04-13-15 CC Reg Mtg AgendaP
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, APRIL 13, 2015 7:00 P.M.
AGENDA
1. CONVENE CITY COUNCIL MEETING
A. Roll Call
Mayor Zerby___
Labadie___
Siakel___
Sundberg___
Woodruff___
B. Review Agenda
Attachments
2. APPROVAL OF MINUTES
A. City Council Regular Meeting Minutes of March 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. Accept Proposal by Safe Assure for Safety Training Director of Public
Works’ memo
C. Accepting a Donation from Roger and Donna Leak for Shorewood Parks Finance Director’s
and Trails memo
4. MATTERS FROM THE FLOOR
(No Council Action will be taken)
5. PUBLIC HEARING
6. REPORTS AND PRESENTATIONS
A. Report by Joe Shneider on Consideration of a Request to the DNR for Draft Resolution
Christmas Lake AIS Inspection and Decontamination
7. PARKS
8. PLANNING
A. Proposed Tree Replacement Policy for Trails/Sidewalks Planning Director’s
memo
9. ENGINEERING/PUBLIC WORKS
A. Approve Plans, Specifications and Estimate and Authorize Director of Public
Ad for Bids for the West Water Tower Rehabilitation Project Works’ memo
CITY COUNCIL REGULAR MEETING AGENDA – April 13, 2015
Page 2
10. GENERAL/NEW BUSINESS
A. Park Commission Appointments Clerk’s memo,
Resolution
11. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. Trails Schedule
B. Mayor and City Council
12. ADJOURN
CITY OF
SHOREWOOD
5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900
Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us
Executive Summary
Shorewood City Council Regular Meeting
Monday, April 13, 2015
7:00 p.m.
6:30 PM – Special Meeting for Park Commission Interview
Agenda Items #2A: Approval of Minutes from the March 23, 2015, Regular Council meeting.
Agenda Item #3A: Approval of the verified claims list.
Agenda Item #3B: This motion accepts the proposal by Safe Assure Consultants for safety
consultation services.
Agenda Item #3C: This motion accepts a $50 donation from Roger and Donna Leak for Shorewood
Parks and Trails.
Agenda Item #4: Matters from the floor – no council action will be taken.
Agenda Item #5: There are no public hearings scheduled this evening.
Agenda Item #6A: Joe Shneider, President of the Christmas Lake Homeowner’s Association,
will report on the consideration of a request to the DNR for Christmas Lake AIS
Inspections and Decontamination. A draft resolution is provided for Council’s
consideration.
Agenda Item #7: There are no Park items this evening.
Agenda Item #8A: Staff has drafted a tree replacement policy for trail/sidewalk projects for
consideration by the Council. If adopted, this could be applied to properties affected by
the upcoming Smithtown Road (East) project. If the Council is in agreement, staff should
be directed to incorporate the policy into a resolution for adoption at the next meeting.
Agenda Item #9A: This item approves the plans, specifications and estimates and authorizes
the advertisement of bids for the west water tower rehabilitation project.
Agenda Item #10A: Earlier this evening, Council interviewed resident Stephany Vassar for
consideration of appointment to the Park Commission, for the term ending February 29,
2016. A resolution making the appointment is provided. The appointment would be to fill
the seat vacated by Commissioner Sawtell.
Agenda Item #11A: 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, MARCH 23, 2015 7:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Zerby called the meeting to order at 7:01 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Labadie, Sundberg, and Woodruff; Attorney Keane; City
Administrator Joynes; City Clerk Panchyshyn; Finance Director DeJong; Planning
Director Nielsen; and City Engineer Hornby
Absent: Councilmember Siakel
B. Review Agenda
Sundberg moved, Woodruff seconded, approving the agenda as presented. Motion passed 4/0.
2. APPROVAL OF MINUTES
A. City Council Special Meeting Minutes, March 9, 2015
Labadie moved, Sundberg seconded, Approving the City Council Special Meeting Minutes of
March 9, 2015, as presented. Motion passed Motion passed 4/0.
B. City Council Regular Meeting Minutes, March 9, 2015
Woodruff moved, Sundberg seconded, Approving the City Council Regular Meeting Minutes of
March 9, 2015, as presented. Motion passed 4/0.
3. CONSENT AGENDA
Mayor Zerby reviewed the item on the Consent Agenda.
Woodruff moved, Sundberg seconded, Approving the Motion Contained on the Consent Agenda.
A. Approval of the Verified Claims List
Motion passed 4/0.
4. MATTERS FROM THE FLOOR
There were no matters from the floor presented this evening.
5. PUBLIC HEARING
6. REPORTS AND PRESENTATIONS
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 23, 2015
Page 2 of 10
A. Excelsior-Lake Minnetonka Chamber of Commerce Fourth of July Event Report
and Request for Funding by Executive Director Laura Hotvet
Mayor Zerby introduced Excelsior-Lake Minnetonka Chamber of Commerce Executive Director Laura
Hotvet who was present to give a report on the Lake Minnetonka Fourth of July Celebration and to
request funding for it.
Ms. Hotvet stated that her purpose this evening was to give a report on the event and request a donation.
The highlights of her presentation about the event are as follows.
The annual event costs about $150,000.
th
A successful Fire Cracker Run helps with funding. This year’s run will be the 38. In 2014 over
1,800 participated. Local businesses help sponsor the race. For 2014 Minnetonka Community
Education took over responsibility for coordinating the races.
Each year the Cities of Deephaven, Excelsior, Greenwood, Shorewood and Tonka Bay are asked
for funding.
Over 140 people volunteer their time for the one-day event. For volunteers that day their event
starts at about 6:00 A.M. and ends about 2:00 A.M. on July 5.
The event includes putting on the only public fireworks show over Lake Minnetonka.
It is an important community event. It touches over 250,000 people throughout the day on land or
water and through outreach.
The event includes the only air show in the metropolitan area.
The Wolverines Big Band performs in the evening before the fireworks display.
The Commons Park in Excelsior is full of people all day. There are events all day long.
The event is entirely funded by cities, private donations, sponsorships, and so forth. Chamber
personnel spend 364 days out of the year fundraising for the event.
Some public agency services costs are increasing to about $8,500 in 2015 from zero in 2014.
Over the years the Excelsior Fire District (EFD), the Hennepin County Sheriff’s Water Patrol,
and other agencies’ personnel have been very generous with their time. For 2015 the agencies are
going to charge a small fee for their time.
There are limited partnerships in the community; businesses are stretched because of the number
of requests they receive for sponsorship.
Fourth of July is the most difficult day to get people to volunteer. People in the Lake Minnetonka
community cherish the holiday.
The permit, insurance and operational costs are increasing.
