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01-25-16 CC Reg Mtg Min CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 6 of 12 B. Minnetonka Country Club Development Stage Plan Approval Applicant: Mattamy Homes Location: 24575 Smithtown Road Director Nielsen explained the Planning Commission held a public hearing during its December 1, 2015, meeting to consider a revised Concept Stage plan and Development Stage plans and preliminary plat for Mattamy Homes’ proposed Minnetonka Country Club (MCC) development. The Commission was provided with three reports for that hearing – one from the Planning Department, one from Northwest Associated Consultants (NAC is the firm hired to address primarily the environmental aspects of the project) and one from WSB & Associates (the City’s consulting engineers). The Commission continued the hearing to its January 5, 2016, meeting. Staff provided the Commissioners with a spreadsheet which included the recommendations made in the three reports for its January 5 meeting. The spreadsheet identifies if the recommendations would be addressed in the Final Plan Stage, the Development Agreement and / or the Declaration of Covenants. The Commission voted unanimously to recommend approval of the revised Concept Stage plan and the Development Stage plans and preliminary plat. Mattamy Homes has requested a modification to its preliminary plat. It proposed to replace the age- targeted lots on Featherie Bay (on the northeast corner of the development) with 10 traditional lots and then replace the traditional lots on Niblick Alcove with 20 age-targeted lots. The hope to have as many of the age-targeted units be a look-out or walk-out style as possible. The number of total units would remain the same. The change requires the Planning Commission to hold another hearing on the Development Stage plans and preliminary plat. That has been scheduled for February 16. Council will consider it during its February 22 meeting. Nielsen noted that no action is required by Council this evening. Rick Packer, with Mattamy Homes, commented that he had mentioned to the Planning Commission that with a development the size of the MCC project people should expect there to be changes. He explained that the builders interested in building the age-targeted units want them to be on walk-out or look-out lots. That could not be accomplished on the lots on the northeast corner of the site. Therefore, the 17 age- targeted units on the northeast corner have been replaced with 10 traditional lots and 20 age-targeted units will be built on Niblick Alcove. He reaffirmed the total number of units on the site will remain the same. Mr. Packer stated Mayor Zerby had expressed concern primarily about the age-targeted units proposed for the northwest corner of the site. He distributed a drawing showing the rough placement of those units on lots. The drawing showed that on the front of the lots the distance two houses would vary in part because of the curve of the roadway and in part because the units are staggered. The distance at the back of the houses also varies. He also distributed a color rendering site plan that showed unit styles and noted it was not a perspective sketch. A revised preliminary plat was also distributed. Mr. Packer then stated Mattamy has been making progress with the Minnehaha Creek Watershed District (MCWD). It has submitted applications for its wetland alteration permits and grading permits. He noted that every time Mattamy gets close to having the permits approved the person they are dealing with at the MCWD quits their job. Mattamy basically has to start over again; that happened today. Mattamy has also been working with staff on various items and with the NAC representative on landscaping and environmental items. Mr. Packer stated Mattamy is considering having another builder participate in the project. If that builder participates the phasing of the project maybe modified slightly so the east part of the site would be CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 7 of 12 developed first including a complete north south roadway. It is likely the center loop would be developed next. Mayor Zerby stated his remaining concern is regarding the proposed age- targeted lots on the northwest corner of the site. The realignment on the east side of the site resulted in there being more age- targeted units on the northwest corner. There are now 12 age- targeted units proposed for on the west side of Ayrshire Lane. He noted he visited the Woodland Cove project site in the City of Minnetrista and saw houses that are similar to what is proposed for the MCC age - targeted units. When there are just three or four houses together it is pretty tight. He stated the lots for the 12 age - targeted units when combined total almost three football fields long; that is three football fields of houses. He suggested there be some visual break such as trees between some of the houses. He thought it may be possible to charge a little more for those units they have trees on the sides of the lots. He asked if the outiots could possibly be used to create a tree line that would break up that row of units. Zerby thanked Mattamy for the work it has been putting into this project and noted he was not surprised that changes are proposed. Mr. Packer stated he thought maybe the units could be spread out but that would move units closer to Smithtown Road and that is not what Mattamy wanted to do. He then stated that losing a lot would be a very expensive proposition for Mattamy. Mayor Zerby stated that as a developer he appreciates that Mattamy might be disappointed in the loss of one lot but he would not. He does not think the loss of revenue from one less lot would be that significant for a development this large. Councilmember Labadie asked if the copy of the preliminary plat included in the meeting packet is the same as the one Mr. Packer distributed