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06-08-15 CC Reg Mtg AgendaCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, JUNE 8, 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 May 26, 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. Excelsior Firefighters Relief Association Fundraising Event Approvals Administrator's memo Resolution 4. MATTERS FROM THE FLOOR (No Council Action will be taken) 5. PUBLIC HEARING 6. REPORTS AND PRESENTATIONS A. Shorewood Excelsior Fire District Service Annual Report B. Lake Minnetonka Communications Commission Bylaws Update Administrator's memo Resolution C. Minnetonka Country Club Planning Advisory Committee Final Report Planning Director/ City Attorney's memo 7. PARKS 8. PLANNING A. Report by Dustin Maddy on the June 2 Planning Commission meeting 9. ENGINEERING /PUBLIC WORKS A. Accept Bids and Award Contract for the 2015 Mill & Overlay Project Engineer's memo, Resolution CITY COUNCIL REGULAR MEETING AGENDA — June 8, 2015 Page 2 10. GENERAL /NEW BUSINESS A. Establishing the 2016 Budget Schedule 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Trails Schedule 2. Galpin Lake Road Traffic Speed update 3. Informational Item: Special Event Permits approved 4. Monthly Budget Report B. Mayor and City Council 12. ADJOURN Finance Director's Memo Trails Schedule Administrator's memo Finance Director's memo 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, June 8, 2015 7:00 p.m. Agenda Item 92A: Approval of Minutes from the May 26, 2015, Regular Council meeting. Agenda Item 93A: Approval of the verified claims list. Agenda Item 9313: The Excelsior Fire Relief Association (EFRA) has submitted all the necessary documentation for its one -day temporary on -sale Liquor License and Special Event Permit for its annual fundraising event being held on July 17, 2015. All documentation has been reviewed and approved by appropriate staff, the SLMPD, and the EFD. As in past years, the EFRA has requested that the $25 temporary liquor license fee be waived, as the city is a member of the EFD. Agenda Item 94: Matters from the floor — no Council action will be taken. Agenda Item 45: There are no public hearings scheduled this evening. Agenda Item 46A: Excelsior Fire Chief Scott Gerber will provide a Shorewood year -in- review report to Council. Agenda Item 4613: Jim Lundberg, Operations Manager of the Lake Minnetonka Communications Commission (LMCC), will be present to review and /or answer questions regarding the proposed LMCC Bylaws update. Council needs to determine, by resolution, whether to approve or deny the recommended LMCC Bylaws update. Agenda Item 46C: A final report on the Minnetonka Country Club Planning Advisory Committee (PAC) will be provided by John Shardlow, Principal of Stantec, and PAC representatives. Agenda Item 47: There are no Park items this evening. Agenda Item 48A: Commissioner Dustin Maddy is scheduled to provide an update on the June 2 Planning Commission meeting. Agenda Item 49A: Bids were opened on May 28 for the 2015 Mill and Overlay project. A resolution accepting the bids and awarding the contract is provided for Council's consideration. Executive Summary — City Council Meeting of June 8, 2015 Page 2 Agenda Item #10A: A resolution establishing the 2016 Budget schedule is provided for Council's approval. Agenda Item #11 A: Staff reports are provided in the packet and will be given at the meeting. CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, MAY 26, 2015 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, Si Guerrero; City Administrator Joynes; City Clc Planning Director Nielsen; Director of Public, A Absent: Councilmember Sundberg B. Review Agenda Siakel moved, Labadie seconded, approving the agenda as p 2. APPROVAL OF MINUTES #2A 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Associate Attorney Once Director DeJong; ty Engineer Hornby Motion passed 4/0. A. City Council Executive Session Minutes, May 11, 2015 Labadie moved, Woodruff seconded, Approving the City Council Executive Session Minutes of May 11, 2015, as presented. Motion passed 4/0. B. City Council Regular Meeting Minutes, May 11, 2015 Woodruff m6v— ed`,,Siakel seconded, Approving the City Council Regular Meeting Minutes of May 11, 2015, as presented. Motion passed 4/0. 3. Mayor Zerby reviewed the items,on the Consent Agenda. Zerby moved, Woodruff seconded, Approving the Motions Contained on the Consent Agenda. A. Annroval of the Verified Claims List B. Approve Agreement between the South Lake Minnetonka Police Department and the City of Excelsior for Summer Dock and Park Patrol Services C. Establishing the 2016 Budget Schedule (This was moved to Item 10.0 on the agenda.) Councilmember Woodruff explained that in 2014 there had been discussion about having discussions about the Capital Improvement Program (CIP) prior to certifying the next year's maximum tax levy with Hennepin County by September 30. The 2015 maximum levy was set before there was any discussion CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 2 of 21 about the CIP. The proposed 2016 Budget Schedule reflects the 2016 — 2025 CIP will first be discussed on October 26. He noted that he thought that is too late. Mayor Zerby concurred. Mayor Zerby noted that Council has asked the last few years to start budget discussions earlier. There was Council consensus to remove Item 3.0 be from the consent agenda for further discussion. Motion passed 4/0. 4. MATTERS FROM THE FLOOR Jim Cradit, 5925 Galpin Lake Road, explained he has come before Council to speak about a concern about traffic speeds that he has had for 10 years, from the time he built his, home. It is approximately one - half mile from Shorewood to Highway 7 where the posted speed is `25 miles per, hour (mph). He thought it is unlikely that any vehicle travels at that speed. He was told by a policeman that 25 mph is not a legal limit. In that stretch of roadway there are two moderate curves, 20 dr three streets in less than one -half mile starting at Mayflower Roo his area and there are about 12 dogs and many types of wildly speeds of 40 — 45 mph and possibly 50 mph, He has called the p A police person has come out and stayed for about 15 minutes. l an officer patrolling the roadway going either way (going to Hi the opposite). The posted speed limit on the section of the road Lucy. that connect to the roadway, and are 10 —15 children who live in le believes vehicles are traveling at department about this several times. ig those 10 years he has seldom seen ry 7 from the City of Chanhassen or in Chanhassen is 40 mph after Lake He asked the City to put up a reduced speed ahead sign in Chanhassen just before the border between Shorewood and Chanhassen. At the, border he would also like there to be a 25 or 30 mph posted speed limit sign. There is a 25 mph sign as drivers start up the hill but drivers appear not to see it. He noted his property is near the location of the stop ahead sign and drivers are traveling 45 mph at that sign. He stated that on May 24 the resident living at 55;10 Galpin Lake Road parked her car on the side of the road and put a large 25 'mph sign at the back of her car. He then stated that there are flashing speed awareness display signs on Country Club Road. He asked if the signs have had an impact on slowing vehicles down. He requested signs like that be installed in the area he is talking about. He stated he thought more vehicles travel on Galpin Lake Road then on Country Club Road. He thought the most heavily traveled time is 2 — 4 P.M. He recommended Councilmembers visit the area and observe the drivers. He asked for more police; presence in the area; more than the two to four times he has seen them in 10 years. He commented that people have asked for speed bumps to be placed there but the City did not think that was a prudent thing to do. Pot holes slow drivers down. He then asked for a timetable for staff and Council to assess the situation and get back to him. He clarified he does not expect police officers to patrol the area all of the time. But, he does want more police presence than there has been in the past. Mr. Cradit thanked Council for allowing him the time to speak. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 3 of 21 Mayor Zerby noted that traffic is the number one issue Council hears about from residents. It had heard concerns about speeding on Country Club Road and as a result developed a policy for assessing traffic on roadways where speeding is an issue and determining how to address it. Director Brown explained that posting the speed awareness signs along Country Club Road was a trial effort. The signs were installed about two plus years ago at a cost of $6,950 for two signs. About 2,200 vehicles travel Galpin Lake Road daily and about 3,450 travel Country Club Road daily. He noted the most effective way to address speeding is enforcement. He stated that he thought the speed awareness display signs have a temporary effect. People will slow down when they approach them and then speed up after they pass them. And, if it is their daily route they generally ignore them. He then explained that previous councils chose to post 25 mph signs hoping that posting that sign would slow drivers down. But, a police officer cannot enforce that because the courts will find that the speed is improperly posted and not enforceable. About one year ago state .statute was, to reduce the minimum speed limit to 25 mph for minor roadways. Galpin Lake Road would not be considered a minor roadway because of the volume of traffic on it. WSB & Associates is working on ,a draft policy that defines the standards for which roadways could have posted speed limits of 25 mph. Councilmember Labadie stated she likes Mr. Cradit's suggestion of placing a reduced speed ahead sign close to the Shorewood /Chanhassen border. Unfortunately, the Shorewood City Council cannot authorize doing that in Chanhassen or Carver County. Mr. Cradit suggested, posting that sign at the border and then the 25 mph sign a few feet after that. Councilmember Siakel asked if that authorization could be obtained from Chanhassen staff. Director Brown responded yes. Councilmember Woodruff suggested Council authorize staff to put out the road tubes to gather data about traffic volume and speeds. He asked what the legal speed limit is for Galpin Lake Road. Director Brown- statca,30 mph. Woodruff also suggested the posted speed be 30 mph. Councilmember Siakel ' suggested contacting Chanhassen, staff about putting up a sign. She asked Engineer Hornby if any traffic assessment was done when the proposed Galpin Lake Road trail was designed. Hornby responded no +. Siake then asked what can be done to get the South Lake Minnetonka Police Department (SLMPD) to, provide more traffic enforcement. She stated she agrees with Mayor Zerby that speeding is the' number one complaint residents have. Mr. Cradit stated he agrees tha Councilmember, Woodruff st, enforce the speed. Mayor Zerby asked Director Councilmember Woodruff as: responded they could. 5. PUBLIC HEARING is the only way to slow traffic down. until the posted speed is changed to 30 mph the police cannot n to bring recommendations back to Council during its next meeting. if the tubes could be put out before the next Council meeting. Staff A. Request for Partial Right -of -Way Vacation Applicant: Ian and Carol Friendly Location: 5590 Shore Road Mayor Zerby opened the Public Hearing at 7:19 P.M. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 4 of 21 Director Nielsen noted this is a two -part request for Ian and Carol Friendly with this partial vacation of a Shore Road right -of -way (ROW) being the first part. A setback variance is the second part. Nielsen explained the Friendlys purchased the property located at 5590 Shore Road and later purchased two outlots with one on each side of Shore Road and combined them with the 5590 property. The Friendlys are asking that the portion of the ROW that partially bisects their property be vacated because it causes setback issues. They have been informed that if the City vacates that portion of the ROW it still needs to keep the sanitary sewer easement that runs through their property. Because the City does not have a decent turnaround in that area staff asked the Friendlys to provide a turnaround that Public Works needs when snow plowing the roadway. Currently Public Works personnel have to back into an area that is very close to a wetland and a vehicle has become stuck in that area a; couple of times. The Friendlys have proposed installing a paver ground system similar to what is used for overflow parking areas. The concrete block product would support the weight of a heavy vehicle. The block cores are filled with dirt which allows grass to grow through them. The turnaround would also reduce the amount of the setback variance needed. He noted the resolution approving the vacation stipulates that the the City will be responsible for maintaining it. The Friendlys we He suggested Council adopt the resolution contingent upon staf construction and long -term maintenance responsibilities. Nielsen also noted that the Planning vacation. Mayor Zerby expressed concern about the City„ turnaround area. He asked if there is a need for Ian Director Nielsen explained the City would use would take care of the grass that will grow in the the winter. the s will build the turnaround and a formal agreement about that. rig a legal document about the ended Council approve the le for the maintenance of the ding the area. ,und seasonally. He clarified the Friendlys the City would plow the turnaournd area in Seeing no one present to comment on the case Mayor Zerby opened and closed the Public Testimony portion of the Public Hearing at 7:25,13.M. Nate Wissink, 4121 Uptown Avenue South, Minneapolis, builder with Elevation Homes, stated he and the Friendlys,, worked with Director Brown and Director Nielsen to come up with a solution for the turnaround that :would benefit both the City and the Friendlys. He thought that objective was reached as will be evidencedwhen the variance request is discussed under Item 8.A on the agenda. Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 15 -038, "A Resolution Vacating a Portion of the Public Right -of -Way of Shore Road" subject to Ian and Carol Friendly executing the required drainage, utility and roadway easement and recording the vacation and easement documents with Hennepin County and contingent upon the City and the Friendlys executing a legal agreement related to the construction and maintenance of the turnaournd area. Motion passed 4/0. Mayor Zerby closed the Public Hearing at 7:27 P.M. 6. REPORTS AND PRESENTATIONS A. Year -In- Review by Excelsior Fire District Chief Gerber CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 5 of 21 This item was postponed to a future meeting. 7. PARKS A. Report on the May 12, 2015 Park Commission Meeting Commissioner Stelmachers reported on matters considered and actions taken at the May 12, 2015, Park Commission meeting (as detailed in the minutes of that meeting). B. Minnetonka Lacrosse Association Proposal to Install Artificial Turf on Badger Field Director Nielsen explained that representatives from the Minnetonka Lacrosse Association (MLA) came before the Park Commission and offered to share in the cost of installing artificial turf on the playfield in Badger Park. The Association had previously offered to pay for irrigation for the playfield. The Park Commission was in favor of doing that but it does have some questions about it. introduced themselves to Council. Mr. Landstrom Charlie Welsh from Sprinturf were also present. Mr. Landstrom stated that the MLA's objective is to partner with Program on creating the first artificial turf field at Badger Park. growing youth sport in the country, the State of Minnesota and challenged with finding enough field space for its growing mem been its home field for a number of years. Creating an artificial season by one month. The MLA's biggest challenge ,is in the springy Mr. Well explained the Henne primarily not related to baseba organizations (the MLA is one), Wayzata. The only grass field t the MLA's home base. The ML four years, The MLA has to,do thing to do would be to build ax do that is now with the change; The Program will release the pr have to submit a grant applicati be awarded during, the Progran funds would be available for dis dent Lance Nelson and that wood and Hennepin Youth Sports alained that lacrosse is the fastest ietonka. The MLA is continually p., The Badger Park playfield has alayfield will extend the lacrosse the fall. t Youth Sports Program helps fund sports facilities and equipment The Program looks for partnerships with cities and nonprofit youth �e Program has helped out Chaska, Eden Prairie, Edina, Hopkins, and VLA oses,is in Badger Park. Badger Park is not the ideal location for ias been growing at a rate of 20 — 25 percent a year for the last three to 'nething with field availability to accommodate that growth. The ideal tificial turf facility in Badger Park. And, it seems like the ideal time to roposed for Badger Park and the Minnetonka Country Club property. ss for its grant request for proposals (RFP) in August. The City would by around October 1, 2015, with the MLA as a partner. Grants would board last meeting of the year sometime in December and the grant �sement in January. Charlie Welsh, with Sprihturf, 9275 Crestview Drive, St. Joseph, stated that artificial turf can be played on much earlier in the season than grass because if it snows in March the turf can be cleared of snow and played on. The same applies late in the season. He explained artificial turf requires much less maintenance than grass but it does require a little. An average study indicates that 475,000 gallons of water is saved by going with artificial turf. Councilmember Siakel stated that during the Arctic Fever event some of the ice sculptures created are located on the playfield in Badger Park. She asked if doing that would damage the artificial turf. Mr. Welsh recommended putting plywood down to protect against sharp tools puncturing or scraping the turf. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 6 of 21 If the turf were to be snowplowed a piece of PVC pipe should be placed on the plow blade and the blade should be about one to two inches off of the turf. Councilmember Woodruff stated it is his recollection that the Star Tribune published an article about there being possible health issues from playing on artificial turf. Mr. Welsh explained that about 10 years ago that concern was raised. At that time it fell by the wayside. The concern came up again after a study was done by Brian Williams about crumb rubber. There have been multiple studies done on that. The City of Montreal conducted a study using European toy standards and found it was more abrasive for children to put toys in their mouths than crumb rubber. Crumb rubber is not as harmful as people thought. Woodruff asked what the Minnesota high school athletic group concluded about this. Mr. Welsh stated it is still looking into it and noted multiple rubber fields will be installed this,year. Mr. Welsh stated the City could consider ecofill or futurefill rather than just crumb rubber. Woodruff asked if the City would have to purchase special equipment to Welsh explained the City would need a four -wheel Gator and ,a hard 1 sweeper puts the surface back into place because it does fold over.'Direc stiff broom brush for its Toro morrow that would likely work. Considerate trackless unit. Mr. Welsh stated he will provide the ..City with a copy of the company he works for uses. the artificial turf. Mr. ish and sweeper. The i stated the City has a on is being a standard to acquiring a trance manual Woodruff stated he thought the artificial turf idea is good. He asked if the football association is on board with the concept. Mr. Nelson stated that association is aware of what is being proposed and it would be a secondary partner. Woodruff noted that the football association is a major user of the playfield in the fall. Mr. Nelson stated he has had extensive conversations with football Coach Nelson about this. Mayor Zerby asked if stormwater runoff would have to be mitigated'. Mr. Welsh stated in most places there is some type of pond to deal 'with that. Zerby stated there is a pond next to the playfield. Zerby then asked if it would be problematic to put lawn chairs on the artificial. Currently people attending the City's movie in the park event put,chairs on the playfield. Mr. Welsh stated that would not be an issue. Mr. Well stated the City of Chanhassen holds an art in the park event on its artificial turf field. Other cities also hold events on their turf. Zerby,then asked if stakes could be put into the turf to secure tents. Mr. Welsh stated that would have to be dealt with during the installation of the turf. Zerby questioned if the City would have more,liability with artificial turf than grass. Mr. Welsh stated he did not think so. Mr. Well, an insurance broker by trade, stated if someone wants to sue the City it will not make anv difference if it is crass or artificial turf. Councilmember Labadie asked if the MLA's main use of the playfield in Badger Park would be for a practice or tournaments. The types of usage will have different impacts on traffic. Mr. Landstrom stated practice will be the primary use and commented that additional traffic may be a welcome for area businesses. Hosting of tournaments would have to be discussed with the City. Mr. Well stated that as a resident he thought it would be great to have tournaments in Shorewood and noted that the MLA is well aware of the limited parking. Mr. Nelson stated that there is a lot of desire for tournaments and noted that the MLA would do things in partnership with the City. He explained that the MLA primarily uses Badger Park Monday — Thursday from 5:30 — 8:00 P.M. He does not see that changing. In response to a question from Councilmember Woodruff, Director Nielsen explained that under Option 1.5 for Badger Park improvements the orientation of the playfield will remain as is. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 7 of 21 Director Nielsen stated the Park Commission has discussed that after the Badger Park improvements are done it would like to shift the ice sculptures to the sidewalk that will go through the Park and to the Village Green area. Councilmember Siakel stated the soils under Badger Park are of poor quality. She asked if installing an artificial turf playfield is viable. She asked if the Minnehaha Creek Watershed District (MCWD) would have to be involved for stormwater management reasons. Director Nielsen explained the poor soils are problems for buildings and parking lots. Poor soils are not an issue for playfields. He stated the City will have to contend with the MCWD. He noted that as part of Option 1.5 the parking lot will be increased and thereby create additional runoff so the MCWD will have to be involved with that. Councilmember Siakel stated she thought the MLA's proposal is very reasonable. But, before Council can decide on this it has to reach consensus about what is going to happen to Badger Park. Mr. Well stated he lives about 2.5 blocks from the City Hall camps and he has observed limited usage of Badger Park over the eight years he has lived there. He thought that with the MCC redevelopment now is the time to make the Badger Park playfield a home field for lacrosse. Mayor Zerby stated he thought the proposal is innovative and exciting. He then stated staff is seeking authorization from Council to work with the MLA on preparing a grant application. Woodruff moved, Labadie seconded, authorizing staff to work with the Minnetonka Lacrosse Association on preparing a grant application to submit to the Hennepin Youth Sports Program for an artificial turf field in Badger Park. Motion passed 4/0. C. Freeman Park Community Gardens = Extension of Water Line Director Nielsen explained that in 2014 Council directed the Park Commission to again consider extending a water line to the community gardens in Freeman Park. There was also some interest in putting a fence around the area. The Commission nut that on hold until it could assess what the demand was for garden plots in that location. Staff solicited a quote from Westonka Sewer and Water for the installation of a yard hydrant. That company put in the water at the Skate Park. Because the City already had the fixture for tne'Skate Parwater extension the cost to do the work was less than the new quote of $8,300. The Commission unanimously, recommended ,approval of extending the water line. Since the Commission recommended approval Director Brown recommended a frost -free hydrant be installed and that will increase the cost by approximately $800. The Commission wants to continue to monitor the use of the garden plots before recommending approval of the installation of a fence. All of the plots have been rented and an expansion is being considered. Mayor Zerby asked if seasonal plumbing (i.e.; irrigation) has been considered. Director Brown stated that would cost about $4,000 $5,000 to do and clarified that has not been bid out. Brown then stated having a hydrant there would allow gardeners to bucket water and put it on freshly planted items. Typically an irrigation system is on a secured timer. Zerby noted that his irrigation system has a faucet on it. Director Brown explained he and Director Nielsen have discussed the need to secure the access to water so people do not leave water running all night. What would be installed would have a secured box and the gardeners would have the combination to it. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 8 of 21 Mayor Zerby stated he has seen in public parks a faucet that is pushed down and then after five minutes shuts off. Director Brown stated that could be installed but they typically don't function long. That type of faucet was just replaced at the south concession stand. Councilmember Siakel asked which was installed first at the Skate Park — a fence or water. Director Nielsen responded water. Siakel asked how many garden plots there are in the Skate Park. Nielsen stated at first there were 10 and now there are 15. Siakel noted that she was one of the first gardeners at Freeman Park and that She has given that up this year so someone else could have it. She stated at made their own makeshift fence. That fence will not make it through a third in her shed. Based on her experience a fence is needed for the gardens at I many of the gardeners at Freeman Park live at Shorewood Ponds; ,many of t challenge for the water there now is the rain barrels fill up with dirt reducing' be held in the barrels. Also, the flow from the barrels is very slow. If the had a plot for two years. ;man Park the gardeners on. She stored the fence nan Park. She explained are elderly. The biggest mount of water that can somewhat it would help with the outflow. She recommende'd'a fence be installed, ad be created and the outhouse be relocated to the other end of the parking lot and al plots. She does not favor extending a water line for close to $10,000 if those other She wants things done right. A be propped up oval garden plots from the garden ins are not done. Councilmember Labadie stated there are Shorewood residents who have rented a garden plot in the City of Excelsior due to the water issue and the other issues. She noted that she wants the City to service its residents rather than have them go to Excelsior, Councilmember Siakel asked if the Park Capital In water line and fence. She thought there should be'bf hold. Director DeJong stated theme should be plenty o Councilmember Woodruf, stated them is a lot of improvements had been put on hold. He then stated water or a fence at the Freeman Park Rardens for 201, rent Program (CIP) includes funding for the a lot opark improvements have been put on y in the Park Improvements Fund. in the Park Fund because the Badger Park ,s not think the Park CIP includes money for Councilmezriber Siakel stated she thought it would be possible to find the needed funding. She asked what the cost tor the fencing around the Skate Park gardens was. Director Nielsen stated he thought the initial fence; the black chain -link fence, cost about $5,000. If all of the garden plots at the Skate Park continue to be rented the fence should be extended. Director Nielsen stated staff cari solicit quotes for increasing the number of garden plots at Freeman Park and for fencing around the area, Councilmember Woodruff stated from his perspective if the City is going to continue to have garden plots in Freeman Park then a, water line should be installed. That can be done independent of expanding the number of plots or installing a fence. Councilmember Siakel clarified she was not proposing the City wait on the water line extension. She asked if there are any less expensive ways to get accessible water to the Freeman Park garden area. Director Brown stated that what has been proposed is the most reasonable solution. Siakel moved, Labadie seconded, authorizing the extension of a water line to the Freeman Park garden plots area for an amount not to exceed $9,500, directing staff to have the port -a -potty CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 9 of 21 moved and to solicit quotes for the cost to install a fence around the Freeman Garden plots area, and to have staff discuss the idea of increasing the number of plots in 2016 with the Park Commission. Motion passed 4/0. 8. PLANNING A. Rear Yard Setback Variance Applicant: Nate Wissink, Elevation Homes (Friendly Property) Location: 5590 Shore Road Director Nielsen explained Ian and Carol Friendly own the property looted at 5590 Shore Road. They have made every attempt they can to enlarge the property in order to build a new home on it. The existing house does not conform to rear yard, lakeside and to some degreed the front yard setbacks. The front yard setback issue has been somewhat mitigated by the vacation of the right -of -ways (ROW) approved under Item 5.A on the agenda; that ROW had basically bisected their property. The Friendlys are asking to reorient their property so its orientation will be the same as the other properties along that same lakeshore. The other properties have a lake setback and side yard setbacks and the front yard is opposite of the lake setback. Due to how Shore Road comes up to the property,,the Friendlys request a setback, variance that would treat the easterly property line as a side yard versus a rear yard, The Friendlys expanded their property by purchasing an out lot, on the west side and an out lot on the north side of Shore Road. The increased lot size is now 33,079 square feet; it is half again as big as the minimum lot size in the R -1C /S, Single - Family Residential/Shoreland District. The new house will be located further back and comply with the lakeshore 'setback , It will comply with the front yard setback and the wetland setback on the north side of the property, They will reduce the hardcover to 25 percent (the required maximum) from the current 29 percent. The new, house will conform better with the exception of the rear yard setback variance. During the public hearing a question was asked about why,the new house could not be moved further to the west. In spite of the vacation of the' ROW the City will still maintain a sewer easement. Public Works also uses the area for snow storage for snow removed from Shore Road. The new house elevation will result in a driveway slope of close to 10 percent. To shorten it up would make the slope more severe. Also, moving it to the west would move the driveway into the wetland buffer area along the north side. Nielsen noted the Planning Commission held a public hearing on this request during its May 5, 2015, meeting and voted unanimously to recommend approval of the variance request. During the hearing there was one objection, which was subsequently withdrawn via email and then the withdrawal was withdrawn with a subsequent email. Nate Wissink, with Elevation Homes and the Friendlys' architect, explained the vacated ROW went into the Friendlys' property about 57 feet. That left about 15.6 percent of the property developable under the existing zoning code because the property's orientation is different than the other properties along the same lakeshore. In order to set the new house three feet above the water table the grade has to be taken from access point to the driveway pad which results in about a 10 percent slope on the driveway. With the ROW vacation what is being proposed maximizes what can be done with the slope. He noted if the rear yard setback is granted what is being proposed will be in full conformance. Currently there are six nonconforming items. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 10 of 21 Councilmember Woodruff stated the setback on the easterly side of the property as proposed would be 10 feet. The objecting individual wants that much wider. He noted the setback for the existing structure is about 9 feet 7 inches or 9.7 feet. Therefore, what is proposed would increase the setback by a few inches. Mr. Wissink noted that what is being proposed would only touch the 10 foot point on the northeast corner of the garage and on the northeast corner of a portion of the new house. Councilmember Siakel noted she was the liaison to the Planning Commission when the public hearing was held. She stated that one of the things that stood out to her was the new house would be located further back from the lake than the existing house. In response to a question from Mayor Zerby, Director Nielsen Friendly property is vacant. A house on the property could be bt between the Friendly property and the vacant lot. Director Nielsen commended the Friendlys for working were for building on their property. Usually property developed a plan. property to the east of the as 10 feet from the lot line on to identify what options there to City after they have already Mayor Zerby stated the opposing person expressed concern about the noise that would be generated by the air conditioner. Mr. Wissink stated there likely will be two high efficiency units. There is currently a fairly large hedge along the easterly edge of the Friendly property. The landscaping is a year -round type; the leaves do not fall off. That will somewhat mitigate the noise. The,cast side of the house is the most nondescript place to locate the air conditioners. Director Nielsen noted that that type of equipment cannot be located in the setback area. Mr. Wissink stated the grades on the survey indicate4hat a house on neighboring property would likely be built up higher. In response to a comment from Mayor Zerby, Mr. Wissink stated the walking path on the east side of the new house will be in the setback area. Director, Nielsen noted that it is limited to four feet in width and it is an allowable encroachment. Councilmember Woodruff stated it does have to be no less than five feet from the lot line. Tad Shaw, 5580 Shore Road, stated his property is the last property a person goes by before they reach the Friendly property. He noted, that he and his wife are pleased with the plans and they hope Council approves them.. Siakel moved, Woodruff seconded, Adopting RESOLUTION NO. 15 -039, "A Resolution Granting a Setback Variance to Ian and Carol Friendly, 5590 Shore Road." Motion passed 4/0. Councilmember Woodruff stated Shorewood is extremely cautious about granting variances. It makes sense to do so in this case. B. Request for Setback Variances Applicant: David Moe Location: 20920 Forest Drive Director Nielsen explained David Moe owns the property located at 20920 Forest Drive. The property is very substandard with respect to its width even for the R -1D /S zoning district it is located in. It is 49 feet CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 11 of 21 wide at the front building line and it tapers back to 37.5 feet wide at the rear. The property does have enough area. Mr. Moe would like to build a new house on the property. The lot is virtually unbuildable without variances. Mr. Moe has requested a variance on the south side of the property against Forest Drive and a 6 foot setback on the north side of the property (10 feet is required). It is also where the current house sits. Forest Drive is a dead end street and it stops part way down Mr. Moe's property and from there on it is a paper street. Forest Drive has a 60 -foot wide right -of -way (ROW) which is greater than the minimum 50- foot standard. As proposed, the new house would be 20 — 30 feet from the paved surface of the street. The applicant's initial plans included one more variance and greater with staff Mr. Moe redesigned his plans to eliminate the need for a setback variance for a driveway serving the home. Also, the 4ept decreased in order to minimize the extent of the variances. The Planning Commission held a public hearing on this during its recommended approval of the variances subject to the conditions � Councilmember Woodruff stated the area this property is located in i granting the variances are a reasonable accommodation for building Councilmember Siakel stated the situation meets the definition of pry Siakel moved, Woodruff seconded, Adopting Two Setback Variances to David Moe, 20920 Mayor Zerby noted that t suggested that be discuss Discussion moved to Item 9. ENGINEERING A. Accept B' le in the audience iariances. After working i setback variance and a house and garage were 5, 2015, meeting feed in the staffrc ull of strange lots a lot. ical difficulty. and unanimously then stated "A Resolution Granting 4/0. itint4 for the discussion of Item 10.13. He Award Contract for the West Water Tower Rehabilitation Project This was discussed after Item 10.13 on Director Brown explained that on May 12, 2015, the City opened bids for the West Water Tower Rehabilitation Project. The bid schedule included two options for performing the project. The options varied the schedule for doing the work. Schedule must not have been much of a factor because the bid amounts were the same for each option. The lowest responsible bidder is Classic Protective Coatings with a bid for construction of 040,950. The engineering and inspection costs total $58,800 bringing the total Project cost to $508,800. The Capital Improvement Program (CIP) lists a project cost of $450,000. Staff believes there are sufficient funds in the Water Fund to pay for the Project. The contractor will put up a containment curtain around the Water Tower. Staff is working with representatives from the Minnewashta Elementary School and the cellular service providers regarding this Project. The providers need to remove their antennas. Two temporary poles will be put up. Some of the landscaping has already been removed in preparation for the containment system. The landscaping will be replaced at the end of the Project. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 12 of 21 Brown noted that Classic Protective Coatings did the rehabilitation of the East Water Tower a few years ago. He also noted that staff recommends approval of the award of contract to Classis Protective Coatings. Mayor Zerby commented that he found it interesting that the second lowest bid amount was only $50 more than the lowest bid amount. Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 15- 041, "A Resolution Accepting Bids and Awarding Contract for the West Water Tower Rehabilitation Project, City Project 15 -01, to Classic Protective Coatings for an Amount Not To Exceed $440,950" and authorizing staff to choose the schedule option. Motion passed 4/0. B. Accept Bids and Award of Construction Improvements Engineer Hornby explained the meeting packet contains a copy of Star Circle improvements with and without watermain extension. Contractors Verification of Compliance Form as required by, Mir considered nonresponsive. The lowest responsive bid was receive( Minnesota, in the grand total amount of $665,018.13; it includes,; Without watermain extension the total bid amount would be $558, project estimated the assessable project costs fbr watermain extens bid estimate of the assessable portion is $11,500. He noted staff invited re watermain portion of the the watermain extension expressed less favor of th Hornby stated the meeting the project with watermain Councilmember Woodruff over $2,000 less in the bid from the proj"ect area in atte Woodruff move(l, Siakel Bids and Awarding Conti No. 1 for Watermain Ext Exceed $665,018.13." for the Star Lane & Star Circle bid tabulation for the Star Lane & lowest bidder did nbt provide the ota Statutes so that bid had to be )m Valley Paving, Inc., Shakopee, 6,062.00 for watermain extension. .13. The Feasibility Report for the to be $13,723 per parcel. The post to a post -bid open house meeting on May 7 to discuss the assessable C}wners of eight of the thirteen properties proposed to be assessed for to the meeting. Of the eight properties represented only one resident ;ion. that individual was on the fence about the extension. I contains,a cony of two resolutions awarding the contract. One includes lion,. The other does not include watermain extension. 1 it was, nice to find out that the per - parcel assessment amount came in the estimate in the Feasibility Report. He noted there were no residents 1e this evenina. d, Adopting RESOLUTION NO. 15 -042, "A Resolution Accepting the Star Lane and Star Circle Improvements Including Alternate City Project 14 -11, to Valley Paving, Inc., for an Amount Not To Mayor Zerby stated the residents have been provided with a lot of information throughout the process to date. He noted he is pleased that the City is moving forward with the project including the watermain extension. Councilmember Siakel noted that the project bid is quite a bit less than the amount budgeted in the Street Reconstruction Capital Improvement Program (CIP). She stated this is the first time in quite a while when the bid amount was noticeably less than the CIP. She asked Engineer Hornby to comment on that. Hornby stated he thought the City hit a sweet spot in the bidding market. Hornby explained a lot of bids were CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 13 of 21 rejected last fall and it is likely that many were rebid early this spring. Siakel asked if a portion of the excess budgeted amount could pay for the installation of a water line in Freeman Park. Motion passed 4/0. Director Brown thanked Engineer Hornby and WSB & Associates for their efforts on this project to date. He noted that Hornby spent a lot of his personal time making sure the residents in the project area were made aware of what their costs and options were for watermain extension assessments. C. Accept Proposal for Professional Services, C Star Lane & Star Circle Improvements Engineer Hornby explained that for almost every constructior verification that the construction materials used are in gene specifications. The City has used American Engineering Testing testing services for some projects in the past. The meeting packet c to provide those services for the Star Lane & Star Circle Improv $4,801.50. He noted that staff recommends Council accept the prof Woodruff moved, Labadie seconded, accepting the propos and materials testing for the Star Lane & Star Circle Engineering Testing, Inc., for an estimated fee of $4,801.50. D. Herbicide and Weed Co Materials Testing for t the City has done there is ormance with the plans and AET) to provide those project a copy of a proposal from AET Project for an estimated fee of Im AET as presented. professional services, construction )vements Project from American M bassed 4/0. Director Brown explained that about one year ago Council and staff` started discussions about what types of herbicides to use to treat weeds on City -owned land. Past practice has been to use products that contain 2,4 -D for the control o, broadleaf weeds. That program was put on hold until alternative treatment products were explored. The City has` ''a responsibility by, State Statute to control noxious weeds. The discussions that have occurred included treatment of noxious weeds as well as weeds that are not considered noxious. The City, is rec'uired to enforce noxious weed control on private properties. The Mayor is the weed, inspector and the Council 'can, 'appoint an alternate. The City has heard concerns expressed about weeds on a few ofits,properties. The City has also heard concerns expressed by residents about the use of herbicides on any City -owned property. The concerns were, for example, about the impact on around water and nolnators such as bees. Staff has been researching alternative products. One of the more popular products is Ringer Herbicides which has been one of the forerunners in attempting to formulate an organic product to control weeds. The product is not as effective, as traditional 2,4 -D products. Corn gluten appears to be most promising alternative. Unfortunately, it provides fuel for existing weeds that have germinated and it costs about 10 times as much. For Freeman Park, it would cost $31,111 for one application of corn gluten. To treat the turf areas in the Park with conventional 2,41) products would cost $3,400. It is recommended that corn gluten be applied three times a year. Brown noted that staff recommends continuing on with the use of 2,4 -D products for weed control. Councilmember Siakel stated she agrees with continuing the use of 2,41). She recommended staff continue to research other weed control alternatives. Councilmember Woodruff concurred with doing both. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 14 of 21 Councilmember Woodruff suggested staff research what some other cities use and discuss alternatives in a work session. He explained the applicator the City uses for weed control is licensed by the State and uses chemicals and processes approved by the State and federal government. Director Brown noted that the 2,4 -D product that is proposed for use is neonicotinoid free. It is not harmful to pollinators such as bees. Mayor Zerby asked where the 2,4 -D product is applied and if it needs to be applied everyplace that it is being applied. He noted that based on his research there are products used in New Jersey that are less harmful. He stated some of the areas the City has treated in the past are near wetlands and some of the product labels indicate they should not be used near wetlands. From his perspective a lot more study needs to be done on alternative products and various impacts. Councilmember Woodruff stated 2,4 -D products have been approved for use by the Minnesota Department of Natural Resources (DNR). For the last two years,the 2,4 -D chemical has been used to help control Eurasian Watermilfoil in Lake Minnetonka. The DNR grants permits to do that under controlled situations. Mayor Zerby stated he thought the chemical being used Siakel moved, Woodruff seconded, accepting the proposal from Pyramid Home Specialties for 2015 weed spraying work. Motion passed 311 with Zerby dissenting. ' Mayor Zerby noted he voted against it because he thinks more research needs to be done. 10. GENERAL /NEW BUSINESS A. Approval of Rate Structure for Sanitary Sewer and Stormwater Charges Director DeJong explained that in 2013 the City contracted` with Ehlers to conduct sanitary sewer service and stormwater management utility rate studies. Council approved the studies in early 2014. The increases implemented in 2014 ire having the desired effect; the balances in the Sewer Fund and the Stormwater Management Fund have increased. Council was provided with an ordinance amendment which will put into effect the rates proposed in the studies for 2015. He thought the increases are necessary and prudent. He noted the total increase over the course of a year is slightly more than $23; about a 5 percent increase in the total utility bill. Siakel moved. Labadie seconded, Approving ORDINANCE NO. 519 "An Ordinance Titled License, Permit Services Charges and, Miscellaneous Fees" regarding the stormwater management utility and sanitary sewer service rate increases. Councilmember Woodruff stated that in the past he has expressed his dislike about paying for stormwater management improvements made in conjunction with trail projects out of the Stormwater Management Fund. From his perspective if the trail projects were not being done there would not be a cost for stormwater management improvements. He noted that he wants residents to know that part of the stormwater management rate increase is to help pay for stormwater management improvements made as part of constructing trails. Mayor Zerby stated based on his experience those stormwater management improvements are needed by the time a trail is constructed. Woodruff stated the improvements are needed only because of the trails. Zerby strongly disagreed. Councilmember Siakel noted she whole heartedly disagrees with Woodruff's perspective. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 15 of 21 Councilmember Siakel noted that there are new mandates and regulations being implemented that require improvements be made. Siakel stated the rate studies were well thought out and the increases were recommended by a financial firm. Motion passed 4/0. Discussion moved to Item 10.0 on the agenda. B. Tonka Splash Event Permit This was discussed after Item 8.13 on the agenda. Director Brown explained that traditionally the Tonka United Socc( Splash traveling tournament/fundraiser event in Freeman Park. Sto event from South Lake Minnetonka Police Department ( SLMPD) event coordinator Scott Yaeger. The event is scheduled for Jun registered for this year's event with an average of 10 players per 3,040 players there will be parents, siblings and other-attendants vehicles going in to and out of the Park. In 2014 there were approxi was (TUSA) holds its Tonka out the schedule for the :crud who had met with 5 — 7, 2015. There are 304 teams ,am. In addition '7very hour there itelv.270 teams. about 400 During last year's event he was called and asked if Shorewood could put up signage to limit traffic on Eureka Road because there was concern that emergency vehicles would not be able to travel the roadway. Last year the City received a number of phone calls related to turf damage. In addition to vehicles parking on the lawn in Park some also parked in the woods: There are approximately 375 parking spaces at Freeman Park; that doesn't include the grass. Staff and the SLMPD believe there is a need to shuttle people to and from other parking areas (such as Minnewashta Elementary School) to the event at Freeman Park. As of yet TUSA has not tin interested in doing that this year. He noted that Excelsior Fire District (EFD) Chief Gerber has stated that with this size of event the EFD will require contracted emergency management services (EMS) so that people can be attended to for emergency purposes. irie, noted she is the TUSA Executive Director. Scott Yaeger, 2350 100 Drive, Chanhassen, noted he is a member of the TUSA Board Ms. Hoebelheinrich clarified that not all of the 303 teams will play in Shorewood. Only 102 teams will be served by Shorewood from Friday evening to Sunday late afternoon. Multiple venues are used for Tonka Splash. Nine fields will be used; the same number as those permitted for use Monday — Thursday between soccer and baseball/softball, Mr. Yaeger explained that in 2014 TUSA contracted with the SLMPD to provide assistance with parking. In years past when people left Freeman Park they typically turned right to go out on to Highway 7. He asked for them to typically turn left. Last year there were two officers stationed there; TUSA had scheduled three. There were no parking signs posted on the grass in the Park last year but because of the rain a lot of them fell down and were not replaced by the police department. For 2015 the TUSA has procured signs. TUSA representatives and Sergeant Ballsrud walked the site a few weeks ago and talked about what happened in 2014 and what did and did not work. He will be at Freeman Park this year during the event as a Boardmember and as one of the Tournament Directors. He asked for Ballsrud's phone number and the phone numbers of the other officers that will work the event. Ballsrud assured him that an CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 16 of 21 officer would be stationed as people leave the Park and he wants two officers to patrol the area. He noted Freeman Park is one of seven sites. Ms. Hoebelheinrich stated she received her permit in March 2015 and it had the Tonka Splash dates on it. She apologized if she had not submitted the necessary paper work. Mr. Yaeger clarified that all of the league games are on there as well. Ms. Hoebelheinrich stated she thought the schedule she submitted was enough. Ms. Hoebelheinrich stated the game times are scattered. A lot of the time they will be in thirds. She noted TUSA will pay for police presence again this year. She stated event organizers will communicate the parking limitations to families of TUSA athletes and encourage carpooling. Mr. Yaeger stated a map of the area will be included in the traffic flow. show the direction for Mayor Zerby stated he had spoken with Ms. Hoebelheinrich over the weekend and learned that games at Freeman Park will be for a certain age group (8 — 10 year olds) and that there are a few less teams in that age group this year. Ms. Hoebelheinrich stated the inerease inn teams is,for the 13 —16 age group and they will play at Minnetonka High School and Hopkins High School. Zerby asked that the event organizers strongly encourage carpooling. Councilmember Labadie asked how many tea stated approximately 108. Labadie then asked i games scheduled during the event at the other the information she has received from the City ask if TUSA is planning to implement the Hoebelheinrich responded yes. , Councilmember Siakel4sked what request was made months ago TU`, consider that now. Siakel noted that Director Brown explained the City City asked for it. There was some on Mav 21. 1 noted will be 200 ryed at Freeman Park in 2014. Ms. Hoebelheinrich rganizers are aware if there are any baseball/softball 'Freeman Park. Ms.Hoebelheinrich stated based on 4 6 are reserved for the event. Labadie went on to fight turn rule again when leaving the Park Ms. 's objection is to shuttling. Ms. Hoebelheinrich stated if the .ld have looked into that. But, it is too late in the process to A Ballsrud brought it up early May. an event permit and an application was not submitted until the to that. Staff learned what the actual dates for the event were special event permit application indicates it is anticipated that there Hoebelheinrich stated that is at the same time. Councilmember Labadie asked if the time gap between the games will be greater this year than last year. Ms. Hoebelheinrich explained there are technically nine fields. Basically three games will be played at a time and there will be a,sufficient time period before the next three games are played and then there is a third set of games. On Saturday and Sunday games will be played later into each day than last year. Councilmember Woodruff stated based on his experience when drivers cannot find a legal place to park they park on the grass for those types of events. Having a no parking sign will not stop them from doing that. He asked what is going to be done to mitigate that. Mr. Yaeger noted that is why the TUSA has contracted with the SLMPD. The officers have to enforce that and issue citations when needed. Woodruff questioned if there would be benefit to have TUSA people keeping people from parking on the grass. Mr. Yaeger stated there will be volunteer field marshals there to help monitor that. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 17 of 21 Councilmember Siakel clarified that the City is fully supportive of TUSA having part of its tournament played at Freeman Park. She stated people want to ensure it is a safe event. Part of the City's job is to ensure access for emergency vehicles in the event there is an emergency. She expressed concern that may not be possible with the volume of vehicles that will be in that area. She stated when public safety personnel say that is an issue she tends to listen to them. She asked if the option of shuttling people can be explored. She noted that Minnewashta Elementary School is just down the street and around the corner. She stated she thought it would be easier to shuttle people than it will be to get them to move their vehicles that day. She would like to have the shuttling idea move forward. Mr. Yaeger stated the concern is about timing at this late date. Siakel asked staff what the City can do to help facilitate this. For example, talk to CUB Foods and the School about parking and shuttling from there. Director Brown stated stiff can serve as an intermediary between CUB Foods and School representatives. Director Brown stated concerns have been expressed about the parking along =Eureka Road and Pond View Drive. It is likely people will park along Park Lane; its is wider. He recommended. Pond View Drive be posted as no parking and the same for at least one side of Eureka Road. Councilmember Woodruff asked what the current designation is for Brown stated that unfortunately people can park along Eureka Road no parking on at least one side of the roadway for the entire length Council wants that as a temporary measure he would like to be Woodruff suggested the same be done for any other streets staff deer stated Eureka Road is not wide enough to have vehicles,parked on it time. Woodruff moved, directing staff to post temf sides), Pond View Drive and any other roadw Soccer Association's Tonka Splash event. Councilmember Siakel stated' for the event it will create an Road. Motion odruff ago. Mayor Zerby stated f shuttling for the 2016 -n nigger 4/0. arking along Eureka Road. Director Woodruff suggested it be posted as if the roadway. Brown noted that if firected to do that with a motion. s appropriate for safety reasons. He ind handle heavy traffic at the same no parking signs along Eureka Road (both f deems necessary during the Tonka United th that without TUSA providing shuttle service overflow parking for Freeman Park is Eureka is unfortunate this was not brought to Council's attention two months of considering shuttling is a little tight for this year's event. He suggested discussed as soon as this year's event is over. Councilmember Siakel asked what the parent of a player is to do if they arrive and there is no parking available at Freeman Park and all of the roadways in the area are posted no parking. She stated there needs to be communication provided by TSUA event organizers on where the driver should go. Ms. Hoebelheinrich stated that if a driver drives around a bit a parking spot should open up. She then stated she can work with School representatives. But, her concern is about getting a shuttle company at this short notice. She does not think it would be a good or safe idea to have the volunteers drive people around. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 18 of 21 Mayor Zerby recessed the meeting at 8:59 P.M. Mayor Zerby reconvened the meeting at 9:04 P.M. Councilmember Labadie stated she does not agree that a person can drive into the Freeman Park parking lot with an athlete and drive around and find a parking spot. That does not happen on a regular game day. If the athlete is going to miss their game the parent is going to park on the grass. She then stated there is approximately the same number of teams as last year and about the same number of athletes and there will likely be the same number of spectators. Somethings needs to be done in order to avoid the same issues as last year. Mr. Yaeger stated the league games are in blocks; they are all on or teams that will play at Freeman Park about 40 of them would be TI Ms. Hoebelheinrich during the break about communicating to the TL a problem and request that parents of TUSA team players coordinz parents park locally and make arrangements to have parents drive locations. Then for next year there can be early discussions about, issue. Mayor Zerby stated he would like the event coordinators to rE parking situation and make them responsible for using remote policy decision about shuttling can be implemented for 2016. all off. He noted that out of the 102 TSA `teams. He stated he spoke with SA membership that parking will be to among themselves to have a few other parents from offsite parking how to address the limited parking to the TUSA membership about the sing and getting to Freeman Park. A Councilmember Labadie asked what will happen if 'it rains and the grass, ' fields and parking areas get damaged. Last year the grass was torn up because of drive's'parking on the grass in Freeman Park. Ms. Hoebelheinrich stated when it came to the fields, TUSA representatives brought in loads of dirt and seeding and restored the soccer fields. Councilmember Woodruff, stated TUSA and City representatives need to get together and ensure Minnetonka School District representatives are on board with allowing drivers to the event to park at the Minnewashta Elementary School, He then stated that trying to organize a proper shuttle service in a very short time could be challenging. He went on to state he thought a shuttle service would have to run every 10 — 15 minutes for as long as 10 hours at least one of the days. He did think a commercial enterprise would do that. He asked what TUSA's� ability is to pay for that service. Ms. Hoebelheinrich stated it has the abilitV to2.nav for that. Ms. Hoebelheinrich noted that she is confident that she can arrange for parking at the Minnewashta Elementary School. The School is one of the seven sites; there is one field there. Councilmember Siakel stated that Eureka Road is going to be no parking on both sides of the roadway during the event. There are 375 parking spots at Freeman Park that the TUSA will be held to. When that is used up she asked what the drivers are going to do. Mr. Yaeger stated that the event organizers can communicate that each of the TUSA teams is limited to having only one or two cars for parents and spectators park at Freeman Park. The rest of the parents / spectators need to park someplace else. Teams will be responsible for coordinating that. Councilmember Woodruff asked if TUSA event coordinators will have signs telling people where there is additional parking and having signs at those sites. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 19 of 21 Mayor Zerby stated that in some ways the City has oversold Freeman Park based on the amount of parking available. He thought staff and Council need to work with TUSA to find the best solution to that. This event has been held in part at Freeman Park for a number of years yet the issue of parking is surfacing quite close to the tournament. Better steps can be taken for the 2016 event. He noted that he did not think the City could require a shuttle service for 2015 because of the tight timeframe. Councilmember Woodruff stated that for this year TUSA needs to take proactive steps to address the limited parking issues through its membership. And, the SLMPD will be used to encourage people to park legally and not on the grass. Councilmember Labadie asked if the SLMPD officers are planning to ticket any cars parked outside of a designated spot. Mr. Yaeger stated he has asked SLMPD Sergeant Ballsrud to specifically do that. Labadie suggested that be conveyed in the event packet. They need to know there is a penalty for parking in a no parking area. Labadie noted parents are willing to wait 30 minutes to school. She stated people driving to the games are drivinl Woodruff moved, Labadie seconded, approving the speeit United Soccer Association for its event on June 5 — 7, 2015 will make a very concerted effort to reduce or eliminate Motion passed 4/0. Councilmember Siakel stated that in addition to up their child at Minnewashta Elementary ivans. permit application for the Tonka the Association's assurance that it irking issues experienced in 2014. on Eureka Road she asked if there is anything else that has to be done to ensure emergency vehicles,cap travel where they need to in Freeman Park and the surrounding area. Director Brown stated, staff will convey the essence of this discussion to the SLMPD and hopefully that will give the officers an incentive to- enforce the parking standards. It was clarified the TUSA will take care of the signage for in Freeman Park and Public Works will take care of the no parking signs for roadways. Discussion returned to Item 9.A on the agenda. C. Establishing the 2016.1tndget Schedule This item was removed from the consent "agenda at Council's request. Administrator Joynes stated staff will rework the 2016 budget schedule and move Capital Improvement Program discussions up in the schedule. 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Trail Schedule Mayor Zerby noted the meeting packet contains a copy of the updated Trail Schedule. Engineer Hornby noted that the project schedule on the City's website was updated to reflect that the project has been placed on the 2016 Capital Improvement Program. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 20 of 21 2. Spring Clean -up Director Brown stated the spring clean -up was well attended. The paper shredding event was somewhat chaotic. Staff may propose a different location for 2016 to help address traffic issues. In 2015 it was again held in the parking lot at City Hall. The cost for an additional shredding truck is about $400. Staff will put that on a future Council agenda for discussion. 