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05-31-16 CC Reg Mtg AgendaP CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS TUESDAY, MAY 31,2016 7:00 P.M. AGENDA CONVENE CITY COUNCIL MEETING A. Roll Call Mayor Zerby Labadie Siakel Sundberg Woodruff B. Review Agenda Attachments 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes of May 9, 2016 Minutes B. City Council Executive Session Minutes of May 9, 2016 Minutes 3. CONSENT AGENDA—Motion to approve items on the Consent Agenda& Adopt Resolutions Therein: A. Approval of the Verified Claims List Claims List B. Establishing the 2017 Budget Schedule Finance Director's memo, Resolution C. Approve Agreement between the SLMPD and the City of Excelsior Clerk's memo For Summer Dock and Park Patrol Services D. Adopt-A-Garden Volunteer Stipend Clerk/Park&Rec Coord's. memo E. Accept Final Improvements and Close Out West Water Tower Project Director of Public Works' memo, Resolution F. Award Quotes for East Water Tower Cleaning Director of Public Works' memo G. Authorize Summer Seasonal Appointment Director of Public Works' memo H. Extension of Setback Variance Approval for 20920 Forest Drive Planning Director's memo 4. MATTERS FROM THE FLOOR (No Council Action will be taken) 5. PUBLIC HEARING CITY COUNCIL REGULAR MEETING AGENDA—May 31,2016 Page 2 6. REPORTS AND PRESENTATIONS A. Update on Lake Minnetonka Communications Commission(LMCC) Clerk's memo Activities by Shorewood Representative RJ Lavallee B. Request for Fourth of July Event Funding, Laura Hotvet, Chamber Director Chamber memo 7. PARKS A. Report by Ed Rock on the May 10 and May 23 Park Commission Minutes Meetings B. Decommission Skate Park Planning Director's memo C. Badger Park Hockey Rink- Removal Planning Director's memo, Attachment 8. PLANNING 9. ENGINEERING/PUBLIC WORKS A. Professional Services Proposal for Galpin Lake Road Trail Grant Engineer's memo Application B. Professional Services Proposal for Tree Inventory and Management Plan Engineer's memo from S & S Tree 10. GENERAL/NEW BUSINESS A. Accepting Credit Card Payments for Permits Finance Director's Memo B. Goose Management—Christmas Lake Planning Director's memo C. Revised TIF Schedule and Call for Hearing Administrator's memo D. Update on Administrator Search 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Trails Schedule Trails Schedule 2. Monthly Budget Report Finance Director's memo 3. Wellhead Protection Implementation Grant B. Mayor and City Council 12. ADJOURN CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 • 952-960-7900 Fax:952-474-0128•www.ci.shorewood.mmus•cityhall @ci.shorewood.mmus Executive Summary Shorewood City Council Regular Meeting Tuesday, May 31 7:00 p.m. 6:00 PM—City Council Work Session Agenda Item 42A & 213: Approval of Minutes from the May 9 City Council Regular Meeting and the May 9 Executive Session. Agenda Item 43A: Approval of the verified claims list. Agenda Item 4313: Staff recommends approval of a resolution establishing the 2017 Budget Schedule as provided. Agenda Item 43C: Each year, the City of Excelsior enters into an agreement with the SLMPD for dock and park patrol services. The Joint Powers Agreement allows a member community to contract with the SLMPD for additional services as long as these services do not use existing SLMPD staff. All costs are the responsibility of the contracting city and the other member cities must approve the agreement. Staff recommends Council approve the agreement between Excelsior and the SLMPD for the year 2016 summer dock and park patrol services. Agenda Item 431): Recommendation to increase the stipend given to the volunteers who Adopt-a-Garden to use towards purchase of plants, mulch, etc, for each park/public space in Shorewood. It is recommend the stipend increase to $150 from $100. There are currently seven Adopt-a-Garden park/open spaces. A motion approving this increase effective with the 2016 season is requested. Agenda Item 43E: This item accepts the Final Improvements and Authorizes Final Payment for the West Water Tower Rehabilitation Project, City Project 15-01, to Classic Protective Coatings, Inc. Agenda Item 4317: Staff has included, as part of the City's Municipal Water Fund Budget, funds for power washing the water tower located at the intersection of Old Market Road and State Trunk Highway 7. Two quotes were received. Staff is recommending that the quote from KLM Engineering be awarded in the amount of$5,200. Executive Summary—City Council Meeting of May 31, 2016 Page 2 Agenda Item 43G: Traditionally, the City hires two temporary seasonal employees annually, to assist with park maintenance and roadway patching. Staff is recommending that Mr. Mitch Meeks be appointed to the first of two positions. Agenda Item 43H: Staff and the Planning Commission recommend approval of an extension to David Moe's variance approval. Six months has been requested. Agenda Item 44: Matters from the floor—no council action will be taken. Agenda Item 45: There are no public hearings scheduled this evening. Agenda Item 46A: Lake Minnetonka Communications Commission (LMCC) representative RJ Lavallee will be present to give an update on LMCC activities. Agenda Item 4613: Excelsior-Lake Minnetonka Chamber of Commerce Executive Director Laura Hotvet will provide a funding request for the upcoming July 4h celebration. Agenda Item 47A: Park Commission Ed Rock is scheduled to provide a report on recent Park Commission meetings. Agenda Item 4713: Due to very low observed use, the Park Commission has recommended that the skate park equipment be removed from the South Shore Skate Park, rather than spending considerable money to refurbish the equipment. Agenda Item 47C: The Park Commission has recommended approval of a proposed grading plan for the Badger Park artificial turf playfield project. This will enable the preparation of a contract with FieldTurf. In order to accommodate the excess fill generated by the Badger Park playfield project, it is necessary to remove the existing hockey boards from the site. Public Works should be directed to do this at its earliest convenience. Agenda Item 48: There are no Planning items this evening. Agenda Item 49A: Council is asked to discuss a grant opportunity from the Metropolitan Council for the Twin Cities —Regional Solicitation—Road, Transit and Trail Grants program for the Galpin Lake Road Trail project, and provide staff direction on if Council would like to proceed with the grant application and approve to accept the professional services proposal from WSB to prepare the application. Agenda Item 4913: Council is to consider approval of a professional services proposal from S & S Tree and Horticultural Specialists, Inc., for the completion of the tree inventory and preparation of a tree management plan. Agenda Item 410A: Council is asked to consider accepting credit card payments for minor permits. Executive Summary—City Council Meeting of May 31, 2016 Page 3 Agenda Item 41OB: The Christmas Lake Homeowner's Association has asked for the City's assistance in working with the DNR on the Association's Goose Management Plan implementation. Agenda Item 41 OC: Council is to consider approval of a Tax Increment District to support the Oppidan Senior Housing Project. Agenda Item#1 OD: Administrator Joynes will provide an update on the status of the Administrator search. Agenda Item#11 A: Staff reports are provided in the packet and will be given at the meeting. #2A CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, MAY 9, 2016 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Zerby called the meeting to order at 7:04 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Labadie and Sundberg; Attorney Keane; City Administrator Joynes; City Clerk Panchyshyn; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and, City Engineer Hornby Absent: Councilmembers Siakel and Woodruff B. Review Agenda Sundberg moved, Labadie seconded, approving the agenda as presented. Motion passed 3/0. 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes, April 25, 2016 Sundberg moved, Zerby seconded, Approving the City Council Regular Meeting Minutes of April 25, 2016, as presented. Motion passed 3/0. 3. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Sundberg 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 Proposal by Safe Assure for Safety Training C. Approving ORDINANCE NO. 528, “An Ordinance Enacting and Adopting the 2016 S-11 Supplement to the Code of Ordinances for the City of Shorewood Minnesota” and Adopting Resolution No. 16-030, “A Resolution Approving the Official Summary of Ordinance No. 528.” D. Adopting RESOLUTION NO. 16-031, “A Resolution Approving a 3.2 Percent ‘Off- Sale’ Malt Liquor License, for Shorewood 2001 L.L.C., dba Cub Foods”; RESOLUTION NO. 16-032, “A Resolution Approving an Off-Sale Intoxicating Liquor License, for Park Square Subway, Inc., dba Shorewood Liquor”; RESOLUTION NO. 16-033 “A Resolution Approving an Off-Sale Intoxicating CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 9, 2016 Page 2 of 10 Liquor License, for TL Shorewood Inc., dba Team Liquor Wine & Spirits”; RESOLUTION NO. 16-034, “A Resolution Approving an Off-Sale Intoxicating Liquor License for Wine & Spirits by JD, Inc., dba MGM Wine and Spirits”; and, RESOLUTION NO. 16-035, “A Resolution Approving Intoxicating Liquor License On-Sale Intoxicating Liquor and Special Sunday Sales for American Legion Post #259.” E. Setting the Date for the Annual Appreciation Event F. Affirming RESOLUTION NO. 16-029, “A Resolution Relating to the Sale of Tax Forfeited Parcel Lot 1, Auditor’s Subdivision 367.” G. Accept Donation from Minneapolis Auto Club for Safety Camp H. Approval of License Agreement with Hennepin County for Election E-pollbooks Councilmember Labadie thanked the Minneapolis Auto Club for its donation to the 2016 Safety Camp. Motion passed 3/0. Mayor Zerby asked that the volunteer gardeners also be invited to the appreciation event. Attorney Keane noted that there will be a short executive session following this meeting. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC HEARING 6. REPORTS AND PRESENTATIONS A. Update by Jack Kimball and Judd Bracket on Phelps Bay and Gideon Bay Milfoil Treatment Judd Bracket, 125 Woodpecker Ridge Road, Tonka Bay and a member of the LMA Board, noted that this evening he is representing the Lake Minnetonka Association (LMA) regarding the Eurasian Watermilfoil (milfoil) treatment project. He also noted that his property fronts Gideon Bay; he is a Bay Captain for Gideon Bay and represents Shorewood Residents. He stated Shorewood Resident Jack Kimball (his property fronts Phelps Bay) usually makes a request for treatment funding; he was not feeling well today. He stated Shorewood has in the past been generous with its contribution to the milfoil treatment project. Some unusual weeds have been identified in Phelps Bay and they need to be analyzed. Therefore, Phelps Bay will not be treated for milfoil this year. As Bay Captain for Gideon Bay asked the Council to again contribute toward the milfoil treatment of Gideon Bay in 2016. For the last few years $1,800 of the City’s total treatment contribution went toward the treatment of Gideon Bay. The rest of the contribution went toward the treatment of Phelps Bay because there are more Shorewood owners of properties that front Phelps Bay in Lake Minnetonka. He CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 9, 2016 Page 3 of 10 noted that he does not know if Bay Captain Kimball intends on asking for both a makeup contribution (from 2016) and a 2017 contribution in 2017. Councilmember Sundberg asked why it is so difficult to get property owners to contribute toward the funding of the milfoil treatment. Mr. Brackett stated he thought part of it was apathy. Because Phelps Bay looks so good people don’t understand why there is a need to continue to treat it. New owners of properties that front Phelps Bay don’t know the history of treatment and therefore do not understand what the problem is. The property owners also have complacency. Mr. Brackett stated property owners contribute from $50 to $4,000. Councilmember Sundberg noted she supports the City making a contribution. Councilmember Labadie asked what the City contributed in 2015. Director DeJong stated the total contribution was $6,000; $1,800 for Gideon Bay and $4,200 for Phelps Bay. That is what the City contributed for a number of years. Councilmember Labadie asked Mr. Brackett to explain for the viewing audience what the treatment project entails. Mr. Brackett noted the milfoil harvesting program is done by the Lake Minnetonka Conservation District (LMCD). It has been doing that for years. He explained the LMA got involved with a pilot herbicide milfoil treatment program in 2008 in partnership with the Minnesota Department of Natural Resources (DNR), the Army Corps of Engineers and the LMCD. Milfoil has been in Lake Minnetonka for close to 30 years. Not much had been done to mitigate it before 2008. The pilot program was conducted in Carmen Bay, Gray’s Bay and Phelps Bay. A few years later Gideon Bay and St. Alban’s Bay also got treated. The herbicide treatment was for two aquatic invasive species (AIS) – milfoil and Curlyleaf Pondweed (CLP). The herbicide is plant specific; the native plants in the Lake are barely impacted. The DNR is pleased with how the herbicide goes after milfoil – the crown, the root and the part that grows – to kill the weed. When the DNR allows a native weed to be treated it knows the weed goes down and eventually grows back because those weeds are supposed to be there. Councilmember Labadie thanked Mr. Brackett for the good explanation and noted she would support the City making a contribution. Mayor Zerby stated the treatment has been highly effective in the past. Lake Minnetonka is somewhat akin to a park; many people use it. He noted he was glad there is such a tool to help make the Lake usable. Zerby moved, Sundberg seconded, approving a $1,800 contribution for the Eurasian Watermilfoil herbicide treatment of Gideon Bay. Motion passed 4/0. Councilmember Sundberg suggested publishing something about funding for the treatment in the City’s newsletter. 