B. Mayor and City Council 12. ADJOURN Engineer's memo, Draft Resolution Engineer's memo, Resolution Engineer's memo Clerk's memo, Resolution CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 960 -7900 Fax: 952- 474 -0128 • www.ci.shorewood.mmus • cityhall @ci.shorewood.mn.us Executive Summary Shorewood City Council Regular Meeting Monday, March 9, 2015 7:00 p.m. 6:30 PM — Special Mtg. to interview a Park Commission candidate Agenda Items 42A: Approval of Minutes from the February 23 Regular Council meeting. Agenda Item 43A: Approval of the verified claims list. Agenda Item 4313: Consider approval of the Pay Equity Report and Authorize the Mayor to sign and staff to submit the report to the state. Agenda Item 43C: Staff recommends approval of the Multiple Dock Facility license for the Shorewood Yacht Club for 2015; staff will conduct the site inspection in the early summer when the slips are occupied. Agenda Item 431): Council previously concurred to have Springsted provide financial advisory services relating to the Minnetonka Country Club redevelopment. An agreement for services is provided for approval. Agenda Item 44: Matters from the floor — no council action will be taken. Agenda Item 45: There are no public hearings scheduled this evening. Agenda Item 46A: A plaque of appreciation is to be presented to Paul Stelmachers for his one year of service on the Lake Minnetonka Communications Commission. Agenda Item 4613: John Shardlow, Principal, Stantec, will provide an update on the Minnetonka Country Club Planning Advisory Committee process. Agenda Item 47: There are no parks items this evening. Agenda Item 48: There are no planning items this evening. Agenda Item 49A: Staff is requesting Council direction on support for legislative action for dedicated State funding of local streets through an omnibus transportation funding bill. Agenda Item 4913: Staff recommends approving a resolution accepting quotes and award of contract to televise the existing sanitary sewer along Star Lane and Star Circle, City Project 14 -06. Executive Summary — City Council Meeting of March 9, 2015 Page 2 Agenda Item 9C: Consideration to Accept Proposal for Professional Services to prepare quote documents and design for the TH 7 embankment slope stabilization for the Excelsior Boulevard Trail Extension. Agenda Item 410A: Earlier this evening, Council interviewed Paul Stelmachers for appointment to the Park Commission. If Council wishes to appoint Mr. Stelmachers, a resolution making this appointment is provided, and a start date will need to be identified. Agenda Item 411: Staff reports are provided in the packet and will be given at the meeting. #2A CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, FEBRUARY 23, 2015 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 Labadie, Siakel, ;and Sundberg; Attorney Keane; City Administrator Joynes; City Clerk Panchyshyn; Finance Director DeJong; Planning Director Nielsen; and City Engineer Hornby Absent: Councilmember Woodruff. B. Review Agenda Mayor Zerby noted that staff has asked that Item 3.D be removed from the agenda. Sundberg moved, Siakel seconded, approving the agenda as amended. Motion passed 4/0. 2. APPROVAL OF MINUTES A. City Council Retreat Minutes, January 29, 2015 Siakel moved, Sundberg seconded, Approving the City Council Retreat Minutes of January 29, 2015, as presented. Motion passed 4 /b; B. City Council Special Meeting Minutes, February 9, 2015 Siakel moved, Labadie seconded, Approving the City Council Special Meeting Minutes of February 9, 2015, as presented. Motion passed 4 /6: C. City Council Regular Meeting Minutes, February 9, 2015 Siakel moved, Sundberg seconded, Approving the City Council Regular Meeting Minutes of February 9, 2015, as presented. Motion passed 4/0. 3. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Sundberg moved, Siakel seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolution Therein. A. Approval of the Verified Claims List CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 23, 2015 Page 2 of 9 B. Authorizing the Agreement for Secure Document Shredding Services C. Adopting RESOLUTION NO 15 -015, "A Resolution Making the Appointment of Tad Shaw as the City's Representative to the Minnetonka Community Education Advisory Board for 2015." D. Accept Proposal for Professional Services for the Shorewood Lane Ravine Stabilization Project (This item was removed from the agenda at staff's request.) E. Approval of the Crescent Beach Lifeguard Services Agreement with the Minnetonka School District Councilmember Sundberg stated that the hours for lifeguard services at Crescent Beach are for noon to 5:00 P.M. She asked if that is enough coverage. Councilmember Labadie stated for 2015 the services will be provided from June 6 to August 9 seven days per week. The first day of summer vacation is June 9 and children don't return to school until September 8. Therefore, it is likely that students will still swim at the beach between August 9 and September 7. Clerk Panchyshyn stated she is not sure how the service dates were selected. She thought they are similar to the 2014 dates. The hours were established based on usage. She noted that staff will check to see if the services can be provided longer into August or even into September. , Councilmember Siakel stated that the end of the lifeguards are college students. Motion passed 4/0. 4. MATTERS FROM THE There were no matters from 5. 6. 'REPORTS AND PRESENTA 17 be influenced by college start dates; a lot 7. PARKS 8. PLANNING A. Approval of a Conditional Use Permit for Accessory Space Over 1200 Square Feet Applicant: Don and Loretta Mann Location: 25880 Birch Bluff Road Director Nielsen explained the Manns, 25880 Birch Bluff Road, propose to build a single- story, three -car detached garage to the south of their existing house. Because the area of the new garage when combined with an existing attached garage on the property exceeds 1200 square feet (it will be 1399 square feet) a conditional use permit (C.U.P.) is required. Per the City's ordinance the attached garage is also included as accessory space. He noted the Planning Commission held a public hearing on this request during its February 3, 2015, meeting. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 23, 2015 Page 3 of 9 Nielsen reviewed how the applicants' request complies with the four criteria in Section 1201.03 Subd. 2.d.(4) of the City's Zoning Code for granting this type of C.U.P. a. The total area of accessory buildings (1399 square feet), which includes the attached garage, does not exceed the floor area (3172 square feet — main floor) above grade of the existing home. b. The total area of accessory buildings does not exceed 10 percent of the minimum lot size for the R -1C /S zoning district (.10 x 20,000 = 2000 square feet). c. The proposed garage complies with R -1C /S setback requirements. The „proposed hardcover for the site will be 31.27 percent, down from the existing 32.4 percent. The reduction will be achieved by removing the existing very nonconforming shed and reconfiguring the driveway. While this is greater than the maximum allowed in the "S ", Shoreland overlay district, the City's policy in such cases is to allow improvements /additions where hardcover is actually being reduced. d. The architectural character of the new building will be the same as the existing house. Siding and roofing will match the house. He explained that the owner of an adjoining property came to the public hearing and expressed some concern about his view of the back of the new building. Per the Planning Commission's request, the Manns have submitted a landscape sketch to the City showing indicating five or six arborvitae will be planted to soften that view. Nielsen noted that there were a couple of staff changes to the conditions "listed in the staff report that the Planning Commission noted in its recommendation that should be included in Council's motion. They are to specify that the existing shed must be removed by August 31, 2415, and that the reconfigured driveway be graded and class 5 rock be put down: by the middle of October 2015. Nielsen noted that Donald Mann was Mayor Zerby noted that what 'is being proposed fits well with the house and the neighborhood. He expressed appreciation for the Manns,being sensitive to their neighbor's concern. Sundberg, moved, Labadie seconded, Adopting RESOLUTION NO. 15 -016, "A Resolution Granting al Conditional Use ]Permit for Accessory Space Over 1200 Square Feet for Don and Loretta Mann,'25880 Birch Bluff Road ", subject to the existing shed being removed by August 31, 2015 and the reconfigured driveway being graded and class 5 rock driveway put down by the middle of October 2015. Motion passed 4/0. B. Approval of Setback Variances Annlicant: Nick Bender Location: 5765 Eureka Road Director Nielsen explained Nick Bender, 5765 Eureka Road, has requested setback variances to replace the existing garage on the south side of his house with a detached two -car garage on the north side of his house. The property is zoned R -lA, Single- Family Residential and contains 12,020 square feet of area. That is quite substandard for the R -lA District which has a 40,000 square foot requirement. The lot is quite shallow. The front yard setback and rear yard setback actually overlap. Mr. Bender is able to take CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 23, 2015 Page 4 of 9 advantage of an average setback line for the two properties on each side. But, even with that the property has less than 10 feet of buildable depth. The lot is virtually unbuildable without some type of variance. Mr. Bender will remove the existing dilapidated garage and the existing driveway and put in a new driveway to a two -car garage on the north side of the property. The new garage will be about 10 feet from the rear property line. That requires a 40 -foot variance; the rear yard setback is 50 feet. That would be consistent with a variance granted for the property to the south. The location of the new garage will create a little more open space on the front of the property along Eureka Road. The new deck will located somewhat further back from the rear lot line than the existing deck although it will still not comply. Nielsen noted the Planning Commission held a public hearing on meeting and unanimously recommended approval of the variances. Councilmember Sundberg asked if any neighbors came to c Labadie stated a property owner came and expressed his suppo would be an improvement. Mayor Zerby asked if what is being proposed will exacerba Nielsen stated it will not adversely affect drainage. Zerby statea trees on the property and he assumes some will have to be rem have to be removed and the City's ordinance allows for that.. Nielsen stated where the existing driveway connects to Eureka B Labadie moved, Siakel seconded, Adopting Setback Variances for Nick Bender, 5765 Ei 9. ENGINEERIN A. Receiving Feasibilit Engineer Hornby explained that Co Report updated., Information that wa updated to reflect 2015 costs. The x Bridge Lane. Most of the Pond is to basin. Over the years it has become used to. When the level of water in system to pump the water down to'th rt for Bo February 3, 2015, on the request. Councilmember is being proposed and thought it existing drainage issues. Director [he aerial photographs show a lot of Nielsen stated it is likely some will ,spouse to a comment from Zerby, ill be restored to grass. NO. 15 -017, "A Resolution Approving Lion passed 4/0. ge Pond Outlet Project ,cil had asked to have the 2005 Boulder Bridge Pond Feasibility not necessary was removed from the report and the costs were oject is located just west of Howard's Point Road off of Boulder Aed within an easement. The Pond was designed as an infiltration ; omewhat clogged and is therefore not infiltrating as quickly as it he Pond rises Public Works personnel uses a temporary pumping storm sewer at Smithtown Road. The costs for the threc options identified for addressing the issue in the 2005 Report were updated. Option 1 is a gravity storm sewer, system extending from the Pond down to existing storm sewer located within Smithtown Road which ultimately carries the stormwater out of the existing sub - watershed Option 2 is a gravity storm sewer system extending from the Pond across Howard's Point Road through private property across Brentridge Drive and on to the wetland east of Brentridge Drive. Today the overflow would naturally cross Brentridge Drive. Option 2 keeps the stormwater within the sub - watershed. Option 3 provides for a lift station as an outlet from the Pond through a small forcemain to the existing storm sewer at the intersection of Boulder Bridge Road and Boulder Bridge Lane. That storm sewer drains across and into Lake Minnetonka. Option 3 maintenance costs would be higher. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 23, 2015 Page 5 of 9 From an engineering perspective Option 1 is recommended in part because of cost. Also, it is a gravity storm sewer system which would require the same type of maintenance as any storm pipe would. The water discharge from the Pond should be relatively clean because it is a water quality pond. He noted that benefiting properties are considered to be those that drain in whole or in part into the Pond. He also noted that Boulder Bridge Lane and part of Howard's Point Road drain into the Pond. Therefore, if the cost of this project were to be assessed the City would assess itself for part of the cost. He explained that the estimated costs for Option 1 ($193,740) and for Option ($194,870) are relatively close. The cost for Option 3 ($239,250) is quite a bit more expensive in part because of the lift station. For Option 1 the improvement would be on benefiting properties. For Option 2 the improvement would also run through neighborhoods that would not necessarily benefit from the improvement. Hornby noted that tonight Council is being asked to receive the Fea would be to select one of the three Options or perhaps another opt all or part of the cost of the improvement if the benefiting proper property owner who brought this issue to Council's attention. He property owner about this issue and he does not think Public Wor possibly be addressed through a petition. Or, Council could just improvement could be discussed during the April 9 CounciLan+ amounts in the Feasibility Report are based on parcel acreage and aaj Administrator Joynes recapped that this evening Cc and to direct staff to speak with the interested proper about petitioning for the project. Assessing for in April 9 retreat as part of the fuming alternatives dis+ Mayor Zerby stated stormwater management in the an issue for a number of years. He has heard from and from those on the east side of Howard's Point R He then stated he looks benefitting property own bility Report. He stated the next step i..There is potential for assessing for owners petition for it. There is one as not been contacted by any other has been either. This project could rrder the project. Assessing for the staff retreat. Per parcel assessment icrea4e rate. is being asked to receive the Feasibility Report ner that brought the issue to the City's attention meets in general will be discussed during the iorhood around Boulder Bridge Pond has been y owners in the area about the drainage issue, out noise from the temporary pumping system. sharing the cost of the improvement with the Councilmember Siakel stated she thought residents from the Boulder Bridge development and the Homeowners Association came before Council to discuss stormwater management issues. Engineer Hornby stated it is his recollection that one property owner brought this to Council's attention. Administrator Joynes noted that staff met with the individual after that meeting. Hornby noted that he let that individual know, via email that this was going to be discussed tonight and he will let that person know what the next steps are. Mayor Zerby commented that he found the pictures from 1937 through now interesting. They illustrate how that area has changed and the impact development has had. He stated he thought the report was well done. Siakel moved, Sundberg seconded, Adopting RESOLUTION NO. 15 -018, "A Resolution Receiving Feasibility Report for Boulder Bridge Pond Outlet Improvements, City Project 14 -14." Motion passed 4/0. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 23, 2015 Page 6 of 9 10. GENERAL /NEW BUSINESS A. Accepting a Donation of Trees from Charles and Mary Babcock Administrator Joynes stated that Mary and Charles Babcock have offered to purchase 18 trees to be primarily planted within Manor Park and along Excelsior Boulevard near Highway 7. The trees would be purchased through the City's annual tree purchasing program for a value of more than $1,000. The Babcocks have been working with Director Brown about the placement of the trees. Staff recommends Council accept the donation. Mayor Zerby noted that is a very generous donation. He stated the trees would help with having a diverse tree types in Manor Park. Siakel moved, Labadie Seconded, accepting a donation of 18 trees to be planted in Manor Park and along Excelsior Boulevard from Mary and Charles Babcock, 20465 Manor Road. Motion passed 4/0. B. Consideration of Support for Legistation Establishing an Early V Clerk Panchyshyn explained that a bill that would establish early voting in Minnesota is making its way through the State Legislature. There currently is a process for absentee voting which involves the voter placing their ballot into a series of envelopes. That can be done up to 45 days before the election. The voter has to get their signature and a witness signature on the envelope. The absentee ballot is processed by election officials prior to Election Day. Occasionally ballots need to be rejected due to the envelopes not being completed properly by the voter and witness. It is her understanding that early Voting would take place for a two week period of time before the election. Early voting would involve Voters coming into, for example, City Hall to vote and then placing their ballot into the ballot counter. That process would reduce errors because if the voter made an error on their ballot, they could request a new ballot. There would also be a cost savings in having fewer absentee ballot envelopes to process. Panchyshyn noted she thought it would be a good service to offer voters. She also noted that a representative from the League of Minnesota ,Cities called her last week and asked for Council's support of the bill: Sundberg moved,„ Siakel seconded, Adopting RESOUTION NO. 15 -019, "A Resolution in Support of Legislation Establishing an Early Voting Process for Voters in Minnesota." Motion passed 4/0. C. Ratifying the Minnetonka Country Club Planning Advisory Committee (PAC) Members Mayor Zerby noted that this evening Council was provided with an updated list of names for consideration on the Minnetonka Country Club (MCC) redevelopment project Planning Advisory Committee (PAC). Director Nielsen explained for its February 9, 2015, meeting, Council was provided with a compiled list of names submitted by Council for consideration on the PAC. Council decided to invite all candidates to participate. The list included in the meeting packet includes those individuals who accepted the invitation. Three more names (Linda Halcon, Bob Edmondson and George Hipp) were added to the list of CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 23, 2015 Page 7 of 9 responders to the invitation. Those individuals were asked to submit their names through Mayor Zerby. Today two more people (Ed Hasek and Roxanne Martin) came to City Hall and asked to be considered for the PAC; they did not come through a member of Council. Mayor Zerby stated he thought there is a good representation of people from across the City. He recognized a lot of the names on the list. It is his understanding that the planning consultant can deal with large groups such as this. Councilmember Sundberg stated there are a lot of individuals' names on the list that she does not know much about. She asked Mayor Zerby if he is comfortable that the representation is not lopsided in some way. Zerby stated he does not know how to assess that and that he has, only heard positive comments from people. Councilmember Siakel stated she does not know a lot about some of the people on the list but she does know some of them. Those she does know plus the members of the Planning Co nnission are a good mix of people. She believes they can contributive in a positive way and Help keep things moving forward. She thought it prudent to get the planning process started. Councilmember Labadie expressed some concern that the majority of the individuals on the list live on the west side of the City. Yet, that is where the redevelopment is, occurring. There are two residents that live on the east side of the City. She noted she is happy with the list of names. Labadie moved, Siakel seconded, ratifying the list of names provided dust prior to the meeting for inclusion on the Minnetonka Country Club Planning Advisory Committee. Motion passed 4/0. D. Making Appointments to the Park Commis Administrator Joynes stated staff is recommending Council reappoint Park Commissioner Justin Mangold to the Park Commission for a three -year term (March 1, 2015 — February 28, 2018). Mangold has expressed interest in continuing. Park Commissioner Jeff Ische is somewhat reluctant to seek reappointment because of time and family commitments. But, he is willing to continue on until his replacement can be found. His reappointment would be for up to three months (March 1, 2015 — May 31, 2015). encouraged residents to consider applying for the Planning Commission. Siakel moved,:Sundberg secon;dod, Adopting RESOLUTION NO 15 -020, "A Resolution Making the Appointments of Justin Mangold (March 1, 2015 - February 28, 2018) and Jeff Ische (March 1, 2015 — up to May 31; 2015) to,"the City of Shorewood Park Commission." Motion passed 4/0. 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Trail Schedule Mayor Zerby noted the meeting packet contains a copy of the Trail Schedule. Engineer Hornby stated the right -of -way kickoff meeting for the Smithtown Road East Sidewalk Extension Project was held last week. He explained that the first week of September will be when all of CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 23, 2015 Page 8 of 9 the land will be available for construction if the City has to go through an eminent domain process for some parcels. For the west portion of the sidewalk the City successfully negotiated easements with the property owners. Hornby then explained that he and Director Nielsen met with representatives from the Minnehaha Creek Watershed District (MCWD) earlier in the day to bring them up to date about the Smithtown Road East Sidewalk Extension Project and the Galpin Lake Road Walkway Project. 2. Alternative Energy Update Engineer Hornby noted there will be a kickoff meeting for the Alternative Energy Study on February 26, 2015. He explained he is working through the contract with the vendor. Council chose CR Planning as the vendor of choice for the Study. CR Planning has merged with Great Plains Institute for Sustainable Development (a non -profit organization). Brian Ross, the Principal/Owner of CR Planning, believes the non -profit status of the new company is more in line with what he wants to do going forward. The contract is written with Great Plains Institute for Sustainable Development. He clarified the City will have the same representation that was specified in CR Planning's proposal. Councilmember Sundberg noted that she is very familiar a plus. Sundberg asked what will be discussed during 1 work will be discussed and staff has to provide like to sit in and listen during the meeting. Ho: people from speaking freely. Sundberg concurre Other Director DeJong DeJong explained more about 30 were one'-tin communications issues n( may be some internet spef if the weed can be increas 2014 audit and she finds the merger to be kickoff meeting. Engineer Hornby stated the scope of vendor some information. Sundberg stated she would y''did not recommend doing that because it may keep preparation activities with the City's auditor. piers, used the credit card system to pay their recent utility bills; and about 20 were for monthly auto pay. There have been ?edit card processor's and Shorewood's systems. It appears there the City's connection. He is working with Warner Connect to see DeJong stated he is working on the pay equity compliance report. DeJong noted he been invited to attend a meeting about the League of Minnesota Cities' technology and website on February 26. Mayor Zerby suggested the Technology Committee meet. He is aware the City's server is being taxed and that its band width is not very fast. Administrator Joynes noted that the next Council and staff retreat is scheduled for the morning of April 9. The focus will be on funding options for a lot of the capital projects. Joynes thanked those Councilmembers who provided feedback on their daytime availability through June 2015. Councilmember Siakel asked if people can update what they have submitted. Joynes asked Councilmember Sundberg and Attorney Keane to provide their information. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 23, 2015 Page 9 of 9 Joynes noted that he, Attorney Keane and Director Nielsen will attend the kickoff Minnetonka Country Club (MCC) redevelopment project Planning Advisory Committee (PAC) meeting on February 24. Keane will discuss open meeting compliance. Attorney Keane explained staff met with the City Engineer and right -of -way (ROW) representatives about the Smithtown Road east sidewalk extension. A definitive schedule has been mapped out. The first offers will be presented late April. During its March 23 meeting Council will be asked to adopt a resolution of findings and establishing public purpose. The schedule meets the requirements to acquire the easements by sale and negotiation and it allows time to proceed with the process of eminent domain if needed. B. Mayor and City Council Councilmember Sundberg noted that Mayor Zerby helped of what she understands it was a great success. Zerby noted the Shelf. 12. ADJOURN Sundberg moved, Siakel seconded, Adjourning the City 2015, at 7:50 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED Christine Freeman, Recorder ATTEST: Jear Sizzle fora Cause event and from d about $11000 for the ICA Food Regular Meeting of February 23, Scott Zerby, Mayor _ OrTlIpm � #3A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Verified Claims Meeting Date: March 9, 2415 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. 61288 - 61289/61314 -61315 & ACH 42,580.83 Pending Checks & ACH 198,053.19 Total Claims $240,634.02 We have also included a payroll summary for the payroll period ending February 22, 2015. 