For 2014 Deephaven donated $1,200 ($0.32 per person), Excelsior donated $2,000 ($0.89 per
person), Greenwood donated $1,000 ($1.41 per person), Shorewood donated $5,000 ($0.66 per
person), and Tonka Bay donated $1,500 ($0.98 per person).
Ms. Hotvet stated the Chamber is asking the South Lake cities to double their donations. She asked
Council to increase Shorewood’s donation.
Councilmember Sundberg asked if the other South Lake communities acted on this yet. Ms. Hotvet stated
she has spoken to the Tonka Bay City Council and will go before the Excelsior City Council next week.
Tonka Bay will include the postcard about the event with its newsletter. It will not adjust its donation for
2015 but may consider it for 2016. In response to another question from Sundberg, Ms. Hotvet
encouraged the cities to educate their residents and business owners about the financial needs for the
event.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 23, 2015
Page 3 of 10
Sundberg stated the residents in the community clearly enjoy the event. She noted that she would be
willing to increase Shorewood’s donation.
Councilmember Labadie asked how much of the revenue received from the Jake O’Connors Luck O’ the
Lake 5K Fun Run (which had record participation in 2015) goes towards the fireworks display. Ms.
Hotvet stated the profit from the event has not been finalized yet. Hotvet clarified that the profits
generated from events the Chamber sponsors are used for a variety of things.
Labadie stated that the City of Plymouth holds a music in the park event as part of its Fourth of July
celebration. She asked if it has to pay for its public safety services. Ms. Hotvet stated she did not know.
Labadie asked what the cost for permitting the event is. Ms. Hotvet explained the City of Excelsior makes
a donation to the event but the Chamber has to get the required permit for the use of the Commons for
that day as well as a permit for the race. The cost is about $2,500. The permit costs are going up this year.
There are also costs for things such as trash pickup, recycling, and porta potties.
Administrator Joynes stated the concept of charging for public safety services for that event have been
discussed by the EFD Board for about a year. There are about 27 different events that EFD personnel are
involved with. The EFD has implemented a policy that will pay firefighters for being present at some
events. Some firefighters would prefer being home on those special days. The fees for public safety
services at those events will hopefully be an incentive for people to be present.
Mayor Zerby stated this is a great event and noted that he has volunteered at the event. He also has been
involved as a member of the Chamber. He noted that he had proposed to the South Lake Minnetonka
Police Department (SLMPD) Coordinating Committee the idea of having the member cities pay for
policing costs based on the joint powers agreement (JPA) funding percentages. He thought that should
apply to the EFD as well. The event is a community event and he thought the South Lake cities should
pay the public safety services costs. For Shorewood that would be about half for police and 38 percent for
fire. The estimated cost for policing services is $7,500 and for fire services about $8,500. Based on that
Shorewood’s share would be about $8,000. He noted that the Committee had approved that approach but
that decision was somehow reversed.
Ms. Hotvet noted that in the past the Chamber paid for policing services.
Mayor Zerby clarified that actual public safety costs will not be known until after the event is over. He
noted that Tonka Bay has always stated its donation was for policing services and its donation has been
considerably less than what the JPA funding formula would amount to.
Administrator Joynes stated starting this year there will be charges for firefighters working special events
and for special event inspections. That applies to more than just the Fourth of July event. He noted
Shorewood has made a donation for the fireworks display in the past.
Ms. Hotvet stated that 2014 policing costs for this event were about $6,000. The $8,500 number is an
estimate from EFD Chief Gerber for other various agencies’ costs.
Councilmember Sundberg asked how much the businesses in Excelsior contribute to the event. Ms.
Hotvet stated Maynard’s Restaurant donates $5,000 each year for the event. Smaller businesses donate
smaller amounts.
Councilmember Woodruff asked if any other cities around Lake Minnetonka donate other than the South
Lake cities. Ms. Hotvet stated she will ask other Lake cities. Woodruff suggested asking the City of
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 23, 2015
Page 4 of 10
Mound. He stated Al & Alma’s Restaurant in Mound has three or four charter boats that go out on the
Lake for this event and he suggested asking it for a donation as well because the event generates a lot of
revenue for it.
Mayor Zerby stated based on the $6,000 for police and $8,500 for fire and using the funding formulas for
both JPAs he calculates Shorewood’s share public safety costs to be about $6,225.
Councilmember Sundberg stated in 2011 Shorewood made a $7,500 donation. She asked what the
impetus was for reducing it. Councilmember Woodruff stated it is his recollection that was a one-year
increase because there was an impassioned plea.
Ms. Hotvet clarified that the event is not a fundraiser for the Chamber. The event taxes the Chamber’s
resources – human and otherwise.
Mayor Zerby noted that most businesses in Excelsior are typically not open on the Fourth of July. There
is hope that visitors will return once they have come to the event. He stated it is a community event; not
an Excelsior event. Shorewood residents enjoy it.
Councilmember Sundberg stated her neighbors enjoy the event and she supports increasing Shorewood’s
donation to $7,500.
Sundberg moved, approving a donation of $7,500 to the Lake Minnetonka Fourth of July event.
Councilmember Labadie asked if Council is being asked to approve a donation to the fireworks display
and another for public safety services. Or, is the donation for both of those.
Mayor Zerby stated it is his recollection that the fireworks display event alone costs about $70,000. He
suggested Shorewood view it from a public safety perspective.
Ms. Hotvet stated the South Lake cities need to keep its residents and visitors safe. Public safety cannot
be shortchanged. She noted she support increasing the City’s donation.
Zerby seconded the motion.
Councilmember Woodruff stated that it is his recollection that the City’s donation has not been earmarked
for a specific purpose in the past. The donation has been made to the Chamber to help fund the event
however the Chamber deems appropriate. He does not think Council needs to specify a specific use.
Mayor Zerby concurred and clarified that he was just trying to find a way to justify an amount the
taxpayers would support. Woodruff then stated he would be more comfortable saying public safety is the
justification for making the donation. He commented that past donation amounts have been arbitrary.
Councilmember Sundberg stated this is a significant community event. She clarified that she has no
interest in directing how that money should be used for the event. She stated doubling the City’s donation
is too much of an increase.
Mayor Zerby stated that because of the increase in the number of special events it puts a drain on the
South Lake cities resources and that warrants further discussion for 2016 and beyond.
Councilmember Woodruff stated the EFD Board discussed the impact the increase in special events has
had on EFD personnel in length and charging fees for special events.
Motion passed 3/1 with Woodruff dissenting.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 23, 2015
Page 5 of 10
Ms. Hotvet thanked Council for its support.
B. Recognition of Service – Planning Commissioner Jennifer Labadie
On behalf of the Council and the residents of Shorewood, Mayor Zerby thanked Jennifer Labadie for her
two years of dedicated service on the Shorewood Planning Commission and presented her with a plaque
of appreciation and recognition.