3. Minnetonka Boulevard Rehabilitation- Cooperative Effort with the City of Greenwood Engineer Hornby stated late the previous week he met with representatives from the City of Greenwood about Minnetonka Boulevard. A frost boil issue had been developed. Someone excavated it out and back filled it but neither Shorewood nor Greenwood knows who. Complaints have been received at City Hall and people wonder when it will be repaired. The roadway is distressed and a mill and overlay is not going to fix the approximately 500 foot segment of roadway. There has been discussion about possibly doing a cooperative project with Greenwood to reclaim at least that segment of the roadway and put in new bituminous mat. He noted that is not in the Capital Improvement Program (CIP). He stated the engineer for Greenwood will send the City an estimate for the cost to do the work. Other Director Brown stated people will be dealing with watermain break,; three on May 27 in the Muirfield Circle area. He then stated street sweeping has beer done. He noted the first seasonal employee is on board. Mayor Zerby asked what the status is of repainting the Slop lights: Engineer Hornby stated staff is in the early stages of preparing a quote package for that and that should be ready for a June Council meeting. Zerby then asked Engineer Hornby if he has had a chance to go and look at the Boulder Cove situation at the street intersection. Hornby, stated he did not get there before work on the excavation of the sanitary sewer. Zerby asked who the City goes to if Its roadway is damaged. Hornby stated Chanhassen. Zerby noted that he asked the Building Inspector to go, to the site to make sure that things like the silt fence are in place. Director'IDeJong stated staff and the auditor are in the process of wrapping up the 2014 audit. He then stated staff 'is starting to use the new software for budget documents. Administrator Joynes noted that he emailed Council the South Lake Minnetonka Police Department ( SLMPD) Assessment completed by Interim Chief Mike Siitari and presented to the SLMPD Coordinating Committee, the week of May 18. The full-time SLMPD chief position has been advertised and placed on all of the appropriate websites. Resumes are expected to be in by mid -June. He stated staff met with people about the recent findings of zebra mussels (about 10) in Christmas Lake outside of the containment area. Three options are being considered for the boat launch there with one of them being the closure of the access ramp. There will be some additional treatment done and the area will be determined by the Department of Natural Resources. B. Mayor and City Council Councilmember Siakel thanked staff for their efforts related to the spring clean -up event. She stated the City should do whatever it can to support people getting rid of unwanted stuff in a purposeful way. She CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 21 of 21 thought $400 for an additional shredding truck is minimal. She commented that having the Salvation Army there in the past has been very helpful. Mayor Zerby stated he attended the May 20 SLMPD Coordinating Committee work session. The locks and cameras are nearly installed. The SLMPD will be able to receive the camera feed from the camera at the Christmas Lake boat launch. There was a lot of discussion about establishing an Operating Committee for the SLMPD. The Excelsior Fire District has one and it meets monthly. The search for the new SLMPD chief has officially started. SLMPD Interim Chief Mike Siitari has recommended hiring an additional patrol officer in order to be able to provide around the clock coverage with two officers. He supports doing that. The Mayors of Greenwood and Tonka Bay have reservations about that. Councilmember Siakel stated there are new homes being con more people frequenting the City of Excelsior than ever. She staffing. Councilmember Woodruff stated he thought the SLMPD Ass suggested caution be exercised about adding a patrol office resource will be applied to areas of need such as traffic enforc enforcement he is after. The SLMPD appears to be the best Mn He does not think being the best department in the state for D should have. He noted that he does think that enforcement if Coordinating Committee refocus service priorities. Councilmember Siakel stated she read through there be a discussion about where emergency n the past it has resided with police and it may be 12. ADJOURN Woodruff moved, Sia at 10:03 P.M. Motion C ATTEST: Jean Panchyshyn, City Clerk in. the South Lake area. There are it was time to consider additional essment was very good and thoughtful. He r unless there is some assurance that the ement. He clarified it is not additional DWI the Stab based on awards received for that. WI enforcement is an objective the SLMPD very important. He suggested the SLMPD sment earlier in the day. She suggested ht responsibilities should be housed. In urning the City Council Regular Meeting of May 26, 2015, Scott Zerby, Mayor ® #3A MEETING TYPE City of Shorewood nib Meeting Item Regular Meeting Title / Subject: Verified Claims Meeting Date: June 8 , 2015 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. 61551 - 61554 & ACH 24,968.46 Pending 61555 — 61589 & ACH 288,435.72 Total Claims $313,404.18 We have also included a payroll summary for the payroll period ending May 31, 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. Payroll G/L Distribution Report User: mnguyen Batch: 00001.06.2015 - PAYROLL - 06012015 CITY OF SHOREWOOD Account Number Debit Amount Credit Amount Description FUND 101 General Fund 101 -00- 1010 -0000 0.00 45,716.11 CASH AND INVESTMENTS 101 -13- 4101 -0000 7,474.61 0.00 FULL -TIME REGULAR 101 -13- 4103 -0000 313.50 0.00 PART -TIME 101 -13- 4121 -0000 560.57 0.00 PERA CONTRIB - CITY SHARE 101 -13 -4122 -0000 573.33 0.00 FICA CONTRIB - CITY SHARE 101 -13- 4131 -0000 1,161.97 0.00 EMPLOYEE INSURANCE - CITY 101 -13- 4151 -0000 22.18 0.00 WORKERS COMPENSATION 101 -15- 4101 -0000 4,308.68 0.00 FULL -TIME REGULAR 101 -15- 4121 -0000 323.16 0.00 PERA CONTRIB - CITY SHARE 101 -15 -4122 -0000 307.56 0.00 FICA CONTRIB - CITY SHARE 101 -15- 4131 -0000 471.10 0.00 EMPLOYEE INSURANCE - CITY 101 -15- 4151 -0000 15.92 0.00 WORKERS COMPENSATION 101 -18- 4101 -0000 5,614.11 0.00 FULL -TIME REGULAR 101 -18- 4121 -0000 421.07 0.00 PERA CONTRIB - CITY SHARE 101 -18 -4122 -0000 405.27 0.00 FICA CONTRIB - CITY SHARE 101 -18- 4131 -0000 797.17 0.00 EMPLOYEE INSURANCE - CITY 101 -18- 4151 -0000 19.41 0.00 WORKERS COMPENSATION 101 -24- 4101 -0000 3,412.68 0.00 FULL -TIME REGULAR 101 -24- 4121 -0000 255.95 0.00 PERA CONTRIB - CITY SHARE 101 -24 -4122 -0000 215.87 0.00 FICA CONTRIB - CITY SHARE 101 -24- 4131 -0000 475.00 0.00 EMPLOYEE INSURANCE - CITY 101 -24- 4151 -0000 20.49 0.00 WORKERS COMPENSATION 101 -32 -4101 -0000 6,641.01 0.00 FULL -TIME REGULAR 101 -32 -4102 -0000 94.26 0.00 OVERTIME 101 -32 -4105 -0000 347.64 0.00 STREET PAGER PAY 101 -32 -4121 -0000 531.24 0.00 PERA CONTRIB - CITY SHARE 101 -32 -4122 -0000 538.41 0.00 FICA CONTRIB - CITY SHARE 101 -32 -4131 -0000 1,703.75 0.00 EMPLOYEE INSURANCE - CITY 101 -32 -4151 -0000 260.29 0.00 WORKERS COMPENSATION 101 -33- 4101 -0000 173.82 0.00 FULL -TIME REGULAR 101 -33- 4121 -0000 13.03 0.00 PERA CONTRIB - CITY SHARE 101 -33 -4122 -0000 8.78 0.00 FICA CONTRIB - CITY SHARE 101 -33- 4151 -0000 6.51 0.00 WORKERS COMPENSATION 101 -52 -4101 -0000 5,030.73 0.00 FULL -TIME REGULAR PR - G/L Distribution Report (06/01/2015 - 1:31 PM) Page 1 Account Number Debit Amount Credit Amount Description 101 -52 -4103 -0000 368.00 0.00 PART -TIME 101 -52 -4121 -0000 377.30 0.00 PERA CONTRIB - CITY SHARE 101 -52 -4122 -0000 370.19 0.00 FICA CONTRIB - CITY SHARE 101 -52 -4131 -0000 836.83 0.00 EMPLOYEE INSURANCE - CITY 101 -52 -4151 -0000 172.82 0.00 WORKERS COMPENSATION 101 -53- 4101 -0000 915.23 0.00 FULL -TIME REGULAR 101 -53- 4121 -0000 68.66 0.00 PERA CONTRIB - CITY SHARE 101 -53 -4122 -0000 69.91 0.00 FICA CONTRIB - CITY SHARE 101 -53- 4131 -0000 18.10 0.00 EMPLOYEE INSURANCE - CITY FUND Total: 45,716.11 45,716.11 FUND 201 Southshore Center 201 -00- 1010 -0000 0.00 966.31 CASH AND INVESTMENTS 201 -00- 4101 -0000 208.88 0.00 FULL -TIME REGULAR 201 -00 -4102 -0000 104.44 0.00 OVERTIME 201 -00- 4103 -0000 577.50 0.00 PART -TIME 201 -00- 4121 -0000 15.67 0.00 PERA CONTRIB - CITY SHARE 201 -00 -4122 -0000 59.82 0.00 FICA CONTRIB - CITY SHARE FUND Total: 966.31 966.31 FUND 601 Water Utility 601 -00- 1010 -0000 0.00 10,024.94 CASH AND INVESTMENTS 601 -00- 4101 -0000 7,529.69 0.00 FULL -TIME REGULAR 601 -00 -4102 -0000 175.67 0.00 OVERTIME 601 -00- 4105 -0000 157.10 0.00 WATER PAGER PAY 601 -00- 4121 -0000 589.65 0.00 PERA CONTRIB - CITY SHARE 601 -00 -4122 -0000 535.03 0.00 FICA CONTRIB - CITY SHARE 601 -00- 4131 -0000 825.63 0.00 EMPLOYEE INSURANCE - CITY 601 -00- 4151 -0000 212.17 0.00 WORKERS COMPENSATION FUND Total: 10,024.94 10,024.94 FUND 611 Sanitary Sewer Utility 611 -00- 1010 -0000 0.00 5,159.28 CASH AND INVESTMENTS 611 -00- 4101 -0000 3,529.49 0.00 FULL -TIME REGULAR 611 -00- 4105 -0000 157.10 0.00 SEWER PAGER PAY 611 -00- 4121 -0000 276.52 0.00 PERA CONTRIB - CITY SHARE 611 -00 -4122 -0000 277.31 0.00 FICA CONTRIB - CITY SHARE 611 -00- 4131 -0000 825.63 0.00 EMPLOYEE INSURANCE - CITY 611 -00- 4151 -0000 93.23 0.00 WORKERS COMPENSATION FUND Total: 5,159.28 5,159.28 PR - G/L Distribution Report (06/01/2015 - 1:31 PM) Page 2 Account Number Debit Amount Credit Amount Description FUND 621 Recycling Utility 621 -00- 1010 -0000 0.00 493.80 CASH AND INVESTMENTS 621 -00- 4101 -0000 232.21 0.00 FULL -TIME REGULAR 621 -00- 4103 -0000 152.50 0.00 PART -TIME 621 -00- 4121 -0000 17.42 0.00 PERA CONTRIB - CITY SHARE 621 -00 -4122 -0000 25.17 0.00 FICA CONTRIB - CITY SHARE 621 -00- 4131 -0000 66.50 0.00 EMPLOYEE INSURANCE - CITY FUND Total: 493.80 493.80 FUND 631 Storm Water Utility 631 -00- 1010 -0000 0.00 1,072.09 CASH AND INVESTMENTS 631 -00- 4101 -0000 849.98 0.00 FULL -TIME REGULAR 631 -00- 4121 -0000 63.73 0.00 PERA CONTRIB - CITY SHARE 631 -00 -4122 -0000 59.34 0.00 FICA CONTRIB - CITY SHARE 631 -00- 4131 -0000 90.22 0.00 EMPLOYEE INSURANCE - CITY 631 -00- 4151 -0000 8.82 0.00 WORKERS COMPENSATION FUND Total: 1,072.09 1,072.09 FUND 700 Payroll Clearing Fund 700 -00- 1010 -0000 63,344.80 0.00 CASH AND INVESTMENTS 700 -00- 2170 -0000 0.00 30,197.15 GROSS PAYROLL CLEARING 700 -00- 2171 -0000 0.00 7,617.74 HEALTH INSURANCE PAYABLE 700 -00 -2172 -0000 0.00 3,887.11 FEDERAL WITHHOLDING PAYABLE 700 -00- 2173 -0000 0.00 1,701.75 STATE WITHHOLDING PAYABLE 700 -00- 2174 -0000 0.00 6,891.98 FICA/MEDICARE TAX PAYABLE 700 -00- 2175 -0000 0.00 6,559.44 PERA WITHHOLDING PAYABLE 700 -00- 2176 -0000 0.00 2,450.00 DEFERRED COMPENSATION 700 -00- 2177 -0000 0.00 831.84 WORKERS COMPENSATION 700 -00- 2179 -0000 0.00 192.00 SEC 125 DEP CARE REIMB PAYABLE 700 -00- 2180 -0000 0.00 404.07 LIFE INSURANCE 700 -00- 2181 -0000 0.00 745.96 DISABILITY INSURANCE 700 -00 -2182 -0000 0.00 318.32 UNION DUES 700 -00- 2183 -0000 0.00 1,547.44 HEALTH SAVINGS ACCOUNT FUND Total: 63,344.80 63,344.80 Report Total: 126,777.33 126,777.33 PR - G/L Distribution Report (06/01/2015 - 1:31 PM) Page 3 Accounts Payable Check Detail User: mnguyen Printed: 06/01/2015 - 3:25PM Check Number Check Date Amount 12 - AFSCMF COUNCIL 5 - UNION DUES Line Item Account 0 06/01/2015 Inv June -2015 Line Item Date Line Item Description Line Item Account 06/01/2015 PR Batch 00001.06.2015 Union Dues 700 -00 -2182 -0000 318.32 Inv June -2015 Total 318.32 0 Total: 318.32 12 - AFSCME COUNCIL 5 - UNION DUES Total: 318.32 5 - EFTPS - FEDERAL W/H Line Item Account 0 06/01/2015 Inv 06012015 Line Item Date Line Item Description Line Item Account 06/01/2015 PR Batch 00001.06.2015 Federal Income Tax 700 -00 -2172 -0000 3,887.11 06/01/2015 PR Batch 00001.06.2015 FICA Employee Portion 700 -00- 2174 -0000 2,792.80 06/01/2015 PR Batch 00001.06.2015 FICA Employer Portion 700 -00- 2174 -0000 2,792.80 06/01/2015 PR Batch 00001.06.2015 Medicare Employee Portion 700 -00- 2174 -0000 653.19 06/01/2015 PR Batch 00001.06.2015 Medicare Employer Portion 700 -00- 2174 -0000 653.19 Inv 06012015 Total 10,779.09 0 Total: 10,779.09 5 - EFTPS - FEDERAL W/H Total: 10,779.09 2 - ICMA RETIREMENT TRUST - 302131 -457 Line Item Account 61551 06/01/2015 Inv 06012015 Line Item Date Line Item Description Line Item Account 06/01/2015 PR Batch 00001.06.2015 Deferred Comp Flat Amount 700 -00- 2176 -0000 2,450.00 Inv 06012015 Total 2,450.00 61551 Total: 2,450.00 2 - ICMA RETIREMENT TRUST - 302131 -457 Total: 2,450.00 AP -Check Detail (6 /1/2015 - 3:25 PM) Page 1 Check Number Check Date Amount 11 - MINNESOTA DEPARTMENT OF REVENUE Line Item Account 0 06/01/2015 Inv 06012015 Line Item Date Line Item Description Line Item Account 06/01/2015 PR Batch 0000 1.06.2015 State Income Tax 700 -00- 2173 -0000 1,701.75 Inv 06012015 Total 1,701.75 0 Total: 1,701.75 11 - MINNESOTA DEPARTMENT OF REVENUE Total: 1,701.75 7 - MINNESOTA LIFE Line Item Account 0 06/01/2015 Inv June -2015 Line Item Date Line Item Description Line Item Account 06/01/2015 PR Batch 0000 1.06.2015 Life Insurance 700 -00- 2180 -0000 388.07 Inv June -2015 Total 388.07 0 Total: 388.07 7 - MINNESOTA LIFE Total: 388.07 10 - NCPERS MINNESOTA Line Item Account 61552 06/01/2015 Inv June -2015 Line Item Date Line Item Description Line Item Account 06/01/2015 PR Batch 00001.06.2015 PBRA Life 700 -00- 2180 -0000 16.00 Inv June -2015 Total 16.00 61552 Total: 16.00 10 - NCPERS MINNESOTA Total: 16.00 9 - PERA Line Item Account 0 06/01/2015 Inv 06012015 Line Item Date Line Item Description Line Item Account 06/01/2015 PR Batch 0000 1.06.2015 MN -PBRA Deduction 700 -00- 2175 -0000 3,045.47 06/01/2015 PR Batch 0000 1.06.2015 MN PBRA Benefit Employer 700 -00- 2175 -0000 3,513.97 Inv 06012015 Total 6,559.44 0 Total: 6,559.44 AP -Check Detail (6 /1/2015 - 3:25 PM) Page 2 Check Number Check Date 9 - PFRA Total: 8 - PRUDENTIAL GROUP INSURANCE Line Item Account 61553 06/01/2015 Inv June -2015 Line Item Date Line Item Description 06/01/2015 PR Batch 00001.06.2015 Long Term Disability 06/01/2015 PR Batch 0000 1.06.2015 Short Term Disability Inv June -2015 Total 61553 Total: 8 - PRUDENTIAL GROUP INSURANCE Total: 1 - WELLS FARGO HEALTH BENEFIT SVCS Line Item Account 0 06/01/2015 Inv 06012015 Line Item Date Line Item Description 06/01/2015 PR Batch 0000 1.06.2015 Health Savings Account Inv 06012015 Total 0 Total: 1 - WELLS FARGO HEALTH BENEFIT SVCS Total: Total: Line Item Account 700 -00- 2181 -0000 700 -00- 2181 -0000 Line Item Account 700 -00- 2183 -0000 Amount 6,559.44 293.19 452.77 745.96 745.96 745.96 1,547.44 1,547.44 1,547.44 1,547.44 24,506.07 AP -Check Detail (6 /1/2015 - 3:25 PM) Page 3 Accounts Payable Check Detail User: mnguyen Printed: 06/02/2015 - 1:45PM Check Number Check Date 366 - STARK, BRUCE Line Item Account 61554 06/02/2015 Inv PR- 06012015 Line Item Date Line Item Description 06/01/2015 Payroll- 06/01/15 -Error Inv PR- 06012015 Total 61554 Total: 366 - STARK, BRUCE Total: Total: Amount Line Item Account 101 -00- 3624 -0000 462.39 462.39 462.39 462.39 462.39 AP -Check Detail (6 /2/2015 - 1:45 PM) Page 1 Accounts Payable Computer Check Proof List by Vendor User: ranguyen City of S Printed: 06/04/2015 - 12 44P Batch: 00003.06.2015 - CC- 06082015 Invoice No Description Amount Payment Date Acct Number Fund Dept Vendor: 105 ADVANCED IMAGING SOLUTIONS Check INV74670 Monthly Maint- Konica Minolta 77.00 06/08/2015 101 -13- 4221 -00( General Admin Check Total: 77.00 Vendor: 129 LAWRENCE BROWN Check HardHat- 042215 Hard Hat Stickers 113.47 06/08/2015 101 -32- 4245 -00( General Pub Works Check Total: 113.47 Vendor: 508 BRYAN ROCK PRODUCTS, INC. Check 7823 Ag Line Ball Fields 111.44 06/08/2015 101 -52- 4245 -00( General Park Maint Check Total: 111.44 Vendor: 136 CENTERPOINT ENERGY Check 79456885 - 05261_4 5735 Country Club Rd - 04/22 -05/22 60.80 06/08/2015 201 -00- 4380 -00( SSC Non -Dept 86501806 - 05261_4 20630 Manor Rd - 04/22 -05/22 20.06 06/08/2015 101 -52- 4380 -00( General Park Maint Check Total: 80.86 Vendor: 137 CENTURY LINK Check 9524702294 -Myl 952 - 470 - 2294 -PW 56.17 06/08/2015 101 -32- 4321 -00( General Pub Works 9524706340 -Myl 952 - 474 - 6340 -CH 118.25 06/08/2015 101 -19- 4321 -00( General Mun Bldg 9524709605 -Myl 952 - 474 - 9605 - Amesbury 73.29 06/08/2015 601 -00- 4394 -00( Water Non -Dept 9524709606 -Myl 952 - 474 - 9606 - Amesbury 73.29 06/08/2015 601 -00- 4394 -00( Water Non -Dept Check Total: 321.00 Vendor: 143 CITY OF CHANHASSEN Check 05312015 018505 -002 - Stormwater 41.04 06/08/2015 101 -52- 4380 -00( General Park Maint Check Total: 41.04 Vendor: 162 DELANO RENTAL, INC. Check 7268 Excavator Rental 155.32 06/08/2015 631 -00- 4400 -00( Storm VNon -Dept Check Total: 155.32 Vendor: UB *00024 Marcia & Thomas Dorman Check Refund Check 4.59 06/08/2015 601 -00- 2010 -00( Water Non -Dept Refund Check 5.34 06/08/2015 611 -00- 2010 -00( Sewer Non -Dept Refund Check 2.30 06/08/2015 631 -00- 2010 -00( Storm VNon -Dept Refund Check 2.29 06/08/2015 621 -00- 2010 -00( RecyclirNon -Dept Check Total: 14.52 Vendor: 176 EROSION PRODUCTS, LLC Check 1985 Watermain Break - Muirfield Cir 64.00 06/08/2015 601 -00- 4245 -00( Water Non -Dept Check Total: 64.00 Vendor: 200 GOPHER STATE ONE CALL Check 136389 Monthly Rental 153.38 06/08/2015 601 -00- 4400 -00( Water Non -Dept 136389 Monthly Rental 153.38 06/08/2015 611 -00- 4400 -00( Sewer Non -Dept 136389 Monthly Rental 153.39 06/08/2015 631 -00- 4400 -00( Storm VNon -Dept Check Total: 460.15 Vendor: 201 GOVERNMENT FINANCE OFFICERS I Check 0123003 -2015 Bruce DeJong - Membership - 2015 -2016 170.00 06/08/2015 101 -15- 4433 -00( General Fin Check Total: 170.00 Invoice No Vendor: 211 3731846RI Vendor: 228 INV0563899 Vendor: 424 PAC - 051915 Vendor: 495 May -2015 Vendor: 455 227295 Vendor: 239 125947 Vendor: 482 2058962 2058963 2058964 2058967 2058968 2059109 2059433 2059854 Vendor: 262 635643 Vendor: 279 0001044244 Vendor: 473 SHF -UID-13280 Vendor: 313 May -2015 Vendor: 320 SHOREBA -0707 Vendor: 322 772488124001 Description Amount Payment Date Acct Number HAWKINS INC Check Chlorine 105.00 06/08/2015 601 -00- 4245 -00( Check Total: 105.00 INTERNATIONAL CODE COUNCIL Check Conference Register -Joe Pazandak 600.00 06/08/2015 101 -24- 4331 -00( Check Total: 600.00 JOEY NOVA'S Check PAC Meeting- 05/19/15 188.32 06/08/2015 101 -52- 4331 -00( Check Total: 188.32 WILLIAM JOYNES Check Admin Monthly Services 10,575.00 06/08/2015 101 -13- 4400 -00( Check Total: 10,575.00 KDV, LTD Check May - Consulting Svc 1,783.50 06/08/2015 101 -15- 4301 -00( Check Total: 1,783.50 KENNEDY & GRAVEN CHARTERED Check Ron Johnson Litigation - April 156.75 06/08/2015 101 -16- 4304 -00( Check Total: 156.75 KUTAK ROCK LLP Check General Corporate - April 1,850.00 06/08/2015 101 -16- 4304 -00( Personnel - April 499.50 06/08/2015 101 -16- 4304 -00( Public Improvement Project - April 647.50 06/08/2015 611 -00- 4304 -00( Aquatic Invasive Species Agree -April 370.00 06/08/2015 101 -16- 4304 -00( Smithtown Trail East - April 1,887.00 06/08/2015 406 -00- 4620 -00( Southshore Center - April 1,720.50 06/08/2015 201 -00- 4304 -00( Minnetonka Country Club - April 3,885.00 06/08/2015 101 -18- 4304 -00( Minnetonka Country Club Financing - Apr 721.50 06/08/2015 101 -18- 4304 -00( Check Total: 11,581.00 LUBE -TECH Check Motor Fuel Lube 628.50 06/08/2015 101 -32- 4212 -00( Check Total: 628.50 METROPOLITAN COUNCIL (WASTE Check Monthly Waste Water Svc 50,765.00 06/08/2015 611 -00- 4385 -00( Check Total: 50,765.00 MINNESOTA DEPARTMENT OF HEAL Check Statewide Hospitality Fee -2015 35.00 06/08/2015 201 -00- 4437 -00( Check Total: 35.00 MICHELLE THAO NGUYEN Check Mileage- May 78.20 06/08/2015 101 -15- 4331 -00( Check Total: 78.20 NORTHLAND TRUST SERVICES Check General Obligation Water - Series -2013A 9,151.25 06/08/2015 601 -00- 4711 -00( Check Total: 9,151.25 OFFICE DEPOT Check Note -Pad Supplies 56.00 06/08/2015 101 -13- 4200 -00( Check Total: 56.00 Fund Dept Water Non -Dept General Insp General Park Maint General Admin General Fin General Prof Svcs General Prof Svcs General Prof Svcs Sewer Non -Dept General Prof Svcs Trail Non -Dept SSC Non -Dept General Planning General Planning General Pub Works Sewer Non -Dept SSC Non -Dept General Fin Water Non -Dept General Admin Invoice No Description Amount Payment Date Acct Number Fund Dept Vendor: 325 ON SITE SANITATION -TWIN CITIES Check 0000016101 5745 Country Club Road 53.50 06/08/2015 101 -52- 4410 -00( General Park Maint 0000016102 26655 West 62nd Street 53.50 06/08/2015 101 -52- 4410 -00( General Park Maint 0000016103 6000 Eureka Road 160.50 06/08/2015 101 -52- 4410 -00( General Park Maint 0000016104 5755 Covington Road 53.50 06/08/2015 101 -52- 4410 -00( General Park Maint 0000016105 5355 St. Albans Bay Road 53.50 06/08/2015 101 -52- 4410 -00( General Park Maint 0000016106 5625 Melly Lane 139.10 06/08/2015 101 -52- 4410 -00( General Park Maint 0000016107 245 Birch Bluff Road 34.39 06/08/2015 101 -52- 4410 -00( General Park Maint 0000017230 20630 Manor Road -27.23 06/08/2015 101 -52- 4410 -00( General Park Maint Check Total: 520.76 Vendor: 108 REPUBLIC SERVICES No.894 Check 0894 - 003821916 Monthly Recycling Svc 9,577.20 06/08/2015 621 -00- 4400 -00( RecycliiNon -Dept Check Total: 9,577.20 Vendor: 345 SAFEASSURE CONSULTANTS, INC. Check 857 Safety Training 2,958.00 06/08/2015 101 -32- 4400 -00( General Pub Works Check Total: 2,958.00 Vendor: 347 SAM'S CLUB Check 05272015 C.H. Expenses 112.08 06/08/2015 101 -19- 4245 -00( General Mun Bldg 05272015 P.W. Expenses 270.20 06/08/2015 101 -32- 4245 -00( General Pub Works 05272015 Park Expenses 59.94 06/08/2015 101 -52- 4245 -00( General Park Maint Check Total: 442.22 Vendor: UB *00023 Dennis Schrupp Check Refund Check 0.32 06/08/2015 601 -00- 2010 -00( Water Non -Dept Refund Check 0.36 06/08/2015 611 -00- 2010 -00( Sewer Non -Dept Refund Check 0.16 06/08/2015 631 -00- 2010 -00( Storm VNon -Dept Refund Check 0.16 06/08/2015 621 -00- 2010 -00( RecycliiNon -Dept Check Total: 1.00 Vendor: 354 SHOREWOOD TRUE VALUE Check 124481 Zinc Lap Link 44.69 06/08/2015 101 -32- 4245 -00( General Pub Works 124500 Weed Control Supplies 30.48 06/08/2015 101 -52- 4245 -00( General Park Maint 124594 GaIv Nipple - Coupling - other Parts 70.94 06/08/2015 101 -32- 4245 -00( General Pub Works 284735 Zinc Lap Link 42.90 06/08/2015 101 -32- 4245 -00( General Pub Works Check Total: 189.01 Vendor: 355 SHRED- N -GO INC Check 46331 Shredded Svc 35.00 06/08/2015 101 -13- 4400 -00( General Admin 46331 Spring Cleanup Day 400.00 06/08/2015 621 -00- 3732 -00( RecycliiNon -Dept Check Total: 435.00 Vendor: 360 SOUTH LAKE MINNETONKA POLICE Check April- 2015 -HCPF Hennepin County Processing Fees 261.82 06/08/2015 101 -21- 4400 -00( General Police June - 2015 -OBE Monthly- Operating Budget Exp 89,178.75 06/08/2015 101 -21- 4400 -00( General Police Check Total: 89,440.57 Vendor: 590 STANTEC CONSULTING SERVICES, E Check 911073 Minnetonka Country Club Project- Ending 1 24,608.67 06/08/2015 450 -00- 4302 -001 Comm INon -Dept Check Total: 24,608.67 Vendor: 353 THE SHALO LEE BAND Check 06 -12- 2015 -MIP 2015 -Music in The Park -Jun 12 -2015 1,500.00 06/08/2015 101 -53- 4248 -00( General Recreation Check Total: 1,500.00 Vendor: 384 TOTAL PRINTING SERVICES Check 10440 Newsletters - June 677.65 06/08/2015 101 -13- 4400 -00( General Admin 10440 SSCC Insert - May 245.30 06/08/2015 201 -00- 4400 -00( SSC Non -Dept 10440 Safety Camp Insert - May 136.60 06/08/2015 101 -53- 4400 -00( General Recreation Check Total: 1,059.55 Invoice No Description Amount Payment Date Acct Number Fund Dept Vendor: 612 TWIN CITY GARAGE DOOR COMPAN Check 439297 Repair to Opener Garage 365.00 06/08/2015 101 -32- 4223 -00( General Pub Works Check Total: 365.00 Vendor: 613 TWIN CITY LLC Check 2211 Repair of Irrigation due to Watermain Brea 470.50 06/08/2015 601 -00- 4400 -00( Water Non -Dept Check Total: 470.50 Vendor: 386 TWIN CITY WATER CLINIC Check 6425 Monthly Bacteria Svc 100.00 06/08/2015 601 -00- 4400 -00( Water Non -Dept Check Total: 100.00 Vendor: 421 VERIZON WIRELESS Check 9745551706 Brad's Cell- 612 - 865 - 3582 - 04/13 -05/12 47.66 06/08/2015 101 -18- 4321 -00( General Planning 9746075947 L.S. Phones - Acct985338397 -- 00001 -04/2 190.45 06/08/2015 611 -00- 4321 -00( Sewer Non -Dept Check Total: 238.11 Vendor: 398 VOYAGER FLEET SYSTEMS INC Check 869293803522 Closing Date - 05/24/15 1,978.54 06/08/2015 101 -32- 4212 -00( General Pub Works Check Total: 1,978.54 Vendor: 415 WARNER CONNECT Check 29923589 Monthly Network Maint Services 2,570.20 06/08/2015 101 -19- 4221 -00( General Mun Bldg 29923768 Microsoft Office Standard 2013 - License 746.00 06/08/2015 403 -00- 4640 -00( Equip RNon -Dept Check Total: 3,316.20 Vendor: 486 WARNING LITES OF MINNESOTA, IN, Check 145965 Traffice Control Watermain Break- Coving 460.32 06/08/2015 601 -00- 4400 -00( Water Non -Dept 145966 Spring Cleanup - Traffice Cones 580.00 06/08/2015 621 -00- 3732 -00( RecycliiNon -Dept Check Total: 1,040.32 Vendor: 401 WASTE MANAGEMENT OF WI -MN Check 6792854 - 1593 -2 5735 Ctiy Club Rd- Monthly Svc 182.21 06/08/2015 201 -00- 4400 -00( SSC Non -Dept 6792855 - 1593 -9 24200 Smithtown Rd- Monthly Svc 422.61 06/08/2015 101 -32- 4400 -00( General Pub Works Check Total: 604.82 Vendor: 327 WINDSTREAM Check 58464048 City Hall 108.56 06/08/2015 101 -19- 4321 -00( General Mun Bldg 58464048 Public Work 52.38 06/08/2015 101 -32- 4321 -00( General Pub Works 58464048 Boulder Bridge Well 55.07 06/08/2015 601 -00- 4396 -00( Water Non -Dept 58464048 Badger Well -City of Shorewood 111.83 06/08/2015 601 -00- 4395 -00( Water Non -Dept 58464048 Badger- Manor - Cathcart Park 162.52 06/08/2015 101 -52- 4321 -00( General Park Maint 58464048 West Tower -City of Shorewood 55.07 06/08/2015 601 -00- 4321 -00( Water Non -Dept Check Total: 545.43 Vendor: 408 WM MUELLER & SONS INC Check 202244 Watermain Break - Muirfuled Circle 696.79 06/08/2015 601 -00- 4400 -00( Water Non -Dept 202859 Road Maint 462.84 06/08/2015 101 -32- 4250 -00( General Pub Works Check Total: 1.159.63 Invoice No Description Amount Payment Date Acct Number Fund Dept Vendor: 410 WSB AND ASSOCIATES INC Check 01459 - 350 -45 GIS & CAD Support - - April 721.25 06/08/2015 101 -31- 4303 -00( General Engineering 01459 - 700 -30 MCES Forcemain - -April 344.25 06/08/2015 611 -00- 4680 -001 Sewer Non -Dept 01459 - 740 -13 Ashland Woods Utility & Street Improvem 521.50 06/08/2015 101 -00- 3414 -00( General Non -Dept 01459 - 760 -21 Valleywood Area St - - April 489.50 06/08/2015 404 -00- 4620 -00( Street C Non -Dept 01459 - 810 -23 Galpin Lake Trail - - April 3,316.50 06/08/2015 406 -00- 4620 -00( Trail Non -Dept 01459 - 850 -15 Sunnyvale Ln Improvements - - April 400.50 06/08/2015 404 -00- 4620 -001 Street C Non -Dept 01459 - 860 -14 Lift Station No. 11 Rehab - - April 4,818.00 06/08/2015 611 -00- 4680 -00( Sewer Non -Dept 01459 - 890 -14 Wellhead Protection Plan Amend- - April 178.00 06/08/2015 601 -00- 4303 -00( Water Non -Dept 01459 -930 -9 Mill & Overlay - 2014- - April 534.00 06/08/2015 404 -00- 4620 -00( Street C Non -Dept 01459 - 940 -10 Smithtown Rd EastTrail - - April 23,837.04 06/08/2015 406 -00- 4620 -00( Trail Non -Dept 01459 -970 -7 Star Ln & Star Cir Improvement - April 13,104.75 06/08/2015 404 -00- 4680 -001 Street C Non -Dept 01459 -990 -4 Mill & Overlay -2015- - April 4,045.50 06/08/2015 404 -00- 4620 -00( Street C Non -Dept 02092 - 710 -14 MS4 Svcs - -April 585.00 06/08/2015 631 -00- 4302 -00( Storm VNon -Dept 02925 -000 -4 Pavement Marking - - April 775.25 06/08/2015 404 -00- 4620 -00( Street C Non -Dept 02925 -010 -4 Sealcoat Proj ect- - April 728.50 06/08/2015 404 -00- 4620 -00( Street C Non -Dept 02925 -020 -1 Shorewood Lane Ravine Restoration - Apr 141.00 06/08/2015 101 -31- 4303 -00( General Engineering 02925 -050 -4 Gen Eng Svc - - April 4,000.00 06/08/2015 101 -31- 4400 -00( General Engineering 02925 -060 -4 Misc. Engineering Support - April 922.00 06/08/2015 101 -31- 4303 -00( General Engineering Check Total: 59,462.54 Vendor: 411 XCEL ENERGY Check Stmt#457973742 24253 Smithtown Rd - 04/25 -05/24 222.34 06/08/2015 601 -00- 4395 -00( Water Non -Dept Stmt#457993352 5735 Country Club Rd - 04/25 -05/24 637.16 06/08/2015 201 -00- 4380 -00( SSC Non -Dept Stmt#458455991 5700 County Rd 19 - 04/28 -05/28 32.43 06/08/2015 101 -32- 4399 -00( General Pub Works Stmt#458455991 5700 County Rd 19 - Unit Light- 04/28 -05/ 168.31 06/08/2015 101 -32- 4399 -00( General Pub Works Check Total: 1,060.24 Vendor: 414 ZIEGLER INC Check PC001668186 Hyd Hose Loader 50.09 06/08/2015 101 -32- 4221 -00( General Pub Works Check Total: 50.09 Total for Check Run: 288,435.72 Total of Number of 48 #3B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Title / Subject: Excelsior Firefighters Relief Association Fundraising Event - Friday, July 17, 2015 Meeting Date: June 8, 2015 Prepared by: Bill Joynes, City Administrator Jean Panchyshyn, City Clerk CC: Brad Nielsen, Larry Brown Attachments: Resolution, Special Event Permit Application Background: The Excelsior Firefighters Relief Association (EFRA) is requesting consideration of a temporary liquor license for its annual fundraising dance event at the Fire Station located at 24100 Smithtown Road on Friday, July 17. The event will take place between the hours of 4:00 P.M. and midnight. This will be the 31st year that the EFRA has held this fundraising event. This will be the 11th year this event has been held at the Fire Station at 24100 Smithtown Road. It is the EFRA's only fundraising event, and has historically been profitable. The EFRA is requesting the temporary liquor license fee be waived as the City is a member of the Excelsior Fire District. The $25 license fee has been waived in past years. Prior to the event, the individuals serving alcohol will be attending an alcohol awareness training session provided by the South Lake Minnetonka Police Department. As all required liquor license documents have been submitted, a resolution is attached for Council consideration. The applicant has also submitted a Special Event Permit application. The applicant proposes to provide shuttle service to the site from downtown Excelsior. Parking is also available at Shorewood City Hall and the Southshore Center parking lots. On- street parking will not be allowed on Echo Road, Shorewood Lane or Minnetonka Drive. The Special Event permit has been reviewed by the City's Administrator and Planning /Zoning Director, the EFD Fire Chief, and the SLMPD. As in past years, the EFRA will coordinate additional law enforcement needs with the SLMPD. A copy of the Special Event Permit application is attached for Council's approval per the conditional use permit for the property. Recommendation / Action Requested: A Motion to Adopt a Resolution Approving the Temporary On -Sale Liquor License and a motion approving the Special Event Permit. Next Steps: The Application for a Temporary On -Sale Liquor License will be mailed to the State Alcohol and Gambling Enforcement Division for its approval. The Temporary Liquor License and Special Event Permit will be provided to the EFRA after all approvals have been met. 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 APPROVING A TEMPORARY "ON- SALE" LIQUOR LICENSE WHEREAS, the Shorewood City Code, Section 402 provides for the licensing of the sale of liquor in the City; and WHEREAS, said Code provides that an applicant shall complete an application, and shall fulfill certain requirements concerning insurance coverage, and; WHEREAS, the applicant has satisfactorily completed an application, and has fulfilled the requirements for the issuance of an "on- sale" temporary liquor license; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: That a temporary license for "on- sale" liquor be issued to the Excelsior Fire Fighters Relief Association, for its fundraising event on July 17, 2015 from 4:00 P.M. to Midnight, at 24100 Smithtown Road. This license is approved for 3.2 Percent Malt Liquor and Intoxicating Liquor. BE IT FURTHER RESOLVED by the City Council of the City of Shorewood that the Temporary liquor license fee be waived. ADOPTED BY THE CITY COUNCIL of the City of Shorewood this 8th day of June, 2015. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor SPECIAL EVENT" : -: CITY OF PERMIT APPLICATION OREWOOD (Pursuant to City Code, Chapter 505) 5755 Country Club Road w Shorewood, Minnesota 553;1 952.960.7900 Fax: 952„474.0128 (Prase Print or Type) Date s Toda ' y "'� � � Application Fee: .............. Receipt €_�a Event to be Registered: Any person or persons sponsoring a event at which it may reasonably be anticipated that there will be more than 75 persons in attendance shall, prior thereto, register such event with the City Clerk, giving the location, date, time, purpose, names of all sponsors, and the number of persons anticipated will be in attendance. Permit for Additional Events: Within a period of 6 months following such event, no additional event(s), at which it may reasonably be anticipated that there will be more than 75 persons in attendance, shall be permitted at the same location unless the person or persons who propose to sponsor the same shall first have obtained a special permit therefore approved by the City Council.. Application for such permit shall be made to the City Clerk. Event Location: 10) . ` G i crvly+ � Date of Event; _1--/ iJ Number of Persons (anticipated) to Attend: 2w '! ,. , — 'I'irne: sf > ;;a- Ow Purpose . Anpt ,ZJ Sponsor's Name(s) Daytime Phone #: 4�ld - 1,73-_ a �GJ � � Evening Phone # Special Parking or Safety Provisions (e.g., traffic control, parking, pedestrian access): Enforcement: A police officer may order all persons present in any such group or gathering from which such noise ernanates, other than the owners or tenants of a dwelling unit. to immediately disperse from said event in lieu of being charged under this Chapter should the continued health, safety, comfort, and repose of the public be in jeopardy, or ifthe event is in violation of the provisions of Chapter 501 of the Shorewood City Code. Failure to comply with the conditions of the Special Events Permit may result in police enforcement. ROADWAYMUSTREMAINPAS BBL F ®Ia EIVI RGEN� Y 1�EFIICLES! Applicant's Signature: '� t r..�y, bate: ° tj tlffieo Use Only SLMPD: Date: Fire District: — -- _ Date. :_ Zeroing Administrator: Date: City Administrator: Date___.. originai: City of Shorewood, 5755 Cotm" Plub /oad,,Aomwood, uV 55331 Copy to: south Lake Minnoonka Police riepartmont, Fire District, Applicant 1) Handi -cap parking on site (east side of station) 2) Limited near site parking (shwd p.w. lot and city hall lot) 3) Buses from Garys First Class Car Care (use east and west lots) 4) Southlake P.D. on site #6B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Lake Minnetonka Communications Commission (LMCC) Bylaws Update Meeting Date: June 8, 2015 From: Bill Joynes, City Administrator Attachments: LMCC Memo, draft Bylaws, Resolution Policy Consideration: Should the Updated Bylaws of the LMCC be approved? Background: Operations Manager Jim Lundberg has provided the attached request for approval of the LMCC's updated Bylaws, which the LMCC Full Commission recommended approval of at its May 14 meeting. Two thirds of the Member Cities must approve the updates for the changes to take effect. Mr. Lundberg will be present at the meeting to review the changes and answer questions. A resolution approving or denying the recommended changes is provided for Council's consideration. Recommendation / Action Requested: Council must determine, by Resolution, whether to approve or deny the updated Bylaws. 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 4:CL,AKE MINNETONKA COMMUNICATIONS COMMISSION To: All LMCC Member Cities From: Jim Lundeberg, Operations Manager Reason: Approval of LMCC's Updated By Laws On May mm,2015 the UNCZ Full Commission voted unanimously tu recommend the »cspwwsw approval of our updated 8y Laws b« our Member Cities. For the LK40Cto officially adopt these By Laws, we need at least two thirds of our Member Cities to approve these eucsLwmn changes. GREENWOOD Along with this brief cover letter, you should also find 2 additional documents: 1\ A summary of changes from our existing By Laws. This will be highlighted in yellow /w"spswoswcs to show changes/additions and underlined in red where text has been removed. 2) A clean copy of the new @yLaws. LONG LAKE We ask that you include this information on an agenda as well as in the packet for one of your upcoming City Council meetings. Discuss the changes at said meeting and then 'oasrro send me either a proclamation that states that your City has approved or denied these By Laws. You can also send me your meeting minutes that show the approval or denial. MAPLE PLAIN VVe would appreciate hearing back from your City no later than 6/15/15. m/mwsrowmx uexco As always, thanks for your support! armom/pxque �� (l— —~~�----- ax*nsw000 ~^ � Jim Lundberg SPRING PARK Operations Manager LMCC w000mwo (9520471-7125 x104 To: The LMCC Full Commission From: The By Laws Committee Reason: Summary of Recommended Changes to LMCC Council's Updated Version of the LMCC By Laws After reviewing and discussing our current By Laws updates (Provided by LMCC Council Bob Vose), the LMCC By Laws Committee recommends the following changes and additions highlighted in yellow. Deletions are listed and underlined in red. Article III, Section 1. The Board is the governing body of the Commission. Each Member may appoint two Directors and one alternate. Members shall provide a list of Directors and any alternate to the Commission, and promptly odate such list in the event of changes to the appointments within 30 days of their appointment. Article III, Section 2: a. Weighted votes will be applied if agreed on by 3 or more members(cities) who are present at the time of the vote. Article III, Section 4: Note: The majority of this used to be found in Article VII, Section I but is recommended to be moved to this location. Other legal instruments shall be executed on behalf of the Commission, by authority of the Board, by the chair and chief executive or in their absence, another officer of the Commission. Article V, Section 1: The Executive Committee shall consist of the officers of the Commission plus 2 at large members of the Commission. Each member of the Executive Committee shall have one vote at any meeting of the Executive Committee. Meetings of the Executive Committee shall be conducted in accordance with the current addition of Robert's Rules of Order. Action by the Executive Committee shall require the affirmative vote of two or more members present at a meeting of the Committee. Article VI, Section 1: Regular meetings of the Board shall be held monthly at regular intervals at least once per quarter and at a time and location prescribed by the Board. Article VI, Section 3: Special meetings of the Board may be called by the chair, vice chair or the chief executive(operations manager) or 3 or more members(cities) of the Commission. The purpose of any special meeting shall be stated in the notice and the business transacted shall be confined to the purposes stated. Article VII, Section 1: The expenditure of Commission funds shall be authorized by the Board, and checks, drafts, or other instruments expending such funds shall be signed by the chair or vice chair, and the secretary /treasurer or the chief executive(operations manager) of the Commission as a substitute for either. Other legal instruments shall be executed on behalf of the Commission, by authority of its Board, by the chair and secretary /treasurer. BYLAWS OF THE LAKE MINNETONKA CABLE COMMUNICATIONS COMMISSION II ARTICLE I. MEMBERSHIP Section 1. The members of the Commission are the following cities that have entered into the Joint and Cooperative Agreement IL Deephaven Excelsior Greenwood Independence Long Lake Loretto Maple Plain Minnetonka Beach Shorewood Spring Park St. Bonifacius Woodland Section 2. Additional members may, upon a majority vote of the Commission and adoption and execution of Joint and Cooperative Agreement II, be added to this Commission. ARTICLE II. DEFINITIONS Section 1. For purposes of these bylaws, terms used herein shall mean as follows: "Agreement" means the Joint and Cooperative Agreement II creating the Commission. "Commission" means the Lake Minnetonka Cable Communications Commission II created by the Agreement. "Board" means the Board of Directors of the Commission consisting of up to two directors from each Member. "Director" means a person appointed by a Member to serve on the Board. "Member" means a city that is a member of the Commission. Section 2. Any other terms defined in the Agreement shall have the meanings established therein. ARTICLE III. THE BOARD Section 1. The Board is the governing body of the Commission. Each Member may appoint two Directors and one alternate. Members shall provide a list of Directors and any alternate to the Commission within 30 days of their appointment. Section 2. Directors shall be entitled to vote as provided in Article V, Section 3 of the Agreement. 459322RJV LK115 -1 a. Weighted votes will be applied if agreed on by 3 or more members(cities) who are present at the time of the vote. Section 3. If a Director is not present at a meeting of the Board, the appointed alternate may serve and vote in lieu of such Director. In the event an absent Director is an officer of the Board, the alternate shall not, however, be entitled to serve as an officer. Section 4. Other legal instruments shall be executed on behalf of the Commission, by authority of the Board, by the chair and chief executive or in their absence, another officer of the Commission. ARTICLE IV. OFFICERS Section 1. The officers of the Commission shall be the chair, vice chair, and secretary /treasurer. Section 2. The chair shall be the chief presiding officer and shall preside at all meetings of the Board. The chair shall seek to ensure that actions, orders and resolutions of the Board are carried into effect, but shall have no additional executive or management authority over Commission operations. Section 3. The vice chair shall, in the absence or disability of the chair, perform the duties and exercise the powers of the chair. Section 4. The secretary /treasurer shall record all votes and prepare minutes of all proceedings of the Board, give or cause to be given notice of all meetings of the Board, have custody of the funds and securities of the Commission, keep full and accurate account of receipts and disbursements of the Commission, and deposit all moneys and other assets in the name and to the credit of the Commission in such depository as may be designated by the Commission. The secretary /treasurer shall disburse funds of the Commission authorized by the Board, and periodically report all transactions and the financial condition of the Commission at regular meetings of the Board and whenever otherwise required. The secretary /treasurer's duties may be delegated to appropriate staff or consultants provided that the secretary /treasurer shall maintain accountability for the performance of such duties. Section 5. The secretary /treasurer may be required by the Board to give a bond, at Commission expense, with corporate sureties satisfactory to the Board, for the faithful performance of duties and for the security and restoration of all books, papers, vouchers, money and property of the Commission the possession or under the control of the secretary /treasurer. ARTICLE V. EXECUTIVE COMMITTEE Section 1. The Executive Committee shall consist of the officers of the Commission plus 2 at large members of the Commission. Each member of the Executive Committee shall have one vote at any meeting of the Executive Committee. Meetings of the Executive Committee shall be conducted in accordance with the current edition of Robert's Rules of Order. 459322RJV LK115 -1 Section 2. The Executive Committee shall exercise authority only over those matters specifically delegated to the Committee by the Board. Section 3. The Executive Committee shall meet at the call of the chair. Notice of an Executive Committee meeting shall be given at least forty-eight hours in advance. Section 4. Minutes of meetings of the Executive Committee shall be kept and provided upon request to any Directors or Members. ARTICLE VI. BOARD MEETINGS Section 1. Regular meetings of the Board shall be held at least once per quarter and at a time and location prescribed by the Board. Section 2. Notice of Board meetings shall be given as required for notice of meetings of statutory cities. Written notice of all meetings of the Board shall be provided to all Directors and alternate directors. Section 3. Special meetings of the Board may be called by the chair, vice chair or the chief executive (operations manager) or 3 or more members(cities) of the Commission. The purpose of any special meeting shall be stated in the notice and the business transacted shall be confined to the purposes stated. Section 4. Any resolution, election or other formal action of the Commission shall be adopted upon the affirmative vote of a majority of the votes of the Directors present at any duly convened meeting of the Board. Section 5. Unless otherwise specified in the Agreement or these bylaws, meetings of the Board and Executive Committee shall be conducted in accordance with the current edition of Roberts' Rules of Order. Section 6. The Board may from time to time determine the order of business for its meetings. An agenda setting forth the business to be conducted shall be approved at the outset of any meeting of the Board. ARTICLE VII. FINANCIAL MATTERS Section 1. The expenditure of Commission funds shall be authorized by the Board, and checks, drafts, or other instruments expending such funds shall be signed by the chair or vice chair, and the secretary /treasurer or the chief executive(operations manager) of the Commission as a substitute for either. 