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11-09-15 CC WS Agenda CC Packet CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL WORK SESSION COUNCIL CHAMBERS MONDAY, NOVEMBER 9, 2015 6:00 P.M. AGENDA 1. CONVENE CITY COUNCIL WORK SESSION A. Roll Call Mayor Zerby _____ Labadie _____ Siakel _____ Sundberg _____ Woodruff _____ B. Review Agenda ATTACHMENTS 2. TRAFFIC COMMITTEE Engineer’s memo 3. ARBORIST/FORESTER PROPOSALS Engineer’s and Planning Director’s memo 4. ADJOURN #2 MEETING TYPE City of Shorewood Council Work Session Item Regular Meeting Title / Subject: Traffic Committee Facilitation and Technical Support Meeting Date: November 9, 2015 Work Session Prepared by: Paul Hornby, City Engineer Reviewed by: Bill Joynes, City Administrator, Larry Brown Director of Public Works Attachments: Background: The City Council accepted a proposal from WSB to facilitate a Traffic Committee that was formed for two objectives: 1.Look at alternatives for enhanced traffic management along the corridor of Country Club Road, Yellowstone Trail and Lake Linden Drive between County Road 19 and TH 7. This is a targeted effort due to the MCC redevelopment. Staff suggested a six-month timeframe with st recommendations provided to Council after January 1 next year. 2.General look at overall City policy on establishing speeds and design options at selected “pain points” throughout the City. This is intended to take a broader look at City traffic policy and issues at problem areas around the City. Staff suggested that before proceeding on this objective, that the Committee and its charge be discussed at the next Council/Staff retreat, after st January 1. As directed, staff has solicited applications for Traffic Committee members, and Council approved all 14 applicants for the Committee and two have since dropped off the Committee. Council requested WSB & Associates, Inc. provide a scope of services for professional services to facilitate the Traffic Committee and provide technical assistance and guidance on achieving the first objective listed above. The Council approved scope of services includes: Project Management  Committee Meeting attendance and participation (one meeting per month)  Technical Support, Analysis and Review  No formal traffic studies are included in this scope of services o Traffic studies that are authorized by the Council would be a separate project o City Council Meeting Attendance – Support the Traffic Committee in presenting issues to the  Council Staff recommended acceptance of the proposal from WSB and Council accepted the proposal. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 Financial or Budget Considerations: The scope provided by WSB and corresponding fee was $6,174 as approved by Council. Staff recommended Council consider budgeting up to $10,000 for items that may extend consultant time for this process. Recommendation / Action Requested: Staff requests Council discuss the Traffic Committee priorities and provide clear direction if there are other actions desired of the committee and staff. #3 MEETING TYPE City of Shorewood Council Work Session Item Regular Meeting Title / Subject: Urban Forester/Arborist Proposals - Consultant Proposal Review Matrix Meeting Date: November 11, 2015 Prepared by: Paul Hornby, City Engineer; Brad Nielsen, Director of Planning Reviewed by: Bill Joynes, Administrator Attachments: Review Matrix, Proposals Policy Consideration: Should the City of Shorewood retain a consultant Urban Forester and/or Arborist to assist the City and residents with tree issues, forestry management and programming? Background: Council approved the request for proposals (RFP) for the Urban Forester/Arborist and authorized advertisement and solicitation of consultant proposals on August 24, 2015. Staff advertised the RFP on the LMC website and local paper. The City did receive four proposals from: Craig Sinclair  Jubert Tree  S&S Tree and Horticultural Specialists, Inc.  Burks Tree and Landscape Care  Staff reviewed the proposals as compared to the requested information in the RFP and has prepared a matrix to compare the proposals for Council information. It should be noted that the proposals received varied in content and not all of the proposals contained the information requested in the RFP. Staff reviewed the content as submitted and have indicated the information provided (or implied indirectly) in the proposals in the matrix. The proposal review matrix and consultant proposals are enclosed for Council review. Staff opinion of the submittals received and the information provided is to invite up to three consultants for interview. Staff suggests interviewing (not in order of preference) Craig Sinclair, S&S Tree and Horticultural Specialists, Inc., and Burks Tree and Landscape Care. Staff suggests that Council consideration of the candidate consultants discuss potential for conflicts of interest. Some of the consultants also perform tree services such as pruning and removal. There may be a conflict of interest for a consultant to provide technical assistance and physical tree pruning, treatment and/or removal for residents. Financial or Budget Considerations: Proposals received have varying hourly rates for personnel and generally range from $50 to $95 per hour. One consultant also proposed a monthly retainer along with an hourly rate for assigned tasks. 