this evening. Mr. Packer stated the one distributed this evening reflects the location change of the age - targeted lots on the east side of the site. Labadie stated that preliminary plat distributed this evening does not reflect an access point on to Country Club Road. She asked if that is going to remain that way. Mr. Packer responded yes. Mayor Zerby stated he would like to be provided with drawings showing the ground elevations. Mr. Packer stated for the Woodland Cove development the streets are relatively straight and the side yard setbacks are five or six feet. Councilmember Siakel asked if the sale price for the age - targeted units will increase again. The most recent price discussed had increased from what was originally presented. Will the price remain at $400,000 — $500,000? Mr. Packer responded the price will go up again because the builder constructs houses at a higher price point than Mattamy does; that builder does not provide lower price point units. Siakel expressed concern about that. She stated that early on the intent was to have some units that were would be more affordable than the traditional single- family units. Mr. Packer stated the age- targeted units on the east side of the site that the other builder would build would be much nicer. Mattamy wants the project to be successful. He noted Mattamy has not signed an agreement with that builder to build the age- targeted units on the west side of the site. Mattamy intends to develop the west side of the site itself. A. Approval of the 2016 Standard Specifications and Retail Plates Engineer Hornby stated the last major update to the City Standard Specifications and Standard Detail Plates for Street and Utility Construction was done in 2001. There have been some minor updates since CITY OIL SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 8 of 12 then. Since 2001 the Minnesota Department of Transportation (MnDOT) has made three revisions to its Construction Specifications. The City Engineers Association of Minnesota (CEAM) made one revision in 2013. Staff has updated the City Specifications and Detail Plates to reflect the current MnDOT and the current CEAM Standard Specifications and Detail Plates. The Contract Documents were updated to the 2013 Engineers Joint Contract Document Committee (EJCDC) Contract and Supplementary Conditions. The updates will be reviewed by the City Attorney and Director of Public Works. The City has been using a hybrid of the specifications on City projects over the last two years and it has been using the 2005 and 2014 MnDOT specifications. He noted a hardcopy of the document will be at the front desk and can be made available to people who want to look at it. Council should have received an electronic version of it. Hornby noted staff recommends Council adopt the resolution adopting City Standard Specifications and Detail Plates for Street and Utility Construction contingent on final review comments by the City Attorney and Director of Public Works. Councilmember Woodruff noted the document is 31.8 pages long. He asked if the specification for street width has been changed. Engineer Homby noted that standard was set in 2001. He stated on Meadowview Lane, Valleywood Lane, Sunnyvale Lane and Star Lane the City used a hybrid which was within a couple of feet of the specification. Woodruff stated that it appears to him that the cul -de -sac width standard has been increased. Homby clarified it stayed the same and stated that sometimes it has been reduced because of property issues. Mayor Zerby expressed his appreciation for all of Engineer Homby's work on this. He stated he wanted this to be completed so new roadways would be constructed up to standard. Hornby noted the update was necessary. Woodruff moved, Zerby seconded, Adopting RESOLUTION NO. 16 -006, "A Resolution Adopting City Standard Specifications and Detail Plates for Street and Utility Construction" contingent on final review comments by the City Attorney and Director of Public Works. Motion passed 4/0. 10. GENERAL /NEW BUSINESS A. Discussion of Excelsior's Waters Proposal Mayor Zerby noted that during an executive session immediately preceding this meeting Council discussed the City of Excelsior's Waters Proposal. Staff was directed to research and prepare written comments. A. Administrator and Staff 1. Trail Schedule Mayor Zerby noted the meeting packet contains a copy of the Trail Schedule. Engineer Hornby noted that he had sent a notice to the residents living along the north and south side of Smithtown Road in the areas where the Smithtown Road east sidewalk will be constructed notifying them that the contractor wants to start clearing trees starting the week of February 22. Council should have been copied on that correspondence. CITE' OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 9 of 12 Mayor Zerby again asked that project related information be put on the City's website. He stated there has been discussion about putting a projects tab on the website which when clicked would direct people to updates on projects such as the trail projects and the Minnetonka Country Club development project. Zerby then asked if there is any update on the Galpin Lake Road Trail Project relative to the permit from the Minnehaha Creek Watershed District (MCWD). Engineer Hornby stated that application has not been submitted. Hornby stated he met with representatives from the MCWD on January 22 and learned another staff member there has quit. Staff members at the MCWD interpret the rules differently. Therefore, the entire packet for the Project will have to be resubmitted. WSB & Associates staff is going to meet with MCWD staff to discuss this Project in particular. 