7. PARKS A. Report by Paul Stelmachers on the April 26, 2016, Park Commission Meeting CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 9, 2016 Page 4 of 10 Director Nielsen reported on matters considered and actions taken during the April 26, 2016, Park Commission meeting (as detailed in the minutes of that meeting). Nielsen noted Mr. Stelmachers resigned from the Park Commission due to a family medical emergency. He stated Mr. Stelmachers will be greatly missed. He was a bright person with a lot of energy. Councilmember Sundberg asked if staff knows how many Shorewood residents use Cathcart Park versus how many Chanhassen residents use it. Director Nielsen responded the numbers have not been broken out. For example, the numbers of skaters using the Park are known but not where they are from. He stated he had always thought the Park serves at least as many Chanhassen residents as Shorewood residents. Lately he has been told by City staff members that use that Park that quite a few Shorewood residents use it. Sundberg stated she hopes Chanhassen will pay its fair share. Director Nielsen explained that over the years it has been accepted that each city has its own park facilities and residents from other cities use those facilities as do a city’s residents. Cathcart Park is unique because it is located in Chanhassen. There are about 39 units in the new development in Chanhassen that is near the Cathcart Park. Councilmember Labadie asked who is responsible for maintaining the lawn in Cathcart Park. Director Nielsen stated on paper Chanhassen is; but, Shorewood Public Works personnel mow it more often than Chanhassen. Councilmember Labadie stated twice in the last three weeks she has seen volunteers from the Minnetonka Baseball Association mowing the grass. She thanked them for doing that. She asked staff talk to representatives from Chanhassen and ask them to fulfill their responsibility. Cathcart is one of the main parks used by the Association. 8. PLANNING Commissioner Maddy reported on matters considered and actions taken during the May 3, 2016, Planning Commission meeting (as detailed in the minutes of that meeting). Mayor Zerby stated he was at the meeting and he thought the Commissioners did a great job with the many residents that spoke. He stated the number of allowable boats at the Lot 11 (5440 Shore Road) easement dock has divided residents in that neighborhood. A. Minor Subdivision Applicant: Tom Wartman Location: 26985 Edgewood Road Director Nielsen explained Tom Wartman owns the property located at 26985 Edgewood Road. The property is about two acres in size. He is proposing to divide the property into two single-family residential lots. The zoning on the property is R-1A/S, Single-Family Residential/Shoreland. Both lots would meet the area and width requirements. The lot is currently vacant and is characterized by an elevated mound on its west side dropping 11 feet to a lower area on the east side of the lot. He noted this subdivision has been recommended for approval twice before by the Planning Commission but never moved forward to Council. Nielsen noted the Planning Commission unanimously recommended approval of the minor subdivision subject to staff’s recommendations. The applicant has satisfied those recommendations. Once the applicant has paid the park dedication fees and the local sanitary sewer charges for each lot the City will release the resolution approving the subdivision to the applicant for recording. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 9, 2016 Page 5 of 10 Councilmember Sundberg stated it appears that once the property is divided the parcels would be similar in size to adjacent properties. Sundberg moved, Labadie seconded, Adopting RESOLTUION NO. 16-036, “A Resolution Approving Subdivision of Real Property for Tom Wartman, 26985 Edgewood Road.” Motion passed 3/0. 9. ENGINEERING/PUBLIC WORKS A. Accept Bids and Award Contract for the 2016 Crack Fill and Seal Coat Project, City Project 16-01 Engineer Hornby explained the City received bids on April 28, 2016, for its 2016 Crack Fill and Seal Coat Project. The meeting packet includes a copy of the bid tabulation prepared by WSB & Associates. The City received two bids. The project is a cooperative project with the Cities of Minnetrista and Victoria. The project is called the Crack Fill and Seal Coat Project; Shorewood does only sealcoating. The project is awarded based on the lowest grand total bid. The lowest responsive bid was received from Pearson Brothers, Inc., for a grand total amount of $332,903. Shorewood’s potion of the project bid is $182,000. The 2016 Street Reconstruction Capital Improvement Program (CIP) allocated $245,000 for the Project. Hornby noted staff recommends Council adopt the resolution accepting bids and awarding contract for the project to Pearson Brothers, Inc., the lowest responsive bidder for an amount of $332,903. Councilmember Sundberg asked if the City has used Pearson Brothers before. Engineer Hornby stated the City may have used that company a number of years ago. Director Brown stated for many years Pearson Brothers used to do the City’s sealcoating; it repeatedly submitted the lowest bid. He is very pleased to have Pearson Brothers do the work again; it does excellent work. Mayor Zerby stated the two bids were very close. Sundberg moved, Labadie seconded, Adopting RESOLUTION NO. 16-037, “A Resolution Accepting Bids and Awarding Contract for the 2016 Crack Fill and Seal Coat Project, City Project No. 16-01, to Pearson Brothers, Inc., for Shorewood’s Share Not to Exceed $182,000.” Motion passed 3/0. 10. GENERAL/NEW BUSINESS A. City Administrator Position Announcement and Search Schedule Administrator Joynes explained that during the February 8, 2016, Council and staff retreat there was discussion about the timeline for the search for a new city administrator. The proposed search schedule is as follows. May 9 – Council approves the job ad  June 1 – advertise the position  June 30 – close the submission of applications  July 11 – semi-finalists are recommended to Council  August 1 – the finalists are chosen, additional assessments and interviews are done  August 31 – the new administrator is selected and the employment agreement is prepared  CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 9, 2016 Page 6 of 10 October 1 – the new administrator starts with the City  He noted the meeting packet contains a copy of a draft job ad. The ad is based on what Council said at the retreat and on what the Personnel Committee recommended. Councilmember Sundberg stated the ad states the education requirements are a BA (MA preferred) in public or business administration. She asked if business administration is a good fit for what the City needs. Administrator Joynes explained that often in searches of this nature those two requirements are considered comparable, particularly if a person has come from a business background but also has some experience serving on, for example, a public commission or in a public role of some kind. He thought it was worth having in the ad because it might increase the number of applicants the City would receive. Sundberg stated that having been on both sides a business background is not even close to public administration. She recommended putting more emphasis on a public administration degree. Mayor Zerby asked Administrator Joynes when his contract with the City ends. Joynes responded his current contract expires at the end of September. Zerby stated he had hoped the new administrator would have some time to work alongside of Joynes. The proposed timeline does not allow for that. He asked if the search process could be expedited to allow for at least a month of overlap. Joynes reiterated the timeline came from the Personnel Committee and the discussion during the February 8 Council and staff retreat. Councilmember Sundberg stated she agrees with Zerby’s desire to have a least a month of overlap for the new administrator and asked Joynes if that is possible. Councilmember Labadie also agreed with that; it would make for a smoother transition. Joynes stated staff will start the process immediately. Zerby stated it would be good to have the new administrator start on September 1. It would be beneficial to take advantage of all of Joynes’ experience. Zerby moved, Sundberg seconded, authorizing staff to move forward immediately with the search for a new city administrator to try and have a September 1 start date for that individual. Motion passed 3/0. B. Approval of Compensation Study Proposal Administrator Joynes explained that over the next 12 months or so there will be a significant turnover in non-union personnel due to retirements. Prior to those retirements occurring there was consensus to assess the City’s current compensation to ensure its salaries are competitive with the market. He has learned that George Gmach had recently done a compensation study for the City of Minnetrista. He contacted Mr. Gmach who is someone he has known for 30 years. He is currently doing compensation studies as part- time work. He, Clerk Panchyshyn and Mr. Gmach met to discuss doing a study for Shorewood. Mr. Gmach submitted a proposal to study the compensation for 10 positions for a cost of $2,000. He may want to add a few more positions to the study. Staff had anticipated spending $15,000 – $20,000 for such a study. Joynes asked Council for authorization to start a compensation study with Mr. Gmach. Mr. Gmach used to be the primary person on the Stanton review which was the metropolitan wide salary survey for approximately 100 local governments in the Twin Cities area. He has a tremendous amount of experience. Councilmember Sundberg noted she looked at Mr. Gmach’s credentials online and found them to be great. She stated there are not many resources that do compensation studies anymore. Administrator Joynes stated the City will benefit from the recent data Mr. Gmach has accumulated which helps bring the cost down. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 9, 2016 Page 7 of 10 Councilmember Sundberg stated she supports this. Councilmember Labadie concurred and noted that it is prudent to ensure the City’s salaries are competitive so the best candidates apply. Yet, the City should not overpay for the positions. Administrator Joynes suggested increasing the not to exceed amount to $2,500 allowing him to add a few more positions. Sundberg moved, Labadie seconded, approving George Gmash’s proposal to provide compensation study services for an amount not to exceed $2,500. Motion passed 3/0. 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Trail Schedule Mayor Zerby noted the meeting packet contains a copy of the Trail Schedule. Engineer Hornby stated that during its next meeting Council will consider a scope of services for a federal grant application through the Metropolitan (Met) Council for the Grant Lorenz Road trail segment. With regard to the Smithtown Road east sidewalk extension, staff has been working with utility companies on relocating utility poles. The plan is for the contractor to start construction of the storm sewer this week. That effort will take about two weeks provided the weather cooperates. Once the storm sewer is in then the general grading and curb and gutter can be done followed by the construction of the sidewalk. Mayor Zerby asked if the two week delay will push out the completion date. Hornby stated staff wants to wait to see how far along the contractor gets before that discussion happens. Councilmember Labadie stated shortly after work began on the Smithtown Road east sidewalk she received phones call from some people associated with the Minnewashta Elementary School. She spoke at length with the personal assistant to the Principal for the School. The assistant explained that for the construction of the west sidewalk segment a person representing the then construction company had a meeting with School representatives and outlined some of the timelines for various construction activities. The assistant indicated that was very helpful because the information was passed on to the students’ parents. She asked if a representative from the current contractor for the west segment has done that. Engineer Hornby responded no. Hornby noted that he has been in contact with the school transportation group and provided them with his contact information so they can get in touch with him when they need to. Staff has kept them up to date on the current schedule. Labadie stated after the calls came through she contacted City Hall staff and later that day an email was sent out to all of the parents. She thanked staff for dealing with that so quickly. She noted people were provided with contact information for people on the construction site. Engineer Hornby explained there were longer delays on Smithtown Road during the removal process because of the overhead powerlines. The contractor had been asked to keep delays to no more than 10 minutes. The longest delay staff clocked was 13 minutes. When he drove through the site today he found delays to be about 2 – 3 minutes. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 9, 2016 Page 8 of 10 Other Director Brown explained that for the at-grade crossing of the Lake Minnetonka Regional LRT Trail at County Road 19 improvement project Hennepin County has installed concrete barriers in the project area. That is an inconvenience for the pedestrians and bicyclists who use that crossing. The barriers are necessary to create a safe work zone as required by Minnesota Department of Transportation (MnDOT) standards and County standards. The past weekend people were going around the barriers. He asked County personnel to look into that; that will be an issue as construction proceeds. He noted he sent Council a schedule of anticipated construction activities. That will be posted on the City’s website. Mayor Zerby asked if the County has technically closed the Trail crossing. Director Brown responded yes and stated staff notified the County that if it is to be closed there has to be advance notification. Zerby stated that Trail is part of a broader trail system. He asked if there can be a bicycle detour. Councilmember Sundberg agreed with doing that and noted that she wants safety to be the priority. Councilmember Labadie stated that Trail is sometimes used for races – both bicycle and pedestrian. She asked who should be contacted to find out if there are any upcoming races scheduled. She noted Minnetonka Community Education (MCE) does not have any races scheduled until the Fourth of July. Director Brown explained this project involves the installation of rectangular rapid flashing beacons (RRFBs) at the crossing. The RRFBs are activated by a pedestrian or biker. They flash and alert drivers that they need to stop and yield to pedestrians and bickers. The pavement area along Country Road 19 will be widened for bicyclists. Mayor Zerby stated he has observed Public Works personnel making road repairs caused from snowplows. Director Brown stated yield, stop and no parking signs have been put up near the intersection of Edgewood Road and Grant Lorenz Road. Mayor Zerby stated he is a subscriber to the SeeClickFix Customer Relationship Management (CRM) system. He thought staff has been responsive to issues residents reported. One problem was a pond that was overflowing. It was a homeowners association’s responsibility; Public Works went above and beyond to help them out. Councilmember Labadie asked what the best way is for residents who do not have access to the internet to report problems. Director Brown stated they should call City Hall and the receptionist will enter the problem into the SeeClickFix system. Engineer Hornby stated the contractor has been working on some punch list items for the Star Lane and Star Circle Utility and Street Improvements project as weather permits. After those items are completed the final work horse will be paved. He thought that could be completed over the next couple of weeks. Hornby then stated the Traffic Committee has submitted its draft letter to Chuck Rickart, a Professional Traffic Operations Engineer (PTOE) with WSB & Associates. He will work with Mr. Rickart to get that report back out to the Committee as a final report. Council should see the final report two meetings from now. Mayor Zerby asked if the Committee would review that report or is its comment period over. Hornby stated the report will be sent to the Committee and their comments will be sent back to Mr. Rickart. Currently no future meeting is scheduled. Zerby asked that a copy of the final report be placed on the City’s website. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 9, 2016 Page 9 of 10 Hornby explained that some utility work will begin for the Minnetonka Country Club (MCC) development project. A portion of the Metropolitan Council Environments Services (MCES) sewer line has to be relocated. Over the next two weeks work will be done on the MCC site weather permitting. A hill has to be sub cut. The pipe work will not be started any sooner than May 16. At some point, possibly 2 – 3 weeks out, Country Club Road will have to be closed in order to reconnect that system to the interceptor system. After that, a portion of Yellowstone Trail will have to be closed to make some improvements. Those activities have to be coordinated with Smithtown Road improvements. There will be advance notice of the closings of at least three business days. Mayor Zerby asked if there will be signage informing people that the road would be closed. Engineer Hornby stated that would be the advance notification. Engineer Hornby stated while the storm sewer work is being done along Smithtown Road the other two roadways will not be closed. He then stated when the curb is being put in and the concrete sidewalk is being put down a smaller section of Smithtown Road may be down to one lane. Councilmember Labadie asked how long the two roadways will be closed for. Engineer Hornby stated the two roads will be closed for four days. During that time there will be a bypass pumping system will be set up to pump waste water around the system. Engineer Hornby noted he will have to notify one neighborhood because the contractor will have to go into another neighborhood to the next downstream manhole to discharge the wastewater. In that area there is a cul-de-sack and that will be down to one lane because of the piping. Councilmember Labadie suggested posting the closures on the City website, publishing then in the newsletter and notifying officials of Tonka Bay. Engineer Hornby stated he will provide Council with more detailed information. There are/will be posts on the City’s Facebook page. He also provided information to the Communications Coordinator for the newsletter but it may not be detailed enough. The closures are at least three weeks out. Director DeJong stated the audit will be started in a couple of weeks. The final audit report should be presented to Council during its June 27 meeting. Administrator Joynes noted all members of Council have indicated they are able to make the special Council meeting on July 14 for the tax increment process. Springsted will provide an updated schedule outlining all of the decision points in the process. He thanked Council for accommodating that. B. Mayor and City Council Councilmember Sundberg apologized to Council and Engineer Hornby for not making the time to work with Hornby on refining the Alternative Energy Report. Sundberg noted that Hennepin County Commission Chair Jan Callison asked her to participate in a Hennepin County’s strategic planning process. Chair Callison wanted to have someone from a western suburb participate. The initiative will take about three months. She told Chair Callison she would be interested in doing that; it has not been formalized. Mayor Zerby stated he had a great time at the Bingo, Beer and Burgers event on May 7. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 9, 2016 Page 10 of 10 12. ADJOURN Labadie moved, Sundberg seconded, Adjourning the City Council Regular Meeting of May 9, 2016, at 7:57 P.M. Motion passed 3/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: Scott Zerby, Mayor Jean Panchyshyn, City Clerk #2B CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL EXECUTIVE SESSION LARGE CONFERENCE ROOM MONDAY, MAY 9, 2016 Immediately Following Regular Council Meeting MINUTES 1. CONVENE CITY COUNCIL EXECUTIVE SESSION Mayor Zerby called the meeting to order at 8:02 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Labadie and Sundberg; Attorney Keane; and City Administrator Joynes Absent: Councilmembers Siakel and Woodruff 2. LITIGATION MATTER The purpose of the executive session was to discuss a litigation matter. The session was closed pursuant to Minn. Stat. 13D.05. Subd. 3. Mayor Zerby; Councilmembers Labadie and Sundberg; Attorney Keane; and, Administrator Joynes were in attendance. 3. ADJOURN The City Council Executive Session of May 9, 2016, was adjourned at 8:17 P.M. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk #3A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Verified Claims Meeting Date: May 31, 2016 Prepared by: Michelle Nguyen, Senior Accountant Bruce DeJong, Finance Director Attachments: Claims lists Policy Consideration: Should the attached claims against the City of Shorewood be paid? Background: Claims for council authorization. 62547-62552 & ACH 44,676.96 Pending Checks & ACH 239,637.33 Total Claims $284,314.29 We have also included a payroll summary for the payroll period ending May11, 2016. Financial or Budget Considerations: These expenditures are reasonable and necessary to provide services to our residents an budgeted and available for these purposes. Options: The City Council is may accept the staff recommendation to pay these claims or may r expenditure it deems not in the best interest of the city. Recommendation / Action Requested: Staff recommends approval of the claims list as presented. 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L%6%c('***'*(,4BEB-LX9.L%?%6$%-5$-'()*')*'+,-QQSB,+',)'+)*'+,+'+.+D.QCS'.''''/99%-(+Q(C+P++D L%6%c('***'*(,"B]B-A@&1-LX9.L%?%6$%-5$-'()*')*'+,-('DB**',)'+)*'+,+'+.C*.QCS'.''''/99%-(+Q(C+P++D L%6%c('***'*(,"B]B-L% %-<#18%-LX9.L%?%-5$-'()*')*'+,-CK+'SBD*',)'+)*'+,+'+.C*.QCDD.''''/99%-(+Q(C+P++D L%6%c('***'*(,"? :.L%?%6$%-5$-'()*')*'+,-Q*DBQ,',)'+)*'+,+'+.(*.QCS'.''''/99%-(+Q(C+P++D L%6%c('***'*(,/6=2 3-LX9-.L%?%6$%-5$-'()*')*'+,-*'QBDS',)'+)*'+,,'+.''.QCDQ.''''/99%-(+Q(C+P++D L%6%c('***'*(,A52@& -A #&1-LX9-.L%?%6$%--5$-'()*')*'+,-PDCB,Q',)'+)*'+,,'+.''.QCD,.''''/99%-(+Q(C+P++D L%6%c('***'*(,LBHB-/ ?-LX9-.L%?%6$%-5$--'()*')*'+,-*KPP+BPP',)'+)*'+,,'+.''.QCDS.''''/99%-(+Q(C+P++D L%6%c('***'*(,L% %-<#18%-.L%?%6$%-5$-'()*')*'+,-QD'B,P',)'+)*'+,,++.''.QCS'.''''/99%-(+Q(C+P++D /".45672% -489:-" 55;-<#%-=3->$&5 -['()*()*'+,-.-++!(*-/0\"?1-P !"#$% &#'"(!)*! +, -*./0,#*$&/*#+""*$%-,1#(2#3#(#"# 489:-T5%?@!-SKPS'BQQ >$&5 !P'DdTVH0H-H<H4TVF4/<-LHV>F4HLK-FJ4B489:-LM2$9!-(C/4E-H$?=@&!-N?@ +,.PC*,V7@?9&-<#18%-+QQBQP',)'+)*'+,+'+.(*.QQ''.'''' 489:-T5%?@!-+QQBQP T5%?@-;5 -489:-V2$!-*CDK,CPBCC T5%?@-5;-J26= -5;-489:!-(C /".45672% -489:-" 55;-<#%-=3->$&5 -['()*()*'+,-.-++!(*-/0\"?1-S #3B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title/Subject: Establishing the 2017 Budget Schedule Meeting Date: May 31, 2016 Prepared by: Bruce DeJong, Finance Director Reviewed by: Bill Joynes, City Administrator Attachments: Proposed Schedule Resolution Policy Consideration: When does the City Council want to discuss budgets and capital plans during 2016? Background: Finance staff prepares a budget schedule to provide information for the City Council to review. For the 2017 budget, staff has prepared this draft of meeting dates that advance the CIP discussion earlier in the process similar to last year. This timeline should allow for discussion of the CIP prior to adoption of the preliminary property tax levy. This schedule should minimize the number of meeting while still providing plenty of discussion of the budget and CIP. Final adoption of the budget and CIP will take place in December after the Truth-in-Taxation hearing. Financial or Budget Considerations: These discussions and adoption of the tax levy, budgets, and capital outlay plans will allow the city to meet desired service levels for property owners in 2017 and allow prudent planning for future years. Options: 1. Approve the schedule as presented. 2. Modify the schedule with different dates that still meet statutory guidelines. 3. Do nothing at this time and allow staff to bring forward discussion items as needed or desired. Recommendation/Action Requested: Adopt the resolution as presented. Next Steps and Timelines: Hold budget meetings as planned or needed. Connection to Vision/Mission: This item is connected to the City's mission of fully funding city services. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD Proposed Budget Schedule for the 2017 Budget, 2017-2026 Capital Improvement Plan, and Taxes Levied in 2016, Payable in 2017 Date Description 06/10/16 Budget worksheets distributed to department heads. 07/01/16 Completed budget worksheets due back to Finance. 07/11/16 CIP discussion & General Budget—Council philosophy and direction (Council and Staff) 07/25/16 Work-session: General Fund departments (Council and Staff) 08/08/16 Work-session: Public Safety budgets (Council, Staff, Police & Fire Chiefs) 08/22/16 Work-session: Public Works budget (Council and Staff) 09/12/16 Regular Council meeting. Council adopts 2016 proposed budget, tax levy, and Truth-in-Taxation public hearing date. 09/30/16 Proposed budget and levy must be certified to County Auditor by this date. State PT Form 280 also to be submitted. 10/10/16 Work-session: Enterprise Budget & CIP (Council and staff) 10/24/16 Work-session: Enterprise Budget & CIP Final Review (Council and staff) 11/14-11/18/16 Hennepin County to mail Notice of Proposed Property Tax by this date. 11/28/16 Work-session: Final General Fund Budget Review 12/05/16 Truth-In-Taxation Budget Public Hearing. General Fund budget and levy to be adopted. 12/12/16 Regular Council meeting. CIP and Enterprise Fund Budgets to be adopted. 12/27/16 Final levy and budgets must be certified to the County Auditor by this date. State forms Payable 2016 Property Tax Levy Report and PT Form TNT 2016 also due. CITY OF SHOREWOOD RESOLUTION NO. 16- RESOLUTION ESTABLISHING THE 2017 BUDGET SCHEDULE WHEREAS, the City Council annually prepares a tax levy and budget for city services in the following year; and WHEREAS, those levy and budget decisions must be made according to a statutory timeframe and communicated to other government agencies; and WHEREAS, the City Council desires to be open and communicate clearly with interested parties in order for them to provide timely and meaningful input into the tax levy and budget decisions for city services and capital purchases; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood establishes the attached schedule for purposes of facilitating budget discussions and meeting statutory deadlines. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 31st day of May, 2016. ATTEST: Scott Zerby, Mayor Jean Panchyshyn, City Clerk #3C MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Approve Agreement between SLMPD and City of Excelsior for summer dock and park patrol services Meeting Date: May 31, 2016 Prepared by: Jean Panchyshyn, City Clerk Reviewed by: Bill Joynes, City Administrator Attachments: 2016 Park and Dock Patrol Services proposal Background: Each year, the City of Excelsior enters into an agreement with the SLMPD for dock and park patrol services. The Joint Powers Agreement allows a member community to contract with the SLMPD for additional services as long as these services do not use existing SLMPD staff. All costs are the responsibility of the contracting city and the other member cities must approve the agreement. Financial or Budget Considerations: There are no financial considerations. Options: Approve the agreement between Excelsior and the SLMPD; deny approval; or request additional information. Recommendation / Action Requested: Staff recommends Council approve, by motion, the agreement between Excelsior and the SLMPD for the year 2016 summer dock and park patrol services. Next Steps and Timelines: Staff will notify the SLMPD and City of Excelsior of the approval. 