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. Account Number Debit Amount CreditAmount Description 101 -52- 4101 -0000 5,017.01 0.00 FULL -TIME REGULAR 101 -52 -4121 -0000 376.28 0.00 PERA CONTRIB - CITY SHARE 101 -52- 4122 -0000 341.74 0.00 FICA CONTRIB - CITY SHARE 101 -52- 4131 -0000 836.73 0.00 EMPLOYEE INSURANCE - CITY 101 -52- 4151 -0000 176.61 0.00 WORKERS COMPENSATION 101 -53- 4101 -0000 1,027.44 0.00 FULL -TIME REGULAR 101 -53- 4102 -0000 73.08 0,00 OVERTIME 101 -53- 4103 -0000 1,391.04 0.00 PART -TIME 101 -53- 4121 -0000 77.06 0.00 PERA CONTRIB - CITY SHARE 101 -53- 4122 -0000 182.78 0.00 FICA CONTRIB - CITY SHARE 101 -53 -4131 -0000 18.02 0.00 EMPLOYEE INSURANCE - CITY 101 -53- 4151 -0000 1.56 0.00 WORKERS COMPENSATION FUND Total: 52,133.94 52,133.94 FUND 201 Southshore Center 201 -00 -1010 -0000 0.00 1,730.58 CASH AND INVESTMENTS 201 -00- 4101 -0000 1,077.22 0.00 FULL -TIME REGULAR 201 -00- 4102 -0000 187.98 0.00 OVERTIME 201 -00- 4103 - 0000 282.50 0.00 PART -TIME 201 -00- 4121 -0000 80.81 0.00 PERA CONTRIB - CITY SHARE 201 -00- 4122 -0000 100.27 0.00 FICA CONTRIB - CITY SHARE 201 -00- 4151 -0000 1.80 0.00 WORKERS COMPENSATION FUND Total: 1,730.58 1,730.58 FUND 601 Water Utility 601 -00 -1010 -0000 0.00 6,522.23 CASH AND INVESTMENTS 601 -00- 4101 -0000 4,862.31 0.00 FULL, -TIME REGULAR 601 -00- 4121 -0000 364.69 0.00 PERA CONTRIB - CITY SHARE 601 -00- 4122 -0000 354.77 0.00 FICA CONTRIB - CITY SHARE 601 -00- 4131 -0000 825.61 0.00 EMPLOYEE INSURANCE - CITY 601 -00- 4151 -0000 114.85 0.00 WORKERS COMPENSATION FUND Total: 6,522.23 6,522.23 FUND 611 Sanitary Sewer Utility 611 -00- 1010 -0000 0.00 4,645.24 CASH AND INVESTMENTS 611 -00- 4101 -0000 3,254.57 0.00 FULL -TIME REGULAR 611 -00- 4121 -0000 244.07 0.00 PERA CONTRIB - CITY SHARE 611 -00- 4122 -0000 241.80 0.00 FICA CONTRIB - CITY SHARE 611 -00- 4131 -0000 825.61 0.00 EMPLOYEE INSURANCE -CITY 611 -00- 4151 -0000 79.19 0.00 WORKERS COMPENSATION PR - G/L Distribution Report (02/23/2015 - 12:07 PM) Page 2 Accounts Payable Check Detail User: Mnguyen Printed: 03/05/2015 - 12:19PM Check Number Check Date Amount 4 - AFSCME CO 5 MEMBER IIEALTH FUND Line Item Account 0 02/23/2015 Inv Feb -2015 Line Item Date Line Item Description Line Item Account 02/23/2015 PR Batch 00002.02.2015 Dental - Union 700 -00- 2185 -0000 408.00 Inv Feb -2015 Total 408.00 0 Total: 4 - AFSCME CO 5 MEMBER HEALTH FUND Total: 3 - DELTA DENTAL OF MINNESOTA Line Item Account 0 02/23/2015 Inv Feb -2015 Line Item Date Line Item Description 02/23/2015 PR Batch 00002.02.20 15 Dental - Non Union Inv Feb -2015 Total 0 Total 3 - DELTA DENTAL OF MINNESOTA Total: 5 - EFTPS - FEDERAL W/I1 Line Item Account 0 02/23/2015 Inv 02232015 Line Item Date Line Item Description 02/23/2015 PR Batch 00002.02.2015 Federal Income Tax 02/23/2015 PR Batch 00002.02.2015 FICA Employee Portion 02/23/2015 PR Batch 00002.02.2015 FICA Employer Portion 02/23/2015 PR Batch 00002.02.2015 Medicare Employee Portion 02/23/2015 PR Batch 00002.02.2015 Medicare Employer Portion Inv 02232015 Total 0 Total Line Item Account 700 -00- 2184 -0000 Line Item Account 700 -00- 2172 -0000 700 -00- 2174 -0000 700 -00- 2174 -0000 700 -00- 2174 -0000 700 -00- 2174 -0000 408.00 408.00 478.89 478.89 478.89 478.89 3,915.96 2,935.19 2,935.19 686.46 686.46 11,159.26 11,159.26 5 - EFTPS - FEDERAL W/H Total: 11,159.26 AP -Check Detail (3 /5/2015 - 12:19 PM) Page 1 Check Number Check Date Amount Inv 02232015 Line Item Date Line Item Descri tp Lon Line Item Account 02/23/2015 PR Batch 00002.02.2015 MN -PERA Deduction 700 -00 -2175 -0000 3,071.10 02/23/2015 PR Batch 0000102.2015 MN PERA Benefit Employer 700 -00- 2175 -0000 3,543.56 Inv 02232015 Total 6,614.66 0 Total: 6,614.66 4 - PERA Total: 6,614.66 1 - WELLS FARGO HEALTH BENEFIT SVCS Line Item Account 0 02/23/2015 Inv 02232015 Line Item Date Line Item Description Line Item Account 02/23/2015 PR Batch 00002.02.2015 Health Savings Account 700 -00 -2183 -0000 2,053.44 Inv 02232015 Total 2,053.44 0 Total: 2,053.44 1 - WELLS FARGO HEALTH BENEFIT SVCS Total: 2,053.44 Total: 40,759.48 AP -Check Detail (3/5/2015 - 12:19 PM) Page 3 Accounts Payable Check Detail User: Mnguyen Printed: 03/05/2015 - 12:26PM Check Number Check Date Amount 458 - BAUMANN, BRPTT Line Item Account 61315 02/23/2015 Inv 2015 -Boots Line Item Date Line Item Descri to ion 02/09/2015 2015 Boots Reimbursement Inv 2015 -Boots Total 61315 Total: 458 - BAUMANN, BRLTT Total: Total Line Item Account 101 -32- 4245 -0000 238.95 238.95 238.95 238.95 238.95 AP -Check Detail (3 /5/2015 - 12:26 PM) Page 1 Accounts Payable Computer Check Proof List by Vendor User: Mnguyen Printed: 03/05/2015 - 12:02PM City of Batch: 00001.03.2015 - CC- 03092015 Shorewood Invoice No Description Amount Payment Date Acct Number Fund Dept Vendor 595 JOSEPH ACKERMAN Check Sequence: 1 2015- Garden 2015- Garden Fair Speaker 100.00 03/09/2015 201 -00 -4248 -0000 SSC Non -Dept Check Total: 100.00 Vendor 125 BOYER TRUCKS PARTS DISTRIBUTIC Check Sequence: 2 936199 Electronic Fuel Control Module - Utility Tru 605.00 03/09/2015 101 -32- 4221 -0000 General Pub Works Check Total: 605.00 Vendor 131 BUDGET PRINTING AND AWARDS Check Sequence: 3 7247 Award Plates- Council & Plaques 91.88 03/09/2015 101 -11 -4245 -0000 General Council Check Total: 91.88 Vendor 134 CARQUEST AUTO PAR'I'S Check Sequence: 4 6974 - 244102 Radiator Hoses 37.28 03/09/2015 101 -32- 4221 -0000 General Pub Works 6974- 244161 Air Filters 30.42 03/09/2015 101 -32 -4221 -0000 General Pub Works 6974 - 244193 Poly Rib Belts 48.84 03/09/2015 101 -32 -4221 -0000 General Pub Works 6974 - 244221 Poly Rib Belts Return -9.94 03/09/2015 101 -32- 4221 -0000 General Pub Works 6974- 244265 Poly Rib Belts Return -52.30 03/09/2015 101 -32- 4221 -0000 General Pub Works 6974 - 244507 Wiper Blades 38.62 03/09/2015 101 -32- 4221 -0000 General Pub Works Check Total: 92.92 Vendor 136 CENTERPOINT ENERGY Check Sequence: 5 79456885 -02241 5735 Country Club Rd - 01/22 -02/21 313.55 03/09/2015 201 -00 -4380 -0000 SSC Non -Dept 86501806 -02241 20630 Manor Rd - 01/22 -02/20 59.01 03/09/2015 101 -52 -4380 -0000 General Park Maint Check Total: 372.56 Vendor 143 CITY OF CHANIIASSEN Check Sequence: 6 02282015 018505 -002 - Stormwater 41.04 03/09/2015 101 -52- 4380 -0000 General Park Maint Check Total: 41.04 Vendor 573 COMPASS MINERALS AMERICA Check Sequence: 7 71305138 Deicing Chemicals 2,496.38 03/09/2015 101 -33 -4245 -0000 General Ice & Snow 71.305688 Deicing Chemicals 2,510.25 03/09/2015 101 -33- 4245 -0000 General Ice & Snow 71306370 Deicing Chemicals 2,508.52 03/09/2015 101 -33- 4245 -0000 General Ice & Snow Check Total: 7.515.15 Vendor 157 CRYSTEEL TRUCK EQUIPMENT Check Sequence: 8 F36334 Replacement Strobe Lighting for Plow Tru< 489.98 03/09/2015 101 -32- 4221 -0000 General Pub Works Check Total: 489.98 Vendor 163 DELEGARD TOOL COMPANY Check Sequence: 9 979580 Small Tools 56.32 03/09/2015 101 -32- 4240 -0000 General Pub Works Check Total: 56.32 Vendor 591 E & M CONSULTING, INC. Check Sequence: 10 32371 Southshore Center Ad- Community Guide 249.00 03/09/2015 201 -00 -4351 -0000 SSC Non -Dept Check'I'otal: 249.00 Vendor 184 GREGORY FASCHING Check Sequence: 11 03042015 Child Care Reimbursement - 03/04/15 410.00 03/09/2015 700 -00- 2179 -0000 Payroll Non -Dept Check Total: 410.00 Vendor 425 FIRST AMERICAN TITLE INS. CO. NAI Check Sequence: 12 754 - 1327242215 24575 Smithtown Road 80.00 03/09/2015 406 -00- 4620 -0008 Trail Non -Dept Check Total: 80.00 Vendor 192 G & K SERVICES Check Sequence: 13 Feb -2015 P. W. 1,009.38 03/09/2015 101 -32- 4400 -0000 General Pub Works Feb -2015 C.H. 108.65 03/09/2015 101 -19- 4400 -0000 General Mun Bldg Feb -20'15 SSCC 40.13 03/09/2015 201 -00- 4400 -0000 SSC Non -Dept Check Total: 1,158.16 Vendor 594 JIM GILBERT Check Sequence: 14 2015 - Garden 2015- Garden Fair Speaker 100.00 03/09/2015 201 -00- 4248 -0000 SSC Non -Dept Check Total: 100.00 Vendor 200 GOPHER STATE ONE CALL Check Sequence: 15 132846 21.81 03/09/2015 601 -00 -4400 -0000 Water Non -Dept 132846 21.82 03/09/2015 611 -00 -4400 -0000 Sewer Non -Dept 132846 21.82 03/09/2015 631 -00- 4400 -0000 Storm Water Non -Dept Check Total: 65.45 Vendor 202 GRAINGER INC Check Sequence: 16 9670219949 Vandal Resistant Faucet 503.33 03/09/2015 101 -32- 4223 -0000 General Pub Works 9678042491 Replacement Faucet 91.23 03/09/2015 101 -32 -4223 -0000 General Pub Works 9680150829 Vandal Resistant Faucet Return - 503.33 03/09/2015 1.01 -32- 4223 -0000 General Pub Works Check Total: 91.23 Vendor 206 TWILA GROUT Check Sequence: 17 02262015 - Coffey Coffee & Ice 13.49 03/09/2015 201 -00- 4245 -0000 SSC Non -Dept 2015- Garden Garden Fair Flyers 37.62 03/09/2015 201 -00 -4248 -0000 SSC Non -Dept Check Total: 51.11 Vendor 211 HAWKINS INC Check Sequence: 18 3696793 -RI Chlorine 105.00 03/09/2015 601 -00- 4245 -0000 Water Non -Dept Check Total: 105.00 Vendor 215 HENNEPIN COUNTY INFORMATION'! Check Sequence: 19 1000055221 Hazardous Waste License 231.00 03/09/2015 101 -32- 4437 -0000 General Pub Works Check Total: 231.00 Vendor 226 INTEGRATED FIRE & SECURITY Check Sequence: 20 61594 Annual Monitoring Service 26140 03/09/2015 101 -19- 4400 -0000 General Mun Bldg 61595 Annual Monitoring Service 263.40 03/09/2015 101 -32 -4400 -0000 General Pub Works Check Total: 526.80 Vendor 228 INTERNATIONAL CODE COUNCIL Check Sequence: 21 INV0532790 2015 MN Accessibility Code 37.33 03/09/2015 101 -24 -4331 -0000 General Insp Check Total: 37.33 Vendor 593 JEFFREY L. JOHNSON Check Sequence: 22 2015- Garden 2015 - Garden Fair Speaker 100.00 03/09/2015 201 -00- 4248 -0000 SSC Non -Dept Check Total: 100.00 Vendor 495 WILLIAM JOYNES Check Sequence: 23 Feb -2015 Admin Svc - Feb 5,675.00 03/09/2015 101 -13- 4400 -0000 General Admin Check'fotal: 5.675.00 Vendor 247 DREW KRIESEL Check Sequence: 24 Feb -2015 Building Maint. Services 249.29 03/09/2015 201 -00- 4400 -0000 SSC Non -Dept Feb -2015 Events Program/Class Services 315.00 03/09/2015 201 -00 -4248 -0000 SSC Non -Dept Feb -2015 Snow Shoveling Svcs 320.00 03/09/2015 201 -00- 4400 -0000 SSC Non -Dept Check Total: 884.29 Vendor 482 KUTAK ROCK LLP Check Sequence: 25 2033018 - 10615- General Corporate - Jan 1,850.00 03/09/2015 101 -16- 4304 -0000 General Prof Svcs 2033019 - 10615- Personnel - Jan 964.90 03/09/2015 101 -16- 4304 -0000 General Prof Svcs 2033020 -10615 - Land Use & Development - Jan 506.00 03/09/2015 101 -18- 4304 -0000 General Planning 2033022 - 10615- Aquatic Invasive Species Agree -Jan 111.00 03/09/2015 101 -16- 4304 -0000 General Prof Svcs 2033023- 106151 Smithtown Trail East - Jan 499.50 03/09/2015 406 -00- 4620 -0008 Trail Non -Dept 2033190- 106151 Southshore Center - Jan 999.00 03/09/2015 201 -00- 4304 -0000 SSC Non -Dept 2033563- 106151 Minnetonka Country Club - Jan 4,056.10 03/09/2015 101 -18- 4304 -0000 General Planning Check Total: 8,986.50 Vendor 279 METROPOLITAN COUNCIL {WASTED Check Sequence: 26 0001040517 Monthly Waste Water Svc 50,765.00 03/09/2015 611 -00 -4385 -0000 Sewer Non -Dept Check Total: 50.765.00 Vendor 596 MINNETONKA GLASS & MIRROR Check Sequence: 27 48909 Repair of Broken Door at Excelsior Fire BI( 288.00 03/09/2015 101 -32- 4400 -0000 General Pub Works Check Total: 288.00 Vendor 313 MICHELLE THAO NGUYEN Check Sequence: 28 Feb -2015 Mileage - Feb 53.76 03/09/2015 101 -15- 4331 -0000 General Fin Check Total: 53.76 Vendor 322 OFFICE DEPOT Check Sequence: 29 756326616001 Toner 154.98 03/09/2015 101 -15 -4200 -0000 General Fin 756329067001 Toner 77.49 03/09/2015 101 -15- 4200 -0000 General Fin 756329068001 Toner 66.49 03/09/2015101 -13- 4200 -0000 General Admin 756388836001 Envelope 35.18 03/09/2015101 -13- 4200 -0000 General Admin 756389113001 Envelope 41.69 03/09/2015101 -13 -4200 -0000 General Admin 758702289001 Storage Boxes 57.57 03/09/2015 101 -13- 4200 -0000 General Admin Check Total: 433.40 Vendor 325 ON SITE SANITATION INC Check Sequence: 30 A- 578583 Badger Park 50.00 03/09/2015 101 -52- 4410 -0000 General Park Maint A- 578584 Cathcart Park 50.00 03/09/2015 101 -52- 4410 -0000 General Park Maint A- 578585 Freeman Park 150.00 03/09/2015 101 -52- 4410 -0000 General Park Maint A- 578586 Manor Park 50.00 03/09/2015 101 -52- 4410 -0000 General Park Maint A- 578587 Silverwood Park 50.00 03/09/2015 101 -52- 4410 -0000 General Park Maint A- 578588 South Shore Skate 50.00 03/09/2015 101 -52- 4410 -0000 General Park Maint A- 578589 Christmas Lk Boat Access 110.00 03/09/2015 101 -52- 4410 -0000 General Park Maint Check Total: 510.00 Vendor 329 JEAN PANCHYSITYN Check Sequence: 31 EP- Record Mtg Mileage Reimbursement -EP- Record Retent 14.56 03/09/2015 101 -13- 4331 -0000 General Admin Jan -15 -Admin Admin's Meeting - Coffee 12.86 03/09/2015 101 -13- 4245 -0000 General Admin Jan-15- Retreat Council Retreat -Foods & Coffee 58.97 03/09/2015 101 -11- 4245 -0000 General Council Sept /14- Feb /15 Wellness Reimbursement- Sept /14- Feb /15 240.00 03/09/2015 101 -13- 4101 -0000 General Admin Check Total: 326.39 Vendor 592 DOROTHY PEDERSEN Check Sequence: 32 2015- Garden 2015- Garden Fair Speaker 100.00 03/09/2015 201 -00 -4218 -0000 SSC Non -Dept Check Total: 100.00 Vendor 240 KENNETH POTTS, PA Check Sequence: 33 Feb -2015 Prosectution Monthly Services 2,500.00 03/09/2015 101 -16- 4304 -0000 General Prof Svcs Jan -2015 Prosectution Monthly Services 2,500.00 03/09/2015 101 -16- 4304 -0000 General Prof Svcs Check Total: 5.000.00 Vendor 354 SIIOREWOOD TRUE VALUE Check Sequence: 34 123285 Safety Cleats for Iee 29.99 03/09/2015 101 -32- 4245 -0000 General Pub Works 123373 Filter 7.98 03/09/2015 101 -32 -4245 -0000 General Pub Works 123383 Steel Handle 10.46 03/09/2015 101 -32- 4245 -0000 General Pub Works 123398 Safety Marker 6.99 03/09/2015 101 -32 -4245 -0000 General Pub Works 123399 Safety Marker 20.97 03/09/2015 101 -32- 4245 -0000 General Pub Works 282591 Paint for Garbage Cans 76.04 03/09/2015 