Councilmember Labadie stated the volunteer Planning Commissioners take their jobs very seriously.
They show their support for the community through their dedication and attending as many Commission
meetings as they can. She thanked all of the babysitters that helped her out on meeting nights and Council
and staff.
7. PARKS
A. Report on the March 10, 2015 Park Commission Meeting
Park Commissioner Ische reported on matters considered and actions taken at the March 10, 2015, Park
Commission meeting (as detailed in the minutes of that meeting).
Councilmember Woodruff asked if using the ball field in Badger Park for lacrosse would have a negative
impact on football leagues using the field. Commissioner Ische stated if Council decides to move forward
with discussion about the proposal from Minnetonka Lacrosse he recommended Council have a
discussion with the Youth Tonka Football Association as well. For all of its youth games for grades three
through five the Association relies almost exclusively on Badger Park for practices and a lot of its games.
H expressed some concern about the Minnetonka Lacrosse wanting to have first rights for use of the field.
Woodruff stated the field is booked in the fall for football. Ische clarified the primary season for lacrosse
goes from mid-April to early-May through July 20. Lacrosse games are less frequent in the fall.
Councilmember Woodruff stated it is his recollection that there was a safety concern about having an
artificial turf ball field in Badger Park. He suggested the Park Commission have a serious discussion
about that before any decision is made about having artificial turf. Commissioner Ische stated after the
Commission meeting he talked to Chair Mangold about that concern and informed him that there are
alternatives to that. Woodruff clarified that he is not saying there is an issue.
Councilmember Labadie stated the movie, Big Hero 6, selected for the music in the park showing was
shown at the Minnewashta Elementary School for pajama night. She noted it was an excellent movie. A
lot of Shorewood children saw the movie.
Mayor Zerby asked Director Nielsen what the status is of landscape standards the Park Commission is
drafting. Nielsen stated that will be on the Park Commission’s next meeting agenda.
On behalf of the Council and the residents of Shorewood, Mayor Zerby thanked Jeffrey Ische for his one
year of dedicated service on the Shorewood Park Commission and presented him with a plaque of
appreciation and recognition.
Mr. Ische stated he filled in on the Commission for a year and fully intended to stay on for a full-term. He
enjoyed his time on the Commission. The Park Commissioners are dedicated volunteers. He noted that his
other commitments made it more difficult to be as actively involved as he wanted. He said he hopes to
serve the City again in some capacity in the future.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 23, 2015
Page 6 of 10
8. PLANNING
A. Authorizing Acquisition of Smithtown Road (East) Rights of Way and Easements
Director Nielsen explained the next step in the Smithtown Road East Sidewalk Extension Project is for
Council to authorize the acquisition of easements. Originally it was thought that the City would need
easements on seventeen parcels; it has been reduced to six. Engineer Hornby has informed him that
personal contact has been made with the owners of all parcels. He noted the meeting packet includes a
resolution authorizing the acquisition.
In response to a question from Councilmember Woodruff, Engineer Hornby explained that the legal
descriptions of the properties and the City’s prescriptive rights were used in determining the easements’
boundaries. The City has prescriptive rights by the usage of Smithtown Road. For parcel 12 a swale will
be added behind the sidewalk to facilitate water draining down to the wetland. That necessitated a little
more easement.
Councilmember Woodruff asked if the City has the right to do whatever it needs to do even though a
property lines extend into a street. Attorney Keane confirmed that. Woodruff questioned if there is a need
to clean up the boundary for parcel 12.
Attorney Keane explained that there had been discussion about cleaning up Smithtown Road a little more
than a decade ago. Smithtown Road was the old Highway 7 so the establishment of the Road is not in
question. Minnesota Statutes provides that the rights of usage and maintenance once established for a six-
year public use period delineates the public rights to the thoroughfare. For many years it was presumed to
be for raw road or 66 feet. There had been a case where the Minnesota Supreme Court decided that it is
not presumed to be 66 feet; it is presumed to be roadway plus the area required to maintain the roadway.
Staff has laboriously looked at the corridor. The area that has a ditch that services the roadway will have a
slightly wider contour than the area where there is no ditch. That is how staff reached the conclusion of
what the established prescriptive rights of public usage was. He then explained there is a process for
platting a corridor such as Smithtown Road. The road has somewhat of a meandered boundary. Many
parcels have dedicated ROW along that stretch of roadway either by platting or by dedication. And, there
are others where the rights are established prescriptively. There was discussion about platting that
roadway as long ago as in the 1990s. That is something for consideration again.
Councilmember Woodruff stated it appears that an extra five feet is needed in easement for parcel 12.
Attorney Keane responded that is what the engineer, surveyor and his office concluded.
Sundberg moved, Woodruff seconded, Adopting RESOLUTION NO. 15-023, A Resolution of the
City Council of the City of Shorewood Authorizing Acquisition of Real Property in Accordance
with Minnesota Statute § 117.042, Smithtown Road (East) Trail/Sidewalk Project,”
Councilmember Woodruff stated he had some discomfort with Council signing a blank check by telling
staff to negotiate the best price it can. He admonished staff to be stingy.
Motion passed 4/0.
9. ENGINEERING/PUBLIC WORKS
A. Accept Proposal for Professional Design Services for the 2015 Mill and Overlay
Project, City Project 15-02
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 23, 2015
Page 7 of 10
Engineer Hornby explained the roadways included in 2015 Mill and Overlay Improvement Project
include Chaska Road from Trunk Highway 41 to Trunk Highway 7, Mayflower Road from Chaska Road
to Galpin Lake Road, McKinely Court from Vine Hill Road to the southwest terminus (curb), and Murray
Hill Road from the Chanhassen City Limits to Chaska Road. The meeting packet contains a proposal for
design and construction observation services for the project from WSB & Associates. The 2015 Capital
Improvement Program (CIP) also included Summit Avenue. Because of the construction development
going on in that area Summit Avenue was pulled out of the 2015 CIP and it will be potentially be
included in the 2016 project. The proposal indicates the cost for those services is $16,920. That amount is
about 8 percent of the total project cost; it is well below the industry standard. Staff recommends
accepting the proposal as presented.
In response to a question from Councilmember Woodruff, Engineer Hornby stated he thought McKinely
Circle was done in 2014.
Woodruff moved, Labadie seconded, accepting proposal from WSB & Associates for professional
design and construction observation services for the 2015 Mill and Overlay Project, City Project
15-02, as presented for an amount not to exceed $16,920. Motion passed 4/0.
B. Approve Plans and Specifications Authorizing Advertisement for Bids for Star Lane
and Star Circle Improvements, City Project 14-11
Engineer Hornby explained the plans and specifications for the Star Lane and Star Circle Improvements
are nearly complete. Some minor items are in the process of being taken care of. In order to keep the
project on schedule staff is asking Council to adopt a resolution approving the plans and specifications
and authorizing the advertisements for bids. The ad would be published in the newspaper on April 2 and
April 9 and bids will be opened in time to keep things on schedule.