2. November 2015 Monthly Budget Report Mayor Zerby noted the meeting packet contains a copy of the November 2015 Monthly Budget Report. Director DeJong stated it appears the 2015 budget will close out the year in good shape. Other Director Brown explained that a number of months ago Michelle Swanson, with Xcel Energy, had spoken to Council about a proposed new substation in the City of Chaska. Because of challenges Xcel was facing with Chaska that proposed substation will be constructed in the City of Victoria. Xcel has received approval from Victoria to do that. Xcel's goal is to have that substation online by the end of 2016. That substation should help reduce the number of power outages in Shorewood. Brown explained that staff from the Cities of Excelsior, Shorewood and Tonka Bay are exploring if it would be beneficial for the three Cities to jointly purchase a Vactor Cleaner Truck which would be used to maintain sanitary sewer systems. The cost of that vehicle is $400,000 — $450,000. Currently Excelsior and Tonka Bay operate that type of vehicle and it is due for replacement. Engineer Hornby stated the Minnesota Department of Transportation (MnDOT) has been replacing its street lights with LED lights. He will work with the Communications Coordinator about including some information about that in the City's newsletter. Xcel Energy is considering a similar program for the lights it owns. Mayor Zerby stated he thought the new lights were nice; they emit a brighter white light and they are directed better. Hornby stated the savings generated by the new lights statewide are significant. Zerby suggested the City consider installing LED lights when it needs to replace City -owned street lights. Hornby sated MnDOT's LED fixtures are flatter. Hornby then stated the Traffic Committee met on January 21. The two - hour -long meeting was very active. The Committee went through about eight pages of alternatives. The WSB & Associates facilitator is going to tally the alternatives and present them in matrix format to the Committee during its last meeting. WSB will also review the methodology that will be used to report the Committee's recommendations to Council. Hornby went on to state he had been asked if WSB has had any of its staff go to the Minnetonka Country Club (MCC) development site to check on things. One of its young engineers went out to inspect erosion control. Erosion control had been set up but had to be taken down in order to remove additional contaminated soils. Straw and seed will be put down to stabilize the areas once the weather warms up. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2416 Page 10 of 12 Director DeJong stated the Finance Department is working on 2015 year -end tasks. The City's auditor will have representatives on site to do some preliminary work this week. He then stated 1099s and W2s will be sent out this week. Director Nielsen stated earlier in the day the City received the flyover map from the Three Rivers Park District (TRPD) for the aerial deer survey it conducted. The overall count is almost identical to that in 2014. During the 2015 Deer Management Program almost all of the harvested deer were taken out of the west side of the City. The 2016 flyover map shows the majority of the deer are in areas where no deer were harvested in 2015. Administrator Joynes reminded Council of the February 5 Council and staff retreat. The meeting packet will be sent out be the end of the week or early next week. R. Mayor and City Council 1. Customer Relationship Management (CRM) Software Mayor Zerby noted that at the dais this evening Council found a memorandum from the Communications Coordinator about SeeClickFix Customer Relationship Management (CRM) Software that is used to track complaints and problems. Administrator Joynes noted five cities in Minnesota use SeeClicicFix. He explained the system would organize and track complaints the City receives. The complaints or problems would be directed by staff at the front desk to the appropriate department for action to be taken. Council and staff would be able to easily find out the types and quantity of complaints received and problems reported and how quickly they were resolved. If Council decides to move forward with implementing this system then Council must have a standardized response of directing people to the process so their issues can be entered into the system. Most of the issues reported will be for Public Works issues. There will be times when there are significant problems so taking care of the issues will take longer. He noted the initial cost is $4,600; $1,000 of it is a one -time cost. Those communities that use the system have experienced about a 5 percent increase in the cost of it annually. Mayor Zerby explained that the vendor would develop an app for Shorewood that would allow residents to submit photographs and detailed information including GPS coordinates easily. It would also allow them to quickly link to other information on the City's website. He stated he thought it is a good program and that it would be a good way to track what he called "fixit tickets ". He also thought it should help improve communication and reduce the number of calls Director Brown receives on his mobile phone. Councilmember Woodruff asked if there would be a way to segregate certain types of complaints (e.g.; a zoning code violation) for data privacy reasons. Administrator Joynes stated that can be addressed. Mayor Zerby clarified the complaints or issues would be reviewed by staff at the front desk first. Councilmember Siakel asked how many complaints are received or problems reported. She asked if the City really needs the system or is it a solution to a problem the City does not have. Director Brown stated he thought about 30 issues are reported weekly. Councilmember Woodruff stated he is willing to try the system because it would allow City staff and the Council to be accountable for ensuring the issues are tracked and action was taken. He stated the City of Sartell uses the system and that would be a good comparable to the City but the Cities of Eden Prairie and Minneapolis would not.