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 SOUTH LAKE MINNETONKA POLICE DEPARTMENT Excelsior Park and Dock Patrol Services 2016 Projected Summer Season Hours Projected HoursHourly Rate Part-Time Seasonal PositionsTotal Amount 2016Total Park Police Officer 272$30.21$8,217 Licensed Police Officer Position - Patrol Commons Park and Central Business/Residential Areas Park Service Officer - Commons Park 403$17.98$7,246 Civilian Position - Patrol Commons Park and Adjacent Residential/Business Areas Park Service Officer - Municipal Docks 303$17.98$5,448 Civilian Position - Patrol Port of Excelsior and Municipal Docks Total978$20,911 Excelsior has budgeted $22,000 for 2016 Park and Dock Patrol Services. #3D MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Adopt-a-Garden Volunteer Stipend Meeting Date: May 31, 2016 Prepared by: Jean Panchyshyn, City Clerk and Twila Grout, Park and Rec Coordinator Reviewed by: Bill Joynes, City Administrator Background: The Adopt-a-Garden volunteers who plant and maintain the gardens at the city parks/public spaces have received a $100 stipend each year to help pay for plants, fertilizer, mulch, etc. The stipend has been at $100 since the late 1990’s. As the city now has a policy of using plants free of systemic pesticides, including neonicotinoids, and a policy to encourage the planting of bee and other pollinator-friendly habitat, staff believes an increase of $50 in the stipend is warranted to cover the cost of pollinator-friendly habitat. There are currently seven Adopt-a-Garden volunteers who put much time and effort into making the entrances to Shorewood Parks and public spaces look inviting to the public. The increase would be a total of $350 for this year. Recommendation / Action Requested: Staff recommends Council approve a motion to increase the plant stipend from $100 to $150 per year for each Adopt-a-Garden area, effective with the 2016 season. Next Steps and Timelines: Upon approval, the Adopt-a-Garden volunteers will be provided an additional $50 for each garden public area for this season. 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 ® 3E MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title/Subject: Accept Final Improvements for the Rehabilitation of 500,000 Gallon Pedestal Tank, (West Water Tower) Rehabilitation Project, City Project 15-01 Meeting Date: May 31, 2016 Prepared by: Larry Brown, Director of Public Works Reviewed by: Jean Panchyshyn, City Clerk Attachments Request for Final Payment, Resolution Policy Consideration: None. Background /Previous Action: On May 26, 2015, the Shorewood City Council awarded a contract for the West Water Tower Rehabilitation Project, City Project 15-01, to Classic Protective Coatings, Inc. The project has been completed, in accordance to the approved Plans and Specifications. Final Payment is being requested in the amount of$22,048.00. Review of the project contract costs, are as follows: Original Contract Amount: $ 440,950.00 Change Order Amounts: $ 0.00 Final Contract Amount: $ 440,950.00 The Contractor has already submitted the required documentation for withholdings and consent of surety to final payment. Staff Recommendation Staff is recommending approval of the attached Resolution that accepts final improvements and authorizes final payment in the amount of$22,048.00. Financial or Budget Considerations:This project is a budgeted project which finished on target. Options: 1. Approve the Resolution that accepts final improvements and authorizes final payment. 2. Provide Staff with alternative direction. Recommendation /Action Requested: 1. Staff is recommending Option 1. 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. 40"' KLM ENGINEERIAIGINC. P.O.Box 897•3394 Lake Elmo Ave.N.•Lake Elmo,MN 55042 (651)773-5111•Fax(651)773-5222 November 18, 2015 Mr. Larry Brown By U.S. Mail City of Shorewood 5755 Country Club Rd Shorewood, MN 55331 RE: Pay Request No. 3 Final for the Rehabilitation of 500,000 Gallon Single Pedestal (Smith Town Rd Tower) Located in Shorewood, Minnesota. KLM Project MN3188 Dear Mr. Brown, Classic Protective Coatings, Inc. has submitted Pay Request No. 3 (Final)in the amount of $22,048.00. KLM recommends that the City of Shorewood approve this Pay Request. Also enclosed is the following close out documentation: • Contractor's Withholding Affidavit • Consent of Surety to Final Payment • Statement of Final Payments KLM recommends that the City of Shorewood approve this project as complete. If you have any questions,please contact me at 651.773.5111. Sincerely, KLM Engineering, Inc. Scott J. Kriese Project Supervisor SJK/ls Encl: Pay Request No.3 (1 copy) Close Out Documents CC: Heather Witzel/Classic Protective Coatings, Inc. Samba(p)2015 Projects/Shorewood MN3188/Close Out Final Payment 111815.doc ATTACHMENT 1 FINAL PAY REQUEST m ®'®�e�®gym® m o 0 0 u Y o 4- CO C c f0 t p rl Q O w U -`o v �° m e ®@ r E o 8 d m , v m Q ' G c y ar tv a,X ¢w o Y a 3 U o g m v c m° V a a, -` 3 M Ln n a o +L+ o a�i m a Vn d € w 3 o d " v ° ae, >W A o \ N •o v Y a ,c oo i o > c v m E 3 0 o N o0 \ a o > y E LL a c W A c \ �-i l0 m •O u O V W O al •O o mL, �' L 3 a ai E LLj Z Y o O o � Z E •w_ o Y " c v o c .o y 7 Q .. 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U Z U O Q U .1 N m d• Ln W � oo rn H H 0 Z 0 0 0 0 0 0 0 0 0 0 0 LL O O O O O O O O O O O X 0 0 0 0 0 0 0 0 0 0 0 � � U = c c c (D LL E m O 7 O U LL 0 0 0 0 0 0 0 0 0 0 0 LL 0 0 0 0 0 0 0 0 0 0 0 O U GJ t w o 0 0 0 0 0 0 0 -6725-6 0 0 0 0 0 0 0 Lei -CL) + 0 0 0 0 00000000000 +- p O O O Ln Ln o o Ln Ln Ln Ln C v Ln o w w m m M o0 0o rn rn O CA LL a C 01 -* I t et O 6 OE w N Ln N N ri A M M co C ; U o 4-0 4- 0 0 0 0 0 0 0 0 0 0 0 C O O O O O O o 0 0 0 0 0 � �, Y 00000000000 Lu F O a s 'c v4-0f W o ~ a a N U 0 0 0 0 0 0 0 0 0 0 0 OC c O o 0 0 0 0 0 0 0 0 0 ++ w 0 0 0 0 0 0 0 0 0 0 0 0 C 3 p O O O Ln Ln O O Ln Ln Ln Ln d o a O u Ln O oo oo in rn co o0 oo rn rn j C3 N N P, Cf -te -ce -te O E E N d W N Ln N N r-I N CO M CO o CL cC Una a 0 0 0 0 0 0 0 0 0 0 0 O O O O O o 0 0 0 0 0 _v 00000000000 0 o O Ln Ln O o Ln Ln Ln Ln 7 3 Ln O o0 Co all cl M Co o0 cl cl U 'C 01 L > l0 N Ln N N r-I N M M M H _L N fO �# v 4-0 cc GJ on C Q• o 0 i m ° U C v 4-0 C E CL o C aJ C Lm CL cc 06 O °� ' 4, Cy w w co =p da co 't' -Lou 4' co O cu N c R 3: a) E O N O GJ cu E 'u L c v, z N a D cu . O C *' c v 06 wc o O Z m c 4— a E c cu (7 0 o v v d Z v c 0 o cts O 3 +O. N 0 0 0 0 0 0 0 0 O U — 'C '� 'C '2 o 'C '0 '0 Ln H U) c c c Lu Lu Lu Lu a-i N co Ln w I_ oo Gl O cu cu E ri CL CITY OF SHOREWOOD RESOLUTION NO. 16- A RESOLUTION ACCEPTING FINAL IMPROVEMENTS AND AUTHORIZING FINAL PAYMENT FOR THE REHABILITATION OF A 500,000 GALLON SINGLE PEDESTAL TANK PROJECT, CITY PROJECT 15-01 WHEREAS, on May 12th , 2014, the City of Shorewood entered into a contract with Classic Protective Coatings, Inc., City Project 15-01, for the Rehabilitation of a 500,000 Gallon Single Pedestal Tank, (also known as the West Water Tower) under City Project 15-01; and WHEREAS, the Contractor has completed the project work and has requested City acceptance of the project and final payment for the work performed and documented to date; and, WHEREAS, the Director of Public Works has made final inspection of the project and recommends acceptance and final payment be made by the City. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Shorewood as follows: The City hereby accepts the work completed pursuant to said contract and authorizes final payment to the Contractor, and all warranties shall commence as of the date of substantial completion, of September 18, 2015. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 31st day of May, 2016. Scott Zerby, Mayor ATTEST: Jean Panchyshyn, City Clerk 3F MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Accept Quotefor Power Washing the Exterior of the East Water Tower. Meeting Date: May 31, 2016 Prepared by: Larry Brown, Director of Public Works Reviewed by: Jean Panchyshyn, City Clerk Attachments Proposal By KLM Engineering Policy Consideration: Should the City award a contract to power wash the East Water To located at 5500 Old Market Road? Background / Previous Action: Staff has included, as part of the Citys Municipal Water Fund Budget, funds for power washing the water tower located at the intersection of Old Market Road and State Trunk Highway 7. Quotes were solicited from two firms, with results shown in Table 1 below. Firm Amount of Quote KLM Engineering $ 5,200 Water Tower Clean and Coat, Inc. $ 5,325 Table 1 Staff Recommendation Staff is recommending that the award of quote for power washing the exterior of the Ea Water Tower be awarded to KLM and Associates, Inc. Financial or Budget Considerations: This project is a planned project within the maintenance budget of the Municipal Water Fund. Options: 1. Award the quote to KLM Engineering, Inc. 2. Provide Staff with alternative direction. Recommendation / Action Requested: 1. Staff is recommending Option1. Mission Statement: The City of Shorewood is committed to providing residents qualit healthy environment, a variety of attractive amenities, a sustaie, and sound financial management through effective, efficient, and visionary leadershi 0 ¦¤ 1 P.O. Box 897 3394 Lake Elmo Ave. N. Lake Elmo, MN 55042 (651) 773-5111 Fax (651) 773-5222 May 16, 2016 ByEmailOnly Mr. Larry Brown Director of Public Works City of Shorewood 5755 Country Club Road Shorewood, Minnesota 55331 R E: Proposal for Power Washing of the Exteriorof the 400,000 Gallon Elevated Water Tower(Old Market Tower)Located in the City of Shorewood, Minnesota. Dear Mr. Brown: K LM is pleased to submit this proposal to clean the exterior of the Old Market Tower in Shorewood, Minnesota. KLM proposes to perform a detailed cleaning of the exterior of this elevated water tower in conformance with AWWA. B y choosing KLM Engineering, Inc., the City of Shorewood is investing in the knowledge and expertise of a consultant who can perform a thorough cleaning and inspection of the exterior of your water tank. KLM’s knowledge and experience in the field of water tower structural examination and coating evaluation can be confirmed by checking our enclosed references. C hemical cleaning of the exterior mold, mildew, dirt and debris can be technically difficult at times. The chemical treatment as well as washing the tank to make it aesthetically pleasing is not always an easy process. Our experience with coating types and manufactures give KLM a competitive edge of how to effectively remove the existing film. Coatings have adhesion strength to the substrate and to each layer of coatings. Coatings are adhered to the substrate by an anchor profile. This primer should have a minimal pull off adhesion. The intermediate coating is bonded to the primer by a chemical bond. The top coating is also bonded to the intermediate coating by a chemical reaction. Each layer of coating should have a minimum adhesion pull off. This is all good when the coatings are new. However, the type of coating, the age of the coating and environment the tank is in may affect the overall system. The biggest factor in the gloss retention is the UV from the sun. KLM knows and understand what will work to remove the debris and bring the tank coating back to new like condition. This work is based on years of experience and the correct chemical treatment and washing ratio. The experience of KLM’s staff in water tower inspections has been enhanced by our training as National Association of Corrosion Engineers (NACE) Certified Coatings Inspectors and American Welding Society (AWS) Certified Welding Inspectors. This training, plus the years of experience in abrasive blasting (surface preparation) painting, rigging, welding, and inspecting City of Shorewood, MN2 has given this company a competitive edge for performing this type of work in a safe and professional manner. Scope of Work Exterior Pressure Washing The complete exterior of the tank (roof, upper torus, shell, lower torus, bowl, and cone) and riser/lower cone shall be cleaned by power washing. Power wash and clean water rinse surfaces shall be completely dry inspected and approved by the Owner. This work explicitly includes all work and operations, including but not limited to those necessary for: the movement of personnel, equipment, supplies, and incidentals to and from the project site; the establishment and subsequent removal of all offices, Contractor’s buildings, and other facilities necessary for work on the project;cleanupof the tank and site and all other work and operations which must be performed or costs incurred prior to beginning and after completion of work on the various items on the project site. KLM is responsible for the protection of all antennas, cables, and associated equipment from damage during reconditioning. Protection may include the temporary removal of antennas and/or cables from their support mounts in order to blast and paint behind or beneath these items. All equipment cabinets and buildings must be adequately protected and vented to prevent dust contamination and overheating of equipment. Contractor shall coordinate all work with the antenna owners. The complete exterior of the tank shall becleaned by power washing and rinsedwith clean tap water. If mildew is present apply the following procedures before power washing. Wet mildewed surfaces with a chemical solution consisting of 3 parts warm water and 1 part chemical solution. Allow the chemical solution to remain on the surface until dry. Power wash and clean water rinse surfaces. Following, or in conjunction with, power washing of the tank and riser, rinse the support structure to remove any dirt streaking, water, soap or other debris which may accumulate from the washing operations. Exterior Cleaning Fees The cleaning of the towerwill be performed in accordance with this proposal for a fee of $5,200.00 Owner's Responsibilities The Owner’s personnel shall be responsible for: Providing a live fire hydrant for fresh water forthe pressure washer Approving the cleaning at the start up and when it’s completed City of Shorewood, MN3 Time Frame This proposal is valid for sixtya (60)daysfrom May 16, 2016. Ifthe City of Shorewoodfinds this proposal acceptable, please sign and return. When KLM receives the signed proposal, we will call the cityto coordinate acleaning schedule. When the cleaning is done to the satisfaction of the Owner,KLM will bill the Owner according to this agreement. If you have any questions regarding this proposal, please call me at 651-773-5111 or fax this proposal back at 651-773-5222. This agreement, between the City of Shorewoodand KLM Engineering, Inc. of Lake Elmo, Minnesota is accepted by: City of Shorewood, (Name)(Title)Minnesota (Date) SalesManagerKLM Engineering, Inc. (Name)(Title)Lake Elmo, Minnesota May 16, 2016 (Date) We look forward to working with you. Sincerely, KLM ENGINEERING, INC. Duane K. Prinzing Sales Manager Phone:651-773-5111 Fax:651-773-5222 Email: dprinzing@klmengineering.com Enclosure: KLM Terms and Conditions Proposals2016/Shorewood,MN power wash 3G MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Appointment of One Seasonal Employee, Public Works Meeting Date: May 31, 2016 Prepared by: Larry Brown, Director of Public Works Reviewed by: Jean Panchyshyn, City Clerk Attachments None Policy Consideration: Should the City hire temporary seasonal staff to meet maintenance needs for the Department of Public Works? Background: Traditionally, the City hires two temporary seasonal employees a, to assist with park maintenance and roadway patching. Mr. Mitch Meeksis the successful candidate for this seasonal position and appears to be a good fit for the department. This seasonal position has been budgeted as part of the normal operating budget. Staff is recommending that this temporary position will be compensated at the hourly rate of $11.00 per hour, with the position expiring at the end of the business day on September 30, 2016. Financial or Budget Considerations: This appointment has been budgeted as part of the approved 2016operating budget for Public Works. Recommendation / Action Requested: Staff is recommending approval of a motion that appoints Mr. Mitch Meeks to the position of Seasonal Employee at a rate of $11.00 per hour, through September 30, 2016. Mission Statement: The City of Shorewood is committed to providing residents qualit healthy environment, a variety of attractive amenities, a sustai management through effective, efficient, and visionary leadershi 0 ¦¤ 1 #3H MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting .......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Title/Subject: Request for Extension of Deadline to Use Variance Meeting Date: 31 May 2016 Prepared by: Brad Nielsen Reviewed by: Patti Helgesen Policy Consideration: Should the Council grant an extension of time to David Moe to use setback variances that were granted to him a little less than one year ago? Background: In May of last year the City approved setback variances to David Moe to build a new home on a very substandard lot at 20920 Forest Drive. To date he has been unable to sell the property with the approved plan attached to it. He currently has an offer from a buyer who may wish to apply for an amendment to the original variance. Meanwhile, Mr. Moe has requested an extension of the one year deadline for using the approved variance. He has asked for an additional six months. The Planning Commission reviewed the request and recommended in favor of the extension. Financial or Budget Considerations: N/A Options: Approve the extension; deny the extension; or approve a different extension. Recommendation/Action Requested: Given the considerable limitations on the property, it is not surprising that it is slow to sell. Staff has reviewed the prospective buyer's plans and find them to be reasonable. So that Mr. Moe does not lose his variance while the other is being processed, it is recommended that the extension be granted. Next Steps and Timelines: Unless a new variance is granted, it is expected that someone will apply for a building permit in late November of 2016. 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 April 4, 2016 Re: 20920 Forest Dr Shorewood, MN 55331 To whom it may concern, I need an extension on my lot build variance for 20920 Forest Dr in Shorewood. I would like a six month extension from the date of expiration of the current variance. The property is currently on the market and is being sold as a lot so keeping the approved variance in tact is critical. I . . ►R[• CITY OF SHOREWOOD RESOLUTION NO. 15 -040 A RESOLUTION GRANTING A SETBACK VARIANCE TO DAVID MOE WHEREAS, David Moe (Applicant) is the owner of real property located at 20920 Forest Drive, City of Shorewood, County of Hennepin, State of Minnesota, legally described as: "Lot 22 and that part of Lot 23 lying southerly of the southwesterly line of Lot 21 extended to the east line of Lot 23, Block 4,Minnetonka Manor, Hennepin County, Minnesota "; and WHEREAS, the Applicant has an existing single- family dwelling, which dwelling is located approximately 19.5 feet from the right-of-way of Forest Drive and six feet from the north side lot line of the property; and WHEREAS, the Applicant has applied for variances to replace the existing structure with a new home and attached garage; and WHEREAS, the Applicant's request was reviewed by the City Planner, whose recommendations are included in a memorandum, dated 29 April 2015, a copy of which is on file at City Hall; and WHEREAS, after required notice a public hearing was held and the application reviewed by the Planning Commission at a regular meeting held on 5 May 2015, the minutes of which meeting are on file at City Hall; and WHEREAS, the City Council considered the application at its regular meeting on 26 May 2015, at which time the Planner's memorandum and the Planning Commission's recommendations were reviewed and comments were heard by the Council from the Applicant and from the City staff, and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: FINDINGS OF FACT 1. The subject property is located in an R -1D /S, Single - Family Residential /Shoreland zoning district, which requires a 30 -foot setback from the street and a 10- foot setback from the side lot line. 2, The existing building on the property is located approximately 19.5 feet from the right -of -way of Forest Drive and six feet from the north side lot line of the property, 3. The subject property is substandard with respect to lot width, having only 49 feet, tapering to 37.5 feet, where 75 feet is the minimum lot width for the R -1D /S zoning district. 4. The subject property contains approximately 10,288 square feet of area, 5. The Applicant proposes to replace the existing house with a new house and an attached garage which requires a four -foot setback variance on the north side of the property and a 19 -foot variance from Forest Drive, 6. The Applicant's project would result in only 17 percent impervious surface on the property, where 25 percent is allowed. 7. Forest Drive is a dead -end road with a 60 -foot right -of -way that exceeds the 50- foot standard prescribed by the Shorewood Subdivision Code. CONCLUSIONS A. The Applicant has satisfied the criteria for the grant of a variance under the Shorewood City Code and has established practical difficulties as defined by Minnesota Statutes, B. That based upon the foregoing, the City Council hereby grants to the Applicant setback variances to construct a new home and attached garage on the property in place of the existing home. The Applicant or his successors or assigns shall use the variance within one year from the date he receives a certified copy of this resolution, if he chooses to request an extension of no more than six months, he must do so prior to the end of the one -year deadline, C. That the City Clerk is hereby authorized and directed to provide a certified copy of this resolution for filing with the Hennepin County Recorder or Registrar of Titles, ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 26th day of May 2015, ATTEST: P2" Jean Panchyshyn, City Clerk -2- Scott Zerby, M or C-� 1111 III I r. �� r� r ,� tc vi► ��4j I FA lRyll�bill" `1111627 Jal AUo 91 O O LU 0 cu 4o aU4i •r .,&, Q CO � N V-- 4i SI'L'L LOCATION a z C) N r III I r. �� r� r ,� tc vi► ��4j I FA lRyll�bill" `1111627 Jal AUo 91 O O LU 0 cu 4o aU4i •r .,&, Q CO � N V-- 4i SI'L'L LOCATION ' IS 1 I 1 � o I I 1 � I I 1 ' I I I I I I I I 1 1 I „ 1 1 � I I 1 I 1 I I I I 1 1 I I � I 1 I 1 I I I I 1 � I I , I 1 II 11 11 II Q N W yy 0 w W LL °an NS k fE I 1 I I 1 I 1 1 p�T RUSTIC WAY PROPOSED SITE PLAN #6A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Report on Lake Minnetonka Communications Commission (LMCC) activities Meeting Date: May 31, 2016 Prepared by: Jean Panchyshyn, City Clerk Attachments: Lake Minnetonka Communications Commission (LMCC) representative RJ Lavallee will be present to give an update on LMCC activities. 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 #6B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Fourth of July Event –Request for Support Meeting Date: May 31, 2016 Prepared by: Bill Joynes, City Administrator CC: Bruce DeJong, Finance Director Attachments: Fourth of July event information Background: Laura Hotvet, Executive Director of the Excelsior-Lake Minnetonka Chamber of Commerce, will provide a th request for financial support for the upcoming 4 of July event. Attached is a copy of the request for donations and schedule of events. Financial or Budget Considerations: The 2016 Shorewood Budget has $7,500 allocated for this event. Past contributions have been: $7,500 in 2015 $5,000 in 2014 $5,000 in 2013 $5,000 in 2012 $7,500 in 2011 Recommendation/ Action Requested: Authorize $7500 or another amount as determined by Council for this event. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership.Page 1 4§¤ %·¢¤«²¨®± , ª¤ -¨¤³®ª #§ ¬¡¤± ®¥ #®¬¬¤±¢¤ ¯±®´£«¸ ¯±®£´¢¤² £ §®²³² ³§¤ ®«¸ ¯´¡«¨¢ ®¥ *´«¸ ¥¨±¤¶®±ª² ¤µ¤³ ® , ª¤ -¨¤³®ª /´± ¢®¬¬´¨³¸ ¶¨«« ¢¤«¤¡± ³¤ th ®´± . ³¨® ² ¥ µ®±¨³¤ §®«¨£ ¸ ¨ ³§¤ ³±¨¤£ £ ³±´¤ ¶ ¸þ ¶¨³§ £ ¸ ®¥ *´«¸ ¤ ±«¸ ¨ ³§¤ ¬®±¨¦þ ´³¨« ¶¤«« ¯ ²³ £ ±ªþ ¶¤ ¶¤«¢®¬¤ ¸®´ ³® ¡¤ ¯ ±³ ®¥ ³§¤ 6 4 th ¤·¯¤±¨¤¢¤ ® ³§¤ ²§®±¤² ®¥ , ª¤ -¨¤³®ª þ ³ ³§¤ #®¬¬®² 0 ±ª ¨ £®¶³®¶ %·¢¤«²¨®± "±¨¦ ¸®´± ¥ ¬¨«¸ £ ¥±¨¤£² ³® ¤©®¸ ®¥ *´«¸ ³§ ³ ª¨¢ª² ®¥¥ ¶¨³§ &¨±¤¢± ¢ª¤± £ ¤£² th ¶¨³§ "!.' 4§¤²¤ ¤µ¤³² ¢®¬¡¨¤£ § µ¤ ¡¤¤ ¤²³¨¬ ³¤£ ³® ±¤ ¢§ ´£¨¤¢¤ ® þ ¯¤®¯«¤ 3¢§¤£´«¤ ®¥ %µ¤³² 7:30 AM &¨±¤¢± ¢ª¤± ¬¨«¤ ±´ ¡¤¦¨² ³ %·¢¤«²¨®± %«¤¬¤³ ±¸ &¨±¤¢± ¢ª¤± + £ 10K ¡¤¦¨² ³ %·¢¤«²¨®± %«¤¬¤³ ±¸ £ ¤£² ³ ³§¤ #®¬¬®² 0 ±ª 9:00-10:30 AM 3 £ 3¢´«¯³´±¤ #®³¤²³ 9:30-noon 0®¯²¨¢«¤ 3®¢¨ « 11:00 AM 7 ³¤± 3³±¤¤³ +¨£² Parade 11:30 AM-1PM +¨£² &¨²§¨¦ #®³¤²³ "±®³§¤±² £ /³§¤±² " £ &¨±¤&«¸ &®±¤²³ " £ /±¤±¸ " ²³ ±£² " £ 3 «´³¤ ³® ®´± 6¤³¤± ² £ 0±¤²¤³ ³¨® ®¥ ³§¤ #®«®±² 9:55 PM 4§¤ . ³¨® « !³§¤¬ Dusk &¨±¤¶®±ª² $¨²¯« ¸ ®µ¤± , ª¤ Minnetonka 4§¤²¤ ²¯¤¢¨ « ¢¤«¤¡± ³¨®² ±¤ ¬ £¤ ¯®²²¨¡«¤ ¡¸ ³§¤ ²´¯¯®±³ ®¥ ® #®¬¬´¨³¸ 7¨³§®´³ ²¯®²®±²§¨¯²þ ³§¨² ¤µ¤³ ¶¨«« ®³ § ¯¯¤ 7 §¤«¯ ´² ¢®µ¤± ³§¤ ´ « ®¥ *´«¸ ¤µ¤³ ¡´£¦¤³ ®¥ ®µ¤± aþ ) ££¨³¨® ³® ¥¨ ¢¨ « th ²´¯¯®±³þ ³§¨² ¤µ¤³ ±¤«¨¤² ® ®µ¤± µ®«´³¤¤±² ³® ¬ ª¤ ³§¨² § 9®´ § µ¤ ¦¨µ¤ ¦± ¢¨®´²«¸ ³® ³§¨² ¢®¬¬´¨³¸ ¤µ¤³ ¨ ³§¤ ¯ ²³þ £´¤ ³® ¨¢±¤ ²¤£ ² ¥¤³¸ ¢®²³² ¥±®¬ ³§¤ %·¢¤«²¨®± &¨±¤ $¨²³±¨¢³ £ 3®´³ $¤¯ ±³¬¤³þ ³§¤ #§ ¬¡¤± ¨² ±¤°´¤²³¨¦ ¨¢±¤ ²¤£ £® ³¨® ®¥ Å ³® §¤«¯ ¢®µ¤± «« ³§¤ ¢®²³² ¨¢´±±¤£ £´±¨¦ ³§¨² ¥±¤¤ ¯´¡«¨¢ ¤µ¤³ 4§ ª ¸®´ 4§¤ 6Excelsior-, ª¤ -¨¤³®ª #§ ¬¡¤± "® ±£ ®¥ $¨±¤¢³®±² Excelsior-, ª¤ -¨¤³®ª #§ ¬¡¤± ®¥ #®¬¬¤±¢¤ 7 ³¤± 3³±¤¤³ %·¢¤«²¨®±þ -. 952-474-6461 www.excelsior-lakeminnetonkachamber.com #7A CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, MAY 10, 2016 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Mangold convened the meeting at 7:00 p.m. A. Roll Call ; Present: Chair Mangold, Commissioners Vassar, Kobs and Rock City Planner Nielsen Absent: None B. Review Agenda Rock moved to approve the agenda as written. Kobs seconded the motion. Motion carried 4-0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of April 26, 2016 Kobs moved to approve the minutes of the April 26, 2016 meeting as written. Vassar seconded the motion. Motion carried -0. 3. MATTERS FROM THE FLOOR There were none. 4. REVIEW GRADING PLAN FOR BADGER FIELD Nielsen reviewed the grading plan for Badger Field. He stated this is not a grading plan for the entire park. He highlighted the location of the practice field which is 45’ x 90’. He noted the practice area does encroach into the park space which will require some adjustment to the “pinwheel” design. He stated there is a need for play areas and whether pre-K and elementary aged could be combined areas. He stated it looked like the field would be able to be located between the existing light poles. He also indicated the hockey rink would need to be removed sooner rather than later. In response to a question from Vassar, Nielsen discussed the fill relocation from the field to the area where the hockey rink is located. He stated there are other areas that need fill. Commissioners and staff reviewed the recent quote from Field Turf for fill removal. Nielsen stated they haven’t seen the grading plan at this point. Nielsen stated the hockey rink removal might be a moot point. Commissioners continued to discuss grading of the site. Mangold stated we need a grading plan that is from the tennis courts over and not just for the field. Nielsen stated we need to tell them we want it leveled off for an even elevation throughout. Rock asked if a sloping hill might be an option for viewing games. Nielsen stated this is a preliminary plan. We’ll keep the fill we need and not haul it all away. PARK COMMISSION MINUTES TUESDAY, MAY 10, 2016 3 PAGE 2 OF Commissioners and staff discussed tree removal. Nielsen stated the engineer had indicated the field could be 20’ longer. Mangold stated he didn’t see any issue with the expanded lacrosse area. His concern was the tree line and what would be done with the space that is hockey. Vassar was concerned about whether there would be room for the perimeter trail. Mangold was concerned about restoration once grading has been completed and turf established. Nielsen stated we will need to have a special meeting to go through these concerns so work can begin by June 1. Commissioners discussed a possible date for a meeting. 