Mayor Zerby explained that per Council’s previous discussions an alternate bid will include watermain
extension in the project. He assumes that the residents will be notified when Council will be awarding the
contract. Engineer Hornby suggested staff present the bids to Council and then Council will have to
decide if it wants to postpone awarding the contract until residents have had another opportunity to
comment on the project.
Engineer Hornby explained the engineer’s estimate, which is more detailed than the estimate in the
Feasibility Report, indicates the estimate for the watermain extension has come down a little. But, the
overall project costs are about the same as those in the Feasibility Report.
Mayor Zerby explained that once the City receives the bids Council will have the opportunity to review
the bids with watermain extension as an alternate. At that time Council will decide to proceed with or
without watermain extension. That will be the last opportunity to residents to comment.
Woodruff moved, Labadie seconded, Adopting RESOLUTION NO. 15-024, “A Resolution
Approving Plans and Specifications and Authorizing Advertisements for Bids for Star Lane and
Star Circle Improvement Project, City Project 14-11.” Motion passed 4/0.
C. Accept Proposal for Professional Services for the Excelsior Boulevard Trail Slope
Stabilization (Trunk Highway 7)
Engineer Hornby explained the meeting packet includes a proposal from Stantec Consulting Services,
Inc., the engineer for the Metropolitan Council Environmental Services’ (MCES) forcemain project.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 23, 2015
Page 8 of 10
Because Stantec is the designer for that entire project staff thought there could be some convenience in
having Stantec preparing a quote package for the contractor to bid a slope stabilization project. Staff has
been in discussions with the Minnesota Department of Transportation (MnDOT), MCES and Stantec to
work through some issues. Staff did not want Council to approve the proposal if MnDOT did not want
this type of project in its right-of-way (ROW). MnDOT has informed staff that there are many products
that would be acceptable for use in this type of project in its ROW and is comfortable that a solution can
be identified. Stantec’s proposal is for professional engineering services for preparing bid/quotes
documents and for construction observation services. The total fee is not to exceed $20,000. He noted that
MnDOT, in anticipation of this, has worked with Stantec and staff on preparing an addendum to the
Cooperative Construction Agreement. That has been placed in the mail. He also noted that staff
recommends Council accept the Stantec’s proposal
Sundberg moved, Labadie seconded, accepting the proposal from Stantec Consulting Services, Inc.,
for professional services for preparation of slope stabilization bid documents and construction
observation services for the Excelsior Boulevard Trail Project for an amount not to exceed $20,000
without prior authorization.
Councilmember Woodruff stated he was astounded at the cost for construction observation services. He
commented that from his perspective this would be a sidewalk to nowhere. About 200 yards of sidewalk
will cost the City a huge amount of money. He thought constructing it would be silly.
Mayor Zerby stated the proposal includes $9,800 for the preparation of plans and specifications and
$10,200 is for construction observation services. He then stated it is not a trail to nowhere. The trail
would connect to the Greenwood portion of the trail which links with the Excelsior portion of the trail
which then connects to the LRT trail. It would create access to a broader trail system for a number of
Shorewood residents. It is unfortunate that Highway 7 was built so close to the trail and that there is a
steep slope next to it. But, from a construction perspective it has to be dealt with. He commented that the
sidewalk has basically been graded.
Engineer Hornby stated that the cost for the retaining wall portion of the trail as approved is $145,000.
The stabilization solution is estimated to cost about $110,000 (it includes the indirect costs). Mayor Zerby
noted the cost is less than what had been approved.
Councilmember Woodruff stated he thought the cost to build 200 yards of sidewalk is ridiculous.
Engineer Hornby noted that in 2014 staff found out a retaining wall would not have been viable because
of soil conditions. The slope stabilization would replace the retaining wall.
Motion passed 3/1 with Woodruff dissenting.
10. GENERAL/NEW BUSINESS
A. Request for Council to Complete a Lake Minnetonka Communications Commission
Survey
Administrator Joynes explained that Lake Minnetonka Communications Commission (LMCC)
Operations Manager Jim Lundberg has asked each LMCC member City Council to complete a survey
about desired services and complete it by April 1, 2015. He asked Councilmembers to complete a short
survey before they leave this evening. Staff will consolidate the answers and send it to Jim Lundberg.
11. STAFF AND COUNCIL REPORTS
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 23, 2015
Page 9 of 10
A. Administrator and Staff
1. Trail Schedule
Engineer Hornby noted the meeting packet contains a copy of an up to date Trail Schedule. He stated the
land acquisition specialist for the Smithtown Road East Sidewalk Extension Project has made contact
with the owners of the properties where the City needs an easement. So far they appear to be receptive to
the project.
Other
Engineer Hornby stated there had been a kickoff meeting for the Renewable Energy Project. There is a
long list of items staff has to assemble in order for the project consultant to do an energy use survey.
Finding some of the information about City energy usage and costs will take some time. Most of that
effort will fall on the Finance Department. Staff will work collectively to put that information together.
Hornby then stated that during the January 29, 2015, Council and staff retreat there was discussion about
what type of services were needed to complete Municipal Separate Stormwater Sewer System (MS4)
activities that need to be completed by the end of April. The items that need to be completed are under
contract from the 2014 program. WSB staff is preparing a list of items that need to be completed for the
2015 program. Council will get that information in April.
Mayor Zerby stated Minnehaha Creek Watershed District (MCWD) representatives have been involved a
little with the Galpin Lake Road trail related activities. He asked if there has been any movement by the
MCWD. Engineer Hornby explained that he and Director Nielsen met with MCWD representatives and
let them know what Staff was doing to get that project resubmitted to the MCWD. Staff is addressing a
number of items. The resubmittal has not been made in full yet. He and senior staff at WSB will meet
with representatives before it is resubmitted. Zerby asked what the timing for that is. Hornby stated staff
is very close. He hopes to have that done during the first half of this year. The intent is to have that project
shelf ready. He noted that he has been more focused on the Smithtown Road East Sidewalk Extension
Project to keep it moving forward.
Director DeJong noted that the auditor will come in later in the week to review audit entries staff has
ready.
Director Nielsen stated he met with an individual about a week ago with a representative from Waterford
Restoration who will provide the City with a proposal for aquatic invasive species (AIS) inspection
services at the Christmas Lake boat launch. He has a meeting scheduled with Christmas Lake
Homeowners Association (CLHOA) President Joe Shneider tomorrow to talk about the inspections. He
noted the Minnetonka Country Club Planning Advisory Committee’s next meeting is on April 7 at 5:30
P.M.