459322RJV LK115 -1 Section 2. The Commission's fiscal year shall be the calendar year. Section 3. The Board shall designate a depository for Commission funds. ARTICLE VIII. AMENDMENTS TO BYLAWS Section 1. These bylaws may be amended from time -to -time by the Board upon a majority of the votes of Directors (or voting alternates) present. Section 2. In any instance where these bylaws are in conflict with the Agreement, the Agreement shall control. Section 3. These bylaws are effective upon adoption by the Board. 459322RJV LK115 -1 4 CITY OF SHOREWOOD RESOLUTION NO. 15- A RESOLUTION REGARDING AMENDMENTS TO THE LAKE MINNETONKA COMMUNICATIONS COMMISSION BYLAWS WHEREAS, the City of Shorewood ( "City ") is a member of the Lake Minnetonka Communications Commission ( "LMCC "); and WHEREAS, the LMCC Full Commission voted unanimously to recommend approval of their updated Bylaws to Member Cities; WHEREAS, the LMCC Bylaws amendments require at least two thirds of their Member Cities approval; and WHEREAS, a copy of the proposed amended Bylaws is attached hereto as Exhibit A; WHEREAS, the City Council has reviewed the proposed Bylaws amendments. NOW, THEREFORE, IT IS RESOLVED that the City Council of the City of Shorewood hereby reflected in the attached Exhibit A. the proposed amendments to the LMCC Bylaws as ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 8th day of June, 2015. Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk � #6c MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Minnetonka Country Club Redevelopment — Next Steps Meeting Date: 8June 2015 Prepared by: Brad Nielsen /Tim Keane Reviewed by: Jean Panchyshyn Attachments: Planning Director's Memorandum, dated 1 January 2015 Policy Consideration: What steps follow the completion of the MCC Planning Advisory Committee's work? Background: Late last year, the City received a pre - application request from Mattamy Homes for an amendment to the Shorewood Comprehensive Plan. As explained in the attached staff report, Mattamy proposes to redevelop the Country Club property for single - family residential use. Given the important and highly unique opportunity to address the future redevelopment of a very large portion of the city, the City Council hired Stantec consultants to establish goals and a vision for not only the golf course property itself, but also the areas adjoining the golf course. Key to the Stantec proposal was the establishment of a Planning Advisory Committee, consisting of a broad and diverse mix of community stakeholders from the nearby neighborhoods and the community at large. The PAC was hand - selected by the City Council to assist the Planning Commission and Council in the goals and vision for the area. As many as 23 residents participated in a series of meetings during which they became educated about the area under consideration and the planning aspects of its redevelopment. The PAC's role was to identify, shape and inform key issues as a preamble to complement the formal process for Comprehensive Plan and zoning applications necessary for the redevelopment. The results of the PAC's work will be presented at Monday night's meeting by PAC and Stantec representatives. Financial or Budget Considerations: The City budgeted $50,000 for planning consultant services. All of the consultant's invoices are being passed through to the developer for reimbursement. Recommendation / Action Requested: At this time, the Council is not being requested to deliberate or respond to issues, although questions of the work of the PAC are in order. It is recommended that the Council receive the report, then continue the matter to its 22 June meeting. At that meeting, the Council would pick up where the Planning Commission left off on the pre - application, identifying key issues to be addressed as part of the redevelopment and providing the developer with direction for his formal Comprehensive Plan amendment, presumably based on the recommendation of the PAC. Next Steps and Timelines: Staff suggests the Council continue this matter to its 22 June meeting. The developer can then prepare its formal Comprehensive Plan amendment and zoning applications. Connection to Vision / Mission: Healthy environment, attractive amenities and sustainable tax base. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 MEMORANDUM TO: Planning. Commission, Mayor and City Council FROM: Brad Nielsen DATE: 1 January 2015 RE: Mattamy Homes - Preapplication for a Comprehensive Plan Amendment — Minnetonka Country Club FILE NO.: 405(14.20) BACKGROUND Mattamy Homes has arranged to purchase the Minnetonka Country Club (MCC) property, located at 24575 Smithtown Road (see Site Location map Exhibit A, attached). As described and illustrated in the attached exhibits, the developer proposes to subdivide the property into single-family residential lots. To do so requires an amendment to the Shorewood Comprehensive Plan and, ultimately, approval of a planned unit development (P.U.D ) The proposed development is described in Exhibit B and illustrated in Exhibit C. Mattamy proposes to build 121 single - family homes on 116.9 acres of land that is currently zoned R -IA, Single - Family Residential, but guided as "Semi - Public' in the Shorewood Comprehensive Plan (see Exhibit F). The developer requests that the Proposed'Land Use Plan 2030, be amended to designate the property as "Low Density Residential (1 -2 units per acre) ". At this time the developer has submitted a preapplication for a, comprehensive plan amendment that would change the land use classification. Land use and zoning surrounding the site are as follows: ®1 0.0 PRINTED ON RECYCLED PAPER Memorandum Re: Mattamy Homes — Comprehensive Plan Amendment 1 January 2015 North: single- family homes, zoned R -IA and R -1C (across Smithtown Road); plus commercial development, zoned C -1, General Commercial (Smithtown Crossing Redevelopment Area) East: commercial development, zoned C -1; public (City Hall /Badger Park) and single - family homes, zoned R -1C and R -1A South: single - family homes, zoned R -1C and R -IA West: single - family homes, zoned R -IA The Minnetonka Country Club golf course, including clubhouse facilities, driving range and tennis facilities, currently occupy the site (see Exhibt D). As can be seen on Exhibits D and E, the topography of the property is rolling, with elevations as high as 999 near the existing clubhouse, dropping to as low as 956 in the southerly low flat areas. ANALYSIS/RECOMMENDATION A. Amendment Process. Shorewood has adopted a two -step process for considering amendments to the Comprehensive Plan. The preapplication stage allows the applicant to appear before the Planning Commission and Council on an informal basis. The applicant can show his basic intent and the general nature of the proposal without incurring substantial cost. The purpose of the preapplication stage is to: 1. Familiarize the Commission and Council with the proposal. 2. Review required information and identify any additional information necessary for proper request evaluation. 3. Refer to appropriate commissions and outside agencies (e.g. parks, watershed district, etc.) 4. Provide direction for the applicant (e.g. indication of priorities, etc.). 5. Determine a schedule for review of a formal application. It must be realized that no decisions are required at the preapplication stage. The applicant should, however, leave with enough direction to make a determination as to whether a formal application is worthwhile and, if so, what issues he must address in a formal application. If the applicant decides to move forward, a public hearing would then be held to consider a formal application. In some instances the applicant will make an application for any necessary zoning action in conjunction with the formal application. B. Comprehensive Plan/Zoning Classifications. As mentioned earlier in this report the land use classification for the subject property is "Semi- Public ", a designation which includes churches, cemeteries, the Xcel Energy site, and the golf course property. The developer requests re- designation of the site to "Low -2- Memorandum Re: Mattamy Homes — Comprehensive Plan Amendment 1 January 2015 Density Residential ", which allows density as high as two units per acre. It is worth noting that Shorewood's development regulations are actually expressed in units per 40,000 square feet, the so- called "Shorewood acre ". Allowable density is based on net developable area — the area remaining after road right -of -way, park land, and City - designated wetland areas are subtracted. Without knowing how much land area is devoted to public right -of -way, it appears that the plan shown on Exhibit C may be approximately 1.1 units per 40,000 square feet (net). The current R -IA zoning of the property is consistent with the "Low Density Residential" classification requested by the developer. It also appears to be consistent with the "Minimum Density Residential (0 -1 units per acre)" provided for in the Land Use Plan. One of the requirements of the process is that the applicant must provide a written description of the amendment, showing its relationship to the Comprehensive Plan and including factual information supporting the request to change the plan. This description is included in Exhibit B. C. Development Issues. Aside from the density /zoning issues, staff has identified a number of issues relative to any development of the subject property: 1. Perhaps the most significant single issue has to do with traffic /circulation. Single - family residential development generates approximately 8 -10 trips per day. The number of units proposed would therefore generate 968 to 1210 trips per day. Smithtown Road, along the north side of the project and Country Club Road, along the east side of the site, are both designated as collector streets. The Country Club /Yellowstone Trail /Lake Linden Drive route is not only substandard as a collector route, but it leads to the Highway 7/41 intersection which is severely congested. On the north end of Country Club Road, its intersection with Smithtown Road should be examined also. Staff suggests that a traffic study be done that addresses ways to direct the new traffic to County Road 19, while minimizing the volume of traffic that goes to the south. Internally, the proposed site plan on Exhibit C shows only one connection to Smithtown Road, leaving what amounts to a very long dead -end circulation pattern. Although it does not show well on the site plan, the developer has indicated a willingness to construct some sort of, perimeter trail system for the property that would be available for public use. The City Council, at its January retreat, will -3- Memorandum Re: Mattamy Homes — Comprehensive Plan Amendment 1 January 2015 consider whether to delay the Smithtown East Trail project, pending review and approval of the MCC plans. 2. As with much of Shorewood, drainage is a significant issue that needs to be addressed in the applicant's plans. Mattamy representatives have suggested that the plans will not only address the rate of storm water leaving the site, but also the volume. The intent appears to be to keep as much water on the property as possible. 3. The site is well served with existing utilities, both sanitary sewer and city water. The Public Works Director has recommended that the sanitary sewer be connected to the metro line that extends along Yellowstone Trail. 4. The City Council has delayed plans for Badger Park improvements pending study of the Comprehensive Plan amendment. At minimum, the City will have to determine whether to take land from the project for park improvements, require cash in lieu of land and, if so, whether to take the eight percent of raw land value or the flat fee per lot allowed by the Subdivision Code. D. Planning Consultant. Given the size of the project and its potential impact on surrounding areas, the City Council proposes to enlist the services of an independent planning consultant to oversee the public information process and to offer a "menu of options" for the subject property and its surrounding areas. Interviews have been conducted and the Council will select between two consultants at its 12 January meeting. One of the challenges posed to the consultant candidates is to try to coordinate their efforts with those of the developer. While the developer has indicated that they do not expect to do construction in 2015, they would like to have some sort of concept approval by early summer. As the Planning Commission and Council prepare for the review of the MCC plans, it is recommended that time be devoted to reviewing the Comprehensive Plan, pat icularly the goals, objectives and policies contained therein. Regardless of how the subject property ends up developing, these policies serve as the City's guide. Cc: Bill Joynes Larry Brown Paul Hornby Tim Keane Bruce DeJong Rick Packer 0 MarshtP, t� n � O � Rd �0 1 0 LBeverly_Dr CD L H.a .• e 0 500 1,000 2,000 CD C Feet Shorewood Planning Department 1112014 C CD Valle W�d WN_1 eir lley WoOd_La, � La � LyJ__1_�J Freeman Park \°od ' ��Nd7 Park Lane Pond View Dr (Lake nnewashta) is I� U� O; MORN MM, Frog Island Q C mattamy�oM�s December 2, 2014 Request Mattamy Homes Minneapolis &.Paul Division 00 -1_ YYIv >h�Mwon Aw,'Ime i:i {7.liii, `';Lehi' ,°W_ i dh)1 i, W"I _A A0 T r1)i }) 3 )t> ;? 10O www.maUamyhomes.com Comprehensive Plan Amendment Narrative (Preapplication) Minnetonka Country Club Shorewood, MN Mattamy (Minneapolis) Partnership (Applicant) has entered into a Letter of Intent with Minnetonka Country Club Association, Inc. (Owner) for the purchase of the Minnetonka Country Club in Shorewood, Minnesota. The proposed purchase contemplates development of the site for single family residential purposes in conformance with the existing zoning (R -1A). The applicant is requesting a change in the Comprehensive Plan from Semi - Public to Low Density Residential. Reason For Request It is the Applicant's desire to develop the site for residential uses utilizing a cluster design leaving 53% of the site in open space, either private or public. A significant portion of this open space is provided as a buffer between the existing surrounding neighborhood and the proposed development. Proposed Concept Plan As mentioned, the site would be designed to allow for significant public /private open spaces incorporating trails, wetland creation, infiltration and stormwater management basins, and potential prairie restoration areas. The lots are proposed to be a minimum of 13,500 square feet (90' X 150') and designed for single family detached residences. No attached dwellings are proposed. Setbacks are proposed to be in conformance with existing zoning district standards. Ultimately, a PUD process will be undertaken for final development approvals. It is the Applicant's desire, as shown by the Concept Plan, to save as many trees and existing natural areas as possible, particularly around the perimeter of the site. Unless necessary to provide additional access to the site, no wetland impacts are proposed. While still under investigation, it is likely that the existing clubhouse will be demolished due to extensive renovations that would be required to meet current (and proposed) building codes and energy requirements. It is also likely that it will be financially unfeasible for the clubhouse to be maintained by such a small neighborhood. Exhibit B PROJECT DESCRIPTION Mattamy Homes Minneapolis -St, Paul Division The Site Data is as follows: Gross Site Area: 116.9 acres Existing Wetlands (to remain) 5.0 acres Net Developable Area: 111.9 acres Total Open Space: 61.7 acres (53 %) (includes Wetlands, Ponding, Wetland Restoration /Raingardens, Tree Preservation, Wetland Buffers, Screening Buffers, & misc. open spaces) Net Developed Area: 55.2 acres (47 %) Proposed Single Fam. Lots: 121 homes 90' wide x 150' deep typ. 115 lots 70' wide x 150' deep typ. 6 lots Proposed PUD Single Family Standards: Proposed Lot Size: 13,500 sf (min) Front Setback: 40' min. Side Setback: 10'/10' (20' total) Side Corner Setbacks: 30' min. Rear Setbacks: 30' min Code Allowable Density: 121 homes 111.7 ac(net wetland)/ 40,000 sf min lot size (1.1 un /ac) Proposed Gross Density: 1.0 un /ac 121 units/ 116.9 ac Proposed Net Density 1.1 un /ac 121 units /111.7 ac Site Conditions Existing site conditions are shown on the exhibits submitted with this narrative. A comparison of traffic patterns between the existing and proposed use are unavailable at this time; as certain access points to the proposed neighborhood are determined by the City Council, a detailed traffic analysis will likely be required. Mattamy Homes Minneapolis -St. Paul Division Professional Consultants Land Planner Westwood Professional Services 7699 Anagram Drive Eden Prairie, MN 55344 Engineering and Survey Carlson and McCain 248 Apollo Drive, Suite 100 Lino Lakes, MN 55014 Environmental Kjolhaug Environmental Services Company 26105 Wild Rose Lane Shorewood, MN 55331 Soils Haugo GeoTechnical 2825 Cedar Ave South Minneapolis, MN 55407 Legal Winthrop and Weinstine Capella Tower, Suite 3500 225 S 6th Street Minneapolis, MN 55402 Transportation Planning Spack Consulting PO Box 16269 St. Louis Park, MN 55416 CONSERVATION DEVELOPMENT CONCEPT PLAN w „sa MINNETONKA COUNTRY CLUB PROPERTY A. ~- 4NV SHOREWOOD, MN V Exhibit C PROPOSED SITE PLAN that penof the Soudwvest Quaner of Ilre Northevt Qada.JS«lion dill. Ili, 11] Nanh, Rlge 23, West of the 5th Principal Mesidian described v Will,. H.,inning al a point Dolor subdivision line Ev[ aM West dn.uph RM—r.f said S «d.n 33, said Dill being 8763 Bet West ofdlI So t1—tcomerof die Southwest Quaner eflh. N—. QuarterolSectinn 33; thence n.rf pM.Jkl vid, the East lineoffe Soufwesl Qanxro£fe N.—I Quenr.—d S «don 33, 5515( ttn the centerofthe Smith Town Road; 111onc. SI,dfi.are[ly elan, the censer otvld mad 167 feel; thence mush parallel svdh fe East line Ofseid Southwest QoeneT Of Mc N.nhevt ld—,,, 527.2 feet 1. fe E.d and Wes MWinon lme ff.u,d r.1 said S «on 33, thence E- III, said subdivision line 164.6 feet to fe Vlme.fbegiwdny A. known vim 47, Auditors Subdivision No. 133, according f the duly—, I. therenf Thal part —t 38, Auditors Subdivision No. 133, Hcnncpin Cmmty, Minnemla, described v 1.11.. BIRMang m IEe S.ufram rimer of mdiot 38; form N.OhMy anng the Fterly li —d—ra distance of 335 00 feet fenu defied m 1,1 1,11 90 I— OD M— a dimlce of I] 000 ReK lhmd deft «ten the debt 90 dcgrces 00 and R,dth wit ftEr myy,I IfSsaid LOt 38, a KIM; id, 03.80 F [, mom or less,fthe SDmheri right. li linoof5mithtown Nay Ro F thence 38;lb—tedy along sad Somherlyri Edyway linelitheN.nhwvrcomerofseid It th thence So MyIalongthe Westerlylineofsad L.[36 to the MtIfbnI kdthereof; fence Easterly along the Somherly line.feeid Lot 3810 fe point oJbeghudng. AL SO - 1, Meekers Omlots to Excelsior. That pert nfthe S.ufevt Quaner of the N.nhwest Q..ner Id fe NOnhenst Quena of the EIdh stQ. —of Section33, township IIT North, Range 23 Wear of the Al PdIdpld Meridian described as follows. Commencing al a poin[on the Eazt line Of Meekers Outlotx m Excelsior, so Wlml, distant 1,0122 tut tram a point formed by n.fsaid Em[ line ofseid Meekers OUtlnts wi1M1 the South line extended of the Nnnhevl Quaner . the S.nthwesl Quaner ofseidd lal 33; fence a a Ro-aighl line in dE Evledy dird8on 6285 fct b a point what said lest , SIM, fine inters 57 e Iraghl line dmsm fmngh fa cmrerolsdidmctian, bearing Souf 66 dogma 57 lirolites \4mt and fsllt ]32.fi feel from fecentet ufsaidseaion; fend in a meight nallonhedy direction 63 >.32 &altoE $elf lint offcexcelsior end SM.t Road: fence along said South line ofseid Excelsior and SmicM1l.sm Itned to n point wlmm said Sumh lino ofseid mad inters «ts fI Evl line or—ka m.sled; fence in a traighl line in a Southerly direction along and ESet live ofEUreka Ind sad Eidt line or said Meekers nodal, to the place ofbIgi..ing. The above demdbed pmmims beingalso ducdhed vLO13B, Auditors Subdivision No. 133, Hennepin County, MiT d,excepting fare form, howwer, the follmving That pml .[L.t 38, Andit.ra Subdivision No_ 133, Himnepm —ly, Minnesota, describeda l fastens: Commencing m Ih. BI,,11 steely mmer of said Lot 38; fence N —My along the E—ly line Ih-17. distend f-0 feel m the cruel point dfbex —afl -d to M described; force deflect m the left 90 degas 00 minus« a dia—of 1]0.00 feet; fence defect to the righl90 degl.v 00 minutes Id ,mallet wif fc E—ly liocof,did 1. d 38, a dia—.17303.80 fe[, more or less, m the Souferly aght.f way Iine.fSmifmavn Ilay Road; Nen« Eazt «ly along said Soufeely rightofway line a d'mtmld of 1]O.II CreL more ur less, to the Evtaly lineof said I.ot 38; fence 8oufaly song said Evtedy live e dimendaf 302.63 feetmme or less, to the poin[oEbeginning Tha \Vest 4]8.5 Eret o[LO140, Aufmis Subfvisian No. 133, Aem�epin County, hlimmsota eccoNing to the Treordal Viat Iheruf, logefeT wit I evement for ingress and egess vppunenanl thereto over end azmss fe NoTf IS fact to fat pen ofseid L0140 Mt hereby moneyed L.141, Auditors Subfvision No. 133 exdpt the—Wy 110 Ret efthnea�mrly 198 feet d_.f.cording m fame, or plel fercul.n ElI or I.I.. in...... of the Register of Heeds in end % ... Id Hennepin C-Idy. Minnemla. Thv rc.r, or South, 2865 feet ofLms 48 IM 49, Auditor's Subdivision No. 133, H I,M Couny, Mmn (,according m ffi —did plot thereof Lot 36, Au ditors Subdivision No. 133, flewepin County, —d., ALSO; -48 and 49, EXU" IN—, o Sof 286.5 tu dmof, Audor S.Mwim. N 133, lnepin yIt Lm3], Auditor's SuMivision No, 133, in Hennepin C-10y Minnemla, attending t0 fe platfawfov file Id ofre Min the office of the Resister Ifbeeds in andfTsaid County.demribM v follows: Commencing al the N 1-1 coma -aid Lot 37; fence SomhwestM, - the Northerly Iine Ihermf a dill —If— Jett; thence It I Igle to fe IeA of 8] degrees 53 minuces, a distance oF928 ket thence e[ I Igle m the IcR Of 90 degrees, distance of 192.]S feet, more s less, m nonh o the Ella w Lo 3], a dimc of 112 f- t. d. '1 dsv.tl r b.et g id; itg , Lot 50IMA, N.al, 50 rcct.f L.t 55 lying Ell .1711h. West lineof Lm 3, Mhme vvFla Park extended in Audiloi s Subdivision 133., Hennepin Cowry, M.