101 -52 -4245 -0000 General Park Maint Check Total: 152.43 Vendor 360 SOUTH LAKE MINNETONKA POLICE' Check Sequence: 35 Mar -2015 -OBE Monthly - Operating Budget Exp 89,178.75 03/09/2015 101 -21 -4400 -0000 General Police Check Total: 89378.75 Vendor 370 STRATEGIC INSIGHTS INC. Check Sequence: 36 15Plan -It -061 2015 -2016- Capital Planning Software 675.00 03/09/2015 101 -15- 4221 -0000 General Fin Check Total: 675.00 Vendor 380 TITAN MACHINERY Check Sequence: 37 5509505 -GP Equipment Replacement V Plow 5,130.00 03/09/2015 403 -00- 4640 -0000 Equip Repl Non -Dept Check Total: 5.130.00 Vendor 384 TOTAL PRINTING SERVICES Check Sequence: 38 10303 Newsletters - Mar 677.65 03/09/2015 101 -13- 4400 -0000 General Admin 10303 SSCC Insert - Spring & Garden Fair 245.30 03/09/2015 201 -00- 4400 -0000 SSC Non -Dept 10303 Tree Order Insert 136.60 03/09/2015 101 -52- 4247 -0000 General Park Maint 10304 Regular Envelopes 122.50 03/09/2015 101 -13- 4200 -0000 General Admin Check Total: 1.182.05 Vendor 421 VERIZON WIRELESS Check Sequence: 39 9740480724 Brad's Cell- 612- 865- 3582 -01/13 -02/12 51.01 03/09/2015 101 -18- 4321 -0000 General Planning 9741008106 L.S. Phones - Acet985338397 -01/22 -02/21 191.76 03/09/2015 611 -00- 4321 -0000 Sewer Non -Dept Check Total: 242.77 Vendor 398 VOYAGER FLEET SYSTEMS INC Check Sequence: 40 869293803509 Closing Date 02/24/15 1,288.82 03/09/2015 101 -32- 4212 -0000 General Pub Works Check Total: 1.288.82 Vendor 415 WARNER CONNECT Check Sequence: 41 29922098 Monthly Network Maint Services 2,565.40 03/09/2015 101 -19 -4221 -0000 General Mun Bldg Check Total: 1565.40 Vendor 401 WASTE MANAGEMENT OF WI -MN Check Sequence: 42 6757319 - 1593 -9 5735 Ctry Club Rd- Monthly Svc 182.21 03/09/2015 201 -00 -4400 -0000 SSC Non -Dept 6757320- 1593 -7 24200 Smithtown Rd- Monthly Svc 422.61 03/09/2015 101 -32- 4400 -0000 General Pub Works Check Total: 604.82 Vendor 327 WINDSTREAM Check Sequence: 43 58199048 City Hall 116.28 03/09/2015 101 -19 -4321 -0000 General Mun Bldg 58199048 Public Work 52.40 03/09/2015 101 -32- 4321 -0000 General Pub Works 58199048 Boulder Bridge Well 55.10 03/09/2015 601 -00- 4396 -0000 Water Non -Dept 58199048 Badger Well -City of Shorewood 111.89 03/09/2015 601 -00 -4395 -0000 Water Non -Dept 58199048 Badger- Manor- CatheartPark 162.60 03/09/2015101 -52- 4321 -0000 General Park Maint 58199048 West Tower -City of Shorewood 55.10 03/09/2015 601 -00- 4321 -0000 Water Non -Dept Check Total: 553.37 Vendor 411 XCEL ENERGY Check Sequence: 44 Stmt4446360891 C.H. Svcs - Statement on 02/20/15 631.81 03/09/2015 101 -19- 4380 -0000 General Mun Bldg Stmt 4446360891 P.W. Bldg Svc - Statement on 02/20/15 567.56 03/09/2015 101 -32- 4380 -0000 General Pub Works Stmt 4446360891 P. W. Street Lights Svc - Statement on 02/2( 3,232.32 03/09/2015 101 -32- 4399 -0000 General Pub Works Stmt #446360891 Parks - Statement on 02/20/15 799.52 03/09/2015 101 -52- 4380 -0000 General Park Maint Stmt #446360891 Amesbury Svc - Statement on 02/20/15 541.18 03/09/2015 601 -00- 4394 -0000 Water Non -Dept Stmt#446360891 Boulder Bridge Svc - Statement on 02/20/15 877.54 03/09/2015 601 -00- 4396 -0000 Water Non -Dept Stmt#446360891 S.E. Area Svc - Statement on 02/20/15 2,582.04 03/09/2015 601 -00 -4398 -0000 Water Non -Dept Stmt#446360891 Street Lights - Statement on 02/20/15 570.76 03/09/2015 611 -00- 4380 -0000 Sewer Non -Dept Shnt#4470315K 24253 Smithtown Rd - 01/24 -02/24 418.15 03/09/2015 601 -00- 4395 -0000 Water Non -Dept Stmt#44704953,' 5735 Country Club Rd - 01/24 -02/24 666.63 03/09/2015 201 -00 -4380 -0000 SSC Non -Dept Check Total: 10.887.51 Total for Check Run: 198,053.19 Total of Number of 44 3B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Pay Equity Report Meeting Date: March 9, 2015 Prepared by: Bill Joynes Bruce DeJong Attachment: Pay Equity Report Policy Consideration: Does the City of Shorewood compensate employees in an equitable manner? Background: Every three years, local governments are required to prepare and submit to the Minnesota Department of Management and Budget a pay equity compliance report. The report is prepared using a program developed by the state. The purpose of the report is to determine if female dominated classes are underpaid in comparison to male dominated classifications and the amount each employee group is underpaid or overpaid based on a statistically predicted compensation estimate. The data used is pay rates at the end of 2014. Staff completed the report, which is attached, and a preliminary review indicates the city is in compliance. Staff is asking Council to approve the report, authorize the Mayor to sign the report, and approve submittal to the state. Financial or Budget Considerations: No changes to the compensation system are required bring the city into compliance, so there is not financial impact. Options: 1) The City Council may approve the report for submittal. 2) The City Council may make changes to the pay rates or classification system and submit the revised report. Recommendation / Action Requested: Staff recommends that the City Council approve the report, authorize the mayor to sign, and staff to submit the report to the state. Next Steps and Timelines: The rates will be implemented with the next billing cycle. Communication with residents will continue prior to implementation of the usage based sewer rates later this year. Connection to Vision / Mission: Adopting a prudent rate structure contributes to sound financial management. 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 Jurisdiction: Shorewood 5755 Country Club Road Shorewood Contact: Bruce DeJong Compliance Report MN 55331 Phone: (952) 960 -7903 Report Year: 2015 Case: 2 - 2014 DATA (Shared (Jur and MMB)) E -Mail: bdejong @ci.shorewood.mn.us The statistical analysis, salary range and exceptional service pay test results are shown below. Part I is general information from your pay equity report data. Parts II, III and IV give you the test results. For more detail on each test, refer to the Guide to Pay Equity Compliance and Computer Reports. 1. GENERAL JOB CLASS INFORMATION # Job Classes # Employees Avg. Max Monthly Pay per employee H. STATISTICAL ANALYSIS TEST A. Underpayment Ratio = 46.88 Male Female Balanced All Job Classes Classes Classes Classes 8 5 0 13 12 6 0 18 5,828.29 5,311.99 5,656.19 Male Female Classes Classes a. # At or above Predicted Pay 5 1 b. # Below Predicted Pay 3 4 c. TOTAL 8 5 d. % Below Predicted Pay 37.50 80.00 (b divided by c = d) *(Result is % of male classes below predicted pay divided by % of female classes below predicted pay.) B. T -test Results Degrees of Freedom (DF) = 16 Value of T = 0.895 a. Avg. dill. in pay from predicted pay for male jobs = $19 b. Avg. dill. in pay from predicted pay for female jobs = ($67) Ill. SALARY RANGE TEST = 0.00 (Result is A divided by B) A. Avg. # of years to max salary for male jobs = 5.00 B. Avg. # of years to max salary for female jobs= 0.00 IV. EXCEPTIONAL SERVICE PAY TEST = 0.00 (Result is B divided by A) A. % of male classes receiving ESP 12.50 B. % of female classes receiving ESP 40.00 *(If 20% or less, test result will be 0.00) Shorewood Job Class Data Entry Verification List LGID 1048 Case: 2014 DATA Job Class Nbr Nbr Class Jobs Min Mo Max Mo Yrs to Max Yrs of Exceptional Nbr Title Males Females Type Points Salary Salary Salary Service Service Pay 1 Light Equipment Operator 4 0 M 183 $3,891.00 $4,746.00 5.00 13.75 2 Communications Coordina 0 1 F 183 $3,789.74 $4,712.18 0.00 13.75 Performance 3 Utility Maint Operator 2 0 M 192 $4,068.00 $4,923.00 5.00 27.00 4 Reception ist/Ad min Asst. 0 2 F 194 $3,861.31 $4,826.64 0.00 17.00 Performance 5 LEO -Shop Technician 1 0 M 208 $3,980.00 $4,834.00 5.00 15.50 6 Sr. Accounting Clerk 0 1 F 238 $4,320.84 $5,401.06 0.00 10.50 7 Utility Lead Worker 1 0 M 252 $4,377.00 $5,339.00 5.00 40.50 8 Planning Assistant 0 1 F 314 $4,501.12 $5,626.40 0.00 30.10 9 Building Official 1 0 M 362 $5,342.27 $6,677.84 0.00 25.00 Performance 10 City Clerk 0 1 F 375 $5,301.00 $6,479.00 0.00 13.90 12 Planning Director 1 0 M 542 $6,328.00 $7,910.00 0.00 30.80 13 Finance Director/Treasurei 1 0 M 677 $6,223.00 $7,779.00 0.00 1.00 14 Director of Public Works 1 0 M 732 $6,855.68 $8,569.60 0.00 18.25 Job Number Count: 13 a L U) 9000 8500 8000 7500 7000 6500 6000 5500 5000 4500 Predicted Pay Report for Shorewood Case: 2014 DATA 3/3/2015 100 200 300 400 500 600 700 800 Points * Male Jobs Female Jobs 0 Balanced Jobs Predicted Pay ---Line Continuation (Min) ---Line Continuation (Max) Page 1 of 2 Job Nbr Job Title Nbr Males Predicted Pay Report for Shorewood Case: 2014 DATA Nbr Total Job Females Nbr Type Job Points Max Mo Salary Predicted Pay 313!2015 Pay Difference 1 Light Equipment Operator (LEO) 4 0 4 Male 183 $4,746.00 $4,763.54 ($17.54) 2 Communications Coordinator 0 1 1 Female 183 $4,712.18 $4,76154 ($51.36) 3 Utility Maint Operator 2 0 2 Male 192 $4,923.00 $4,835.30 $87.70 4 Receptionist/Admin Asst. 0 2 2 Female 194 $4,826.64 $4,851.32 ($24.68) 5 LEO -Shop Technician 1 0 1 Male 208 $4,834.00 $4,963.24 ($129.24) 6 Sr. Accounting Clerk 0 1 1 Female 238 $5,401.06 $5,198.67 $202.39 7 Utility Lead Worker 1 0 1 Male 252 $5,339.00 $5,315.02 $23.98 8 Planning Assistant 0 1 1 Female 314 $5,626.40 $6,097.57 ($471.17) 9 Building Official 1 0 1 Male 362 $6,677.84 $6,673.92 $3.92 10 City Clerk 0 1 1 Female 375 $6,479.00 $6,513.83 ($34.83) 12 Planning Director 1 0 1 Male 542 $7,910.00 $7,576.20 $333.80 13 Finance Director/Treasurer 1 0 1 Male 677 $7,779.00 $8,156.46 ($377.46) 14 Director of Public Works 1 0 1 Male 732 $8,569.60 $8,301.42 $268.18 Job Number Count: 13 Page 2 of 2 Pay Equity Implementation Report Part A: Jurisdiction Identification Jurisdiction: Jurisdiction Type: 31512015 Contact: �, } Phone: T) � �- � E -Mail: & C . Part B: Official Verification s il�,v'.e.t� c i ol,A, Li.s 1. The job evaluation system used measured skill, effort responsibility and working conditions and the same system was used for all classes of employees. The system used was: Description: 2. Health Insurance benefits for male and female classes of comparable value have been evaluated and: re- Part C: Total Payroll P' 1, -3 ti �) 13 d] is the annual payroll for the calendar year just ended December 31. 3. An official notice has been posted at: L L 1, t I Ii (prominent location) informing employees that the Pay Equity Implementation Report has been filed and is available to employees upon request. A copy of the notice has been sent to each exclusive representative, if any, and also to the public library. The report was approved by: Lr �� oil C'1 pld i (governing bod C (chief elected official) Mau nr (title) Checking this box indicates the following: signature of chief elected official - approval by governing body - all information is complete and accurate, and - all employees over which the jurisdiction has final budgetary authority are included Date Submitted: Meeting Date: March 9, 2015 Prepared by: Brad Nielsen, Planning Director Reviewed by: Attachments: Multiple Dock Facility License Application Policy Consideration: The City Code section 1201.24, Subd. 10, requires the Shorewood Yacht Club, located at 23500 Smithtown Road (Co. Rd. 19), to apply for a Multiple Dock Facility License. Background: This is the Shorewood Yacht Club's annual multiple dock facility license application. City Code section 1201.24, Subd. 10 states that renewal of the license shall be granted provided the operation is in conformance with the terms of the conditional use permit. As indicated on the application, the owner agrees to arrange for necessary inspections to ensure that the property is in compliance with the city code. A site inspection will be conducted when the slips are occupied in the summer. Per the CUP, the applicant has submitted a plan showing where the five non - rental boats will be moored. Financial or Budget Considerations: The fee for the license is $2.00 per boat slip. The applicant has 117 boat slips and has paid the fee of $234.00. Options: As the license requirements have been met, and the owner has agreed to a site inspection, which will be conducted in the early summer, approval of the Multiple Dock Facility License application for 2015 is in order. Recommendation / Action Requested: Approval of the Multiple Dock Facility License application for the Shorewood Yacht Club for the year 2015. Next Steps and Timelines: Staff will issue the License for the Multiple Dock Facility for the Shorewood Yacht Club for the year 2015, and conduct a site inspection in early summer when the slips are occupied. Connection to Vision / Mission: Inspection of the site for compliance with the city code requirements satisfies the mission of providing quality public service, and providing a healthy environment for residents and users of the Shorewood Yacht Club. 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 [q MULTIPLE DOCK FACILITY LICENSE CITY OF APPLICATION SHOREWOOD 5755 COUNTRY CLUB ROAD SHOREWOOD. MINNESOTA 55331 (952) 474 -3236 PLANNING AND PROTECTIVE INSPECTIONS NUMBER OF BOAT SLIPS (AUTHORIZED BY CONDITIONAL USE PERMIT AND LMCD) (Office Use Only Do Not Write In Shaded Area) ZONING District: Conforming Use ❑ (Please Print or Type) ❑ SITE X (Date) (Inspector) Initial _ a , f � ✓.i i c � ��-� -L°-�C Address: Yea �� � � � �,. � �, M1 z a€ ✓' Y) 1. .j _. a d✓ 4c,o ��= —) e- i) � Approved: e f %6'_j Lot: Block: Subdivision: S'� e( P.I.N.• OWNER `"c cke , Telephone. Address: (Set) 1 .