Administrator Joynes reminded people of the April 9 Council and staff half-day retreat. The focus will
primarily be on finance issues. He then stated that staff will be meeting with Minnesota Department of
Natural Resources (DNR) representatives at the end of April. Staff and the DNR are putting together a
new agreement for the maintenance and upkeep of the Christmas Lake boat launch site. Mayor Zerby
stated that there was a meeting with CLHOA representatives a while back and a commitment was made to
identify alternative ways to manage that access.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 23, 2015
Page 10 of 10
B. Mayor and City Council
Councilmember Woodruff stated he attended the Excelsior Fire District (EFD) Board meeting on March
15. There was a presentation of the EFD’s 2014 audit and the Excelsior Firefighters Relief Association’s
(EFRA) audit. The Board approved an increase to the EFRA’s per-year-of-service benefit; it was
increased to $6,900 from $6,700. There was a presentation by the EFRA’s investment advisor Parr
McKnight. There is an EFD Board budget work session scheduled for April 15.
Woodruff stated the Lake Minnetonka Conservation District (LMCD) has entered into a contract services
agreement with the Three Rivers Park District (TRPD) for the TRPD to hire inspectors to conduct AIS
inspections at four ramps the LMCD had previously contracted out for inspections. He thought the City’s
request of the TRPD to handle inspections at Christmas Lake came in too late. Director Nielsen stated
staff intends to ask the TRPD about using some of its contract inspectors.
Attorney Keane stated there is legislation working its way through the Minnesota House of
Representatives and the Senate that would rather dramatically reverse the current distribution of funding
for AIS inspections and controls. The current funding mechanism is distributive to the local levels of
government; counties, watershed districts and municipalities. The bill working its way through the two
bodies would consolidate all funding resources through the DNR. It has been the City’s experience that
the best efforts are those that are developed organically locally and managed locally. What is being
proposed is not a good idea. The legislation is House file H570 and Senate file 1369 should the City want
to contract Shorewood’s representative and senator. Both bills would in effect take away local funding
and centralize it with the DNR. He noted this legislation has been below the radar.
Councilmember Woodruff stated he will look into that.
Mayor Zerby stated he received an email from a resident who lives along Country Club Lane who found
containers that had contained alcohol on the ground. He contacted the interim police chief and asked if
patrol officers could pay more attention to that area.
Zerby then stated he will meet tomorrow with a resident who has concerns about coyotes. Their concern
is about pet safety.
12. ADJOURN
Woodruff moved, Sundberg seconded, Adjourning the City Council Regular Meeting of March 23,
2015, at 8:26 P.M. Motion passed 4/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
ATTEST:
Scott Zerby, Mayor
Jean Panchyshyn, City Clerk
#3B
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Accept Proposal for Safety Consultation Services
Meeting Date: April 13, 2015
Prepared by: Larry Brown, Director of Public Works
Reviewed by: Jean Panchyshyn, City Clerk
Attachments Proposal by SafeAssure Consultants
Policy Consideration: Should the City of Shorewood enter into a contract with SafeAssure
Consultants to provide safety training and mandated OSHA safety programs
Background / Previous Action
The Occupational Safety and Health Association (OSHA) mandates safety training for all
employees. Each year all employees must be certified in the following areas:
Employee Right to Know
Blood Borne Pathogens
Emergency Action Plan
Beyond the training indicated above, Public Works Personnel are also to be certified annually in
the following areas:
A Workplace Accident and Injury Reduction Program (AWAIR)
Control of Hazardous Energy
Hazard Communications
Recording and Reporting of Injuries and Illnesses
Confined Space Entry/Rescue
Respiratory Protection
Occupational Noise Exposure
Powered Industrial Trucks
Excavations/Trench Safety
Logging Operations
Operation of Mobile Earth Moving Equipment
Personal Protective Equipment
Overhead Cranes
Ergonomics
Mobile Earthmoving Equipment
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
SafeAssure Inc. has provided these services previously, as a joint project with 11 other Lake
area communities. The ability to train with other municipalities provides the opportunity to
train at a cost of approximately one fourth the cost of other programs.
SafeAssure also provides an automated Safety Data Sheet program. OSHA mandates that every
material that an employee comes in contact with must have a Safety Data Sheet (SDS) that
outlines health risks, protective equipment to be utilized, and chemical reaction data. This
mandate, not only applies to chemicals, but to everyday items such as bolts, wood, and asphalt.
The job of keeping SDS sheets current for every product that is received is an ominous task, at
best.
As testimony to the program, the City has previously had a surprise inspection completed by
OSHA. That inspection occurred at the time when the City was contracted with SafeAssure
Consultants. Staff is pleased to report that the inspection went very well. The OSHA inspectors
examined many parts of the program and were very satisfied as to how the program was
outlined, and how the program was being implemented.
Attachment 1 is the proposal from SafeAssure in the amount of . This cost is identical
$2,958.00
to last year’s cost and has been budgeted for in the Public Works Operations Budget.
Staff Recommendation
Staff is recommending approval of a motion accepting the proposal from Safe Assure
Consultants, for an amount not to exceed
Financial or Budget Considerations: The services, as specified, have been programmed into the
annual 2015 operating budget.
Options:
1. Accept the proposal by motion.
2. Provide Staff with alternative direction.
Recommendation / Action Requested:
1. Staff is recommending Option 1 that accepts the proposal for safety consultation services be
approved.
Connection to Vision / Mission: Providing safe services for employees helps provide quality
services to our residents.
The United States Department of Labor, Division of Occupational
Administration and the Minnesota Department of Labor, Division o
Health Administration require employers to have documented proof of employee training and
written procedures for certain specific standards. The attached addendum and training
schedule clarifies written and training requirements.
The required standards that apply to The City of Shorewood are listed below:
A.W.A.I.R.