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 Options: Staff suggests Council consider the following actions: 1.Accept the Proposals and direct staff to set up interviews with Council selected firms. 2.Accept Proposals and direct-select a firm. 3.Take no action on this item at this time. Recommendation / Action Requested: Staff recommends Council review the proposals, the staff prepared matrix and provide direction to staff as to the next authorized Council action. Proposal City of Shorewood Urban Forester/Arborist Consultant Attention: Submitted By: Mr. William Joynes, Administrator Craig Sinclair City of Shorewood 748 W Second Street 5755 Country Club Rd Waconia, MN 55387 Shorewood, MN 55331 com (952) 442-4949 Contents Qualifications ¦m Experience ¦m  References of Similar Work ¦m  Fees ¦m  Sample Contract ¦m  Sample Invoice ¦m  Resume ¦m Thank you for this opportunity.A desire to come back and work directly with aspects of my urban forestry roots within a municipal environment is why I have submitted this proposal. Qualifications Education - BS in Forestry with an Urban Forestry Emphasis Hamline University Masters of Public Administration Experience Seasonal Tree Inspector 3 seasons Assistant City Forester 1 year City Forester 6 years Park and Trail Maintenance Manager 15 years Park and Recreation Director 10 years Minnesota Department of Agriculture Tree Inspector Certification 35 yrs See also attached resume Memberships Currently not a member of either the International Society of Arboriculture or S Municipal Arborists, but able to attain if the proposal is accep u Working Knowledge level of seasonal employee up to department director has allowed me to become very familiar with, and be actively involved in the areas of; Municipal policies, operations, procedures and functions. This knowledge and understanding would allow me to work effectively within and for the City of Shorewood. Communication Skills My municipal experience has required strong communication skills with; patrons of our facilities, the public, City staff, City Council, and other governmental and outside agen My experience communicating with a broad spectrum of individuals and specif municipal government provides an advantage an outside individual provide. Coordination of Tasks My work experience over the years has proven my ability to coordinate multiple tasks. As Park and Recreation Director there is the management of both o and ice arena and their associated requirements ranging from a p request to developing facility budgets and providing City Council reports. As Park and Trail Maintenance Manager I was recognized for my ab o multiple tasks and was provided the opportunity take on the addi of co-managing $7.5 million parks renewal program. As City Forester I managed all components of an aggressive disea o oversaw the street and park tree planting program, personally provided tree related information to the public, acted as first line supervisor to the trimming crew, managed the City Center campus landscape, and kept aspects of urban forestry. This proven ability to coordinate multiple tasks related to urba along with other examples within municipal government demonstrates the quality of service which I can provide. Preparation of Reports and Correspondence My experience as Park and Recreation Director requires concise on time reports and correspondence to other city departments, City Council, and other agencies. Other agencies include the Minnesota DNR to which reports are provided for Tree City USA recognition. The importance of reports and correspondence within the organiza would be provided at an expected level Interpretation of Documents, Regulations, and Manuals My municipal experience has exposed me and allowed me to interpr documents, regulations and manuals including; landscaping plans, specifications, building plans, municipal utility as-builts, design manuals, master plans, and safety regulations. My experience interpreting and properly understanding various do manuals would provide the assurance the City of Shorewood is see Experience My experience in urban forestry