5. DISCUSS HOCKEY RINKS AT THE PARKS Mangold stated there have been a number of discussions about hockey rinks and usage in Shorewood. There is a need to discuss the overall needs throughout the city now. Nielsen reviewed options to have a rink in Freeman Park as well as lighting. He also suggested taking a more detailed look at two locations should the decision be made to have a rink at Freeman. Vassar believed there is enough usage of the rinks to need a rink at Freeman. Rock stated he liked the idea of smaller rinks for kids. He asked where portable boards would be stored when not in use. Nielsen stated they would be stored. Mangold stated it was important to have passive areas in the parks and not fill them with rinks and fields. He stated there would also need to be additional grading before the rink is added. He didn’t necessarily think the full set of boards would be part of phase one. Commissioners discussed whether a rink is needed at Freeman. Vassar stated she was concerned about losing skaters. Nielsen stated having a separation between free skate and hockey is worthwhile. Rock suggested a sport court layout that a rink could overlay in the winter. Mangold stated it wouldn’t be cost effective. Mangold didn’t think we needed another full-sized hockey rink. He stated there would be great expense grading and lighting the area before the boards even go up. It was agreed there needs to be a rink somewhere to replace Badger rink. Mangold asked if it would be okay to wait 1-3 years to have a rink at Freeman. Vassar stated 3 years would be too long. Vassar asked if the grading could even be done this year. Mangold stated we could have this conversation again when we know what it would cost at the August meeting. We would also need to see how it will fit in our CIP. It would also need to be determined if the hockey boards at Badger will be removed. Mangold moved, Rock seconded for staff to move forward to find out the cost of grading and lighting the area at Freeman Park for a future rink for the August meeting. Vassar stated additional lighting is needed in the parking lot. Motion carried 4-0. PARK COMMISSION MINUTES TUESDAY, MAY 10, 2016 3 PAGE 3 OF 6. REVIEW JUNE AND JULY PARK TOUR AGENDAS Mangold reviewed the park tours for June and July. Nielsen noted Director Brown would also attend. Mangold noted Crescent Beach is not included in the tour schedule. Vassar asked if it is necessary to even tour Badger. Mangold stated it should stay on so progress can be reviewed. Crescent Beach was added to the June schedule. 7. DETERMINE VICE-CHAIR Mangold noted Stelmachers has resigned, and he was the vice-chair. Mangold asked for volunteers. Mangold nominated Paul Kobs as vice-chair, Rock seconded. Motion carried 4-0. 8. NEW BUSINESS Vassar stated Chaska would be interested in acquiring some of the skate park equipment. Nielsen stated it hasn’t gone to the Council to make the recommendation to dismantle the skate park. It would go to their st meeting on the 31. 9. STAFF AND LIAISON REPORTS/UPDATES A. City Council Nielsen updated the Commission on recent City Council actions. B. Staff Nielsen discussed recent trail construction activity. Nielsen reviewed a request from a resident who would like to put birdhouses in the parks. Our concern would be how they would be mounted. Rock stated he would be concerned about sizes. Nielsen stated birdhouses on poles would make the most sense, but they would get more information on the resident’s plan. More details will follow. Vassar asked if there would be signs posted at the clover fields. Mangold stated the Bee Safe group had planned to provide signs. Nielsen stated he would look into it. 10. ADJOURN Kobs moved, Vassar seconded, to adjourn the Park Commission Meeting of May 10, 2016 at 8:32 p.m. Motion carried . RESPECTFULLY SUBMITTED, Clare T. Link Recorder MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting .......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Title/Subject: South Shore Skate Park— Decommission Equipment Meeting Date: 31 May 2016 Prepared by: Brad Nielsen Reviewed by: Patti Helgesen Policy Consideration: Should the City remove the skate park equipment at the South Shore Skate Park? Background: The Park Commission, in its evaluation of various park facilities and the Parks CIP, has concluded that the cost of repairing skate ramps in the South Shore Skate Park is a poor use of resources, considering the very minimal use the equipment gets. While the Commission has not determined how the park may be used in the future, it has concluded that the existing equipment should be removed, rather than be repaired. The Commission has directed staff to forward this recommendation to the City Council for its consideration. Financial or Budget Considerations: The current CIP includes $75,000 for rehab of the existing skate park ramps/equipment. The Park Commission advises that this money could better be used elsewhere in their CIP. The Commission may also have a buyer for the equipment if the City Council is agreeable to selling it. Options: Direct Public Works to remove the existing equipment and authorize staff to dispose of it; direct the Park Commission to keep the equipment and order repairs to be made; or do nothing. Recommendation/Action Requested: Given the minimal use of the equipment, staff agrees with the Park Commission's recommendation. Next Steps and Timelines: The Park Commission will continue to work on a new plan for the use of the park. Connection to Vision / Mission: Attractive amenities and sound financial management. 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 VC MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting .......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Title/Subject: Badger Park Hockey Rink-Removal Meeting Date: 31 May 2016 Prepared by: Brad Nielsen Reviewed by: Patti Helgesen Attachment Badger Park Playfield Grading Plan Policy Consideration: Should the City Council direct the Shorewood Public Works Department to dismantle the existing hockey rink in Badger Park in order to make room for grading associated with the new playfield? Background: A grading plan for the playfield in Badger Park has been recommended for approval by the Planning Commission. In order to make use of the excess fill material that comes out of the excavation and prepare for the future picnic and village green area in the park, the hockey rink must be removed. The Park Commission agrees that this should be done now in order to avoid the possibility of having to purchase fill for that area in the future. Financial or Budget Considerations: While we do not have revised estimates at this time, staff anticipates that some cost savings should be realized. That is, it should be cheaper to spread the excess material that comes from the field excavation on site than it is to haul it away. Plus, as mentioned above,we will not have to purchase as much fill for the park in the future. Options: Direct Public Works to dismantle the hockey rink in advance of field grading or direct the contractor to haul the excess material off site. Recommendation/Action Requested: Staff agrees with the Park Commission's recommendation. Next Steps and Timelines: Between now and the time the boards are actually removed, staff suggests putting a notice on the website and possibly posting signs on the rink advising residents that the rink will be removed. Connection to Vision/Mission: Attractive amenities and sound financial management. 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 W W oe i I ° - - --- --- :-- m s° E im 969 xww 970 _ op - LL w xo s tg IW } w � 4 • � 8° Y d a � - Xo 9 � a - r� o 2m pU M1 0 aa . F?1 Ntl SbPDO\ g-SGVI\:N u6p.l-6ulpo,O\uold\poi\ObB-65bID\%N #9A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Galpin Road Trail Grant Funding Opportunity Meeting Date: May 31, 2016 Prepared by: Paul Hornby, City Engineer Reviewed by: Attachments: Professional Services Proposal for Grant Application Policy Consideration: Should the City Council Apply for a grant from the Metropolitan Council for the Twin Cities - Regional Solicitation - Road, Transit and Trail Grants program? Background: The Galpin Lake Road Trail project was previously bid, but not constructed. The project was identified as a priority trail by the Council and is in the Capital Improvement Plan for 2018. Funding of the project has been difficult since State Aid funds have been accounted for in other projects such as the Smithtown Road Sidewalk Extension Projects. The Metropolitan Council is currently soliciting applications for regional transportation improvements that include pedestrian facilities. The funding provided through the Metropolitan Council is a competitive grant process that is open to local units of government within the Twin Cities metropolitan area. There are three primary categories for funding: Roadways; Bicycle and Pedestrian Facilities; Transit and Travel Demand projects. Under the “Bicycle and Pedestrian Facilities” there are three subcategories: Multiuse Trails and Bicycle Facilities; Pedestrian Facilities; Safe Routes to School, infrastructure projects. The Galpin Lake Road Trail Project would best fit under the pedestrian facilities subcategory. Projects in this category are transportation improvements that include construction of sidewalks, streetscaping, Americans with Disabilities Act (ADA) improvements, and pedestrian facility gap closures (sidewalk infill). Potential projects are scored upon seven different categories. Based on a review of the different categories, the Galpin Lake Road Trail project is likely to score in the middle of a number of categories, high in one category and low in a few categories. The Categories are shown below with potential scoring: 1.Role in the Regional Transportation System and Economy – low 2.Potential Usage – low to medium 3.Equity and Housing Performance – low to medium 4.Deficiencies and Safety – medium 5.Multimodal Facilities and Existing Connections – medium 6.Risk Assessment – high 7.Cost Effectiveness – low to medium 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 The applications are scheduled to be released on May 18, 2016 and are due July 15, 2016. The agency submitting the application must sign the application and commit to meeting the match requirement. If there are partners participating in the project, letters committing their support and financial contribution are also needed. The City of Chanhassen remains interested in completing their segment of this trail project. Financial or Budget Considerations: Funding under the pedestrian facilities subcategory is eligible to receive up to $1 million in funding, with a minimum application of $250,000 in construction costs. With the federal requirements for environmental documentation, plan development, right of way acquisition and construction inspection, projects should be a minimum of $450,000 in construction value to make up for additional expenses in meeting federal requirements. Funding is available for 2020 and 2021 (fiscal year begins July 1, 2019). The City can advance construct the project, but will be paid back by the federal dollars in the year they are programmed. The Consultant fee to prepare the grant application is $8,500. The professional Services proposal from WSB is enclosed for Council consideration of approval. Options: 1.Approve the Professional Services Proposal prepared by WSB for $8,500 2.Discuss other funding alternatives with staff 3.Take no action at this time Recommendation / Action Requested: Staff requests Council discuss this grant opportunity and if desired to make application, accept the professional services proposal from WSB to prepare the application. Next Steps and Timelines: Upon approval of the professional services proposal, the City will need to contact the Metropolitan Council once the grant applications opened and register the project and WSB staff to prepare the application. Once the application is completed the City would be required sign and submit the application. The Metropolitan Council does not allow consultants to open or submit projects. Infrastructure Engineering Planning Construction 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763 541-4800 Fax: 763 541-1700 May 6, 2016 Honorable Mayor and City Council City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: Proposal to Provide Professional Engineering and Planning Services - Preparation of 2016 Regional Solicitation Grant Application and Supporting Documenta Galpin Lake Road Trail Improvements Dear Mayor and Council Members: WSB & Associates, Inc. is pleased to present this proposal to pr preparing an online Regional Solicitation funding application for the consthe Galpin Lake Road Trail Improvements Project for the City of Shorewood. The information provided on the following pages includes our understanding of and approach to the application; a detailed work plan; a proposed schedule to complete the necessary work by July 15, 2016; a cost breakdown for completing the work; and the experience of key personnel identified to work on the gr. 02/*%#4 5.$%234!.$).' The City of Shorewood is seeking a proposal to prepare an online application through the Metropolitan Council Regional Solicitation for a bituminous trail along Galpin Lake Road that completes a pedestrian connection between Chanhassen, Shorewood,. The proposed project best fits under the Pedestrian Facilities category. The proposed trail is approximately 0.6 miles in length and will extend from the end of the existing trail along Galpin Boulevard (near Pheasant Road in Chanhassen), north along Galpin Lake Road to State Highway 7, and east to the existing sidewalk at the intersection of State HHennepin County Road 19. Construction funding will be requested under the federal fiscal year 2020. The current project plans and cost estimate will be utilized for this application. Work on the grant will begin immediately upon authorization and will be completed prior to July 15, 2016, so that the city may officially submit the grant. As part of the project, WSB will be required to complete the following as a minimum: Complete the online application for the project under the Pedestrian Facilities application category. This will include: Providing responses to all of the grant application questions o Providing mapping and other required attachments o Honorable Mayor and City Council May 6, 2016 Page 2 Providing draft letters necessary from sponsor and partner agencies o Completing the project risk assessment o Completing the project information form o Completing the estimate of project costs form o Drafts of the grant application will be provided to the City of Shorewood for review and feedback prior to its submission. The 2016 regional solicitation will be in the second round under its new on-line application process. Gaining access, setting up the project, and beginning requires close coordination with the applicant (local agency) and Metropolitan Council staff. Once the th Metropolitan Council opens the application process (May 18), provides access to the site for WSB and city staff, and city staff has opened the application, WSB will immediately get to work on the required maps and application questions using the required online mapping tools and forms. 