Loading...
12-14-15 CC Reg Mtg Min! , la i I. 1 -11 Do • 10-IM Lei 0 W 1. CONVENE CITY COUNCIL REGULAR MEETING 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Zerby called the meeting to order at 7:00 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Labadie, Siakel, and Woodruff; Attorney Keane; City Administrator Joynes; City Clerk Panchyshyn; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and, City Engineer Hornby Absent: Councilmember Sundberg B. Review Agenda Mayor Zerby stated he had been asked by staff to make a couple of changes to the agenda. For Item 3.A remove check number 677 from the verified claims list. For Item 3.B staff would like to add a donation from the American Legion Post 259. And, for Item 5.A he noted that the City's Representative Deborah Zorn could not be present this evening to report on Lake Minnetonka Conservation District activities. He then stated that Councilmember Woodruff asked that Item 9.A Beaver Control be added to the agenda. Siakel moved, Woodruff seconded, approving the agenda as amended. Motion passed 4/0. A. City Council Work Session Minutes, November 23, 2015 Labadie moved, Siakel seconded, Approving the City Council Work Session Minutes of November 23, 2015, as presented. Motion passed 4/0. B. City Council Regular Meeting Minutes, November 23, 2015 Labadie moved, Woodruff seconded, Approving the City Council Regular Meeting Minutes of November 23, 2015, as presented. Motion passed 4/0. C. City Council Special Meeting Minutes, December 7, 2015 Woodruff moved, Siakel seconded, Approving the City Council Special Meeting Minutes of December 7, 23, 2015, as presented. Motion passed 4/0. D. City Council Special Meeting Minutes, December 7, 2015 Siakel moved, Labadie seconded, Approving the City Council Special Meeting Minutes of December 7, 2015, as presented. Motion passed 4/0. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 2 of 21 3. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Siakel moved, Labadie seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. Approval of the Verified Claims List B. Accept Donation from Kowalski's and the American Legion Post 259 for Arctic Fever C. Adopting RESOLUTION NO. 15 -090, "A Resolution Accepting Improvements and Authorizing Final Payment for Minnetonka Boulevard Improvements, City Project I5 -05." D. Adopting RESOLUTION NO. 15 -091, "A Resolution Accepting Improvements and Authorizing Final Payment for 2015 Pavement Marking Project." E. Adopting RESOLUTION NO. 15 -092, "A Resolution Approving Change Order No. 1 for the TH 7 / Christmas Lake Road Traffic Signal Re- Paining Project, City Project 15 -07." F. Adopting RESOLUTION NO. 15 -0939 "A Resolution Accepting Improvements and Authorizing Final Payment for 2015 Mill and Overlay Improvement Project, City Project 15 -02." G. Adopting RESOLUTION NO. 15 -094, "A Resolution Accepting Improvements and Authorizing Final Payment for 2015 Water Service Improvement Project Schedule A — 6025 Eureka Road." H. AFSCME (American Federation of State, County and Municipal Employees) Negotiations Councilmember Labadie asked the amount of the American Legion donation. Clerk Panchyshyn responded $150. Councilmember Woodruff stated that check number 677 which was for Item 3.0 was removed from the verified claims. The correct check should be issued to the City of Greenwood. He suggested Item 3.0 include authorizing staff to issue the correct check. Mayor Zerby stated he thought the correct check was in the verified claims. Motion passed There were no matters from the floor presented this evening. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 3 of 21 A. Report by Representative Deborah Zorn on Lake Minnetonka Conservation District Activities Mayor Zerby reiterated that the City's Representative Deborah Zorn could not be present to report on Lake Minnetonka Conservation District activities this evening. Discussion moved to Item 7.A on the agenda. 6. PUBLIC BEARING A. Drainage /Utility Easement Vacation Location: 6035 Galpin Lake Road This was discussed after Item 7.A on the agenda. Mayor Zerby opened the Public Hearing at 7:14 P.M. Director Nielsen noted that Item 6.A and Item 8.1) on the agenda go hand in hand. He explained that this Public Hearing has to do with vacating existing drainage and utility easements as part of a minor subdivision and combination that has been proposed for a Galpin Lake Road property. In 2006 the City approved a minor subdivision and combination for that property including the vacation currently being considered. Unfortunately, the request was never recorded. The title company has asked to redo basically the same application; some of the names have changed. The larger parcel was part of the Sinn plat; the 6035 Galpin Lake Road property is owned by Melodie Rae. The 22690 Murray Street property is owned by Sass Investments, LLC. The 22740 Murray Street property is owned by Danielle Pittel. He displayed and explained a graphic showing the subdivision / combination. After the subdivision / combination are complete the Murray Street properties would be in better compliance with the R -1C zoning district standards. Once the vacations are approved new ones would be obtained with the recording of the subdivision / combination. Nielsen noted the Planning Commission recommended approval of the subdivision / combination and the vacation. Based on clarification from Director Nielsen, Council chose to take action on Item 8.D as part of this Public Hearing. Seeing no one present to comment on the case, Mayor Zerby opened and closed the Public Testimony portion of the Public Hearing at 7:16 P.M. Councilmember Woodruff stated he was the Council Liaison for the Planning Commission meeting when these two items were discussed. He noted he can support approval of both. Councilmember Siakel asked what happened that the items were not recorded. Director Nielsen stated that is up to the applicant to record the documents. Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 15 -096, "A Resolution Approving Subdivision and Combination of Real Properties for Sass Investments, LLC (owner of the 22690 Murray property), Danielle Pittel (owner of the 22740 Murray Property) and Melodie Rae (owner of the 6035 Galpin Lake Rod property). Motion passed 4/0. CITE' OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 4 of 21 Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 15 -097, "A Resolution Vacating Certain Drainage and Utility Easements in Zachary Woods." Motion passed 4/0. Mayor Zerby closed the Public Hearing at 7:21 P.M. Discussion moved to Item 8.A on the agenda. A. Report by Commissioner Paul Stelmachers on the November 24, 2015, Meeting with the Chanhassen Park Commission and the December 8, 2015, Regular Park Commission Meeting. This was discussed after Item 5.A on the agenda. Commissioner Stelmachers reported on the Park Commission's November 24, 2015, meeting with the Chanhassen Park Commission and. on matters considered and actions taken at the December 8, 2015, Park Commission meeting (as detailed in the minutes of that meeting). Stelmachers explained the meeting with the Chanhassen Park Commission (CPC) was about sharing expenses related to Cathcart Park. The CPC does not know where it would get funding from for its own projects. CPC asked that the Shorewood Park Commission (SPC) provide the CPC with a more concrete plan. The SPC provided an overview of its vision for Cathcart Park which includes a perimeter trail and a permanent shelter. The CPC has had discussions about adding a tennis court at its Roundhouse Park which is not far from Cathcart Park. Therefore, a tennis court could be dropped from the vision for Cathcart Park. For hockey Chanhassen already supports 8,000 — 9,000 people in its area. Therefore, hockey could be minimized at Cathcart Park. He stated he thought