MN Statute 182.653
"
EMERGENCY ACTION PLAN
29 CFR 1910.35 THRU .38
CONTROL OF HAZARDOUS ENERGY
29 CFR 1910.147 &
MN Statute 5207.0600
HAZARD COMMUNICATIONS
29 CFR 1910.1200 &
MN Statute 5206.0100 thru 5206.1200
RECORDING AND REPORTING OCCUPATIONAL INJURIES AND ILLNESSES 29 CFR 1904
CONFINED SPACE
29 CFR 1910.146
RESPIRATORY PROTECTION
29 CFR 1910.134
OCCUPATIONAL NOISE EXPOSURE
29 CFR 1910.95
BLOODBORNE PATHOGENS
29 CFR 1910.1030
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POWERED INDUSTRIAL TRUCKS
29 CFR 1910.178
GENERAL DUTY CLAUSE
PL91-596
PERSONAL PROTECTIVE EQUIPMENT
1926.95 a)
OVERHEAD CRANES
1910.179(j)(3)
ERGONOMICS
29 CFR PART 1910.900 THRU 1910.944
MOBILE EARTHMOVING EQUIPMENT
MN RULES 5207.1000
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2
In the interest of Quality Safety Management, it may be recommended that written procedures
and documented employee training also be provided for the follow
represent multiple standards)
1910 Subparts
Subpart D - Walking - Working Surfaces
Subpart E - Means of Egress
Subpart F - Powered Platforms, Man-lifts, and Vehicle-Mounted Work Platforms
Subpart G - Occupational Health and Environmental Control
Subpart H - Hazardous Materials
Subpart I - Personal Protective Equipment
Subpart J - General Environmental Controls
Subpart K - Medical and First Aid
Subpart L - Fire Protection
Subpart M - Compressed Gas and Compressed Air Equipment
Subpart N - Materials Handling and Storage
Subpart O - Machinery and Machine Guarding
Subpart P - Hand and Portable Powered Tools and Other Hand-Held Equipment.
Subpart Q - Welding, Cutting, and Brazing.
Subpart S - Electrical
Subpart Z - Toxic and Hazardous Substances
1926 Subparts
Subpart C - General Safety and Health Provisions
Subpart D - Occupational Health and Environmental Controls
Subpart E - Personal Protective and Life Saving Equipment
Subpart F - Fire Protection and Prevention
Subpart G - Signs, Signals, and Barricades
Subpart H - Materials Handling, Storage, Use, and Disposal
Subpart I - Tools - Hand and Power
Subpart J - Welding and Cutting
Subpart K - Electrical
Subpart L - Scaffolds
Subpart M - Fall Protection
Subpart N - Cranes, Derricks, Hoists, Elevators, and Conveyors
Subpart O - Motor Vehicles, Mechanized Equipment, and Marine Operations
Subpart P - Excavations
Subpart V - Power Transmission and Distribution
Subpart W - Rollover Protective Structures; Overhead Protection
Subpart X - Stairways and Ladders
Subpart Z - Toxic and Hazardous Substances
Applicable MN OSHA 5205 Rules
Applicable MN OSHA 5207 Rules
Applicable MN OSHA 5206 Rules (Employee Right to Know)
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3
All training on the programs written by SafeAssure Consultants,
and/or Federal OSHA requirements.
These programs/policies and procedures listed on the addendum do not include the cost of
hardware such as labels, signs, etc. and will be the responsibility of The City of Shorewood to
obtain as required to comply with OSHA standards.
Our contract year will begin on the signing of this proposal/con
accomplished at a time convenient to most employees/management and so selected as to disr
the workday as little as possible.
All documents and classroom training produced by SafeAssure Consultants for The City
of Shorewood are for the sole and express use by The City of Shorewood and its
employees and not to be shared, copied, recorded, filmed or used by any division,
department, subsidiary, or parent organization or any entity wha
prior written approval of SafeAssure Consultants.
It is always the practice of SafeAssure Consultants to make modifications and/or
additions to your program when necessary to comply with changing
standards/statutes. These changes or additions, when made durin
will be made at no additional cost to The City of Shorewood.
All written programs/services that are produced by SafeAssure Co
guaranteed to meet the requirements set forth by MNOSHA/OSHA. SafeAssure
Consultants, Inc. will reimburse The City of Shorewood should MNOSHA/OSHA assess
a fine for a deficient or inadequate written program that was produced
Consultants, Inc. SafeAssure Consultants, Inc. does not take re
financial loss due to MNOSHA/OSHA fines that are unrelated to wr
mentioned above.
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4
ADDENDUM
SAFETY PROGRAM RECOMMENDATIONS
The City of Shorewood
Written Programs & Training
A.W.A.I.R. (A Workplace Accident and Injury Reduction Act)
review/modify or write site specific program
documented training of all personnel
accident investigation
simulated OSHA inspection
Employee Right to Know/Hazard Communication
review/modify or write site specific program
documented training of all personnel (general and specific train
various labeling requirements
assist with installing and initiating DAMARCO Solutions, LLC, MSDS and data base program
Lock Out/Tag Out (Control of Hazardous Energy)
review/modify or write site specific program
documented training of all personnel
Emergency Action Plan
review/modify or write site specific program
documented training of all personnel
Respiratory Protection
review/modify or write site specific program
documented training of all personnel
Bloodborne Pathogens
review/modify or write site specific program
documented training of all personnel
Cranes-Chains-Slings
review/modify or write site specific program
documented training of all personnel (inspections)
Hearing Conservation (Occupational Noise Exposure)
review/modify or write site specific program
documented training of all personnel
decibel testing and documentation
Personal Protective Equipment
review/modify or write site specific program
documented training of all personnel
Confined Space
review/modify or write site specific program
documented training of all personal
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5
Powered Industrial Trucks/Forklifts
review/modify or write site specific program
documented training of all personnel
testing and licensing
Ergonomics
review/modify or write site specific program
documented training of all personnel
job hazards-recognition
o
control steps
o
reporting
o
management leadership requirements
o
employee participation requirements
o
Mobile Earthmoving Equipment
review/modify or write site specific program
documented training of all personal
General Safety Requirements
review/modify or write site specific program
documented training of all personnel
On-Line training available for AWAIR, EAP, ERTK, ERGO, Bloodborne
Safety Committee Advisor
Employee Safety Progress Analysis
SafeAssuor Catalogs
(15% off any item)
Job Hazard Analysis (JHA for more hazardous tasks/jobs)
Training manual maintenance
Safety manual maintenance
Documented decibel testing
Documented air quality readings-(CO2 testing in shops with 5 or more vehicle capacity)
Documented foot-candle readings (if needed)
OSHA recordkeeping
General Duty Clause
Assistance during an actual OSHA inspection
General safety recommendations
Unlimited consulting services
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6
THIS AGREEMENT is made this first day of May, 2015 between The City of Shorewood,
Shorewood, Minnesota, herein referred to as The City of Shorewood and SafeAssure Consultants,
Inc. 200 S.W. Fourth Street, Willmar, Minnesota, herein referred
SafeAssure agrees to abide by all applicable federal and state laws includi
OSHA regulations and local/state/national building codes. Additi
reasonable and appropriate safety and loss control practices.
SafeAssure agrees to provide, at the time of execution of this contrThe City of
Shorewood (upon request) with a current Certificate of Insurance with prop
minimum of $2,000,000.00 in insurance limits of general liability and statutory for workers'
t
SafeAssure further agrees that The City of Shorewood will not be held liable for any claims,
injuries, or damages of whatever nature due to negligence, alleged negligence, acts or omissions
of SafeAssure to third parties. SafeAssure expressly forever relThe City of
Shorewood, its agents, members, officers, employees, heirs and assigns fr
injuries, or damages. SafeAssure will also agree to defend, indemnify and hold harmlesThe City
of Shorewood, its agents, members and heirs from any and all claims, injurie
whatever nature pursuant to the provisions of this agreement.