{ ✓ % ;'��iJ9 Q Y ��''^r �....i. '_/ g (City) (State) (Zipcode) AGENT OR MANAGEMENT REPRESENTATIVE (if different than owner) Name: ');'� �� �„ � � Telephone:(JJCi �. ) / Ll —6) � ��dpk Jjai j� aa Address: r.'b (Street) r i g w `1 (City) (State) (Zipcode) NUMBER OF BOAT SLIPS (AUTHORIZED BY CONDITIONAL USE PERMIT AND LMCD) (Office Use Only Do Not Write In Shaded Area) ZONING District: Conforming Use ❑ Nonconforming Use ❑ INSPECTIONS X (Date) (Inspector) Initial Compliance. w CY10 Follow -up: Approved: (Compliance Official) (Date) LICENSE FEE Fee Per Unit: C. $ 'g No. of Boat Slips: X Total Fee: _ q Receipt Na Date: w CY10 In signing this application, I hereby acknowledge that I have reviewed the requirements of the Lakeshore Recreational Zoning District and agree to arrange for necessary inspections to ensure that my property complies with the Code. Signature of 6wner of A e , Date 3D MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Agreement for Financial Advisory Services with Springsted Meeting Date: March 9, 2015 Prepared by: Bill Joynes Bruce DeJong Attachment: Pay Equity Report Policy Consideration: Does the City of Shorewood want the services of a financial consulting firm in conjunction with the Minnetonka Country Club project? Background: At the retreat the City Council discussed the use of a financial consultant in relation to potential use of tax increment or abatement to construct public amenities near to the Minnetonka Country Club. The city has previously used Springsted as a financial consultant for the Waterford Tax Increment Financing District. Staff has met with Terri Heaton and Tony Schertler, representatives from the firm regarding a scope of services and fees. The proposal is for an hourly contract since there is no defined timeline for the project. Staff intends to have Springsted work on a two phase process. Task I will create an approximate cash flow model based on estimated development value and build out timeline as provided by the developer. This can then be evaluated by the City Council as a financing tool to help construct public infrastructure along Smithtown Road and Strawberry Lane that will help alleviate traffic issues related to the additional trips generated from the development. Task II will perform a feasibility analysis based on market conditions after the project is approved by Council. Financial or Budget Considerations: The cost estimates for the two phases are: Phase 1 $4,500 - $5,500 Phase II $4,000- $5,000 Total Range $8,500- $10,500 This consulting process can potentially free up resources to provide for public infrastructure projects in our Capital Improvement Plan that are currently unfunded. Options: 1) The City Council may approve the agreement as presented. 2) The City Council may direct staff to negotiate changes to the agreement. 3) The City Council may decide to not contract with a financial consultant. 2Mission 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. Recommendation / Action Requested: Staff recommends that the City Council approve the agreement as presented and authorize staff to sign the documents. Next Steps and Timelines: The rates will be implemented with the next billing cycle. Communication with residents will continue prior to implementation of the usage based sewer rates later this year. Connection to Vision / Mission: Adopting a prudent rate structure contributes to sound financial management. City of Shorewood, Minnesota February 2015 St`1OO AGREEMENT FOR ECONOMIC DEVELOPMENT AND MUNICIPAL ADVISOR SERVICES THIS AGREEMENT is made as of the — day of , 2015, by and between the City of Shorewood, Minnesota, ( "Client ") and Springsted Incorporated ( "Advisor "). WHEREAS, the Client wishes to retain the services of the Advisor on the terms and conditions set forth herein, and the Advisor wishes to provide such services; NOW, THEREFORE, the parties hereto agree as follows: 1. Services. Advisor shall provide services to the Client in accordance with Appendix A of this Agreement titled "Redevelopment of Golf Course Project" 2. 3. Compensation. The Client shall compensate the Advisor at the rates set forth in Appendix A of this Agreement, 4. Term and Termination. This Agreement shall commence as of the date hereof, and shall terminate upon completion of the services and subsequent payment of compensation as detailed in Appendix A of this Agreement." Indemnification, The Client and the Advisor each hereby agree to indemnify and hold the other harmless from and against any and all losses, claims, damages, expenses, including without limitation, reasonable attorney's fees, costs, liabilities, demands and cause of action (collectively referred to herein as "Damages ") which the other may suffer or be subjected to as a consequence of any act, error or omission of the indemnifying party in connection with the performance or nonperformance of its obligations hereunder, less any payment for damages made to the indemnified party by a third party. Notwithstanding the foregoing, no party hereto shall be liable to the other for Damages suffered by the other to the extent that those Damages are the consequence of: (a) events or conditions beyond the control of the indemnifying party, including without limitation changes in economic conditions; (b) actions of the indemnifying party which were reasonable based on facts and circumstances existing at the time and known to the indemnifying party at the time the service was provided; or (c) errors made by the indemnifying party due to its reliance on facts and materials provided to the indemnifying party by the indemnified party. Whenever the Client or the Advisor becomes aware of a claim with respect to which it may be entitled to indemnification hereunder, it shall promptly advise the other in writing of the nature of the claim. If the claim arises from a claim made against the indemnified party by a third party, the indemnifying party shall have the right, at its expense, to contest any such claim, to assume the defense thereof, to employ legal counsel in connection therewith, and to compromise or settle the same, provided that any compromise or settlement by the indemnifying party of such claim shall be deemed an admission of liability hereunder. 6. Confidentiality; Disclosure of Information. 6.1 Client Information. All information, files, records, memoranda and other data of the Client which the Client provides to the Consultant or which the Advisor becomes aware of in the performance of its duties hereunder ( "Client Information ") shall be deemed by the parties to be the property of the Client. The Consultant may disclose the Client Information to third parties in connection with the performance by it of its duties hereunder, subject to approval of the client. 6.2 Consultant Information. The Client acknowledges that in connection with the performance by the Consultant of its duties hereunder, the Client may become aware of internal files, records, memoranda and other data, including without limitation computer programs of the Advisor ( "Advisor Information "). The Client acknowledges that all Advisor information, except reports prepared by the Advisor for the City of Shorewood, Minnesota February 2015 Client, is confidential and proprietary to the Advisor, and agrees that the Client will not, directly or indirectly, disclose the same or any part thereof to any person or entity except upon the express written consent of the Advisor. 7. Miscellaneous. 7.1 Delegation of Duties. The Advisor shall not delegate its duties hereunder to any third party without the express written consent of the Client. 7.2 No Third Party Beneficiary. No third party shall have any rights or remedies under this Agreement, 7.3 Entire Contract; Amendment. This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof, and supersedes all prior written or oral negotiations, understandings or agreements with respect hereto. This Agreement may be amended in whole or in part by mutual consent of the parties, and this Agreement shall not preclude the Client and the Advisor from entering into separate agreements for other projects. 7.4 Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. 7.5 Severability. To the extent any provision of this Agreement shall be determined invalid or unenforceable, the invalid or unenforceable portion shall be deleted from this Agreement, and the validity and enforceability of the remainder shall be unaffected. 7.6 Notice. All notices required hereunder shall be in writing and shall be deemed to have been given when delivered, transmitted by first class, registered or certified mail, postage prepaid and addressed as follows: If to the Client: If to the Advisor, to: Tony Schertler or Terri Heaton, Senior Vice Presidents Springsted Incorporated 380 Jackson Street, Suite 300 Saint. Paul, MN 55101 -4705 The foregoing Agreement is hereby entered into on behalf of the respective parties by signature of the following persons each of whom is duly authorized to bind the parties indicated. FOR CLIENT SPRINGSTED Incorporated Tony Schertler or Terri Heaton Title Title nigsted 2 City of Shorewood, Minnesota February 2015 Attachment A - City of Shorewood, Minnesota Redevelopment of Golf Course Project Work Plan February 2015 We propose to assist the City with the possible establishment of a tax abatement project area and other economic development and financing tools. The City anticipates financing possible necessary improvements associated with significant new private investment and would like to understand how using economic development tools and the possible issuance of Developer notes or bonds might assist the City in achieving its development goals. The City will provided Springsted with identified project areas adjacent to the planned improvement project in which tax abatement or TIF revenues could be generated. Springsted will analyze each of the areas to project the revenues necessary to support the note or any debt service. For purposes of our analysis we need to meet with City staff to determine what assumptions the City wishes to use to generate revenue projections. (For example: what will be developed, the base value to use, should they be based on existing values of residential properties within the identified area or new values of buildings only, excluding current land values etc.) We will illustrate how these assumptions will impact the City's financing choices. A City may issue General Obligation Tax Abatement Bonds, Tax Increment Bonds, Assessment, Reconstruction, Utility or other obligations to repaid with specific revenue streams from economic development. If abatement is used, under section 469.1813, the maximum principal amount of tax abatement bonds may not exceed the estimated sum of the abatements for the properties for the years authorized. If TIF Bonds are issued, tax increment must support 20% of the debt service. The bonds may be general obligations of the City if the City Council elects to pledge the full faith and credit in the resolution issuing the bonds. The proceeds of tax abatement bonds may be used to: • pay for public improvements that benefit the property; • acquire and convey land or other property; • reimburse the property owner for the cost of the improvements made to the property; and • pay the costs of issuance of the bonds. The proceeds of tax increment bonds are more restrictive and Springsted would work with staff to first determine if the project could qualify as a TIF district. Various restrictions would require the bonds to be used to correct or remedy the conditions qualifying the project as a TIF district along with City infrastructure costs. Work Process Task I — Tax Abatement and TIF Analysis Springsted will provide a tax abatement analysis for the City of Shorewood based on the following steps in the process. Assist City in evaluating financing options. 3 City of Shorewood, Minnesota February 2015 • Attend Council workshop • Present tax abatement and TIF concepts and mechanics • Discuss proposed project and appropriate tool(s) • Gather parcel value and development project information • Size, type, and values • Construction schedule and value assessments Analyze TIF District decertification information • Construct tax abatement or TIF analysis • Send requests for participation or notification to County and School District officials • Prepare and send required publication notice to local newspaper • Present tax abatement analysis or TIF plan at proposed public hearing Task 11— Abatement or TIF Financial Feasibility Analysis Public participation - Springsted will review the proposed financing plan preferred by the City centered on a revenue stream from the proposed abatement or TIF area and project. We will prepare financial analyses based on the current market conditions and requirements to determine debt capacity based on a proposed project (development scenario) provided by the City, Additional financial analyses for alternative development scenarios may be prepared as directed by the City. Private participation — If the City of Shorewood is working with a private developer then based on the proposed private financing plan provided by that developer, Springsted will summarize debt and equity requirements that may impact the feasibility of the financing plan for the development. Summary Outcomes Springsted will provide the City with the information that is deemed necessary to control the outcomes allowing for the development project to advance. Some understanding should be developed in order to compare how that approach might affect the existing cash flow formulas for assistance agreement currently in place, with an assumption that modifications may be necessary. Springsted will complete Task I as outlined and report the results to City staff prior to commencement of Task II to determine if the process and analysis is still applicable. Completion Date Upon receipt of the specifics of the proposed project (development scenario) to be financed, both public and private; Springsted will complete the above work processes and outcomes within 2 -3 weeks for Task 1. Springsted will complete Task 11 at a later agreed -upon date following review and completion of Task 1. Springsted's ability to meet this completion time depends heavily on timely responses. Therefore, a delay in receipt of critical material may result in an extension of the completion date. Springsted will report to the City any likelihood of delay, if applicable, in order to adjust the work processes or deadline or both. ll City of Shorewood, Minnesota February 2015 Compensation Springsted will bill hourly to complete the work process and outcomes stated above, with an estimated fee of between $8,500 and $10,500. We estimate Task I to be approximately $4500 -$5500 and Task II to be approximately $4000 - $5000. This fee is exclusive of fees related to the sale of bonds, work outside the scope of this proposal, and any out -of- pocket expenses such as travel mileage, copying and faxes. Springsted will update the City half -way through the project to evaluate our estimated fee. If we believe that the work cannot be completed within the estimated fee we will work with the City to reduce the scope of the project or receive authorization to exceed our estimate. Fees may be reimbursed from TI or Abatement Bond proceeds. 