that if the SPC came forward with a not very expensive proposal maybe it would be received with a warmer reception. He noted that Chanhassen spends about $500,000 in park dedication fees annually and its annual budget for parks is about $2 million. He stated Chanhassen has a skate park and he suggested donating some of Shorewood's equipment from its skate park that has some useful life remaining to Chanhassen because Shorewood intends to demolish its skate park. Mayor Zerby stated he was very pleased that the two Commissions were finally able to meet because the idea of doing that has been discussed for a couple of years. Councihnember Siakel noted that as the liaison to the Shorewood Park Commission she attended both meetings. She stated she thought Shorewood was represented well during the meeting with the CPC. Siakel stated that from her perspective she thought the South Lake community lacked a tribute to people who have served in the military. The Commission discussed that as part of the improvements to Badger Park maybe including a veterans' walk to honor veterans and people in the community that have served and families could buy a brick or something that ties to the Southshore Center to honor their veteran. An Eagle Scout candidate has proposed a project involving a flagpole to honor two individuals. Maybe that idea could be expanded. Mayor Zerby noted there is a veterans' memorial in the City of Excelsior where there are stone tablets with names on them and it was done in cooperation with the American Legion in Shorewood. He stated CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 5 of 21 he likes the idea of having something for Shorewood veterans as well. Councilmember Labadie concurred. Councilmember Labadie suggested inviting a representative from the American Legion to attend the Park Commission meeting when the Eagle Scout candidate talks about his proposed project. The representative could provide the candidate some perspective about how many veterans there are. Commissioner Stelmachers suggested starting with the Eagle Scout flag pole project and then expand the memorial from there. He stated garnering support from residents and the American Legion would be helpful. Councilmember Siakei noted that Park & Rec Coordinator Grout did a very good job during the meeting of the two Commissions. Discussion returned to Item 6.A on the agenda. 8. PLANNING A. Report on the December 1, 2015, Planning Commission meeting. Planning Commissioner Bean reported on matters considered and actions taken at the December 1, 2015, Planning Commission meeting (as detailed in the minutes of that meeting). B. Metropolitan Council Environmental Services Purchase of City -Owned Property Located at 21445 State 11ighway Seven Conditional Use Permit Water Extension Agreement Director Nielsen explained that during its April 7, 2015, meeting the Planning Commission held a public hearing on a conditional use permit (C.U.P.) that would allow Metropolitan Council Environmental Services (MCES) to build an underground lift station facility with a small building and parking area on top in place of a somewhat portable above ground facility located at the southwest corner of the intersection of Christmas Lake Road and State Highway 7 (21445 State Highway 7). Allowing that would clean up that southwest corner. Staff has approved a landscape plan for the south side of site where residents living along Christmas Lake Road drive up that roadway and also as the roadway approaches Highway 7. MCES' first request was for the City to either sell MCES an easement or part of the land. Staff continues to recommend that MCES should acquire the entire parcel rather than part of it. He reviewed the conditions listed in the resolution granting the C.U.P. 1. MCES will extend the Excelsior water main located to the west of the Property, up to the intersection of Christmas Lake Road and Third Avenue. 2. MCES shall reconstruct the Christmas Lake storm water outlet that extends throughout the property. 3. MCES shall restore the wetland area disturbed by its construction activities. He then explained that very recently staff has been told that the City is not listed as fee -owner of the property. The City had acquired it by tax forfeiture a number of years ago. Christmas Lake Road was improved by using part of the property. Drainage improvements were made using some of the property. Unfortunately, there was no title exchange. Staff and MCES are sorting through that. It is possible that CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 6 of 21 MCES may want to go through the eminent domain process because it may be the quickest way to acquire the property. Nielsen clarified that the resolution in the meeting packet is fine. It is consistent with what the Planning Commission recommended last April and with the conditions stipulated in the resolution. In response to a question from Mayor Zerby, Director Nielsen displayed a graphic of the area and highlighted what changes would be made. Mayor Zerby stated he assumes Shorewood does not have municipal water in that area. Director Nielsen responded that is correct. In response to a question from Zerby, Nielsen explained the watermain would be installed under the Shorewood - owned street and MCES would have a service connection off of that. Engineer Hornby explained the watermain would be on the north side of Third Avenue to the intersection and end at a fire hydrant. Services would also be extended to the right -of -way line for properties on the south side. Zerby noted that he also thought it would improve that area quite a bit. Councilmember Woodruff asked if that project would be done in 2016. Director Nielsen stated he thought so. Siakel moved, Labadie seconded, Adopting RESOLUTION NO. 15 -095, "A Resolution Granting a Conditional Use Permit for Metropolitan Council Environmental Services to Replace an Existing Lift Station in the Southwest Quadrant of the State Highway 7 /Christmas Lake Road Intersection." Councilmember Woodruff asked if the issue of owner is separate. Director Nielsen responded yes. Motion passed 4/0. Zerby moved, Woodruff seconded, approving the Water Connection Agreement between the City of Shorewood and Metropolitan Council. Motion passed 4/0. C. Zoning Text Amendment Regarding Density and Parking Requirements for Senior Housing Applicant: Oppidan Investment Company Location: 23075 State Highway 7; 6029 and 6050 Chaska Road Director Nielsen explained that during its November 23, 2015, meeting Council directed staff to prepare a formal amendment to the City Code. Oppidan Investment Company is proposing to build senior housing near the intersection of Chaska Road and Highway 7 in an R -C zoning district. Oppidan has requested amendments to the Zoning Code related to density and parking spaces for elderly housing. The amendments were taken from a proposed Code amendment the Planning Commission recommended for approval in the spring of 2014. That recommended amendment also had some items specific to the Smithtown Crossing Redevelopment Study Area. Council ultimately tabled that amendment. Oppidan asks that the density for elderly housing in the R -C, Residential Commercial zoning district be increased from 10 units per acre to 12 units per acre, that the assisted living units be counted as half units for the purpose of calculating density, and that the parking requirement for elderly housing be reduced from two spaces per unit to 1.5 spaces per unit. If the parking space reduction is approved, the applicant CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 1.4, 2015 Page 7 of 21 would allow for 1.5 spaces per unit and it would have to show where an additional one -half space per unit could be located on the site should parking become a problem in the future. Nielsen noted that the Planning