and as an Urban Forester has been o During my career as a seasonal tree inspector, City Forester, an I which included; Diseased tree removal contract development and management Dutch Elm disease and Oak Wilt management Park and street tree planting program Tree inspections/assessments on public and private property Direct contact with the public for tree related issues Keeping current on all aspects of urban forestry related issues Plan review for street and development projects First line supervision of Street Division tree crew Gypsy moth and other invasive species control Maintenance of public space landscaping Working closely with other government agencies Tree planting celebrations Tree City USA recognition Providing presentations to various groups including school age g This work took place from within a Public Works Department, which allowed me to work directly with all the department staff and become familiar with the work within. During the time I have not been directly involved with urban for current and be involved by; attending workshops/seminars, volunteering as a MN Forest Pest First Detector, receiving urban forestry related email notifications/i providing professional knowledge on the job, and maintaining my  References of Similar Work I have not performed this type of work from the perspective of an outside consultant, but would provide the City of Shorewood the same quality work I have demonstrated in my experience liste above while working for municipalities. Proposed Fees Fees are as follows; Work during normal business day - $50/hr. Monday-Friday 8:00am 4:30pm o Work outside normal business day - $75/hr.  Sample Contract Contract for Services Rendered Urban Forester/Arborist Consultant This is a contract entered into by Craig Sinclair City of Shorewood, MN September 16, 2015. 748 West Second Street, Waconia, MN, 55387 place of business is 5755 Country Club Rd, Shorewood, MN, 55331. Client with such services in exchange Scope and Manner of Services Services To Be Rendered By Provider: 1. Assist the City with preparation of long and short term policy and strategies for the Tree Preservation and Reforestation Management Program 2. Assist the City with implementation of the Tree Preservation and Reforestation Management Program 3. Assist the City with risk management and emergency preparedness of the Tree Preservation and Reforestation Management Program 4. Perform inspection of trees on City properties for tree: a. Quality b. Value c. Defects d. Infestations/pest control e. Damage assessment and corrective measures 5. Provide assistance and technical expertise to staff, citizens, governmental agencies and other outside agencies on matters of concern regarding City urban forestry issues. 6. Assist the City with public education programs related to urban forest management principals 7. Assist the City with presenting programs to City advisory commissions, committees, civic groups, schools, private developers, and others as may be directed by the City. 8. Assist the City with other duties that may be requested, related to urban forest management.  Payment for Services Rendered The Client shall pay the Provider for services rendered according to the Payment Schedule attached, within 30 calendar days of the date on any invoice for services rendered from the Provider. Should the Client fail to pay the Provider the full amount specified in any invoice within 30 calendar 10% of the full amount shall be added to the amount due and interest of 18% percent per annum shall accrue from the first date. Applicable Law This contract shall be governed by the laws of the County of Hennepin in the State of Minnesota and any applicable Federal law. Term The term of this agreement shall commence on the date first stated above and shall continue for a period of twelve (12) months. Notwithstanding, either party may terminate this agreement at any time for any reason by providing the other party with Thirty (30) days notice. Signatures In witness of their agreement to the terms above, the parties or their authorized agents hereby affix their signatures: ____________________________________ _________________________________ (Printed Name of Client or agent) (Printed Name of Provider or agent) ____________________________________ _________________________________ (Signature of Client or agent) (Date) (Signature of Provider or agent) (Date)  Craig Sinclair, UFC SAMPLE INVOICE 748 W 2nd Street Waconia, MN 55387DATE9/23/2015 (952) 442-4949INVOICE #[123456] CUSTOMER ID[123] DUE DATE10/23/2015 BILL TO City of Shorewood 5755 Country Club Rd Shorewood, MN 55331 DESCRIPTION TAXEDAMOUNT 4/7/2015 2 hours at $50/hr Meet with staff to discuss Emerald Ash Borer 100.00 4/25/2015 4 hours at $75/hr