2015 Standard Hourly Fee Schedule Title Rate Principal & Senior Officer $260 Officer & Project Manager $215 Analyst $160 Support Staff $ 75 If bonds are issued, Springsted "s fees are as follows: COMPENSATION FOR SERVICES RELATING TO CLIENT'S DEBT OBLIGATIONS 1. a. General obligation debt: Base fee of $7,500 for a bond issuance $5 per $1,000 for the first $2,500,000 of bonds issued » $1 per $1,000 for amounts over $2,500,000 of bonds issued b. The foregoing schedule shall include the Advisor's services through closing of a Debt Obligation. If the Advisor performs post - closing services relative to a Debt Obligation, it shall be compensated for such services at the hourly rates set out in paragraph B of this appendix. c. A single Debt Obligation with multiple financing plans is charged per plan with a discount of $4,000 per plan applied after the first plan. d. Non ad valorem supported debt and advance refunding shall be compensated at 1.25 times the fee set out in paragraph 1.a. above. e. Debt Obligations dependent on successful referenda shall be compensated at 1.10 times the fee set out in paragraph 1.a. above. f. In the event it is necessary for the Advisor to repeat Debt Obligation services because of events beyond the Advisor's control, the Advisor shall be compensated for such repetitive services at the hourly rates set out in the foregoing paragraph B. of this Appendix. The Advisor shall not be entitled to 5 City of Shorewood, Minnesota February 2015 compensation under this section for failed referenda unless otherwise provided by agreement between the Client and the Advisor. g. The Advisor's fees shall be payable as follows: (i) For a Debt Obligation, fees shall be contingent upon closing of the Debt Obligation, except that if the Debt Obligation is awarded but cannot be closed by reason of an error, act or omission of the Client, the Advisor shall be paid the amount which it would have been due upon closing. (ii) If an issuance does not close for a reason that is beyond the control of the Client and without fault of the Client, then the Advisor shall be compensated at one -half the amount which would have been due upon closing. (iii) Fees for services provided in connection with a private placement are not contingent on the successful placement of the Debt Obligation. (iv) If a Client Debt Obligation is abandoned for any reason and the Advisor is without fault for such abandonment, the Advisor shall be paid a fee in the amount that would have been due if the Advisor's services to the point of abandonment had been charged at the hourly rate set out in paragraph B. herein however not more than the fee had the Debt Obligation been issued. A Debt Obligation shall be deemed abandoned upon notice by the Client to the Advisor of abandonment or whenever the Client has taken no action with respect to the Debt Obligation within one year, whichever occurs first. Delay in the issuance of Debt Obligations resulting from failed authorization referenda shall not constitute abandonment unless otherwise provided by agreement between the Client and the Advisor. 2. The Client shall be responsible for issuance expenses including, without exclusion of other expenses: (i) posting and distributing the Official Statement, (ii) legal fees, (iii) printing, (iv) delivery and settlement, (v) travel, (vi) rating fees, (vii) out -of- pocket Debt Obligation related expenses, and (viii) governmental and governmental agency fees and charges. City of Shorewood, Minnesota February 2015 City of Shorewood, Minnesota Tax Abatement/Increment Process (Golf Course Renovation Project) City Staff /Springsted working meeting City Council Meeting (optional) Draft Time Schedule • Define geographic boundaries • Review Sources and Uses, timing • Discuss Calendar /process • Discussion Item #1 The Concept of Tax Abatement and Tax Increment District Discussion Item #2 The Process of Approving a Tax Abatement or Tax Increment District • Discussion item #3 Tax Abatement or Tax Increment Project • Action Item #1 • Action Item #2 City Staff /Springsted working meeting (optional) Authorize Implementation of Time Schedule and Call for Public Hearing to be Scheduled for Approval of a Tax Abatement or Tax Increment Plan Authorize Drafting of Tax Abatement of Tax Increment Plan Resolution Submit an Abatement Request or Tax Increment notice to County and School District. Deadline for Submitting Information for Publication of Notice of Public Hearing (arrangements made by SPRINGSTED) Publication of Notice of Public Hearing (10 -30 days prior to public hearing) (arrangements made by SPRINGSTED) City Council Holds Public Hearing and Adopts Necessary Resolution • Public Hearing #1 To Approve a Resolution utilizing Tax Abatement or Tax Increment 4 k,\ ;\ �l City of Shorewood Council Meeting Item #6A MEETING TYPE Regular Meeting Title / Subject: Recognition of Service — LMCC Board Representative Paul Stelmachers Meeting Date: March 9, 2015 Prepared by: Jean Panchyshyn, City Clerk Background: Paul Stelmachers will be present this evening to receive recognition for his year of service on the Lake Minnetonka Communications Commission Board, from February 1, 2014 to January 31, 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 #QA MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: City Council Support for Dedicated State Funding for City Streets Meeting Date: March 9, 2015 Prepared by: Paul Hornby, City Engineer Reviewed by: Attachments: LMC Model Resolution Policy Consideration: Does the City Council support legislative action for dedicated State funding of local City streets through an omnibus transportation funding bill? Background: The League of Minnesota Cities Board of Directors voted Jan. 15 that the League will base its support for a 2015 transportation funding bill on inclusion of a new state funding stream for city streets. The LMC Board strategy is intended to convey that adequately funded city streets are essential to mobility and economic vitality. The League has been an active member of the Minnesota Transportation Alliance and other transportation stakeholder groups. Every legislative session, the League has provided testimony at the Legislature in support of increasing transportation investments. Unfortunately, this support has not helped secure more discretionary transportation funds for cities and, despite intense efforts over the last two decades on the part of the League and city officials, the Legislature has not passed the street improvement district enabling legislation requested by cities. The counties have secured additional wheelage tax authority as well as local option sales taxes for transportation. The Legislature has increased the gas tax and other revenues distributed by a constitutional formula through the Highway User Tax Distribution Fund (HUTDF), but those revenues provide discretionary funds to only 147 of Minnesota's 852 cities (State Aid Cities with population over 5,000). Currently, 84% of city streets are funded with property tax levies and special assessments. Cities are also burdened with cost participation for state and county highway improvements which diverts dollars from city streets. The strategy of the LMC is to provide dedicated State funding to the local city street system. Recommendation / Action Requested: Staff does have reservations about Council support of this legislative action because it may not provide a substantive or sustainable funding for city roadway maintenance and reconstruction. Staff is requesting Council provide direction regarding this item. 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 15- A RESOLUTION SUPPORTING DEDICATED STATE FUNDING FOR CITY STREETS WHEREAS, Minnesota contains over 141,000 miles of roadway, and over 22,500 milesor 16 percent —are owned and maintained by Minnesota's 852 cities; and WHEREAS, almost 85 percent of municipal streets are ineligible for dedicated Highway User Tax Distribution Fund dollars; and WHEREAS, the more than 700 Minnesota cities with populations below 5,000 are ineligible for dedicated Highway User Tax Distribution Fund dollars; and WHEREAS, city streets are a separate but integral piece of the network of roads, supporting movement of people and goods; and WHEREAS, existing funding mechanisms, such as Municipal State Aid (MSA), property taxes and special assessments, have limited applications, leaving cities udder- equipped to address growing needs; and WHEREAS, city cost participation in state and county highway projects diverts resources from city -owned streets; and WHEREAS, maintenance costs increase as road systems age, and no city- -large or small is spending enough on roadway capital' improvements to, maintain a 50 -year lifecycle; and WHEREAS, for every ,one dollar spent on maintenance, a road authority- -and therefore taxpayers - -save seven dollars in repairs; and WHEREAS, cities,need greater resources, including an additional dedicated state funding source for transportation, and flexible policies in order to meet growing demands for street improvements and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD that the City of Shorewood supports an omnibus transportation funding bill that provides additional dedicated state funding for city streets including funding that can be used for non - MSA city street maintenance, construction and reconstruction. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 9th day of March 2015. ATTEST: Scott Zerby, Mayor Jean Panchyshyn, City Clerk #9B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Resolution Accepting Quotes and Award of Construction Contract to Televise the Existing Sanitary Sewer Along Star Lane and Star Circle, City Project 14 -06. Meeting Date: March 9, 2015 Prepared by: Paul Hornby, City Engineer Reviewed by: Attachments: Quote Results, Quote Recommendation Letter, Resolution Background: On January 12, 2015, the City Council authorized WSB to prepare plans and specifications for the Star Lane and Star Circle Improvement Project as part of the City's 2015 Street Capital Improvement Program. The improvement project is to include the reconstruction of Star Lane and Star Circle north of Smithtown Road. As part of the project improvements, the sanitary sewer is evaluated for deficiencies related to Inflow and Infiltration (I & 1). 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, services, and traces of mineral deposits. There are no records indicating that the deficiencies were corrected, since the project did not occur in 2010. Since 5 years have passed, staff recommends the sewer be re- televised with the improvement project. The City requested quotes from three contractors and received one quote for the project from Infratech, with the low quote of $1,140.00 to televise the sanitary sewer mains and $1,388.40 to jet /clean the main if necessary. Financial or Budget Considerations: The sanitary sewer televising is to be funded by the I & I fund, and a portion will be eligible for reimbursement by a grant received from the Metropolitan Council through Metro Cities. The grant program is reimbursable by project when the work has been completed. Options: 1. Approve the resolution accepting quotes and awarding the work to Infratech for their low quote of $2,528.40. 2. Reject all quotes for the sanitary sewer televising within the Star Lane and Star Circle Improvement Project 3. Take no action on this item at this time. Recommendation / Action Requested: Staff recommends approving the Resolution Accepting Quotes and Award of proposal for the sanitary sewer televising within the Star Lane and Star Circle Improvement Project to Infratech, for their low quote of $2,528.40. 