Commission recommended approval of the proposed text amendments. Mayor Zerby asked where in Shorewood the amendments would apply. Director Nielsen stated there are a few R -C zoning districts in the City. One is at Lake Linden Drive and Highway 7 on the west side of Lake Linden Drive but he does not think the area would be large enough for elderly housing; there needs to be at least three acres. There is an R -C property along Minnetonka Boulevard but he was not sure the site would be large enough. Zerby stated he does not think the City has any R -3A or R -3B zoning districts. Nielsen confirmed there is no land zoned that way. Zerby then asked if the City Code contains a definition for what an assisted living unit is. Director Nielsen stated he does not think there is a definition in the Code. Zerby noted the industry has a standard. Nielsen explained that if the Code does not contain the definition then the development agreement for the Oppidan project, should it be approved, would contain a definition and that definition would eventually be codified in the Code. Zerby stated elderly housing is defined in the City Code. He asked what the age requirements are for elderly housing. Director Nielsen responded 62 years of age or older. That can be lowered to 55 years of age as long as the housing provides services specifically for that age range. The 62-years-of-age federal standard has been relaxed. Zerby stated the Code still requires 62 years of age or older. Councilmember Siakel stated she thought assisted living requires some state licensure. Attorney Keane stated the State of Minnesota does License qualified assisted living facilities. Director Nielsen stated the State's definition would be referenced in an amendment to the Code. Siakel moved, Woodruff seconded, Approving ORDINANCE NO. 524, "An Ordinance Relating to Calculating Density for Elderly Housing." Motion passed 510. D. Approval of a Minor Subdivision/Combination Applicant: Sass Investment 1, LLC Location: 6035 Galpin Lake Road and 22690/22740 Murray Street This was discussed as part of Item 6.A. E. Approval of a Minor Subdivision /Combination Applicant: Larson - Hendrickson Location: 21125 and 21195 Radisson Road Director Nielsen explained that Al and Jennifer Larson own the property located at 21195 Radisson Road. The Larson have arranged to purchase the property owned by Ken and Helen Hendrickson at 21125 Radisson Road. The subject properties are located in the R -lA/S, Single- Family Residential /Shoreland zoning district. As part of the transaction, the Larsons propose to rearrange the lot line between the two lots. The westerly lot line of the Hendrickson property cuts across the lake side of the Larson lot. The Larsons propose to straighten out that line along an existing easement that was created years ago. In exchange, they also propose to adjust the lot line as it approaches Radisson Road so it would be more perpendicular with the street. Both lots would meet or exceed the requirements of the R -IA/S, S zoning district and be relatively close to equal in size. The configuration would be better than what exists today. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 8 of 21 The Shorewood Subdivision Code requires the applicants to provide 10 -foot wide drainage and utility easements. In this this case the new easements would be along the existing and new side lot lines and along Radisson Road. There is already a sewer easement that runs along the lake side of the properties. Nielsen noted that staff and the Planning Commission recommend approval of the subdivision/combination as modified subject to the applicant's attorney preparing deeds for the new easements and an up -to -date title opinion for the property. Nielsen then noted that Mr. Larson was present. Councilmember Woodruff stated the graphic included in the meeting packet for the December 1, 2015, for this meeting was not the most current. The graphic included in the Council packet was cut off. He asked if the complete, correct graphic would be included in the record for this item. Director Nielsen stated it would. Siakel moved, Labadie seconded, Adopting RESOLUTION NO. 15 -098, "A Resolution Approving Subdivision and Combination of Real ]Property for Al and Jennifer Larson (owners of the 21195 Radisson Road property) and Ken and I3elen Hendrickson (owners of the 21125 Radisson Road property)." Motion passed 4/0. F. Appeal of Code Violation — Notice to Remove Applicant: James Elder Location: 26115 Smithtown Lane Director Nielsen explained that in October 2015 the City received a complaint about the property located at 26115 Smithtown Lane. James Elder, the owner of that property, was sent a Notice to Remove letter in late October directing him to correct the zoning violations (e.g., an unlicensed and inoperable old truck, vehicle parts, and other items) on his property. Shortly after receipt of the letter Mr. Elder removed the vehicle parts and miscellaneous violations from his property. In his appeal Mr. Elder has indicated that he was having difficulty removing the old truck. The easiest way to remove it would be to drag it out over his neighbor's property. The neighbor will not allow that. It is possible that Mr. Elder would have to dismantle the truck to remove it. Nielsen stated staff has advised Mr. Elder that when someone acts in good faith Council has fairly routinely granted an extension to the appellant. He noted staff is recommending Council grant a 30 -day extension. James Elder, 26115 Smithtown Lane, explained he has been actively investigating options for removing the old truck. Based on his investigations he has come to realize there are only two plausible ways to remove it. One plausible solution is to tow it out across his neighbor's property. The second plausible solution is to have the vehicle lifted by crane over his garage. He had contracted Midstate Crane Service and was told that lifting it over the garage was a plausible solution. A towing company and Midstate have both told him that the ground has to be hard (six inches of ice) and free of snow or it has to be dry and hard. The crane weighs about 35,000 pounds; it is too heavy to go on his driveway. The crane could be driven across his yard provided he authorized that. An attempt was made to back the crane onto his yard the previous week and when one wheel of the crane went onto his yard it sunk 12 inches into the lawn. When he investigated the possibility of dismantling the truck people encouraged him not to pursue that item. He noted that at this time he is at the mercy of the weather. He also noted if the ground conditions change over the next 30 days he will have the old truck removed. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 9 of 21 Councilmember Labadie stated Mr. Elder has acted in good faith and she can support granting him a 30- day extension. Councilmember Siakel stated Council has granted extensions before and she suggested it be consistent and do so again. Siakel moved, Labadie seconded, granting James Elder, 26115 Smithtown Lane, a 30 -day extension (by January 14) to bring the zoning violation into compliance. Motion passed 4/0. Mayor Zerby stated there are two representatives from the Three Rivers Park District present to talk about Item 10.D on the agenda. He suggested Council move to that agenda item. Discussion moved to Item 10.1) on the agenda. 