SafeAssure and its employees is an independent contractor of The City of Shorewood, and nothing
in this agreement shall be considered to create the relationship
In consideration of this signed agreement/contract, for the period of Twelve Months from the
signing month, SafeAssure Consultants, Inc. agrees to provide The City of Shorewood, the
aforementioned features and services. These features and services include but
OSHA compliance recommendations and consultations, providing schd classroom-training
sessions, writing and maintaining mandatory OSHA programs. These
prepared to meet the specific needs of The City of Shorewood.
ANNUAL CONTRACT $ 2858.00
DAMARCO SERVICES (MSDS ON-LINE) $ 100.00
ANNUAL $2,958.00
IN TESTIMONY WHEREOF, we agree to the day and year first above w
an organization or similar entity, further certify the undersign
said entity and authorized to sign on behalf of identified entity.
TWELVE MONTH CONTRACT X_______________________________
The City of Shorewood
X_______________________________
The City of Shorewood
X
040315
SafeAssure Consultants, Inc.
Date
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#3C
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Accepting a Donation Roger and Donna Leak for Shorewood Parks and Trails
Meeting Date: April 13, 2015
Prepared by: Bruce DeJong, Finance Director
Policy Consideration: All donations to the City of Shorewood must be accepted by the City Council.
Background: Roger and Donna Leak have made a donation in the amount of $50 for the Shorewood
Parks and Trails. The contribution is voluntary in nature.
Financial or Budget Considerations: This donation will go to general support of parks and trails in the
city.
Options:
Accept the Donation, or
Reject the Donation
Recommendation / Action Requested: Staff recommends that the donation be accepted, and a thank
you note will be mailed to the Leaks.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
#6A
CITY OF SHOREWOOD
RESOLUTION NO. 15-___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SHOREWOOD FOR A
PILOT PROJECT OF 100% INBOUND THERMAL DECONTAMINATION AT
CHRISTMAS LAKE
WHEREAS,
the public access for Christmas Lake is located in Shorewood, MN; and
WHEREAS,
the Minnesota Department of Natural Resources (MN DNR) declared
Christmas Lake infested with zebra mussels, an aquatic invasive species, in August, 2014; and
WHEREAS,
the Minnehaha Creek Watershed District (MCWD), the City of Shorewood,
the MN DNR, the University of Minnesota’s “Minnesota Aquatic Invasive Species Research
Center” (MAISRC), and the Christmas Lake Homeowner’s Association have worked
cooperatively since August 2014 on first-of-their-kind efforts to eradicate the zebra mussels; and
WHEREAS,
these experiments in zebra mussel eradication have required the
expenditure of significant public funding and staff time, as well as private funding from the
Christmas Lake Homeowner’s Association; and
WHEREAS,
thermal decontamination is believed to be the best method commercially
available to stop the spread of aquatic invasive species; and
WHEREAS,
the Christmas Lake Homeowner’s Association is willing to dedicate their
thermal decontamination unit to stop the further spread of aquatic invasive species into
Christmas Lake;
NOW, THEREFORE, BE IT RESOLVED
by the City Council of the City of
Shorewood, that the City of Shorewood supports a two-year pilot project beginning in 2015 to
consider all incoming watercraft as high risk and to decontaminate all watercraft coming into
Christmas Lake with a thermal decontamination facility located on City property at the
Christmas Lake public access.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this
13th day of April 2015.
__________________________________
Scott Zerby, Mayor
ATTEST:
_______________________________________
Jean Panchyshyn, City Clerk
#8A
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Proposed Tree Replacement Policy for Trail/Sidewalk Projects
Meeting Date: 13 April 2015
Prepared by: Brad Nielsen
Reviewed by: Patti Helgesen
Attachments: Draft Policy
Policy Consideration: Should the City adopt a policy for replacing trees lost to trail/sidewalk
construction projects?
Background: When the City began its program of constructing trails/sidewalks along certain city streets,
the Council expressed some interest in considering a policy for replacing trees lost to construction. Tree
replacement did not end up being much of an issue in the Smithtown (West) Trail Project. In most cases
significant trees were able to be avoided. In fact, we had instances where property owners requested
removal of certain trees. In the public open house meetings for Smithtown (East), the issue was raised
again, this time by residents.
Staff has developed a draft tree replacement policy (attached) for the Council’s consideration. It should
be noted that the replacement is intended only for properties that are not being compensated for right-
of-way or easement acquisition. Also, the policy attempts to reduce future liability for diseased tree
removal by requiring the replacements to be located on private property, not in public right-of-way.
Financial or Budget Considerations: As of this writing, the estimated cost of tree replacement is
unknown. Staff will provide an estimate of cost at the Council meeting on Monday night.
Options: Approve the attached policy as written; modify the policy; or adopt no policy.
Recommendation / Action Requested: Assuming the City is interested in maintaining its “urban forest”,
the attached policy is considered reasonable. If the Council agrees, it should direct staff to prepare a
resolution for the next meeting, incorporating the attached policy.
Next Steps and Timelines: If approved, the policy would be incorporated into a resolution for adoption
at the next meeting.
Connection to Vision / Mission: Healthy environment and attractive amenities.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
Proposed Tree Replacement Policy for Trail/Sidewalk Projects
4/9/15
Purpose:
While Shorewood’s Tree Preservation and Reforestation Policy does not require the replacement
of trees lost to City construction projects, the City finds there is value in restoring a certain
number of trees to maintain the tree-lined appearance of streets in Shorewood.
Properties Eligible for Tree Replacement:
Properties from which public right-of-way (R.O.W.) or drainage and utility easements must be
purchased are compensated through the purchase price of the R.O.W. or easements. For
properties abutting a trail/sidewalk project, and from which no R.O.W. or easement is purchased,
which experience the loss of “significant trees”, as defined in Shorewood’s Tree Replacement
and Reforestation Policy, the City will replace trees based on the policy below.
Replacement Policy:
For eligible properties as described above, the City will offer property owners replacement trees
as follows:
Each property owner affected by tree loss will be offered one replacement tree, planted
by the City, per 100 feet of frontage along the street. If the owner is willing to plant the
trees themselves, they will be offered two replacement trees per 100 feet of street
frontage.
The City will maintain a list of available trees, consisting of a variety of deciduous and
coniferous.
Deciduous replacement trees will be 1.5-2 inches caliper in size. Coniferous trees will be
at least four feet in height.
Replacement trees must be planted outside of the public R.O.W. or easement, but no
farther than 15 feet from such R.O.W. or easement.