— LEGEND Denotes Drainage Pattern Denotes Approximate location of Golf Course Drainage Pipe N (wr Exhibit D EXISTING AERIAL PHOTO ,/ / %�- ` --\��_ \ \�,J \ �I I fit` 1 �,- -�� \ \l\\ \.`'\ _J_/ \_ �✓ �\ - Thnl pnrtofwe SOUfhwesl Querkr oflhe NoNleaslQueetcra [Section Jl, Tawvtip ll] Nor., Range 23, —t .f—At Pnncilai Me ridiw described az Wllnw.s: Het,nn rig al a r paiul ofweau6aivision One East and \VeslWrougn lM1e centerofsaidSerdov ]], ae:a ( I { / \ / /~` � _ _ -__ -_ I \� NorWeaxf Quvnerof Section 33; Ilrence lwnn pamlkl wiW She insl line of We SouWwess Qlarhr oftheNeahcml Q-te,u ill Seetiun 33, 55].S feet to tM1e cemernfwe Cmilh T..A..d; Wence 3nnrhw,IW1y elalg lheeenlerof,idmvd 167 foal; We=suuW ` % -j 1 f i \ ^� \ 'i- _ -� - — _ - \ ( 1 \ \, -\ \J pamnel wiw ur<Eat lion atxaiasnwnw<al Qaarmr ofwc Nonneoxf Qaarrer,szzzr Wn EUSI arW wnxt aubdivixinn bon Wmugh nnMrnf aam smtwn JJ, Wenoe Evxt nWng `JJ F(,, szid s,bdivision lien HTDWN i ` subai, Wiml N..133,.e.o1mg to the duly —oled pmt werenf. Lwlplrt afLutlB, AUdimis Subdivision Nn. 133, Ifennepin ['s 38;IAinne.aN deaaibediaLnt]e; wence Northml .song the EU leny line therenfa diainneeof335.00 feel'flleo d.:filel to we lc090 r I wiW We Easterl l' (said LOl38adislaw<af30J8o fee Y aaeo 4mwe SOUweay dghl ofrvzy.the— er.fi;IN, � line mine NOMwesl comerofsnid io136 ;thence �- / ( \ 1 s \, .I �/ `/ \ \ Eosfedy _ r I �) ( - NminwIII NeA,andlhet Wtaet e1. o[ ll]NaM,NSnge 23 tb'eslaf we 5w / �_ ' . -�'� \` \ \ I t Principal Meridian describedmfoll�ws: Commemin8 al apelet W llw Eastliac of Q p I `�� ) Meeker OUllok to Excelsior,wcelle lit— reet fmma I� d point formed ny mmrsccuon ofaeid Easllwc ufvN nicekem Owlufs wiw weSwwline ex tended twWWe WF 33 ;llmmewasuaihl yain 4 sirai hive a —Wmu We c<uler ofaaidse A n m s—fi6d -- __ \ ' \1 \ 11 I (/ i /d!/ // / /\ % mng�wema a�amm3z6wer root nr «ran arxaa °nswf:de ,l igw f ✓ 4 Ill I l/ \ / ) \U)Il' %/ i _ -- - -= i 1 I \ �/ /l- \� = j i A.em.KWAherlydireclion63].3)feel to the SOUlh Ene ofwc ESCelsior mdsmiwtown _ // ..d,Wenrralang Wk]SauW lwe .mats Exnelsiorana sm1 —Rona h,nlwmt / / C _Y i`/ / / //i — — -- ' - -- \ \ \ /// JI .!�� \ ) /O -% �- whete said S ffi Ou, efsaiamod mmmmts We Eaxl line ofs_"sa caged; d t-e iu \ \ // �'�ii�� IreioW line ine5auwrdy dircrtion tin,etiiF rime ofEw<m aoa Sam E,I[We or •� I / /�' /i % %'' \ \ Tsahie d aMbCoevke e drs e nrutblued bmwme pab.eewg aLO138, n f negnng. AUtliblx SUMivisian NO. 133, H e iu Covnty, Mimesom. exr opts them f . huwevu, we fulluwink: l'hal p.4 d ofinl lB. Audilofa5ulsdivisiou NO. IJ3,NwuPio COwfy, Miwesola, )) / / / — -� / / YF4 \ tlezcribed wllnw.e fnmmencing we 5o casMrly corn [ofaeid a138; -/ // J / i / 1 / /ice _ J \ // �l /�\ Il // �/ l I I� III v \� ILenceNww<rlyalavg we Lmleriy lioewereofn dislvnce of335.OD feel to the // � jJi > > ginn ngn /% -- aemalPOD I. I rmndm0.RI abha:w&R.1nnlwwt9D& �. / %�i ---_ -✓ / a<gr«: oommme: net :mnaofno.DD reel: wear drnnwa W<dgm9Da<grax ) i - - -- /i !/ ,✓JEYIAN6 �1 C 1 `/� / r r cDminmea aria marl wiW We Eaamrl lme nfsaia ml3s.nwsmne<nr3atsn MANN / ;' / / //j / / _ �; \ \� Il�t \_ / //i / i 1\ 1 \ \` % Pn r 'r r<eL mum .11., WWe smrinrdr dgnt orwnrli�or smiwlownenv Rya: welrce �LANE( 1 �/ �\ - //� \�\ I \ 11 \� // - b. / - L r - \ \\:. \_ ranncaald snnwrd " // / //i . l� l � // _ \ Eest<rl I rdgmnrwa -e ,Wt1Wae of 17013 more nr �` \ \,, \��• %// '�`\ /: "� - - \) \\ '" " \� \ \��" len,mwe Ealeay lion stasis wtJgnn< nn <snaw<rly alonganie snsleay lines \ \\ \ \�� aiatanen or3DZl:3r I, marnnrlexx,mwepmmnf beginning \ \ \ \ \\ / / / \.i \ 1 _ ,f . \ \ ( -- \\ -'\ �, \\ \ \�, The tvea a]Ilsr<lotLO14D. Auditors sunai.ixinn ao. lJl. Aem<pin lznm�lr, _ / / \ \ (\ I t /�/ // ✓ / // / \\ \ l III } \\ \ "J — I f — \ \\\�� Minnesmn, accordwgm we recur merdM plwm,, she , KWA1h IrS f,,t t, hsst c mecrt u towfareiind gcx Wt40 / I' — — � _L_t `\ \ I / � J /l/ � /IIII/ / LJIO J / // I 1 1 \ \\ \_ \ I /\ \��f, nut tu'reby convcYCd / � 1, sLETLAND \\ I \ �� -' / I 1111 �WeND \ / /�i� �l I 111 I l� �� Let 41, AUdilws SULdivisiuu Nu. 133 except We nuMaly nO! IortheearfeaY l9A eegAte etc nrotr mrdinwn oD een 198 'd I J I I / I \ \ \\ \�/ ,� I � /// � $ \\ I/ ] � // I -\ 'l ReBismr of Deeds io and forseid A ennePinC.ounly, Minnesota. \ \ (t IIII I � /C � \�� —� \ /� /✓ � ' � `\ \\ dIl / ii =/� �-k '% \j IIII wETIAND- v ` \�I , \ \ \ \\` \ - /�� " /// /r1 \ - \ \ \\ (�� l,t \``I / /�'iWEfCAffD' II �/� Tlm rear, nr Snufh,28fi.5 ww rifle tx 4A and 49, AUdilofs Subdivision NO. 133, COUnIy,Mwnexum, accuN'mg to We n:cordedplot lLerco[ II\I (` \ �I `J /�I111 \ \ \� / �� J'N+ \\ �_.`\_== /f / /' / / -/ 'III \ \ \1\`�\��� \= �� / /// \I�� ��-1 491RXCF.Pf we trot ar 8autn 286.5 feet wcrcoF, Auditors 5uldivimSinNSO; Lals48 wd 1\ (II 15f WETLAND \ \ \Ab W'ETLAN / I Lo[3], AUditoh SUbwvidon NO. 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OWN = C � Yam f _ ato W f n LEGEND <3M Denotes Drainage Pattern Denotes Approximate location of Golf Course Drainage Pipe N Exhibit E TOPOGRAPHY/DRAINAGE i USE PLAN RESIDENTIAL DISTRICTS R -2A Single/Two-Family (20,000/30,000 sq. ft.) COMMERCIAL DISTRICTS ❑ R -1A Single - Family (40,000 sq. It.) R -213 Single/Two-Family (15,000/20,000 sq. ft.) ■ C -1 General Commercial S Shoreland ❑ R-113 Single - Family (30,000 sq. ft.) R -2C ❑ Single/Two-Family (10,000115,000 sq.if.) ■ C -2 Service Commercial G D General Development RD Recreational Development ❑ R -1C Single- Family(20,000 sq. ft.) SPECIAL DISTRICTS NE Natural Environment R -1 D Single - Family (10,000 sq. ft.) R -3A Two - Family /Multiple (20,000 /30,000sq. R.) ❑ L -R Lakeshore - Recreational R-313 Two-Family/Multiple (15,000/20,000 sq. R.) R -C Residential /Commercial ❑ PUD Planned Unit Development N Exhibit G EXISTING ZONING FILE COPY Minnetonka Country Club Redevelopment Planning Advisory Committee Summary of Findings & Recommendations As Presented to the City Council June 8, 2015 Attachment I INTRODUCTION The owners of the Minnetonka Country Club (MCC) decided to close the golf course and related facilities and extended a private offer to sell to a selected group of private developers The offer presented by Mattamy Homes was accepted and Mattamy currently controls the property. The Subject Property is currently guided Public - Semi Public on the Comprehensive Plan and it is zoned R 1 A Low Density Residential, Any residential reuse of this property will require an amendment to the Comprehensive Plan and may require a rezoning to a different underlying zoning district and /or a Planned Unit Development. The City did not seek the closure of the golf course. This was a private decision by a private land owner, The land was not offered for sale to City, all or in part. Therefore, the control that the City has over the future use of the property is limited to its authority to control the Comprehensive Plan, zoning and subdivision approval. The Planning Advisory Committee (PAC)- an intentional farm of community engagement A change in land use of the scale of the MCC property affects every property owner in the City to a lesser or greater extent. It is also a change with multiple implications. There are many factors that need to be understood and thought through to make well- reasoned decisions. It is important to engage the community on matters of this significance and multiple forums and approaches need to be deployed to share information and capture input. One of the inherent challenges is that it is difficult for residents to take the time to become fully informed about all of the relevant issues, or to listen to the viewpoints of other stakeholders. The Planning Advisory Committee concept is not intended to replace any of the standard public notice, public hearings, community informational meetings, websites, or other community engagement opportunities, It is an additional opportunity for a selected group of community residents to become fully informed about the project and then share their opinions with the City Council and Developer, The City Council identified and invited participants from throughout the City. They included residents who own property very close to the MCC Property and others who live in other parts of the community. Many of the members have served in the community in the past in either an advisory or elected role. PAC members attended a total of nine workshops and a meeting with the City Council on June 8, 2015. A graphic illustration of the process they participated in is attached as an appendix to this report. The process began with the members identifying all of the issues that they believed were important to address and all of the questions that they wanted answered, They also participated in a form of SWOT analysis (strengths, weaknesses, opportunities & threats) and shared their visions for a successful future for the MCC property. The next several workshops were educational in nature. They covered the nature and limits of the City's authority, the rights of the land owner, land economics, comprehensive planning, zoning, subdivision regulations, natural resources, traffic, area -wide redevelopment, parks, open space, trails and more. All of those presentations and all of the input from individual PAC members is available to support the Council and developer moving forward. C;\ Users \jshardlow \Desktop \Planning Advisory Committee Summary of Findings and Recommendations.docx The following summary is Intended to support the PowerPoint presentation given to the City Council on June 8, 2015, Council Direction In addition to authorizing the overall process the City Council specifically asked the PAC members to: • Explore housing alternatives • Evaluate ways to leverage the value created through redevelopment • Evaluate potential street realignments • Consider park dedication and reuse options Findings Related to Traffic: • Flagged as a key issue from the very beginning; by far the most referenced issue on all of the PAC member's lists • Biggest challenge is the fact that the "cut through" (Country Club /Yellowstone /Linden) is a designated collector (MSA route) • It is NOT IMPROVED TO COLLECTOR STANDARDS • The net increase in traffic between a fully functioning golf course and the proposed development is not significant • Traffic conditions in the neighborhood vicinity are locally significant. Additional study is recommended to identify the best approach to Improving the existing roadway system • The majority of the members did not favor closing Country Club Drive. The City EMS, Fire and Police all opposed this option as well Developer's Responsibility • Subdivision provides opportunity to address right of way issues on Country Club Drive • Tax revenues (abatement) can support the funding of a trail on Smithtown • Provide trail paralleling Country Club on MCC property Proposed Zoning • The Mattamy proposal (either with or without age - targeted housing types) would fit within the R -1 C District standards • Planned Unit Development (PUD) zoning may not be essential, but could still prove mutually beneficial Issues: The following were the issues that were cited most frequently by PAC members, although all of their individual responses are important • TRAFFIC • Drainage • Density- housing types, costs • Trails • Public access to open space • Chance to do something Cool - mini town center • & More C: \Users \jshardlow \Desktop \Planning Advisory Committee Summary of Findings and Recommendations.docx Vision The redevelopment of the Minnetonka Country Club property resulted in a highly valued new Shorewood neighborhood. New housing choices infused the community with new residents, economic value and new opportunities, Modern building technology and excellent development practices combined to achieve energy efficiency, the conservation and enhancement of natural systems and other sustainable objectives. Traffic generated from the development was accurately predicted and successfully managed through a combination of design improvements and mitigation strategies. SMALL GROUP DISCUSSION TOPICS: There were a number of key issues that were identified as very important, Some of these issues were directly relevant to the direction provided by the City Council at their January 17 retreat. Each of the issues are identified along with the specific discussion questions, followed by the consensus responses of the PAC. 1. Badger Park Redevelopment a. Should the City pursue the redevelopment of Badger Park? b. Should the City pursue redevelopment of the Lucky's site? c. What is the optimum future use of the northwest corner of Smithtown /Hwy 19 /CC Road? PAC Responses: • Nearly unanimous support for aggressively pursuing the redevelopment of properties surrounding the intersection, but moving the ball fields is probably not necessary • Some remain open to relocating ball fields on to the MCC Property. This would preclude the large wetland restoration 2. Open Space Options a. Should the ball fields on Badger Park be relocated to the Matfamy site? b. Passive open space and trails open to the public? c. Small scattered wetlands and ponds versus larger restored wetland? PAC Responses: • The majority favored the restoration of wetlands, passive open space and trails versus relocated ball fields • The trails and open space should be open to the public • The footprint of the restored wetland should be as close to the historic size as possible, while preserving significant trees and meaningful open space and trails 3. Potential future redevelopment along Smithtown a. Should the City explore redevelopment of this area? b, Should the City acquire properties as they come up for sale and bank them until there is a critical mass of City -owned properties and willing sellers to allow a development to proceed? PAC Responses: • Majority open to future redevelopment of this area when property owners are ready to sell and recognized the benefits of planning for the future development of this area in conjunction with the Mattamy project C:\ Users \jshardlow \Desktop \Planning Advisory Committee Summary of Findings and Recommendations.docx • PAC members recognized that Mattamy may need to acquire one or more properties to provide another access point along Smithtown and avoid excessive cul -de -sac lengths • The group did not take a position on whether or not the City should use its EDA levy to assemble funds to acquire properties as they come up for sale to facilitate future redevelopment. 4. Sidewalk and trail development along Country Club Road a. How important is this trail segment? b. Should the trail be immediately adjacent to the roadway, or separate but parallel? c. Could the north -south trail connection be made as part of the public trails within the development? d. What are the trade- offs /high priorities related to this trail? PAC Responses: • Trail is extremely important • Majority favored "improvement" to Country Club Rd (Yellowstone Trail & Linden) • Descriptions of "improvements" almost all referred to a trail paralleling the road • The trail could be on the MCC Property if it was a reasonably direct connection between Smithtown and Yellowstone 5. Sidewalk along Smithtown a. Is this trail segment a high priority? b. Are there other trail connectors important to analyze? PAC Responses: • Virtually unanimous support • City proceeding with implementation • The City is pursuing Tax Abatement as funding source • Street crossings present opportunities for streetscape improvements and traffic calming 6. Should the redevelopment of the MCC Property and surrounding properties result in the addition of a diversity of housing types? PAC Responses: • The majority favored the inclusion of some diversity in the housing types • Minority just SF ( "multiple price points ") • Some support for workforce housing - affordability, recognizing that the economics of the project made it impossible for the Developer to offer housing at these costs without public subsidy Summary • The PAC members met a total of 9 times between February and June • All of the information that was reviewed, the presentations they received and all of their questions, comments, suggestions and concerns and the tapes of the meetings are all available for review • There was strong consensus regarding all of the Issues summarized above • The best actions to take regarding the Country Club /Yellowstone /Linden collector challenges remain to be determined and warrant further study C:\ Users \jshardlow \Desktop \Planning Advisory Committee Summary of Findings and Recommendations,docx Lr) cD 1 {l�i���r �rlp fit �: �� }����� •wail �= gilll ... - 11111 ���� 1 III r-1 e--I O N a) c-I cD V d fit JIM 40 Li a N V d M 10 N Y p M r N co o a G U z t N CV n y N r N CV) O m O N �/ I� C*J �-- C •� �o a7 N c C - � a C U O V C) N cu • `4 f N Lr) M O N ffl c-i 0 N \ ri t,D e s Srf 4 3 � Q C. ui `2 N E k 0 N r-I q.F vS�T� U d C 41 V) N m 0 N O1 c-I Eel T� LJ •� di i vii •� a N Q O Vs jj N OC O 0) CL 0 O V c O O U io Cl �= o .90) O > i •O LdJ N � � � 6 LJ> � LU C c > c,/ ) i i Eel L 0 N Q1 ci CD 00 0 r., CF) #9A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Resolution Accepting Bids and Award of Construction Contract for the 2015 Mill and Overlay Project, City Project 15 -02. Meeting Date: June 8, 2015 Prepared by: Paul Hornby, City Engineer Reviewed by: Attachments: Resolution Accepting Bids and Awarding Contract WSB Bid Results Letter, Bid Tabulation Summary Background: As part of the City Capital Improvement Plan and Pavement Management Plan, the City budgets for the maintenance of roadways as part of the Bituminous Mill and Overly project. The 2015 Bituminous Mill and Overlay Project includes Chaska Road, Mayflower Road, McKinley Court, and Murray Hill Road. The 2015 CIP included Summit Avenue as well, but this roadway has been postponed in the schedule to 2016 due to the Summit Woods development construction. The project bid opening was held on Thursday, May 28, 2015, at 10:00 a.m. at City Hall. The lowest responsive bid was provided by Park Construction Company for the grand total amount of $195,206.00. Enclosed is a bid tabulation summary and bid results letter prepared by WSB for the project, for Council information when considering project award. Financial or Budget Considerations: The 2015 Capital Improvement Plan budget includes $215,000 in the Street Reconstruction Fund for road maintenance for bituminous mill and overlays. Options: 1. Approve the resolution accepting bids and awarding the contract to the lowest responsible and responsive bidder for the 2015 Mill and Overlay, City Project 15-02. 2. Reject all bids for the 2014 Mill and Overlay, City Project 15-02. 3. Take no action on this item at this time. Recommendation / Action Requested: City staff recommends award of the project to the lowest responsive bidder, Park Construction Company. Recommendation / Action Requested: Staff recommends Council approve Resolution 15 -_, Accepting Bids and Awarding the Construction Contract for the lowest responsive bid received from Park Construction Company, in the amount of $195,206.00, for the 2015 Mill and Overlay Project, City Project 15 -02. 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 ACCEPTING BIDS AND AWARDING CONTRACT FOR THE 2015 MILL AND OVERLAY PROJECT CITY PROJECT NO. 15 -02 WHEREAS, pursuant to an advertisement for bids for local improvements designated as the 2015 Mill and Overlay Project, City Project 15 -02, bids were received, and opened on May 28, 2015, and tabulated according to law, and such tabulation is attached hereto and made a part hereof as Exhibit A; and WHEREAS, the City Council has determined that Park Construction Company is the lowest responsible and responsive bidder in compliance with the bid documents. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Shorewood as follows: 1. That the Mayor and City Clerk are hereby authorized and directed to enter into a contract with Park Construction Company in the name of the City of Shorewood, Project No. 15- 02, according to the plans and specifications therefore approved by the City Council on file in the office of the City Clerk. 2. That the City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except for the deposits of the successful bidder and the next two lowest bidders, which shall be retained until a contract has been signed. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 8h day of June, 2015. ATTEST: Jean Panchyshyn, City Clerk Scott Zerby, Mayor ",dz d- 45arrcrales, I e. engineering — planninga virOnt -ne tal -construction June 8, 2015 Honorable Mayor and Council Members City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: 2015 Mill and Overlay Project and Appurtenant Work City of Shorewood, MN City Project 15 -02 WSB Project No. 1459 -99 Dear Mayor and Council Members: 477 Temperance Street St. Paul, MN 55101 Tel : 651 - 286 -8450 Fax 651-286-8488 Bids were received for the 2015 Mill and Overlay Project on May 28, 2015, were opened and read aloud. Seven bids were received for the project and they have been checked for mathematical accuracy and then tabulated. Enclosed is the bid tabulation summary of the bidders and amount bid by each contractor. The lowest responsive bidder is Park Construction Company, with their low bid of 5195,206.00. The Engineer's Estimate for the project was $256,715.00. At this time, we are recommending that the City Council award the bid to Park Construction Company.in the amount of $195,206.00. We appreciate the opportunity to work with you on this project and please contact me with any questions or concerns. Sincerely, WSB- - &-- Associates, Inc. Paul Homby, PE City Engineer Enclosures cc: Larry Brown, City of Shorewood kkp Equal Opportunity Employer wsbeng.com K \01459- 970\Admin \Cons=tion Admin\LTR -HMCC -Bid Results reconm—dation 060815.docx BID TABULATION SUMMARY PROJECT: 2015 Mill and Overlay Improvement Project and Appurtenant Work OWNER: City of Shorewood, MN Project No. 15 -02 WSB PROJECT NO.: 1459 -99 Bids Opened: Thursday, May 28, 2015 at 10:00 am Contractor Bid Security (5 %) Grand Total Bid 1 Park Construction Company X $195,206.00 2 Northwest X $203,539.00 3 GMH Asphalt Corporation X $207,743.00 4 Valley Paving X $221,120.50 5 Midwest Asphalt Corporation X $222,525.00 6 Hardrives, Inc. X $232,162.50 7 Bituminous Roadways, Inc. X $264,838.00 Engineer's Opinion of Cost $256,715.00 1 hereby certify that this is a true and correct tabulation of the bids as received on May 28, 2015. Paul Hornby, PE Project Manager Denotes corrected figure K:W1459- 99MAdmWConstrucdon Admin4459 -99 Bid Tab Summary 060215 #10A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Establishing the 2016 Budget Schedule Meeting Date: June 8, 2015 Prepared by: Bruce DeJong, Finance Director Attachments: Proposed Schedule Resolution Policy Consideration: When does the City Council want to discuss budgets and capital plans for 2016? Background: Finance staff prepares a budget schedule to provide information for the City Council to review. For the 2016 budget, staff has attached draft meeting dates that advance the CIP discussion earlier in the process and move several meetings forward. This timeline should allow for discussion of the CIP prior to adoption of the preliminary property tax levy. This schedule should minimize the number of meeting while still providing plenty of discussion of the budget and CIP. Final adoption of the budget and CIP will take place in December after the Truth -in- Taxation hearing. Financial or Budget Considerations: These discussions and adoption of the tax levy, budgets, and capital outlay plans will allow the city to meet desired service levels for property owners in 2016 and allow prudent planning for future years. Options: 1. Approve the schedule as presented. 