9. ENGINEERING /PUBLIC WORKS A. Beaver Control This item was discussed after Item 10.D on the agenda. Councilmember Woodruff explained that out on Enchanted Island and to some extent Shady Island the beaver problem is becoming acute. A colony of beavers has established itself out in the wetland roughly directly north of Lagoon Road. The beavers are gnawing their way through all of the decent trees along the side of the roadway and he thought most of those trees are in the City right -of -way (ROW). The beavers are now slowly moving on to private properties. That is a property damage issue as well as a safety issue in a number of ways. That morning there was a 1 hour and 45 minute power outage that was caused by a tree falling on wires. That tree was almost gnawed through by beavers before it was blown over from high winds. There are a lot more trees in that same condition. Public Works personnel have been putting a protective fencing around the trunk of trees to try and protect them. Albeit effective he views it as a haphazard thing because it cannot be done to every tree. After the power outage that morning two Xcel Energy trucks, two Public Works trucks, one police vehicle and a fire truck came out to deal with the issue. Woodruff asked Council to consider having the City hire someone to execute a beaver control program. He noted that a part of the Enchanted Island is located in the City of Minnetrista and there are two huge beaver colonies located in a wetland there. He asked staff to talk with Minnetrista staff and to find out if Minnetrista would be willing to take some action because beavers change locations. Councilmember Siakel asked if it is beavers or muskrats that are being so destructive. Councilmember Woodruff responded beavers. Councilmember Woodruff stated a beaver can take out a 16 -inch diameter tree in two days. Director Brown noted there is the same issue at the outlet to Silver Lake. He stated if Council does authorize doing some beaver control he suggested it be done for the area around the outlet as well. Mayor Zerby noted Lake Minnetonka has 125 miles of shoreline. He commented that he did not think that getting rid of a few beavers would last very long. He questioned what the realistic thing to do is. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 10 of 21 Councilmember Siakel clarified she does not know anything about beaver control. She suggested staff research beaver control program options and associated costs and bring that back to Council for consideration. Mayor Zerby stated he assumes some other cities have executed beaver control programs. He asked staff to research that as well. Councilmember Woodruff clarified he was not an expert on beavers. He stated beavers like shallower water and wetlands. There is not a lot of shallow water around Lake Minnetonka. Beavers are basically trying to create a lake for themselves. The Islands are ideal habitat for beavers. 10. GENERAL /NEW BUSINESS A. Accepting the 2016 — 2020 Capital Improvement Program and the 2016 Enterprise Budgets Director DeJong noted the meeting packet contains a copy of the 2016 — 2020 Capital Improvement Program (CIP) and the 2016 Enterprise Budgets. He also noted he had distributed three updated sheets just prior to this meeting. He explained that the first change was to the Trails CIP — the full cost ($1,340,000) for the Smithtown Road East Sidewalk Extension Project was moved to 2016 even though a small portion of the cost was incurred in 2015. That same change was made to the Trail Construction Fund. The last change made was to the Street Reconstruction Fund where he had originally copied the 2015 Capital Outlay Other Improvements expense line item amount to the 2016 amount. That has been corrected. A couple of Funds show minor deficits. Those should be covered by a reduction in expenses because the tendency has been to budget expenses a little high. The Park Improvement Fund shows a deficit but park dedication fees from the Mattamy Homes development project are not reflected. There had been some discussion about moving out the costs for the Badger Park Improvement. That has not been done in order to allow staff to continue to work with the Minnetonka Lacrosse Association on making improvements to the ball field in Badger Park. DeJong noted that from his perspective the City should have sufficient funds available to accomplish the projects identified for 2016 and that the 2016 — 2020 CIP reflects realistic capital projects. Mayor Zerby stated the Park Capital Improvement Fund indicates it would end up in a deficit state (approximately $100,000) by the end of 2016. The Park Improvement CIP reflects almost $1.9 million in planned project expenditures from 2016 — 2020. He does not think the park dedication fees from the Mattamy project would cover that. That CIP also reflects $9,500 for resurfacing the tennis courts in Badger Park in 2018 yet it is his understanding that the courts are beyond just resurfacing improvements. Director DeJong stated more extensive work would have to be done to the courts but he does not have an estimate for that. He had some concern about funding that CIP. Councilmember Woodruff stated the Equipment Replacement Fund also indicates it would end up in a deficit state (approximately $64,500) by the end of 2016. He thought the City would be able to deal with the deficits in both the Park Capital Improvement Fund and the Equipment Replacement Fund. He then stated he wants to ensure Council understands that if it approves the 2016 CIP as presented it would be approving budgets with deficits. He noted that having the Equipment Replacement Fund end the year in a deficit state is a problem for him. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 11 of 21 Director DeJong explained that earlier in the year Council and staff discussed that the transfer into the Equipment Replacement Fund has been growing by $15,000 a year for the last few years and that will continue to be the case for a few more years in order to balance that Fund out. Councilmember Siakel stated she views the list of improvements to Badger Park as somewhat of a wish list. At this time she does not envision all of those improvements being made. She expressed confidence that the actual budget for the Park Improvements CIP would work out in the end. She was not overly worried about that. She agreed with Councilmember Woodruff that the Equipment Replacement Fund needs to have sufficient funds to purchase the needed replacements. She then stated if Council wants to do some other projects she thought the City had the financial wherewithal to do them. She went on to state that although the budget reflects the two Funds would end up in a deficit state at the end of 2016 she can support approving them because there are sufficient funds to make things work out. Mayor Zerby stated he views the CIP as a roadmap for the needs going forward. He also stated Council needs to have additional discussion about how they can be funded. Councilmember Labadie stated just because a project is included in the CIP it does not mean that Council has approved doing it. Councilmember Woodruff stated he thought that Council should be viewing the projects in the 2016 as projects that would likely get done. He then stated he views the projects in the 2017 CIP as intelligent placeholders. Councilmember Siakel stated the 2016 Park Improvements CIP includes Badger Park Phase 1 improvements for a cost of more than $500,000. She does not recollect what Phase 1 includes. If the improvements are for just the ball field there should be sufficient funds. Councilmember Woodruff stated Council needs to review what staff thought was included in Phase 1. Woodruff moved, Siakel seconded, Adopting RESOLU'T'ION NO. 15 -099, "A Resolution Adopting the 2015 — 2020 Capital Improvement Program and 2016 Enterprise Budgets" as amended by Director DeJong. Motion passed 4/0, B. Refunding Bond Sale Director DeJong displayed a document summarizing the actual savings that will be realized with the issuance of Refunding Bonds Series 2016A (fire), Series 2016B (police) and Series 2016C (fire) as of December 9, 2015, over the life of the Bonds. The document also summarized. what the estimated savings were projected to be on October 5, 2015, when the