Since the purpose of this policy is to replace vegetation, cash in lieu of trees will not be
offered.
Trees to be planted by property owners must be planted within 15 days of the property
owner’s receipt of the trees.
Where the City is to plant trees, the property owner must sign a right-of-entry agreement,
allowing access to the location of the tree replacement.
91, 11 i I Me I � i Mg =1 W.,
ff WaT9, F U
1"LANS AND SPECIFICATIONS FOR CLEANING,
REPAIRING & PAINTING
500,000 GALLON ELEVATED STORAGE RESERVOIR
SMITHTOWN ROAD TOWER
March 17, 2015
CITY PROJECT No. 15-01
2w
P.O. Box 897 a 3394 Lake Elmo Ave. N. a Lake Elmo, MN 55042
(651) 773-5111 a Fax (651) 773-5222
wuuusu��
CITY OF SHOREWOOD
RESOLUTION NO. 15-___
A RESOLUTION APPROVING PLANS, SPECIFICATIONS AND
ESTIMATES AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR
THE WEST WATER TOWER RECONDITIONING PROJECT,
CITY PROJECT 15-01
WHEREAS
, the 2015 Capital Improvement Program indicates a project for the
reconditioning of the West Water Tower, located at 26350 Smithtown Road; and
WHEREAS
, KLM and Associates Inc. has prepared said Plans, Specifications and
Estimate dated, March 17, 2015, for the Reconditioning of the West Water Tower Project,
further known asCity Project 15-01; and
WHEREAS
, the City Council has determined that the Plans, Specifications and Estimate
are found to be in order.
NOW, THEREFORE BE IT RESOLVED
by the City Council of the City of
Shorewood, Minnesota:
1.Plans, Specifications and Estimates, prepared by KLM and Associates, Inc., dated
March 17, 2015, for said Improvement, are hereby approved and shall be filed with
the City Clerk.
2. The City Clerk shall cause to be inserted in the official paper(s) an advertisement
for bids, attached hereto as Exhibit A, ad for bids, upon the making of such
improvement under such approved plans and specifications. The advertisement
shall be published for 2 weeks, shall specify the work to be done, shall state that
th
bids will be opened at 10:00 a.m. on May 12, 2015 in the City Hall Council
Chambers, and that no bids will be considered unless sealed and filed with the
Clerk and accompanied by a cash deposit, cashier's check, bid bond, or certified
check payable to the Clerk for 5 percent of the amount of each bid.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 13th
day of April, 2015.
Scott Zerby, Mayor
ATTEST:
Jean Panchyshyn, City Clerk
BB
#10A
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Appointments to the Park Commission
Meeting Date: April 13, 2015
Prepared by: Jean Panchyshyn, City Clerk
CC: Brad Nielsen, Planning Director
Attachments: Resolution
Background:
Earlier this evening, Council interviewed one Park Commission candidate, Ms. Stephany Vassar. Should
Ms. Vassar be appointed to the Park Commission, it would be to fill the seat being vacated by
Commissioner John Sawtell, for the term ending February 29, 2016. Mr. Sawtell is unable to continue to
serve on the Park Commission due to work conflicts.
Ms. Vassar is aware of the Park Commission meeting that is scheduled for Tuesday, April 14, and is able
to attend that meeting if appointed.
Council Options:
1)Adopt a resolution to appoint Ms. Stephany Vassar to the Park Commission for a term ending
February 29, 2016.
2) Do not make an appointment at this time; staff will continue to advertise for the park
commission opening.
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 April 13,
2015, with the term expiration as indicated:
Park Commission:
Member Term Expiring
1.Stephany Vassar February 29, 2016
Said appointment will fill the temporary appointment of Jeff Ische that was made at the March 9,
2015, Council meeting; and will complete the five-member Park Commission which consists of
the following additional members:
Member Term Expiring
2.Lynda Gooch Hartmann February 29, 2016
3.Steve Dietz February 29, 2016
4.Justin Mangold February 28, 2018
5.Paul Stelmachers February 28, 2018
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 13th
day of April, 2015.
___________________________________
ATTEST: Scott Zerby, Mayor
___________________________________
Jean Panchyshyn, City Clerk
CITY OF
SHOREWOOD
5755 Country Club Road Shorewood, Minnesota 55331 952-474-3236
Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us
Re: Trail Schedule Update – Galpin Lake Road and Smithtown Road (East)
Prepared by Paul Hornby and Brad Nielsen 3/9/15 update
Galpin Lake Road Walkway Schedule – PROJECT IS POSTPONED TO 2016
Planning Commission recommendation to Council re trail segment for following year
Council authorizes preparation of survey and Feasibility Report
Survey (30 days) – May
Feasibility Report (30 days) – June
Planning Commission review of feasibility report and trail walk – July
Planning Commission recommendation to Council re Feasibility Report
Council approves Feasibility Report
Planning Commission holds Neighborhood Meeting (Open House)
Council award of land acquisition services and authorizes preparation of Plans and Specifications
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
Land Acquisition Process (start approx. mid-way through plans and specs)
Land Acquisition process not required due to design modifications
o
Individual temporary easements or rights of entry may be required
o
Reduces project schedule
o
10/30/14
Neighborhood post-bid meeting
N/A
City possession of easements/letter of compliance
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
Page 2
Trail Schedule Update – Galpin Lake Road and Smithtown Road (East)
Smithtown Road East (LRT Trail to Country Club Road) Walkway Schedule
6/03/14
Planning Commission recommendation to Council re trail segment for following year
6/23/14
Council authorizes preparation of survey and Feasibility Report
/14/14 – 9/10/14
Survey (30 days) – (In Process) 7
/18/14–10/10/14
Feasibility Report (30 days) – 8
10/21/14
Planning Commission review of feasibility report and trail walk
10/21/14
Planning Commission recommendation to Council re Feasibility Report
10/27/14
Council approves Feasibility Report
10/30/14
Planning Commission holds Neighborhood Meeting (Open House)
12/08/14
Council award of land acquisition services and authorizes preparation of Plans
and Specifications
12/11/14 -
Preparation of Plans and Specifications (90-120 days)
4/10/15
2/1/15 -
Land Acquisition Process (start approx. mid-way through plans and specs)
8/31/15
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
o
3/23/15
Begin eminent domain action
5/19/15
Neighborhood informational meeting (Open House)
Council approves Plans and Specifications and authorizes ad for Bids 7/27/15
8/21/15
Receive bids for construction
8/24/15
City possession of easements/letter of compliance
Council awards Construction Contract 8/24/15
8/27/15
Neighborhood preconstruction meeting
Groundbreaking Ceremony 8/27/15
9/07/15
Begin Construction
6/30/16
Construction substantially complete
Ribbon Cutting Ceremony 6/30/16
6/15/16
Restoration complete