2. Modify the schedule with different dates that still meet statutory guidelines. 3. Do nothing at this time and allow staff to bring forward discussion items as needed or desired. Recommendation / Action Requested: Adopt the resolution as presented. Next Steps and Timelines: Hold budget meetings as planned or needed. Connection to Vision / Mission: This item is connected to the City's mission of fully funding city services. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 Proposed Budget Schedule for the 2016 Budget, 2016 -2025 Capital Improvement Plan, and Taxes Levied in 2015, Payable in 2016 Date Description 06/08/15 Budget worksheets distributed to department heads. 07/02/15 Completed. budget worksheets due back to Finance. 07/13/15 CIP discussion & General Budget — Council philosophy and direction (Council and Staff) 07/27/15 Work- session: General Fund departments (Council and Staff) 08/10/15 Work- session: Public Safety budgets (Council, Staff, Police & Fire Chiefs) 08/24/15 Work- session: Public Works budget (Council and Staff) 09/14/15 Regular Council meeting. Council adopts 2016 proposed budget, tax levy, and Truth -in- Taxation public hearing date. 09/28/15 Work - session: Enterprise Budget & CIP (Council and staff) 09/30/15 Proposed budget and levy must be certified to County Auditor by this date. State PT Form 280 also to be submitted. 10/12/15 Work - session: Enterprise Budget & CIP Final Review (Council and staff) 11/16- 11/20/15 Hennepin County to mail Notice of Proposed Property Tax by this date. 11/23/15 Work - session: Final General Fund Budget Review 12/07/15 Truth -In- Taxation Budget Public Hearing. General Fund budget and levy to be adopted. 12/14/15 Regular Council meeting. CIP and Enterprise Fund Budgets to be adopted. 12/26/15 Final levy and budgets must be certified to the County Auditor by this date. State forms Payable 2016 Property Tax Levy Report and PT Form TNT 2016 also due. 0 Changed meetings in bold RESOLUTION NO. 15- RESOLUTION ESTABLISHING THE 2016 BUDGET SCHEDULE WHEREAS, the City Council annually prepares a tax levy and budget for city services in the following year; and WHEREAS, those levy and budget decisions must be made according to a statutory timeframe and communicated to other government agencies; and WHEREAS, the City Council desires to be open and communicate clearly with interested parties in order for them to provide timely and meaningful input into the tax levy and budget decisions for city services and capital purchases; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood establishes the attached schedule for purposes of facilitating budget discussions and meeting statutory deadlines. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 8th day of June, 2015. — Jean Panchyshyn, City Clerk Scott Zerby, Mayor 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- 5/31/15 ❑ Land Acquisition Process (start approx. mid -way through plans and specs) 2/1/15 8/31/15 I • Complete parcel descriptions and legal descriptions • Review proposed easements with staff/attorney • Letters to property owners regarding survey staking • Field stake proposed easements for Appraiser /RW Agent • Easement viewing — parcel owner and RW Agent on -site • Appraisal information • Appraisal review • Council considers resolution to authorize staff to make offers and eminent domain schedule • Prepare and deliver offers to parcel owners 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 6/03/15 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 #11A.3. MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Informational Item - Approved Special Event Permits Meeting Date: June 8, 2015 From: Bill Joynes, City Administrator Cc: Larry Brown and Paul Hornby Special event permits require City Council approval if it is a second event within a period of 6 months following the first event at the same location. The events listed below are all first -time events this year; therefore, Council approval is not required. This is being provided for Council information. All of the attached special event permits have been reviewed by SLMPD, EFD, and city staff. July 4 5K Firecracker Run (Minnetonka Community Education) —Att. 1 Aug. 1 Tour de Tonka bicycle ride (Minnetonka Community Education) — Att. 2 Sept. 12 Minnewashta Elementary Back to School 5K run /walk event —Att. 3 Oct. 1 Excelsior Fire Relief Assoc. Annual fire prevention /life safety education open house — Att. 4 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 SPECIAL EVENT CITY OF PERMIT APPLICATION SHO OD (Pursuant to City Code, Chapter 505) 5755 Country Club Road • Shorewood, Minnesota 55331 952.960.7904 Fax: 952.474.0128 (Please Print or Type) Today's Date �En Application Fee: n!a Receipt 4 n a Event to be Registered: Any person or persons sponsoring a event at which it may reasonably be anticipated that there will be mare than 75 persons in attendance shall, prior thereto, register such event with the City Clerk, giving the location, date, time, purpose, names of all sponsors, and the number of persons anticipated will be in attendance. Permit for Additional Dvents: Within a period of 6 months following such event, no additional event(s), at which it may reasonably be anticipated that there will be more than 75 persons in attendance, shall be permitted at the same location unless the person or persons who propose to sponsor the same shall first have obtained a special permit therefore approved by the City Council. Application for such permit shall be made to the City Clerk, Event Location :_'( QnCy phi Date of Event: n 5 Number of Persons (anticipated) to Attend: Time: _ 'bO y-) Purpose Sponsor Daytime Phone #: I- Co Evening Phone # Special Parking or Safety Provisions (e.g., traffic control, narking, pedestrian access): r -"Y lea s 9 krcement: A police officer may order all persons present in any such group or gathering fro sue �l e man ter �° other than the owners or tenants of a dwelling unit, to immediately disperse from said event in lieu of being charged under this Chapter should the continued health, safety, comfort, and repose of the public be in jeopardy, or if the event is in violation of the provisions of Chapter 501 of the Shorewood City Code, Failure to comply with the conditions of the Special Events Permit may result in police enforcement. R4ADWAYMUSTREMAVV.t'AS EF4 E RGENCYVEMICLES! � ,--�/ r p°— Applicant's Signature: Date: 6/ (/ \1 Allow 5 business days for processing _.._.— _ ---- _ ------ __ _w -------- ..._---- For Office Use Only ---- • - - - - -- ----------- SLMPD: r - n Date: Fire Districti Date: Zoning Administrator: Date: City Administrator: Date: Original: City *(Shorewood, 5755 96untry 9146 Road, Shorewood, MN 55331 Copy to: South Lake Minnetonka police Department, Fire District, Applicant f; 7 f�y"�{ `_'' `� .`c'vc -. (]'z.t �?E:t7% � /G� -v?•, /tom /.� , RS -2 CO tvboc/�, wtoov-3 A w-ma- S", Dyer Ln Z .......... ... ........ Route: 1 Mile Marker: Tra11. ............. ---------- The Firecracker Run begins at Excelsior Elementary and ends at Excelsior Commons J *water only (Z9 mile mark) Mha Manor Park (4,3 mile mark) Emergency — Call 911 . . . . ........... . .......... .. . . ...... .. ............. .. .................. CEIVED APR 13 2015 ECIAL EVENT i CITY OF SHOREW� CITY OF PERMIT APPLICATION SHOWORE OD (Pursuant to City Code, Chapter 505) "6 5755 Country Club Road - Shorewood, Minnesota 55331 952.960.7900 Fax.- 952,474.0128 (Please Print or lope) Today's Date 'Lo 15 - Application Fee: n/a eccipt 9 nLa Event to be Registered- Any person or persons sponsoring a event at which it may reasonably be anticipated that there will be more than 75 persons in attendance shall, prior thereto, register such event with the City Clerk, giving the location, date, time, purpose, names of all sponsors, and the number of persons anticipated will be in attendance_ Permit for.Additional Events: Within a period of 6 months Followino, such event, no additional event(s), at which it may reasonably be anticipated that there will be more than 75 persons in attendance, shall be permitted at the same location unless the person or persons who propose to sponsor the same shall first have obtained a special permit therefore approved by the City Council, Application for such permit shall be made to the City Clerk, Event Location: c,, t- d M%f\yy ,. I Ct° C - .Date o E vent: lu 1r) -�) 0,2 T3 -'t f 't NUrnber of Persons (anticipated) to Attend: Purpose Sponsor's Name(s) j�k -LV;ja I _ - f Daytime Phone #: 952 e 0 -`-�'(I`b Evening Phone # (VI 2 cl I Special Parking or Safety Provisions (e,g,, traffic control, parking, pedestrian access ME " f o aMNI�V rol'I"cM0 1--cr L'illaor 'r all persons present in any such'graup or gathervig from which such noise emanates, other than the owners or tenants of a dwelling unit, to immediately disperse from said event in lieu of being charged wider this Chapter should the continued health, safety, comfort, and repose of the public be injeopardy, or if the event is in violation ofthe provisions of Chapter 501 of the Shorewood City Code, Failure, to comply with the conditions of the Special Events Permit may result in police enforcement R OAD WA Y MUST REMVN PAS&7413LE FO RGEfN VEHICLES! Applicant's Signature, Date ess days s Allow 5 busii ess aays, for processing ---- - ------------ - -- - -- ------- ----------------- — --- For Office Use Only SLMPD, Fire District: Zoning Administrator: City Administrator;, Date Date Date, Date: Original: City of Shorewood, 57� Cryjair)A/ Road, Shorewood, MN 55331 Copy ti: South Lake Minnetonka 11"of icQ Depattinent, Fir, District, Applicant �1, i i.iA S. IO: ? {+r - Y .ww wswwaww wwwwar hf }n .00hU $Iv€ P a ed rail k 3 e wJ Aq Lane Trail. . . mile Marker. Tour de Tonka begins and ends r : LaCe St �;xtcnaavn = i at Minnetonka [high School ( HS) s �tE Pik { net Elide Headquarters — (962) 401. 6800 i x' CITY OF SPECIAL WENT PERMIT APPLICATION 4 SHOREWOOD (Pursuant to City Code, Chapter 505) urtr,. 5755 Country Club Road •Shorewood, Minnesota 55331 v H: t 952.960.7900 Fax: 952.474,0128 'r,.�O.' 1'. (Please Print or Type) Today's Date 5/12/2015 Application Fee: n/a Receipt # n a Cvent to be Registered. Any person or persons sponsoring a event at which it may reasonably be anticipated that there will be more than 75 persons in attendance shall, prior thereto, register such event with the City Clerk, giving the location, date, time, purpose, names of all sponsors, and the number of persons anticipated will be in attendance. Permit for Additional Events: Within a period of 6 months following such event, no additional event(s), at which it may reasonably be, anticipated that there will be more than 75 persons in attendance, shall be permitted at the same location unless the person or persons who propose to sponsor the same shall first have obtained a special permit therefore approved by the City Council, Application for such permit shall be made to the City Clerk, Event Location; Minnewashta Elementary, 26350 Smithtown Rd Date of Event: 9/12/2015 Number of Persons (anticipated) to Attend: 500 Tithe: 9:00 AM Purpose 5K running /walking event to benefit Minnewashta PTO Sponsor's Name(s) Pete Miller, Minnewashta Elementary PTO Daytime Phone #. 952 - 239 -1433 Evening Phone # 952- 239 -1433 Special Parking or Safety. Provisions (e.g., traffic control, parking, pedestrian access): Parking in Minnewashta lot, as well as along Strawberry Lane 1 hour road closure (with traffic control} for Smithtown Rd, Grant Lorenz Rd, Edgewood Rd and Howards Point Rd. Enforeement: A police officer may order all persons present in any such group or gathering from which such noise emanates, other than the owners or tenants of a dwelling unit, to immediately disperse from said event in lieu of being charged under this Chapter should the continued health, safety, comfort„ and repose ofthe public be in jeopardy, or ifthe event is in violation of the provisions of Chapter 501 of the Shorewood City Code, Failure to comply with the conditions of the Special Events Permit may result in police enforcement, ROADWAYMUSTREMAI P SSAPI FOIZ E ERGENC.Y I�EMCCLES! Applicant's Signature; Date. 5/12/2015 Allow 5 business days for processing: For Office Use Only SLMPD: Date: /� / Fire s�t�r�i' - La Wit . ,% Date:` '�ls;r_`:.$��_ Zoning ml lstrator; Date: City Administrator: Date :. OrlginNL' City of Shorewood, 5755 Co sty Club R d howwood, MN 55331 Copy to: South Lake Minnetonka police Deparunent, Fire District, Applicant ** INBOUND NOTIFICATION : FAX RECEIVED SUCCESSFULLY ** TIME RECEIVED REMOTE CSID DURATION PAGES STATUS lanuary 7, 2015 10:18:16 AM CST 50 Received Jan, (I /'j i 1) U : I dAIVI No, 4511 P. I'ah -� — .5 , x r, Cite Shorewood 9524740126 F--'I 'C/ I CITY OF PERMIT APPLICATION (Fursumt to gdt 'ha ttr 505) SHOREWOOD -1 5755 Countil Club Road • Shorewood, Wfinnesota 55331 (952) 474-3236 F= (952) 474-012 JAN 05 (Please Print or Typc) CITY Qr SHOW VVt)o D Today's Date Aplikation Fee: --j4—R-ccPiPt 9--D f A Livent to be Registered: Any person Or persons sponsorijig a event at wilich it may reasonably be anticipated that there: will tie more than 75 persons inattendailoeshall, Prior thereto, register slich event with the City Clerk, gMag-t tie lowjoa, date, firne, purpose, t1ames of all sponsors, and the number of pe•solm anticipated will be in attendance permit for Additional'tVants.- Within ft Period of 6 mond-is following such evert, stn additional eveat(s), at "Which it may reasonably be anticipatedthAt there will be more thu 75 persons in attendanct, steal[ bcpern11ttPd at the same toc,atioa unless flic person or persons who oroposQ to sponsor the same shall first have obtained a special permit thvtforo approved by tile, City Comicil, Applicatical for such permit shall be made to the City Clark, F,V rlit 'L olmillon: 7- —.C// eo--2 r �rll- Date of FVollt: e 2 N11j,aber of Per-qoj,8 ( anticipated) to Attend,, Ti M e: Purposr, naytilae Pliono Mc7 7-17- -23 y� Special Parking or Saftty Provigiol's (e,g, traffio, control, parking, pedestn'Ra access); 0 Ent. from whiollswch noise exnanats, Aer t said event h lieu of beitir,,; charged under heats, safety, comfort, and repose of the public be injeopardy, Qr tittle eventis 41violatiQ11oftlieprovision ofChan ber 501 oftjte SliarewoW City Code. Fqgmto complywith the conditions offha Special ,vents Pwait way result in police ulforcol-riBilt, xppfloanfs ;signature: Allow 5 business daya for processing For Of use only Date: Date� Fire Marslwl, DaW Zoning Admin!Wator: Date: City Ahnlnistfator; A Date, QrI�jqNj: On, of Shorewood, 3755 D11 Iry Chi 0 d wrtwtiod, )AN 55131 C vy to: South Lj Mushal, APPIka"t Date: June 8, 2015 To: Mayor Zerby Council Members From: Bruce DeJong, Finance Director Re: April, 2015 General Fund Monthly Budget Report The 2015 General Fund is tracking about where we would expect. Revenues are a little under and expenditures are a little under 2014, but nothing is of concern at this point in the year. GENERAL FUND EXPENDITURES Council — This is the only budget that varies significantly from the prior year. The difference is primarily the transfer that was made in 2014 for the house sale proceeds to the Park Improvement fund. Please contact me or Mr. Joynes if you have any questions. Attachment: April Budget Spreadsheet General Ledger Revenue and Expense vs Budget April, 2015 Description Budget Period Amt YTD Budget % Collected One Year Prior Actual General Fund Revenues 33.27% $ 57,286.76 Supplies $ 300.00 $ 400.00 $ 100.00 Taxes $ 4,931,464.00 $ - $ 1,643,821.33 0.00% $ - Licenses & Permits $ 147,770.00 $ 63,354.28 $ 49,256.67 42.87% $ 98,327.46 Intergovernmental $ 87,251.00 $ 54,261.69 $ 29,083.67 62.19% $ 85,526.72 Charges for Service $ 42,200.00 $ 24,867.72 $ 14,066.67 58.93% $ (3,176.13) Fines & Forfeits $ 57,000.00 $ 13,830.81 $ 19,000.00 24.26% $ 16,336.17 Special Assessments $ - $ - $ - 0.00% $ - Mise Revenues $ 27.0,400.00 $ 93,853.43 $ 70,133.33 44.61% $ 83,052.40 Utility Charges $ - $ - $ - 0.00% $ - Other Financing Sources $ 25,000.00 $ - $ 8,333.33 0.00% $ - Total Revenues $ 5,508,085.00 $ 250,167.93 $ 1,836,028.33 4.54% $ 295,459.77 General I+ "und Expenditure Budget Period Amt YTD Budget % Expended One Year Prior Actual Council Personal Services $ 22,600.00 $ 7,391.80 $ 7,533.33 32.71% $ 5,597.88 Supplies $ 2,000.00 $ 647.39 $ 666.67 32.37% $ 125.00 Other Services and Charges $ 110,350.00 $ 19,465.95 $ 36,783.33 17.64% $ 12,844.92 Other Financing Use $ 70,000.00 $ - $ 23,333.33 0.00% $ 283,414.00 Council $ 204,950.00 S 27,505.14 $ 68,316.67 13.42% $ 301,981.80 Administraton Personal Services $ 251,153.00 $ 78,754.99 $ 83,717.67 31.3 6% $ 75,946.59 Supplies $ 20,900.00 $ 5,036.55 $ 6,966.67 24.10% $ 6,755.08 Other Services and Charges $ 145,500.00 $ 30,348.21 $ 48,500.00 20.86% $ 30,338.26 Administraton $ 417,553.00 $ 114,139.75 $ 139,184.33 27.34% $ 113,039.93 Finance Personal Services $ 134,758.00 $ 45,136.04 $ 44,919.33 33.49% $ 42,805.73 Supplies $ 10,050.00 $ 1,147.19 $ 3,350.00 11.41% $ 7,139.73 Other Services and Charges $ 16,000.00 $ 1,179.78 $ 5,333.33 7.37% $ 4,840.17 Finance $ 160,808.00 $ 47,463.01 $ 53,602.67 29.52% $ 54,78.5.63 Professional Services Supplies $ $ - $ - 0.00% $ - Other Services and Charges $ 215,060.00 $ 69,896.58 $ 71,686.67 32.50% $ 69,458.60 Professional Services $ 215,060.00 $ 69,896.58 $ 71,686.67 32.50% $ 69,458.60 Planning Personal Services $ 173,157.00 $ 57,612.42 $ 57,719.00 33.27% $ 57,286.76 Supplies $ 300.00 $ 400.00 $ 100.00 133.33% $ - Other Services and Charges $ 11,000.00 $ 9,582.58 $ 3,666.67 87.11% $ 3,183.11 Other Financing Use $ - $ - $ - 0.00% $ - Planning $ 184,457.00 $ 67,595.00 $ 61,485.67 36.65% $ 60,469.87 Municipal Buildings Supplies $ 23,400.00 $ 23,426.50 $ 7,800.00 100.11% $ 17,939.58 Other Services and Charges $ 170,800.00 $ 94,984.55 $ 56,933.33 55.61% $ 74,117.71 Debt Service $ - $ - $ - 0.00% $ - Other Financing Use $ 101,513.00 $ - $ 33,837.67 0.00% $ - Municipal Buildings $ 295,713.00 $ 118,411.05 $ 98,571.00 40.04% $ 92,057.29 Police Protection Budget Period Amt YTD Budget % Expended One Year Prior Actual Supplies $ - $ - $ - 0.00% $ Other Services and Charges $ 1,072,645.00 $ 446,456.27 $ 357,548.33 41.62% $ 435,168.42 Capital Outlay $ 225,181.00 $ 112,590.00 $ 75,060.33 50.00% $ 114,882.00 Debt Service $ - $ - $ - 0.00% $ - Police Protection $ 1,297,826.00 $ 559,046.27 $ 432,608.67 43.08% $ 550,050.42 Fire Protection Other Services and Charges $ 361,315.00 $ 180,281.48 $ 120,438.33 49.90% $ 174,394.30 Capital Outlay $ 276,156.00 $ 138,078.04 $ 92,052.00 50.00% $ 139,211.32 Fire Protection $ 637,471.00 $ 318,359.52 $ 212,490.33 49.94% $ 313,605.62 Protective Inspections Personal Services $ 121,323.00 $ 38,704.80 $ 40,441.00 31.90% $ 36,943.49 Supplies $ 200.00 $ 72.95 $ 66.67 36.48% $ - Other Services and Charges $ 7,700.00 $ 1,738.93 $ 2,566.67 22.58% $ 1,238.31 Protective Inspections $ 129,223.00 $ 40,51.6.68 $ 43,074.33 31.35% $ 38,181.80 City Engineer Personal Services $ $ - $ - 0.00% $ - Supplies $ - $ - $ - 0.00% $ 36.75 Other Services and Charges $ 87,900.00 $ 9,571.00 $ 29,300.00 10.89% $ 8,672.75 City Engineer $ 87,900.00 $ 9,571.00 $ 29,300.00 10.89% $ 8,709.50 Public Works Service Personal Services $ 494,547.00 $ 117,568.31 $ 164,849.00 23.77% $ 86,131.17 Supplies $ 167,700.00 $ 17,348.74 $ 55,900.00 10.35% $ 25,827.91 Other Services and Charges $ 142,600.00 $ 28,533.60 $ 47,533.33 20.01% $ 25,774.92 Other Financing Use $ 830,000.00 $ - $ 276,666.67 0.00% $ - Public Works Service $ 1,634,847.00 $ 163,450.65 $ 544,949.00 10.00% S 137,734.00 Ice & Snow Removal Personal Services $ 58,339.00 $ 15,540.67 $ 19,446.33 26.64% $ 45,392.12 Supplies $ 45,000.00 $ 15,589.91 $ 15,000.00 34.64% $ 25,591.20 Other Services and Charges $ - $ - $ - 0.00% $ - Ice & Snow Removal $ 103,339.00 $ 31,130.58 $ 34,446.33 30.12% $ 70,983.32 Park Maintenance Personal Services $ 109,473.00 $ 39,792.98 $ 36,491.00 36.35% $ 34,699.51 Supplies $ 23,300.00 $ 2,742.01 $ 7,766.67 11.77% $ 2,092.11 Other Services and Charges $ 38,000.00 $ 7,226.57 $ 12,666.67 19.02% $ 9,249.04 Park Maintenance $ 170,773.00 $ 49,761.56 $ 56,924.33 29.14% $ 46,040.66 Recreation Personal Services $ 36,743.00 $ 22,238.86 $ 12,247.67 60.53% $ 20,224.09 Supplies $ 5,800.00 $ 730.00 $ 1,933.33 12.59% $ 983.00 Other Services and Charges $ 11,800.00 $ 179.00 $ 3,933.33 1.52% $ 2,449.19 Other Financing Use $ 42,000.00 $ - $ 14,000.00 0.00% $ - Recreation $ 96,343.00 $ 23,147.86 S 32,114.33 24.03% $ 23,656.28 General Fund $ 5,636,263.00 $ 1,584,994.65 $ 1,878,754.33 28.12% $ 1,880,754.72 Revenue Total $ 5,508,085.00 $ 250,167.93 $ 1,836,028.33 4.54% $ 295,459.77 Expense Total $ 5,636,263.00 $ 1,584,994.65 $ 1,878,754.34 28.00% $ 1,880,754.72 Net Total $ (128,178.00) $ (1,334,826.72) $ (42,726.01) $ (1,585,294.95)