Excelsior Fire District (EFD) Board and the South Lake Police Department (SLMPD) Coordinating Committee met in a joint session. The combined final savings for the EFD will be $203,248 ($170,835 for Series 2016A and $32,413 for Series 2016C) and the savings for the SLMPD will be $174,239. The October 5 combined estimated savings for the EFD was $203,514 ($158,695 for Series 2016A and $44,819 for Series 2016C) and the estimated savings for the SLMPD was $167,614. The actual EFD savings will be $266 less than the estimate and the actual SLMPD savings will be $6,625 more than the estimate. DeJong noted staff recommends Council give approval to the issuance of Refunding Bonds Series 2016A and 2015B. Mayor Zerby compared the issuance of the Refunding Bonds to paying off a credit card balance with another credit card with a lower interest rate. He clarified the City is not borrowing more money. He CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 12 of 21 noted the combined total savings will be more than $380,000. He expressed his appreciation for the work Shorewood staff put into this effort. Administrator Joynes noted the City did not charge the EFD or SLMPD member cities for the work staff did on this; the work was done gratis. Staff put a lot of time into this refunding effort which was quite complex. He suggested Council consider charging some administrative fee to the EFD and SLMPD for such efforts in future years. He stated there was some resistance at first to doing this on the part of member cities. He credited Director DeJong for his persistence in doing this and organizing the effort. He stated Springsted, the City's bond counsel, helped with this effort. He then stated when the EFD and SLMPD joint powers agreements (JPAs) are up for review in the future he suggested the Shorewood Council ask that a provision be added for reimbursing Shorewood for all the time its staff spends on managing the financial provisions in the Agreements. Councilmember Siakel asked when the idea of adding that provision should be brought up. Director DeJong stated during the next budget cycle or when the JPAs get amended. Administrator Joynes noted that the EFD pays one of its member cities to provide fiscal agent services and that is done by contract. Councilmember Siakel noted that she agrees that Shorewood should get reimbursed for the other member cities' share of Shorewood managing the financial provisions in the agreements. She thanked staff for the efforts they expended to bring the refunding to fruition. She stated she was amazed by what staff had to do to convince the other member cities to save a collective amount near $400,000. Councilmember Woodruff asked if the savings displayed by Director DeJong were net the cost of issuance. DeJong stated they are. Woodruff moved, Siakel seconded, Adopting RESOLUTION NO 15 -100, "A Resolution Giving Final Approval to Issuance of Refunding Bonds (Series 2016A and Series 2016B) Related to Certain Public Safety Facilities and Agreements Related Thereto." Motion passed 4/0. C. 2016 Staff Compensation Administrator Joynes stated the meeting packet contains a memorandum from him regarding 2016 wage increases for non -union employees. He explained the City and AFSCME (American Federation of State, County and Municipal Employees) Local 224 which represents the Public Works union employees have reached a tentative agreement on a $50 per month increase in the City's contribution to dependent health insurance. The insurance contribution was the only issue open for negotiation in 2016. Its contract called for a 2 percent wage increase for both 2015 and 2016. He recommended the same increases for non -union personnel; a 2 percent wage increase and a $50 increase in the City's contribution to insurance coverage. Those increases are consistent with what staff knows about the labor market in the Lake Minnetonka area. The approved 2016 budget includes a 0.5 percent pool for merit increases; the budget contains a 2.5 percent compensation contingency. He recommended that be split among Twila Grout, Julie Moore and Director Nielsen. Ms. Grout and Ms. Moore for the extra hours they put in at the Southshore Center. Director Nielsen for the exceptional job he has done on the Mattamy Homes proposed Minnetonka Country Club development project and the other planning things that have come up. Nielsen has done that work in a good natured way and with good humor. Joynes stated with Council's approval he would establish those wage increases. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 13 of 21 Mayor Zerby asked if the Personnel Committee has had the opportunity to weigh in on this. Administrator Joynes responded no; he had other priorities to attend to. Councilmember Woodruff stated Administrator Joynes followed the same process use the last few years. He noted that process is not consistent with the Compensation Policy in the Personnel Policy Manual. He suggested Council review the Compensation Policy and either adjust it to the process recently used or to some other process it deems appropriate. He stated using a process that is not consistent with the Compensation Policy is not a good way to do business. Councilmember Siakel suggested Council start discussing how to reconcile the two approaches in January 2016. Administrator Joynes stated Council and staff have discussed having a major compensation study done in 2016 because of the number of staff members that plan on retiring during the next 18 months. He suggested waiting to address the Compensation Policy until that study is completed. Councilmember Siakel stated staff reports to Administrator Joynes; therefore she is comfortable with what he has proposed. Mayor Zerby stated he has some discomfort with the amount the City contributes toward insurance. He thought it is higher than what the market indicates for a City the size of Shorewood. He asked if there are comparables to support that. Administrator Joynes disagreed with Zerby's perspective. Joynes stated he is aware of a number of places that pay contributions above $1,000 per month. He explained in the insurance industries cities are being treated differently based on size and region. He noted that he is comfortable that what the City contributes is in the ballpark of what most cities contribute now. He also noted that each employee has a different rate. He stated for dependent coverage the average contribution increase will be higher than $50. Zerby stated the annual average contribution increase per employee would be about $600. Joynes confirmed that. Zerby asked how many employees are covered by this. Joynes responded 16. Zerby asked if or when the annual performance reviews will be done. Administrator Joynes stated all but two have been completed. Zerby stated he assumes the Personnel Committee will meet to review them. Joynes clarified. they do not see the individual reviews; they will get a summary. Zerby stated he would like to discuss that with Joynes later. Siakel moved, Woodruff seconded, accepting the City Administrator's recommendation for a 2 percent wage increase for non -union personnel, for allocating the remaining 0.5 percent of the compensation contingency for merit increases at his discretion, and 'increasing the City's contribution to employees' dependent health insurance an average of $50. Motion passed 410. Discussion moved to Item 10.E on the agenda. D. Options for CSAH 19 / Lake Minnetonka LRT Trail Intersection Administrator Joynes explained there have been ongoing discussions about how to fund an overpass crossing for the Lake Minnetonka LRT Regional Trail at County State Aid Highway (CSAH) 19. The original funding sources and the amount of money the Three Rivers Park District (TRPD) had set aside for the overpass ended up being far short of what the actual bid amount came in