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 Infrastructure Technologies 21040 Commerce Blvd. Rogers, MN 55374-9341 Phone 763, 428 6488 / �Fax 76i3 428 6489 Web Site www.infratech*nljnei March 3, 2015 To: Fatle F\asper, EIT WSB RE: Shorewood, IVIN. Project: Star Lane and Star Circle Bid Date: 3-4-15 Infratech is pleased to present this proposal for Bid Items as required for the above- identified project. Item # Item Unit Qty Unit Price Total Mobilization TV Crew LS 1 $xxxx $ 450.00 Televise Existing Sanitary Sewer LF 920 $ 0.76 $ 690.00 Mobilization Jet/Vac Crew LS 1 $xxxx $ 450.00 Jet/vac Clean Existing Sanitary Sewer LF 920 $ 1.02 $ 938.40 The above prices include all equipment, labor and material to perform these items complete. Shorewood 3-4-15 CITY OF SHOREWOOD RESOLUTION NO. 15 - A RESOLUTION ACCEPTING QUOTES AND AWARDING CONTRACT FOR THE SANITARY SEWER TELEVISING WITHIN THE STAR LANE AND STAR CIRCLE IMPROVEMENT PROJECT CITY PROJECT NO. 14 -06 WHEREAS, pursuant to an invitation to provide quotes for sanitary sewer televising designated within the Star Lane and Star Circle Improvement Project, City Project 14 -06, quotes were received, opened on March 3, 2015, and such quote received is attached hereto and made a part hereof as Exhibit A; and WHEREAS, the City Council has determined that Infratech is the lowest quote in compliance with the quote documents. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Shorewood as follows: 1. The Mayor and City Clerk are hereby authorized and directed to enter into a contract with Infratech in the name of the City of Shorewood, for televising the sanitary sewer for City Project No. 14 -06. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 9th day of March, 2015. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor #9C MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Accept Proposal for Professional Services, Excelsior Boulevard Trail Slope Stabilization Design Meeting Date: March 9, 2015 Prepared by: Paul Hornby, City Engineer Reviewed by: Attachments: Proposal by Stantec, Slope Stabilization illustration Policy Consideration: Should the City Council enter into a contract with Stantec to prepare quote documents and design for the TH 7 embankment slope stabilization for the Excelsior Boulevard Trail Extension? Background: On December 8, 2014, Council was informed of soil stability issues with the construction of a retaining wall to support the TH 7 embankment upslope of the Excelsior Boulevard Trail Extension project as part of the MCES improvements. The MCES provided additional geotechnical review and alternatives to the retaining wall. Council direction was to pursue the design of the vegetated slope stabilization alternative instead of the retaining wall. Staff has since been working with the MCES and MnDOT to determine permitting requirements, amendment to the MnDOT Cooperative Agreement and reviewing other trail modifications that may avoid the slope stabilization on MnDOT right of way. Staff has since determined: 1. Slope impacts to the TH 7 right of way cannot be avoided with trail construction 2. The MCES construction contract has a completion date in June, however this can be extended if needed 3. MnDOT will require a permit submittal for this work in their right of way 4. MnDOT allows slope stabilization projects within their right of way 5. MnDOT may allow an amendment to the existing Cooperative Construction Agreement with the City. Staff has requested that the MCES consultant provide a proposal to prepare bid documents sufficient for requesting and receiving quotes from the current MCES contractor as part of the project. Stantec is the consultant providing design and construction services for the MCES. 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 Stantec has provided a proposal to provide professional services for the design and construction of a permanent slope stabilization solution for the Excelsior Boulevard Trail Extension improvements. Stantec proposes to prepare construction plans and technical specifications for the ARVS slope work to be performed for issuing to the MCES contractor for change order pricing and construction. Stantec has proposed an hourly not to exceed fee of $9,800 for the preparation of the plan and specification preparation and $10,200 for the construction phase services. The total fee is not to exceed $20,000 without prior City authorization. The proposal also provides that the City will obtain permits and agreement amendments with MnDOT for the construction of this improvement in MnDOT right of way. Options: 1. Accept the proposal, as presented. 2. Reject the proposal and provide staff with alternative direction. Recommendation: Staff is recommending that a motion accepting the proposal be accepted. Stantec February 19, 2015 File: 193800026 Stantec Consulfing Services Inc. 2335 Highway 36 West, St, Paul MIN 55113-3819 Attention: Paul Hornby, Shorewood City Engineer WSB and Associates, Inc. 477 Temperance Street St. Paul, MN 55101 Dear Mr, Hornby, Reference: Professional Services Proposal - Excelsior Boulevard' Slope Stabilization We are pleased to submit this proposal for professional engineering services related to the design and construction of a permanent stabilization solution for the soil slope along the south side of Excelsior Boulevard, A new pedestrian trail is proposed to be incorporated with the construction of new utilities and roadway currently underway, Completing the slope stabilization work of this time will take advantage of having a contractor mobilized to the site to reduce cost, as well as to reduce the potential for damage to the new work if the stabilization was performed separately, after the utility and roadway work was complete, Project Understanding A pedestrian frail proposed to be constructed along the south side of Excelsior Boulevard will require excavating the existing slope to a grade steeper than the existing, In addition, the Metropolitan Council Environmental Services (MCES) has two 12- diameter sanitary sewer pipes in the roadway, at the base of the slope, The slope must remain stable in the event the pipes must be fully excavated in the future, and the slope is temporarily made steeper. The options considered for addressing this slope included a modular block retaining wall and an anchor-reinforced vegetation system (ARVS). The ARVS was estimated to be the most cost effective solution and is, therefore, the basis for the proposed design, Stantec proposes to prepare the design and technical construction documents, consistent with the current contractual framework, for incorporating this work into the larger MCES project by change order. While the slope stabilization will be constructed concurrently with the MCES Excelsior Boulevard work, all costs for design, construction document preparation (including record drawings) and construction contract administration (including inspection) must be borne by the City of Shorewood. The proposed fees below include these services. In addition, the final design must be reviewed and approved by MCES prior to being issued for construction. February 19, 2015 Paul Hornby, Shorewood City Engineer Mr. Paul Hornby Page 2 of 4 Reference: Excelsior Boulevard Slope Stabilization Design Phase - Scope of Basic Services The Scope of Basic Services proposed to be performed during the design phase includes the following tasks: I Meetings, correspondence and coordination with City of Shorewood, MCES, consultants, contractor(s), suppliers, etc,, except as specifically noted, 2, Review existing analyses, designs, drawings and other information related to the slope stabilization for incorporation into Construction Documents, 3, Preparation of construction drawings (2 drawings anticipated), 4. Preparation of technical specifications, 5. Review of Construction Documents (CDs) by Braun Intertec for design consistency and completeness, Deliverable: Stantec will provide construction drawings and technical specifications describing the ARVS slope work to be performed for issuing to the Contractor for change order pricing and construction. Documents will be signed by a professional) engineer licensed in the state of Minnesota, Assumptions and exclusions: I Assumes the City of Shorewood will renegotiate their current corporate agreement with the Minnesota DOT and will perform the necessary duties related to permitting, etc, Z Assumes the ARVS design specifications will be performance- based, with the detailed proprietary system design performed by the Supplier's engineer, Construction Phase - Scope of Basic Services The Scope of Basic Services proposed to be performed during the construction phase includes the following tasks: 1, Review Contractor submittals for general conformance with the construction documents, 2, Construction engineering, including responding to questions and RFIS, making minor design modifications, etc. I Braun Intertec will perform three (3) site visits, including an initial "preconsfruction" meeting prior to beginning the stabilization work and 2 additional visits during construction, 4. Braun lintertec will observe a Contractor's proof load test and review the results from each of the tests. U(, a qn 1, February l9,2Ol5 Paul Hornby, Shorewood City Engineer Mr, Paul Hornby Page 3 of 4 Reference: Excelsior Boulevard Slope Stabilization Assumptions and exclusions: Assumes SfonfeO staff will perform daily #vroutine construction inspections for l8 hours per week over a construction duration of4weeks. 2. Contractor will maintain os-buHt records of the installed ARVS system for record drawing revisions performed by Stantec, Compensation We propose to perform the Scope ofBmslc Design Phase Services and provide the described above to the City, billed atthe standard hourly rates listed kn the attached 2Ol5Billing Rate Schedule, fora fee not to exceed S9'DOO without prior authorization, This fee does not include direct expenses, such os mileage, which, are estimated +obenomonathon$l5OondvviU be billed ot established reimbursement rates. VVe propose fn perform the Scope ofBasic Construction Phase Services and perform fhesemice(s) described above tV the City, billed of the standard hourly rates listed in the attached 20l5Billing Rate Schedule, for o fee not foexceed $lO.Z0O without prior authorization. This fee does not include direct expenses, such as mileage, which are estimated to be no more than $300 and will bw billed of established reimbursement rates, Supplemental services, |fnaquea1edond performed, will be billed of the standard hourly rates listed in our agreement. No supplemental services vviUbe performed without prior written outhVhozfiun. We appreciate the opportunity tn offer our professional engineering services fnthe City of Shorewood and we look forward fo providing the services proposed. |f you have any questions or would like fo discuss the details of this proposal, please contact me by phone oremail as shown Work will be completed imaccordance with the attached Standard Terms and Conditions, |fthis proposal is acceptable, please sign |nthe designated space below and return a copy tome, Upon receipt wo will contact you to discuss the project schedule, rm�gn*i�oommu�|y�m|n� '011/ /,"" ell, February 19, 2015 Paul Hornby, Shorewood City Engineer Mr. Paul Hornby Page 4 of 4 Reference: Excelsior Boulevard Slope Stabilization Regards, STANTEC CONSULTING SERVICES INC. Philip J, Caswell, P.E. Associate/Structural Team Leader Phone: (651) 604-4766 Fax: (651) 636-1311 Ph1l,Caswell@startec,com Attachment: Stantec Standard Terms and Conditions 2015 Stantec Standard Billing Rate Schedule c. Tom Dye, Tom Melody - Stantec CP document I CITY OF SHOREWOOD, IVIN STANTEC CONSULTING, INC. Per; Print Name and T itle Date Dc'�Jq"n'&W� cumnru-'Hy �r, Philip J. Caswell, P.E., Associate Date (3 S +rli"1til PROFESSIONAL SERVICES TERMS AND CONDITIONS Page 1 of 2 [lie following Terms and Conditions ore attached to and form pod of a proposal for services to be performed by Consultant arid together, when the CLIENT authorizes Consultant to proceed with the services, constitute the AGREEMENT. Consultant nieces the Stantec entity issuing the Proposal. DESCRIPTION OF WORK: Consultant shall render the services described in the Proposal (hereinafter called the "SERVICES ") to the CLIENT. TERMS AND CONDITIONS: No germs, conditions, understandings, ©r agreements purporting to modify or vary these Terms and Candiittions shall be binding unless hereafter made in writing and signed by the CLIENT and Consultant. In the event of any conflict between the Proposal and these Terms and Conditions, these Terms and Condifions shall take precedence. Thus AGREEMENT supercedes all previous agreements, arrangements or understandings between the parties whether written or oral in connection with or incidental to the PROJECT COMPENSATION: Payment is due to Consultant upon receipt of Invoice. Failure to make any payment when due is a material breach of this AGREEMENT and will entitle Consultant, at its option, to suspend or terminate this AGREEMENT and the provision of the SERVICES. Interest will accrue on accounts overdue by 30 days at the lesser of 1.5 percent per month (13 percent per annurrp or the rrraximum legal gate of interest. unless otherwise noted, the fees in this agreement do riot include any value added, sales, or other taxes that may be applied by Government on fees for services. Such taxes will be added to all invoices as required. NOTICES: Each party shall designate a representative who is authorized to act on behalf of that party. All notices, consents, and approvals required to be given hereunder shall be in writing and shall be given to the representatives of each party. TERMINATION: Either party may terminate the AGREEMENT without cause upon thirty (30) days notice in writing, If either party breaches the AGREEMENT and fails to remedy