02/*%#4 !002/!#( WSB will begin the application process upon authorization to ens is built into the schedule to allow city staff to review and provide input on the funding application. Our staff is familiar with the application process and can quickly prepare the necessary maps and fill in the appropriate sections of the grant application. We wcity staff to complete all required information. Jack Corkle manager, will work with city staff to establish check in points for review and comment on different eleme application. Andy Hingeveld will serve as the primary grant writer and will help coordinate with the city and partner agencies to ensure all application requirements are satisfied. 7/2+ 0,!. !.$ $%,)6%2!",%3 Galpin Lake Road Trail Improvements Project regional solicitation application. Task 1 Project Management and Coordination Jack will ensure that internal WSB staff is coordinated in its t solicitation application. Jack will work closely with Andy to eelements of the applications are produced and are of high quality. WSB staff will coordinate with the city and its partner agencies to ensure that the necessary letters of support and commitments are made. Draft letters of support will be provided to the city for Jack will also serve as the primary point of contact for the cit and/or e-mail to provide updates. Jack will monitor work tasks, schedule 5;zÝ;©,;t ;;ä Ò¦7·;r ·wä zÝz-; Honorable Mayor and City Council May 6, 2016 Page 3 Task 2 Data Collection WSB will coordinate with city staff to obtain data needed to complete the application. WSB will use existing studies and plans and GIS layers. In addition, a request will be made to SHPO on t potential for historic properties. 5;zÝ;©,;t 5· Ò;7 · 7;Ý;¦ ©;¨Òz©;7 ··-w;· Task 3 Application Andy and Jack will complete the application requested by the city. This task includes answering all of the questions in the regional solicitation form, preparing aluired maps and assembling all of the application materials and required attachments. A draft copy of the maps and application will be provided to the city for review and comment. Comments from the city will be incorporated into the final submission. This task assumes that the city will open the online application once Metropolitan Council staff has granted authorization and that the city will submit the final application. 5;zÝ;©,;t 5©E· ¦¦z-·zr Ez ¦¦z-·zr ©;¨Òz©;7 ··-w;· SCHEDULE The team proposed to complete the grant application is availablet the deadlines outlined in this proposal as well as to provide review time for city staff. A draft schedule has been prepared that shows key work tasks and review time. 7®±ª 4 ²ªMayJune*´«¸ 1. Project Management and Coordination Internal WSB coordination and coordination with city and partner agencies 2. Data Collection Collect GIS, plans, etc. from city SHPO information/letter 3. Application Prepare draft application Draft application - including maps - submitted to city for initial review Revise application Final application provided to city Honorable Mayor and City Council May 6, 2016 Page 4 02/0/3%$ &%% WSB will complete the proposed application for a fee of $8,258. City of Shorewood Regional Solicitation for the Galpin Lake Road Trail Improvement Detailed Cost Breakdown of Tasks AssociateProjectSr.GISTotal TaskDescriptionManagerPlannerSpecialistHoursCost 1.0Project Management and Coordination Internal WSB coordination and coordination with city and partner agencies4 1.148 16$ 2,164.00 2.0Data Collection Collect GIS, plans, etc. from city 2.122 4$ 432.00 SHPO information/letter 2.21 1$ 118.00 3.0Application WSB prepares draft application - assumes project description, ma required attachments, answers to questions in application3 3.13256 37$ 4,453.00 WSB updates application based on city comments1 3.2152 9$ 1,091.00 Total Hours88411067 IÒ©ä /·$158.00$147.00$118.00$98.00 Fee$1,264.00$1,176.00$4,838.00$980.00$8,258.00 Honorable Mayor and City Council May 6, 2016 Page 5 +%9 34!&& %80%2)%.#% grant and funding efforts. WSB has identified Jack Corkle as the project manager will be supported by a team of planners and engineers that have worked in the past on successful applications. Team members include: Jack Corkle Project Manager and grant reviewer Andy Hingeveld Sr. Transportation Planner grant writing and mapping * ¢ª #®±ª«¤þ 040þ !)#0 0±®©¤¢³ - ¦¤± £ '± ³ Reviewer serve as a grant reviewer. Jack has more than 17 years of experience in a wide variety of planning and transporta writing local, regional, state and federal grant applications for roadway and trail projects since 2001 and has secured approximately $100 million dollars in fundi agency (Anoka County) she has worked for. Jack has played a wide variety of roles in process, from preparing grants from start to finish, to completing technical analyses and writing, to reviewing and guiding the development of grants writ coordinating with multiple agencies to ensure that everyone agre includes and what funding resources should be pursued. As project manager, Jack will ensure that deliverables are produ the quality of work meets city expectations, and that team members are working closely with one another. Jack understands what is needed for deliverables, and will work with Andy to ensure the local context is provided in the application. !£¸ (¨¦¤µ¤«£þ !)#0 0±¨¬ ±¸ '± ³ 7±¨³¤± £ '± ³ - ¯¯¨¦ Andy will serve as the lead grant writer and complete the required mapping for the application. Andy is a Senior Transportation Planner with over ten years of e covers multiple planning areas including land use, parks and trails, and transportation. This broad background has helped him utilize a comprehensive approach in identifying poten impacts and resolving issues throughout the course of a project. included project management, public involvement, grant writing, documentation, and transportation planning. Prior to joining WSB, Andy served as a Senior Planner for the Sc Department. While working at Scott County, Andy successfully prepared applic the past three rounds of the Regional Solicitation, including a four-mile trail project in the City of Shakopee and a new interchange on US Highway 169 at Trunk Highway 41/CSAH 78. Along with these efforts, Andy has participated in the Metropolitan Council Regional Solicitation scoring committee process, so he understands what information is important to reviewers. Honorable Mayor and City Council May 6, 2016 Page 6 Thank you for this opportunity to provide professional consulting services to the City of Shorewood. If this proposal is acceptable, please execute the s as our authorization to proceed. Please feel free to contact me at 763-231-4871 with any questions or comments. Sincerely, WSB & Associates, Inc. Jacqueline Corkle, AICP, PTP Sr. Transportation Planner 02/0/3!, &/2 Professional Engineering and Planning Services Preparation of 2016 Regional Solicitation Grant Application and for Galpin Lake Road Trail Improvements !##%04%$ "9 City of Shorewood, MN Name Title Date #9B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Professional Services Proposal for Tree Inventory and Management Program Meeting Date: May 31, 2016 Prepared by: Paul Hornby, City Engineer Reviewed by: Attachments: Professional Services Proposal from S & S Tree and Horticultural Specialists, Inc. Policy Consideration: Should the City approve a professional services proposal for the completion of the tree inventory and preparation of a tree management plan? Background: The City recently approved a general services contract with S & S Tree and Horticultural Specialists, Inc. as the Urban Forestry consultant. The City Council has desired the completion of the tree inventory within public properties and a policy to address upcoming invasive species and diseases. Preparation of a tree management program is the first step in setting City policy for forest management and will be followed by planned implementation. At staff request, S & S Tree and Horticultural Specialists, Inc. has prepared a professional services proposal for the completion of the tree inventory (on public properties) and the preparation of a tree management plan. Tasks proposed include the following: 1.Complete the remaining inventory of trees on public properties (approximately 80% of the inventory has been completed by City staff). 2.Prepare a Tree Management Plan including: a.Shade tree disease program b.Emerald Ash Borer management plan c.Reforestation plan d.Tree ordinance review e.Tree preservation ordinance review 3.Private tree management plan including: a.Woody invasive plant management b.Homeowner/private land assistance program c.Public education Financial or Budget Considerations: Professional services are proposed on an hourly basis with estimated fees as follows: Tree Inventory Completion $ 3,200  Tree Management Plan Preparation $13,715  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: Council should consider the following options regarding the professional services proposal 1.Approve the Professional Services Proposal prepared by S & S Tree and Horticultural Specialists, Inc. 2.Discuss other alternatives with staff 3.Take no action at this time Recommendation / Action Requested: Staff requests Council discuss this professional services proposal and if satisfactory to accomplish Council tree management goals, a motion to accept the professional services proposal from S & S Tree and Horticultural Specialists, Inc. to complete the tree inventory and tree management program is recommended. Consulting Proposal: Inventory and Tree Mgmt Plan Proposal and Recommendations May 14, 2016 Prepared For: Brad Nielsen and Paul Hornby City of Shorewood 5755 Country Club Road Shorewood, MN 55331 952-960-7900 bnielsen@ci.shorewood.mn.us Prepared by: S&S Tree and Horticultural Specialists, Inc. Consulting Services Division A Davey Company 405 Hardman Avenue South St. Paul, MN 55075 www.sstree.com | 651.451.8907 Consultant: Gail Nozal Email: gnozal@sstree.com Phone: Office-651-451-8907, Cell- 651-442-7153 Our proposal is based on estimated time of projects discussed at the Thursday May 5 th project planning meeting with City of Shorewood staff, Brad Nielsen, Paul Hornby and Joe Pazandak. The time estimates are based on the best information available and could fluctuate. We plan to be as efficient and utilize existing resources to be efficient and ideally lower or at the estimated amount of time for each project component. Tree Inventory Based the current tree inventory data we propose to complete the remaining 20% of the tree inventory on public right of ways and park areas. Dense forested areas in park areas maybe inventoried based on sample plots within the parks. Existing data fields including Genus/species, diameter at 4.5 feet and tree condition. Hardware to be used to inventory trees includes Trimble Geo 7x data collector and ArcView 9.1 desktop software for analysis. Deliverables: Shape file with completed inventory, associated spreadsheet and related files. Estimated Time and Cost : 32 field hours and 8 office hours@ $65/hr Estimate Total Investment for Tree Inventory: $3,200.00 Tree Management Plan Based on complete data from the tree inventory we propose to Tree Management Plan based on following outlined components of public and private tree management. Public Tree Management A public tree program will define the scope of the overall municipal responsibilities as trees relate to the health and safety of the community. Well rounded public tree management includes the following components. Deliverables: Written plans of the following components outlined below. Shade Tree Disease Program -Creation of a program that identifies and enforces community insect and disease community tree issues such as Dutch elm disease, Emerald Ash Borer and Oak Wilt. Estimated Time and Cost : 8 office hours@ $65/hr Estimate Total Cost: $520.00 Emerald Ash Borer Management Plan: Creation of a management plan that addresses the risk of the city and private trees, management options and estimated costs of a city management program. Estimated Time and Cost : 80 office hours@ $65/hr Estimate Total Cost: $5,200.00 S&S Tree and Horticultural Specialists, Inc. | Consulting Division Page 2 Reforestation Plan -Creation of a reforestation plan that emphasizes forest species diversity on public right of ways, park areas and suggested tree species for private and public lands. The plan will include a Tree Canopy assessment based on the city tree inventory using iTREE ECO software analysis. This analysis aids in quantifying environmental and economic benefits of a city street population. Estimated Time and Cost : 20 office hours@ $65/hr Estimate Total Cost: $1,300.00 Tree Ordinance Review -Overall review based on current ordinance including nuisance tree issues and suggested additions based on the approved Tree Management Plan. Estimated Time and Cost : 25 office hours@ $65/hr Estimate Total Cost: $1,625.00 Tree Preservation Ordinance Review -Overall review based on current ordinance and suggested additions. Estimated Time and Cost : 30 office hours@ $65/hr Estimate Total Cost: $1,950.00 Private Tree Management A private tree program will define the scope of the overall municipal responsibilities to identify and educate private land homeowners. Deliverables: Written plans of the following components outlined below. Woody Invasive Plant Management -Creation of a program that identifies and educates residents on the management of invasive woody terrestrial invasive species. Estimated Time and Cost : 16 office hours@ $65/hr Estimate Total Cost: $1,040.00 Homeowner/Private Land Assistance Program -Creation of a program that defines the scope of providing a public service to landowners in the identification and education as it relates to community shade tree disease and