at. Therefore, the overpass idea was put aside. TRPD has since proposed an interim solution for improving safety at the CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 14 of 21 crossing. There may be possible options for coming up with adequate funding for an overpass but that would be at least two years out. He and Mayor Zerby had met with Boe Carlson (Superintendent of TRPD), Jonathan Vlaming (Associate Superintendent for Planning, Design and Technology with TRPD) and TRPD Board Chair Gunyou to discuss the possibility of joint efforts in obtaining the funding and to mutually commit to finding a way to construct the overpass. The TRPD has asked Council to support moving forward with the interim solution. Joynes noted that staff recommends moving forward with the interim solution for safety reasons and proceeding with securing funding for construction of the overpass. Jaynes also noted that Mr. Carlson and Mr. Vlaming were present. Mr. Vlaming explained he had been before Council during its August 24, 2015, work session to explain the interim solution that the TRPD proposed for safety reasons. The concept remains the same. He reaffirmed TRPD's commitment to the long -term solution of a grade- separated crossing. TRPD intends to again apply for a new Federal Transportation grant; the solicitation is supposed to come up in May 2016. TRPD should learn about the preliminary results of the success of that application in December 2016 if the Metropolitan (Met) Council stays on hack. The funding would likely be in 2019. The overpass project is "shovel ready" (i.e., the design plans have already been approved). Being shovel ready helps with scores. Shovel ready projects also help when there are funds that have been returned to the pool of funds for Federal Transportation projects and those funds have to be used relatively quickly. TRPD staff is having tax abatement discussions with Hennepin County staff as a possible backup funding source. Hennepin County staff has been presenting that to different levels of management. He highlighted the improvements that would be made to the current at -grade crossing. The median would be made wider and there would be a pedestrian marked crosswalk. There would be rectangular rapid flashing beacons (RRFBs) on each side of Country Road 19 and on the median. The RRFBs would be push - button activated. A person would push a button and then it would go into a strobing motion for a defined amount of time. There would be signs well in advance alerting motorists. On each side of Country Road 19 there would be a designated bikeway. During the study for the crossing people realized there is a lot of bicycle traffic going north and south on Country Road 19 that turns east or west on to the LRT Trail. The proposed bikeway would help define and control that bicycle movement. He noted that the purpose of the interim solution is to help people understand who has the right-of-way (ROW). He explained that for years vehicle drivers have stopped to give bicyclists the ROW even though they did not have it. Installing the (RRFBs) and the pedestrian crosswalk would give the bicyclists and pedestrians the ROW. He explained that based on the results of a Hennepin Country one -day traffic study conducted on August 2015 implementing the safety traffic improvements would not negatively impact vehicle traffic during the morning commute. The heaviest bicycle traffic is at the same time as the heaviest roadway traffic; at 4:00 P.M. The hope is the improvements would be neutral or possibly make things a little better because it would be a controlled situation. It is expected to improve traffic flow during non -rush hour times. The study found that when there are RRFBs and a pedestrian crosswalk about 86 percent of the vehicle drivers understand how things are supposed to work. Less than 20 percent understand when there is only a pedestrian striped crosswalk. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 15 of 21 Mr. Vlaming stated TRPD believes that the proposed interim solution is the best option and that TRPD is seeking Council's support this evening to move forward with it. TRPD wants to move forward with final design, final engineering and construction documents. TRPD would continue to work with City representatives on that. The goal is to bid the improvements out early this winter and to have the interim solutions in place before the busy summer season. Councilmember Siakel expressed her appreciation to TRPD representatives for continuing to work with Mayor Zerby and Administrator Joynes on interim and long -term solutions. She thanked TRPD representatives for their open mindedness and being willing to listen. She stated she thought doing something at the crossing is a good idea; but, she is not sure a striped pedestrian crosswalk is necessary. She noted that she liked all of the other proposed improvements. She asked if larger stop signs for pedestrians and bicyclists could clarify that vehicle traffic does not stop. She stated she would like to hear from other Councilmembers and staff about what they think the best interim solution would be. Councilmember Labadie stated she is not sure what the best interim solution would be. She noted that she can support what has been proposed for an interim solution and that she would oppose it as a permanent solution. She expressed appreciation to TRPD representatives for all of the time they have spent working with City representatives. She recommended the improvements be completed by May 2016 because there are a lot of elementary students who use that trail in May. Mr. Vlaming stated TRPD will try to have it done by then but the work will be dependent on the spring weather. Councilmember Siakel asked staff to tell Council what they thought the best thing to do would be. Director Brown stated the issue at the crossing has been in clearly communicating what is expected of pedestrians /bicyclists and motorists. The RRFBs appear to do a fairly reasonable job of that. He thought what has been proposed would be the best solution for that amount of money. Engineer Hornby stated the striped pedestrian crosswalk eliminates the confusion for motorists and the RRFBs help eliminate the confusion. Councilmember Siakel asked who would be responsible for the maintenance of the striped crosswalk. Director Brown stated it depends on how the cooperative agreement is written. Mayor Zerby stated he assumes the RRFBs are solar powered. Mr. Vlaming stated he does not know the answer to that but he would find it and get back to the City. Zerby then stated he thought the RRFBs would be on a cycle or timer. Zerby asked if there would be signage stating that motorists must stop when the RRFBs are flashing. Mr. Vlaming responded yes. Zerby encouraged there to be signage stating there is no passing on the shoulder before the crosswalk. Mr. Vlaming stated there maybe be bollards along the bikeways but that has not been finalized with Public Works personnel. Mayor Zerby expressed his appreciation to TRPD representatives for their cooperation and efforts. He understands that TRPD representatives strongly believe the improvements proposed are the right thing to do. He stated it is prudent to make the interim safety improvements as soon as possible. Councilmember Woodruff asked if Shorewood has to participate financially in the improvements. Mr. Vlaming responded no. Woodruff stated people wanting to use the LRT Trail will sometimes park in the Tonka Bay Manitou Park parking lot. He asked if the bikeway on the west side of Country Road 19 can be striped up to that parking lot. Mr. Vlaming stated he thought it would be logical to do that. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 16 of 21 Zerby moved, Labadie seconded, supporting the interim improvements to the at -grade crossing of the Lake Minnetonka LRT Regional Trail at County State Aid Highway 19 and directing staff to proceed in securing funding for the grade - separated overpass. Motion passed 4/0. Discussion returned to Item 10.A on the agenda. E. Excelsior -Lake Minnetonka Chamber of Commerce Lighting Request This was discussed after Item 10.0 on the agenda. Administrator Joynes explained that the Excelsior -Lake Minnetonka Chamber of Commerce is again requesting donations from cities to help pay the cost to buy and install holiday lights, greenery and wreaths. By the time the City received the request the fundraising was far along. The City contributed $750 last year to support the lighting program. Councilmember Siakel explained she was the liaison to the recent Park Commission meeting. During the meeting it was noted that 2016 will be the 10 -year anniversary for the Arctic Fever event. The idea of having a fireworks display sometime during the event was raised. She noted that she would like to provide additional support to help fund the fireworks display during the Event rather than supporting the lighting program for the Chamber at the $750 level. Councilmember Woodruff concurred with Councilmember Siakel's comments. He commented that he does not recollect the City contributing to the lighting program last year. He stated that contributing to the lighting program would not support Shorewood businesses in any way. He thought the City should focus on its business district if the City is going to do something. He noted that he likes the idea of fireworks during the Arctic Fever event; he thought it would be a big draw. Councilmember Siakel noted that the City contributes to the Fourth of July fireworks display. Shorewood residents view them. Councilmember Labadie stated she supports the City contributing to the Fourth of July display. But, funding lighting for the Excelsior business district supports only those business owners. She prefers to put City funds toward supporting the Shorewood community at this time. Mayor Zerby concurred. F. Selection of Arborist /Forester Services Provider Administrator Joynes explained that during its December 7, 2015, special meeting Council interviewed two candidates for providing arborist / forester services; S &S Tree and Horticultural Specialists and Craig Sinclair. The third candidate did not show up for their interview and has since indicated that he would like to be interviewed. It is up to Council if it wants to do that. Councilmember Siakel noted that she was running late that evening and could not participate in the interview process. She stated she would like to hear feedback from Council on the two candidates and that she would like Council to make a decision this evening. Mayor Zerby stated S &S can provide full service and had broad corporate skills and tools. Mr. Sinclair has extensive education in tree management and arborist services and has been working for the City of Waconia in a parks and recreation capacity. He noted that he liked the corporate side of S &S and the CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 17 of 21 resources it could tap into. S &S has also worked on tree management plans for some other municipalities. He thought Mr. Sinclair could do that but it is likely he would take more time to get up to speed. Councilmember Labadie agreed that S &S had more experience and a team of four people. She also agreed that Mr. Sinclair was well qualified. She noted that she thought S &S would be a better fit for the City for its long -term needs. Councilmember Woodruff stated both candidates were good and that S &S was an excellent organization and would provide very good service. Woodruff moved, Labadie seconded, directing staff to enter into an agreement with S &S Tree and Horticultural Specialists to provide contract arborist / forester services. Mayor Zerby noted that he thought both candidates were good. Motion passed 4/0. G. Park Commission and Planning Commission Appointments and the Role of the Liaisons Mayor Zerby stated that Councilmember Woodruff had pointed out that there are a number of council liaison appointments expiring and that it would be beneficial to appoint the 2016 liaisons before the beginning of 2016. He then stated the meeting packet contains a copy of a memorandum from staff listing the names of the Park and Planning Commissioners whose terms are expiring at the end of February 2016. It also includes a copy of document from 2003 explaining the expectations and roles of city council liaisons to advisory commissions and commission liaisons to city council. Administrator Joynes explained there are three Park Commissioners and three Planning Commissioners whose terms expire late February 2016. The terms of the other two Park Commissioners and Planning Commissioner expire late February 2018. Staff recommends Council make one of the three open seats a one -year appointment and the other two seats three -year appointments. That would result in one commissioner's term expiring in 2017, two expiring in 2018 and two in 2019. The yearly staggering of expiring terms was lost when the Commissions were reduced to five members from seven members. Joynes noted that Park Commissioners Steve Dietz and Lynda Gooch Hartman have indicated they are not interested in continuing on as Commissioners when their terms expire the end of 2016. He stated the other four Commissioners whose terms expire in February 2016 will be asked to submit a letter indicating their interest in continuing on. Staff will advertise for the openings in the City's January newsletter and on its website. A press release will also be sent to the local newspapers. Mayor Zerby expressed his appreciation to Clerk Panchyshyn for the work she put into this. He stated he thought staff's proposal for staggering the terms makes sense. Councilmember Siakel and Councilmember Woodruff concurred. Councilmember Siakel stated she hopes all three of the Planning Commissioners whose terms will expire in February 2016 will express interest in continuing on. She suggested asking if one of them would accept the one -year term. Administrator Jaynes stated staff intends to do that. Councilmember Woodruff suggested putting the notice on the website as soon as possible. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 18 of 21 Woodruff stated there is a Planning Commission meeting on January 5, 2016, and it is before Council's first meeting in 2016 when Council would make its annual appointments. He asked if a new Council Liaison to the Planning Commission should be appointed tonight or if the current Liaison should attend that meeting. There was Council discussion about the Council Liaison appointments to the Park and Planning Commissions for 2016. Zerby moved, Labadie seconded, appointing Jennifer Labadie as the Park Commission Liaison for January — June 2016, Dick Woodruff as the Park Commission Liaison for July — December 2016, Kristine Sundberg as the Planning Commission Liaison for January — June 2016, and Debbie Siakel as the Planning Commission for July — December 2016. Motion passed 4/0. Mayor Zerby explained that during the December 1, 2015, P1amling Commission meeting he spoke during matters from the floor about the role of the Council Liaison. He apologized for his comments being somewhat emotional; his long -time pet was in the very last stages of his life. The role of the liaison has been discussed before by various councils. He stated the 2003 document explains the expectations and roles of city council liaisons to advisory commissions and commission liaisons to city council very well and that he agrees with it. . Mayor Zerby recessed the meeting at 9:01 P.M. Mayor Zerby reconvened the meeting at 9:04 P.M. Mayor Zerby stated the council liaison should be neutral with their opinion when at an advisory commission meeting. They