Arbor Day Celebration at Badger Park 260.00 4/29/2015 2 hours at $50/hr Compile information for Tree Preservation Program to be presente at 4/30 meeting 100.00 Subtotal 460.00 [42] Taxable - Tax rate0.000% OTHER COMMENTS 1. Total payment due in 30 days Tax due - Other - 2. Please include the invoice number on your check TOTAL $ 460.00 Make all checks payable to [Craig Sinclair UFC] If you have any questions about this invoice, please contact Craig Sinclair (952) 442-4949 Thank You For Your Business! Invoice Template © 2013-2014 Vertex42.com Craig Sinclair nd 748 West 2 Street, Waconia MN 55387 (952) 442-4949 cjsinclair@embarqmail.com Professional Objective To provide services to municipal government utilizing my skills and knowledge while fulfilling a desire to return to my urban forestry roots. Professional Experience Park and Recreation Director 2005-Present City of Waconia activities. Responsibilities Include: Developing and coordinating programs, policies and procedures, for recreational activities, the Safari Island Community Center and Ice Arena Preparing annual operating and capital improvement budgets for the department Providing essential leadership to: Department Staff, Park and Recreation Board, Safari Island Advisory Committee, and Commission on Aging Developing short and long range goals within the department programs, Community Center, and Ice Arena Approval of accounts payable and employee payroll Accomplishments Include: Development of a Capital Improvement Plan budget to reflect Master Plans Annual reduction in general fund support to Community Center and Ice Arena budgets Development of a strong working relationship with Carver County, area school district, area youth hockey association and other outside agencies Work with developers to include new park and trail components within projects Upgrading of 7 existing parks through community input Pro Park and Trail Maintenance Manager 1990-2005 City of Minnetonka The position involved direct supervision of the parks division and the indirect supervision of street, utility, building, fleet and forestry divisions. Responsibilities Included: Maintenance of 1,000+ acres of park land, including 65 miles of city trails, 21 skating and hockey rinks, 25 tennis courts and 27 tot lot sites Preparing $1,000,000+ annual park division budget Coordinate division activities with various outside agencies Hiring full-time and seasonal employees and conducting employee evaluations Staff liaison to the Park Board Administering state noxious weed laws Participating in rotating weekend supervisory duties Accomplishments Include: representative. Co-presented overview of system with city manager at two national conferences Participation as member and co- Participation in the negotiation of a three-year contract with the Local 49 Union 25 years of Public Works experience with increased and progressive responsibility Co-Project Manager, City of Minnetonka Parks Renewal Program 2002-2005 Responsibilities included working with recreation department representative to administer a $7.5 million budget for parks renewal projects. Projects encompassed all aspects of park redevelopment including: trails, hard courts, play structures, paved rinks, site amenities, buildings, landscape and storm water control. Responsibilities also included: coordinating development teams, conducting neighborhood meetings, developing construction/bid documents, conducting pre-construction meetings, and managing construction efforts. City Forester 1985-1990 City of Minnetonka Responsibilities included preparing a $500,000 annual budget implementing and supervising the diseased tree control program, intensive maintenance of community center landscaping, providing tree and landscape management information to the public, acting a first line supervisor for related public works maintenance functions, administering state noxious weed laws, and hiring seasonal employees. Affiliations/Certifications 2006-Present Minnesota Recreation and Park Association 1985-Present Minnesota Class B Commercial Drivers License 1980-Present Minnesota Department of Agriculture Tree Inspector Certification 2005 Certificate in Human Resource Management 2003 Certificate in Economic Development Education University of Wisconsin Stevens Point B.S. Forestry, with Urban Forestry emphasis Hamline University St. Paul MN Masters of Arts in Public Administration References Ken Holman Susan Arntz Community Forestry Coordinator City Administrator, City of Waconia MN DNR Forestry, Box 44 - 500 Lafayette Rd. 201 S Vine St St. Paul, MN 55155-4044 Waconia, MN 55387 (651)259-5269 (952)442-3100 Perry Vetter Assistant City Manager, City of Minnetonka 14600 Minnetonka Blvd Minnetonka, MN 55345 (952)939-8216