insect issues such as Emerald Ash Borer, Dutch elm disease and oak wilt. Estimated Time and Cost : 16 office hours@ $65/hr Estimate Total Cost: $1,040.00 Public Education -Creation of content to be used in electronic and print media such as city website, newsletters and public education events. Content to be created will focus on key items related to public and private tree management. Estimated Time and Cost : 16 office hours@ $65/hr Estimate Total Cost: $1,040.00 Estimate Total Investment for Tree Inventory: $3,200.00 Estimate Total Investment for Tree Management Plan: $13,715 S&S Tree and Horticultural Specialists, Inc. | Consulting Division Page 3 #10A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title/Subject: Accepting Credit Card Payments for Permits Meeting Date: May 31, 2016 Prepared by: Bruce DeJong, Finance Director Reviewed by: Bill Joynes, City Administrator Policy Consideration: Does the City Council want to accept credit card payments for minor permits? Background: The City of Shorewood currently accepts credit card payments for minor purchases like dog licenses, park programs, and Southshore Center activities through RevTrak. Under a separate program we accept credit cards for utility bills from our Springbrook financial software. There have been increased requests for the city to allow credit card use for building permits and license fees. Staff is proposing that we use the RevTrak system to allow for credit cards to be used for minor permit and license fees, up to a $300 maximum. The percentage cost of these fees is generally about 3.5%of the revenue. Staff does not want large fee permits to be charged on credit cards because the revenue loss would be significant especially considering the number of high value permits to be coming during next several years of construction. However, allowing permit payments for minor and fixed fee services seems to make sense from a customer service standpoint. Financial or Budget Considerations: Not all minor permits will be processed through credit cards. We had 636 license and permit transactions that were$300 or less in 2015, totaling$58,700. The 121 permits over$300 totaled $210,460. If our experience of 20-30%of transactions going to credit cards holds in this area,then the cost should probably end up around $630 in fees on about$18,000 in license & permit payments of$300 or less. Expanding this to larger permits could cost upwards of an additional $2,200. Staff believes this modest expansion is prudent at this time. Options: 1. Approve the expansion of credit card payments as presented. 2. Modify the amount or type of transactions to be included. 3. Do nothing at this time and allow staff to bring forward discussion items as needed or desired. Recommendation/Action Requested: Motion to expand credit card acceptance to minor permits and licenses. Next Steps and Timelines: Update RevTrak for expanded credit card transactions Connection to Vision/Mission: This item is connected to the City's mission of providing excellent customer service. 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 #10B MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting .......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Title/Subject: Christmas Lake—Goose Management Meeting Date: 31 May 2016 Prepared by: Brad Nielsen Reviewed by: Patti Helgesen Attachments: CLHA Request Policy Consideration: Should the City sign off on a goose management program for the Christmas Lake Homeowner's Association? Background: See attached memo from the CLHA. Financial or Budget Considerations: The Association covers the cost of the program. Options: Sign off on the application or deny the request. Recommendation/Action Requested: The CLHA goose management program is similar to a program the City took part in several years ago. In speaking with CLHA representatives,they indicate that theirs has been effective in managing the number of geese on the lake. It is worth noting that during the previous years when the program was in effect,the City received no complaints as to the process. Approval of the request is recommended. Staff should be directed to contact the DNR approving the CLHA management plan. Connection to Vision/Mission: Healthy environment. 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 Jean Panchyshyn From:Brad Nielsen Sent:Wednesday, May 04, 2016 2:27 PM To:Jean Panchyshyn Subject:FW: Goose Removal Christmas Lake Attachments:Canada Goose Management Plan Christmas Lake 4 28 16.pdf Jean – please put this on the 23 May CC agenda (tentative). Brad Nielsen Planning Director 952-960-7912 From: Gregory Swirtz [mailto:greg.swirtz@gmail.com] Sent: Monday, May 02, 2016 10:29 PM To: Brad Nielsen Cc: GREG, SWIRTZ MOLLY Subject: Goose Removal Christmas Lake Hello Brad, For about the last 10 years we (Christmas Lake Homeowners Association) have been working with a company call Canada Goose Management Co. They would come every year during the molting process and round up the geese and donate them to the food shelf. This year the DNR has changed the process and requires us to prepare a Canada Goose Management Plan for Christmas Lake. I have attached a copy of the plan which the DNR has reviewed and approved. My last step is to get you to sign off on the attached plan via an email or letter. Below I have copied the last correspondence I had with Kelly Phariis from the DNR. Please review, call or email with any questions. Thanks for your help!. Greg Swirtz 612.790.8762 Hi Greg, There are a couple of minor things to edit, and then I think it should be good. You have Appendix A (map of Christmas Lake) and B( Map of Nest Search area) referenced in the plan, but they are not attached. Also, to be thorough, there are a couple of missing periods in the physical barriers sections and I would remove the (add this if trapping is an option…) portion of the Trapping and Removal section. Once these edits are made, send it to the city for written approval; which can be a letter or an email (addressed to you). Once you have that approval, forward us a copy for our files. At that point, we can issue your permit. One quick question regarding the number of birds. Your application said 25-30 to be removed, I can write it for 30, but just want to confirm that number. If you end up with 35 this year, those additional birds would not be covered. Request the highest number you have removed in the past, and that will be the number we put in your permit. Let me know if you have any questions. 1 Thanks! Kelly Kelly Lynch Pharis Assistant Area Wildlife Manager Division of Fish & Wildlife MN Department of Natural Resources 5463-C West Broadway Ave Forest Lake, MN 55025 651-296-3779 kelly.pharis@state.mn.us 2 #10C MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Revised TIF Schedule and Call for Hearing Meeting Date: May 31, 2016 Prepared by: Bill Joynes, City Administrator Reviewed by: Attachments: Schedule of Events Background: You will find attached a schedule of events for the consideration and approval of a Tax Increment District to support the Oppidan Senior Housing Project. Staff intends to bring forward a draft of the plan at the Council meeting on June 13. This plan will have a recommendation for the funding of appropriate soil correction, water extension and other infrastructure improvements outlined in previous meetings. The schedule represents the earliest track possible under Minnesota Statutes. The schedule also provides for a July 14, 2016, public hearing date. Recommendation / Action Requested: A motion to establish the July 14, 2016, Public Hearing Date. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 City of Shorewood, Minnesota Creation of a Tax Increment Financing Plan for Tax Increment Financing (Redevelopment) District and Redevelopment Plan for a Redevelopment Project Area (Oppidan Proposed Senior Housing Project) Proposed Schedule of Events – UPDATED WITH JULY 14, 2016 PUBLIC HEARING DATE Schedule of Events Date Event Responsible Party Evaluate Developer information and drafting of TIF Plan City, Attorney, Spring 2016 Determine project area status – creation and/or modification as necessary Springsted Establishment of TIF Plan and TIF District and Redevelopment Plan and Project Area Monday, City, Attorney, City Council Work Session to discuss TIF and proposed project March 28, 2016 Springsted Tuesday, May 31 City Council calls for public hearing to be held on Thursday, July 14 City, Attorney County Commissioner receives notification letter (with updated information) Wednesday, June 1 Springsted (at least 30 days prior to publication of notice of public hearing) Monday, City Council reviews draft TIF Plan prior to submitting to County and School City, Attorney, June 13 District Springsted Prior to Tuesday, County and School District receive impact letters & draft TIF plan Springsted (at least 30 days prior to public hearing) June 14 City Planning Commission reviews draft TIF plan and Redevelopment Plan Tuesday, June 21 City, Attorney documents Tuesday, June 28 Publication of notice of public hearing in Lakeshore Weekly NewsSpringsted Deadline: June 21 Thursday, June 30 Publication of notice of public hearing in Shorewood Sun Sailor Springsted Deadline: June 23 (10-30 days prior to public hearing) Thursday, EDA adopts resolution approving TIF Plan and TIF District andCity, Attorney, July 14, 2016 Redevelopment Plan and Project Area Springsted Thursday, City Council holds public hearing, and adopts resolution approving TIF PlanCity, Attorney, July 14, 2016 and TIF District and Redevelopment Plan and Project Area Springsted Thursday, City, Attorney, City Council approves Development Agreement July 14, 2016 Springsted After July 14, 2016 State filing and request for County certification Springsted CITY OF SHOREWOOD  5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900  Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us Re: Trail Schedule Update – Galpin Lake Road and Smithtown Road (East) Prepared by Paul Hornby and Brad Nielsen Galpin Lake Road Walkway Schedule – PROJECT IS POSTPONED Planning Commission recommendation to Council re trail segment for following year Council authorizes preparation of survey and Feasibility Report Survey (30 days) – May  Feasibility Report (30 days) – June  Planning Commission review of feasibility report and trail walk – July  Planning Commission recommendation to Council re Feasibility Report  Council approves Feasibility Report  Planning Commission holds Neighborhood Meeting (Open House) Council award of land acquisition services and authorizes preparation of Plans and Specifications Preparation of Plans and Specifications (90 days) 95% Complete submittal to MnDOT 7/01/14  MnDOT Review Complete 7/31/14  CC Authorization to Advertise for bids 6/23/14  Open Bids 8/19/14  CC consideration of Award 8/25/14  Land Acquisition Process (start approx. mid-way through plans and specs) Land Acquisition process not required due to design modifications o Individual temporary easements or rights of entry may be required o Reduces project schedule o 10/30/14  Neighborhood post-bid meeting N/A  City possession of easements/letter of compliance  Groundbreaking Ceremony TBD  Begin Construction TBD  Construction substantially complete – Phase 1 Construction TBD  Construction substantially complete – Phase 2 Construction TBD  Ribbon Cutting Ceremony TBD  Restoration complete TBD Page 2 Trail Schedule Update – Galpin Lake Road and Smithtown Road (East) Smithtown Road East (LRT Trail to Country Club Road) Walkway Schedule 6/03/14 Planning Commission recommendation to Council re trail segment for following year 6/23/14 Council authorizes preparation of survey and Feasibility Report /14/14 – 9/10/14  Survey (30 days) – (In Process) 7 /18/14–10/10/14  Feasibility Report (30 days) – 8 10/21/14  Planning Commission review of feasibility report and trail walk 10/21/14  Planning Commission recommendation to Council re Feasibility Report 10/27/14 Council approves Feasibility Report 10/30/14 Planning Commission holds Neighborhood Meeting (Open House) 12/08/14 Council award of land acquisition services and authorizes preparation of Plans and Specifications 12/11/14 - 5/31/15 Preparation of Plans and Specifications (90-120 days) (99% complete) 2/1/15 - 8/31/15 Land Acquisition Process (start approx. mid-way through plans and specs) Complete parcel descriptions and legal descriptions o Review proposed easements with staff/attorney o Letters to property owners regarding survey staking o Field stake proposed easements for Appraiser/RW Agent o Easement viewing – parcel owner and RW Agent on-site o Appraisal information o Appraisal review o Council considers resolution to authorize staff to make offers and eminent domain schedule o Prepare and deliver offers to parcel owners o 3/23/15 Begin eminent domain action  /03/15 Neighborhood informational meeting (Open House) 6 Council approves Plans and Specifications and authorizes ad for Bids 7/13/15  8/21/15 Receive bids for construction 8/24/15 City possession of easements/letter of compliance Council awards Construction Contract 8/24/15  9/09/15 Neighborhood preconstruction meeting Groundbreaking Ceremony 9/14/15  4/21/16 Begin Construction  Contractor completed tree removal 2/24/16  6/30/16 Construction substantially complete Ribbon Cutting Ceremony 6/30/16  6/30/16 Restoration complete o � tp to U to cq � ct C-4 ti) cn cp Cn LN C) ct CIS ct 7� N cn 7d C, kn -,t (N o 17, V) 4. h CD oc� n 7I V V 01 V n "I V In Ge 1A va GIs 64 Ge Ef3 69 S4 Goa 6-3 6S 69 GOO fF. 69 64 -Is QID C, In In C,4 01 It C-4 I=> lz� C, 01 'It N r- 0 m 10 \0 C, V) In C, C-4 00 Ol C, 00 CA C It 0 ('4 Cq rq rq In 00 C^^ (-4 4 4 C-i C,7 r-• St 4 In V) C� 4 V) h^ o 4 M 110 In In Ic In M 'T C, N In V7 In In I,) In In 'IT In V7 M In 3- In 0 In In h C> In M 1= In r- c In In M r- M In M Ell <D O r- r- CD C Cl C> Z) tl- <D r- r- t- In C In In '0 O In In O M 10 1= In M In M 10 "D C> C) <n C ID C) I-ID 1=1 10 't� 40 10 In CD 1.0 C In In In �.o C In In 10 In C) 10 l C, C) CD 10 In 10 O M In 1-0 C14 10 C) 10 10 C, E C� ol 10 M F_ m Z� lc� ll� G, T In CD 00 10 IN r- G1 7 C-4 In C In 61) 4ii 4"1 6le l.S 6S V) V) 6111 4l43 (Iq V) V) S} fA V Ge 6. ilH V) cYi 69 6Ai 4 s lve ee ill7 V) - 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