are a resource to the commission with regard to council action in the past and to carry information forward to council. Asking for clarification during a meeting and suggesting corrections to material would be appropriate. Offering an opinion such as agreeing with something being discussed or adding an opinion about something that may have been missed is inappropriate. He noted that Council can make changes to the 2003 document if it wants to. Councilmember Woodruff stated he has never seen the 2003 document before and noted he agreed with what was written. He then. stated that he strongly feels that the council liaison should be able to ask technical questions about the material, questions about accuracy and so forth that would otherwise have to get asked during a council meeting. That is missing from the list of roles and expectations under council liaison in the document. He recommended adding that. Councilmember Labadie stated she had never seen the 2003 document before. She suggested it be given to all new members of Council and to new members of the advisory commissions. Mayor Zerby stated he could add the item about asking questions and noted the council liaison has to exercise caution about asking leading questions. Councilmember Siakel stated the point is to let the advisory commissions come up with their own opinions and recommendations. If there is something left on the table at the end and if there is appropriate time then a comment can be made. Mayor Zerby stated he wants there to be a "level playing field" for all members of council; all members should have the same opportunity to provide input. If a council liaison helps shape an advisory CITE' OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 19 of 21 commission's recommendation he does not consider that a "level playing field ". The liaison's opinion needs to be held back until council discusses the item. Zerby then stated from his perspective for the most part this Council has been likeminded. But, if a council liaison had an opinion different from another member of council they should not be allowed the extra opportunity to influence things. He acknowledged that is somewhat of a political position. He stated the more neutral the liaison is the better it is for everyone. Zerby asked staff to add the point about technical clarifications and Council can consider approving it. VANN W.191 OXOM A. Administrator and Staff 1. Trail Schedule Mayor Zerby noted the meeting packet contains a copy of the Trail Schedule. Engineer Hornby stated he anticipates the contractor would start removing trees for the Smithtown Road east sidewalk extension sometime this winter. He intends to seek clarification about that. 2. Monthly Budget Mayor Zerby noted the meeting packet contains a copy of the October 2015 Monthly Budget Report. 3. Report on the 2015 Deer Management Program Director Nielsen stated he intends on providing a report on the 2015 Deer Management Program for Council's first meeting in January 2016. 4. Southshore Center Administrator Joynes explained that on December 10, 2015, the City and the other four co- owners of the Southshore Center were in mediation for 5 — 6 hours. Both sides came some distance. He and Attorney Keane provided Council with the offers made. The mediation was adjourned without the two parties reaching a settlement. He thoughtt it would be prudent to schedule an executive session in the near future to discuss what the City's position is. There are a number of options for how to proceed. Attorney Keane noted there is a scheduled hearing on February 5, 2016, regarding the other four cities motion for a summary judgement. Their request on summary judgement is to have the court direct that the parties be bound to the buyout provision in the Cooperative Agreement. Mayor Zerby stated that was a disappointing day. 5. Hennepin Country Utility Summit Director Brown explained Hennepin Country conducted its first utility summit. It has become very apparent that during construction projects the items that most frequently hold up projects are private utilities. The County brought together representatives from many municipalities in the County and the private utility companies to discuss how to resolve the issue. The County is researching a cloud -based CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 20 of 21 system that he thought the cities and utilities would participate in financially and enter their projects into. The County's goal is to get the utility companies, municipalities and agencies to effectively communicate so that the parties know what projects are on the horizon and to let people find out which roadways have moratoriums on them for installation of utilities or roadway cuts. He thought as the County rolls this out he assumes the County would want all of the agencies to participate financially and actively in the system. Mayor Zerby stated he received a notice that the County is previewing a system about infrastructure maps on December 16. He asked if anyone from staff is going to go. Director Brown stated he cannot commit to that at this time. Other Mayor Zerby stated that twice during this meeting there has been mention that other member cities are not willing to financially participate in providing services to police and fire. Some examples are monthly siren testing, servicing the police and fire station, sporadic servicing of vehicles. He is not aware of the City asking to be reimbursed for those services. Director Brown confirmed that. Zerby asked if an invoice would be sent out yet this year or does a policy need to be created first. Zerby stated Shorewood has provided services for no fee in the past and he thought it was Council's desire to stop providing those services gratis. Brown stated if that is Council's desire then staff would be willing to draft a policy for doing that. Zerby stated it is his recollection that at the beginning of the year Council wanted that to be done. Councilmember Labadie stated if the policy was clear there should be no surprises. Councilmember Woodruff stated he would like staff to provide Council with a list of the services it provides gratis to police and fire. He noted that personally he does not have a problem with a barter system. He does not think a one -way nonreciprocal approach is appropriate. Mayor Zerby stated that because the Public Works facility is next door to the public safety facility in Shorewood it has been convenient to provide services but that cost should be shared by all member cities. There was Council consensus to have staff draft a policy. Councilmember Labadie asked if any property owners have hooked up to the recently installed municipal water system put in as part of the Star Lane and Star Circle reconstruction project. Engineer Homby stated the last watermain test was completed on December 7. The construction engineer notified the residents in that project area via text message that they could hook up. He thought one or two property owners applied for a connection permit. Director DeJong stated staff will submit the final budget reports to Hennepin County, the Minnesota Department of Revenue and the Office of the State Auditor. He reminded Council that because Council is not scheduled to meet again until January 11, 2015, staff will pay bills at the end of December per the City's policy. Those verifieds will be provided to Council in its January 11 meeting packet. B. Mayor and City Council Mayor Zerby noted that Council will not meet again in regular session until January 11, 2016. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES December 14, 2015 Page 21 of 21 Woodruff moved, Labadie seconded, Adjourning the City Council Regular Meeting of December 14, 2015, at 9:20 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: Soirer4, or Jean Panchyshyn, City Clerk