such breach within seven (7) days of notice to do so by the non - defaulting party, the non - defaulting parry may immediately terrninote the Agreement. Non- payment by the CLIENT of Consultant's invoices within 30 days of Consultant rendering same is agreed to constitute a material breach and, upon written notice as prescribed above, the duties, obligations and responsibilities of Consultant are terminated. On termination by either party, the CLIENT shall forthwiih pay Consultant oil fees and charges for the SERVICES provided to the effective date of termination, ENVIRONMENTAL: Except as specifically described in this AGREEMENT, Consultant's field investigation, laboratory iesfing and engineering recommendations will not address or evaluate pollution of soil or pollution of groundwater. PROFESSIONAL RESPONSIBILITY; In performing the SERVICES, Consultant will provide and exercise the standard of care, skill and diligence required by customarily accepted professional practices normally provided tin the performance of the SERVICES at the time and the location in which the SERVICES were performed. LIMITATION OF LIABILITY: The CLIENT releases Consuliant from any liability and agrees to defend, indemnify and hold Consultant harmless frorn any and all claims, damages, losses, and/or expenses, direct and indirect, ©r consequential damages, including but not limited to attorney's fees and charges and court and arbifrafion costs, arising out of, or claimed to arise out of, the performance of the SERVICES, excepting liability arising frorn the sole negligence of Consuliant, Ii is further agreed that the total amount of all' claims the CLIENT may have against Consultant under this AGREEMENT, including but not limited to claims for negligence, negligent misrepresentation and /or breach of contract, shall be strictly limited to the lesser of professional fees paid to Consultant for the SERVICES or $50,000.00. No claim may be brought against Consultant more than two (2) years after the cause of action arose. As the CLIENT's sole and exclusive remedy under this AGREEMENT any claim, demand or suit shall be directed and /or asserted only against Consultant and not against any of Consultant's employees, officers or directors. Consultant's liability with respect to any claims arising out of this AGREEMENT shall be absolutely limited to direct damages arising out of the SERVICES and Consultant shall bear no liability whatsoever for any consequential loss, injury or, damage incurred by the CLIENT, Including but not limited to claims for Voss of use, loss of profits and /or loss of markets. INDEMNITY FOR MOLD CLAIMS: It is understood by the parties that existing or constructed buildings may contain mold substances that can present health hazards and result in bodily injury, property damage and /or necessary remediol measures. If, during performance of the SERVICES, Ccnsultont knowingly encounters any such substances, Consultant shall notify the CLIENT and, without liability for consequential or any other damages, suspend performance of services until the CLIENT retains a qualified specialist to abate and/or remove the mold substances. The CLIENT agrees to release and waive all claims, including consequential damages. against Consultant, its subconsultants and their officers, directors and employees arising from or in any way connected with the existence of mold on or about the project site whether during or after completion of the SERVICES. The CLIENT further agrees to indemnify and hold Consultant harmless from and against all claims, costs, liabilities and damages, including reasonable attorneys' fees and costs, arising in any way from the existence of moid on the project site whether during or after completion of the SERVICES, except for those claims, liabilities, costs or damages caused by the sole grass negligence and/or knowing or willful misconduct of Consultant. Consultant and the CLIENT waive all rights against each other for rnold damages to the extent that such damages sustained by either party are covered by insurance. P°rorvssipnol Services Terms and Condithons on StonNet Forms> Cdr'npony Force},.,Ri,r: M< nogerncm > Stondoad Form Agreem�enls 5 star ec PROFESSIONAL SERVICES TERMS AND CONDITIONS Page 2 of 2 DOCUMENTS: All of the documents prepared by or on behalf of Consultant in connection with the PROJECT are instruments of service for the execution of the PROJECT, Consultant retains the property and copyright in these documents, whether the PROJECT is executed or not. These documents may not be used for any other purpose without the prior written consent of Consultant. In the event Consultant "s documents are subsequently reused or modified in any material respect without the prior consent of Consultant, the CLIENI agrees to defend, hold harmless and indemnify Consultant from any claims advanced on account of said reuse or modification. Any document produced by Consultant in relation to the Services is intended for the sole use of Client. The documents may not be relied upon by any other party without the express written consent of Consultant, which may be withheld at Consultant's discretion, Any such consent will provide no greater rights to the third party than those held by the Client under the contract, and will only be authorized pursuant to the conditions of Consultant's standard form reliance letter. Consultant cannot guarantee the authenticity, integrity or completeness of data files supplied in electronic format I "Electronic Files°'j. CLIENT shall release, indemnify and hold Consultant, its officers, employees, Consultant's and agents harmless from any claims or damages arising from the use of Electronic Filles. Electronic files will not contain stamps or seals, remain the properly cf Consultant, are not to be used for any purpose other than that for which they were transmitted, and are not to be retransmitted to a third party without Consultant's written consent. FIELD SERVICES: Connsultani shall not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with work on the PROJECT, and shall not be responsible for any coniracto 's failure to carry out the work to accordance with the contract documents. Consullant shall not be responsible for the acts or omissions of any contractor, subcontractor, any of their agents or employees, or any other persons performing any of the work in connection with the PROJECT, Consultant shall not be the prime contractor or similar under any occupotianal health and safety legislation. GOVERNING LAW /COMPLIANCE' WITH LAWS: The AGREEMENT shall be governed, construed and enforced in accordance with the laws of the jurisdiction in which the majority of the SERVICES are performed, Consultant shall observe and comply with all applicable laws, continue to provide equals employment opportunity to all qualified persons, and to recruit, hire, train, promote and compensate persons in all jobs without regard to race, color, religion, sex, age, disability or national origin or any other basis prohibited by applicable lows, DISPUTE RESOLUTION: if requested in writing by either the CLIENT or Consultant, the CLIENT and Consultant shol'I attempt to resolve any dispute between them arising out of or in connection with this AGREEMENT by entering into structured non- binding negotiations with the assistance of a mediator on a without prejudice basis. The mediator shall be appointed by agreement of the parties, If a dispute cannot be settled within a period of thirty j30j calendar days with the mediator, if mutually agreed, the dispute shall be referred to ar'biiroticn pursuant to laws of the jurisdicfiion in which the majority of the SERVICES are performed or elsewhere by mutual agreement, ASSIGNMENT, The CLIENT and Consultant shall not, without the prior written consent of the other party, assign the benefit or in any way transfer the obligations under these Terms and Conditions or any part hereof. SEVERABILITY; If any term, condition or' covenant of the AGREEMENT is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions of the AGREEMENT shall be binding on the CLIENT and Consultant. 15, I , ! * 1 llil 11 A I U_ U141M I 10 R P d toxi �W FOR DAMAGES RESULTING FROM NEGLIGENCE. PtofesicncI �iviccs Timis and ConcNbns Pn 5tc]nHet FrrmS Comrany Fonn9Rlsk Mcmogennenl7 S[cridaid Farm AgreensrrnI5 stantec Classification Senior Principal Principal Specialist Project Manager Senior Engineer / Architect / Scientist / Planner / Landscape Architect Architect I Landscape Architect Land Surveyor Engineer Planner I Scientist I Geologist I Hygienist Designer GIS I Landscape Designer I Graphics I Senior Technician Engineering Technician Project Technician Field Supervisor Crew Chief inspector Survey Technician Hourly Rates $168.00 - $ 225.00 $161.00 - $196.00 $132.00 - $ 265.00 $132.00 - $ 168.00 $132.00 - $ 161.00 $106.00 - $ 152.00 $98.00 - $ 132.00 $98.00 - $ 152.00 $83.00 - $ 142.00 $ 83.00 - $ 142.00 $76.00 - $ 98.00 $114.00 - $ 168.00 $83.00 - $ 152.00 $76.00 - $114.00 $53.00 - $ 83.00 GPS Survey Equipment $ 38.00 Total Station Equipment $ 28.00 GIS Workstation Equipment $ 22.00 GPS Submeter Unit (per use) $ 80.00 Flow Meter (per week) $200.00 &r Detection Equipment (per half day) $ 25.00 * Specialist: Expert in highly technical discipline such as Principal Planner, Market Analyst and Certified Industrial Hygienist. These rates are adjusted annually in accordance with the normal review procedures of Stantec Individual Staff Bitina bates: Phil Caswell, PE Engineer Torn Jarvi CAD Technician Cindy Vance Administrative Assistant aes Is M1 glulg aml #10A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Appointments to the Park Commission Meeting Date: March 9, 2015 Prepared by: Brad Nielsen, Planning Director Reviewed by: Jean Panchyshyn, City Clerk Attachments: Resolution Background: At the February 23, 2015, Council meeting, Justin Mangold was appointed for a 3 -year term and Jeff Ische for three months (to May 31, 2015). Mr. Ische had indicated that due to his work and family schedule, he would prefer not to continue on the Park Commission; however, if there is not another candidate available to fill his seat, he does not want to leave the Commission shorthanded and is willing to stay on as long as needed. Earlier this evening, Council interviewed one additional Park Commission candidate, Mr. Paul Stelmachers. Should Mr. Stelmachers be appointed to the Park Commission, it would be to fill Mr. Ische's seat for the term ending February 28, 2018. Council should also be aware that one additional park commissioner has indicated concern about being able to attend every park commission meeting due to work commitments, and it may be best for him to resign if another candidate is available to fill his seat, which goes through February of 2016. The Park Commission openings will continue to be advertised on the city website and in the local papers. Council Options: 1) Adopt a resolution to appoint Mr. Paul Stelmachers to the Park Commission for a term as determined by Council. 2) Do not make an appointment at this time. 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. 15- A RESOLUTION MAKING PARK COMMISSION APPOINTMENTS WHEREAS, the City of Shorewood City Council has advertised for Shorewood residents to submit a letter of interest for consideration of appointment to serve on the Park Commission; WHEREAS, the following individuals have expressed interested in serving on the Commission NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Shorewood hereby makes the following appointment to the Park Commission effective , 2015, with the term expiration as indicated: Park Commission: Member Term Expiring 1. Paul Stelmachers February 28, 2018 Said appointment will fill the temporary appointment of Jeff Ische that was made at the February 23, 2015, Council meeting; and will complete the five- member Park Commission which consists of the following additional members: Member Term Expiring 2. John Sawtell February 29, 2016 3. Lynda Gooch Hartmann 4. Steve Dietz 5. Justin Mangold February 29, 2016 February 29, 2016 February 28, 2018 ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 9th day of March, 2015. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor #iia.i CITY OF � SHOREWOOD (2 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 474 -3236 Fax: 952- 474 -0128 • www.ci.shorewood.mmus • cityhall @ci.shorewood.mn.us Re: Trail Schedule Update — Galpin Lake Road and Smithtown Road (East) Prepared by Paul Hornby and Brad Nielsen Galpin Lake Road Walkway Schedule — PROJECT IS POSTPONED TO 2016 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 El Planning Commission recommendation to Council re trail segment for following year 6/03/14 Council authorizes preparation of survey and Feasibility Report 6/23/14 Survey (30 days) — (In Process) 7/14/14 — 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) 2/1/15 8/31/15 o Complete parcel descriptions and legal descriptions o Review proposed easements with staff/attorney o Letters to property owners regarding survey staking o Field stake proposed easements for Appraiser /RW Agent o Easement viewing — parcel owner and RW Agent on -site o Appraisal information o Appraisal review o Council considers resolution to authorize staff to make offers and eminent domain schedule o Prepare and deliver offers to parcel owners ❑ Begin eminent domain action ❑ Neighborhood informational meeting (Open House) ❑ 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 3/23/15 5/19/15 7/27/15 8/21/15 8/24/15 8/24/15 8/27/15 8/27/15 9/07/15 6/30/16 6/30/16 6/15/16