08-08-16 CC Reg Mtg AgendaP
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, AUGUST 8, 2016 7:00 P.M.
AGENDA
1. CONVENE CITY COUNCIL MEETING
A. Roll Call
Mayor Zerby___
Labadie___
Siakel___
Sundberg___
Woodruff___
B. Review Agenda
Attachments
2. APPROVAL OF MINUTES
A. City Council Special Meeting Minutes of July 25, 2016 Minutes
B. City Council Work Session Minutes of July 25, 2016 Minutes
C. City Council Regular Meeting Minutes of July 25, 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
4. MATTERS FROM THE FLOOR
(No Council Action will be taken)
5. PUBLIC HEARING
6. REPORTS AND PRESENTATIONS
7. PARKS
8. PLANNING
A. Report by Planning Chair Sue Davis on the August 2 Planning
Commission Meeting
B. Setback Variance Planning Director’s memo,
Applicant: Chris Hamdorf Draft Resolution
Location: 26425 Arbor Creek Lane
9. ENGINEERING/PUBLIC WORKS
A. Waterford Area Traffic Speed Study Engineer’s memo
CITY COUNCIL REGULAR MEETING AGENDA – August 8, 2016
Page 2
B. Authorize the Expenditure of Funds for Communications Network Director of Public
and Installation for Municipal Water System Works’ memo
C. Authorize the Expenditure of Funds for Communications Network Director of Public
and Installation for Sanitary Sewer System Works’ memo
10. GENERAL/NEW BUSINESS
A. South Lake Minnetonka Police Department 2017 Operating Budget Finance Director’s memo
B. Excelsior Fire District 2017 Budget and CIP Finance Director’s memo
11. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. Trails Schedule Trail Schedule
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.mn.us cityhall@ci.shorewood.mn.us
Executive Summary
Shorewood City Council Regular Meeting
Monday, August 8, 2016
7:00 p.m.
6:00 PM – City Council Work Session
Agenda Items #2A: Approval of Minutes from the July 25, 2016 Special Council meeting.
Agenda Item #2B: Approval of Minutes from the July 25, 2016, Council Work Session.
Agenda Item #2C: Approval of Minutes from the July 25, 2016, Regular City Council
meeting.
Agenda Item #3A: Approval of the verified claims list.
Agenda Item #4: Matters from the floor – no council action will be taken.
Agenda Item #5: There are no public hearings scheduled this evening.
Agenda Item #6: There are no scheduled reports or presentations this evening.
Agenda Item #7: There are no Parks items this evening.
Agenda Item #8A: Planning Commission Chair Sue Davis will report on the August 2
Planning Commission meeting.
Agenda Item #8B: Chris Hamdorf has property on Arbor Creek Lane which is somewhat
extensively covered by drainage and utility easements. He has requested a setback
variance to build a 12’x12’ shed near the rear lot line, which backs up to the playground
area for Minnewashta Elementary School. The Planning Commission held a public
hearing on 19 July to consider this matter and voted to recommend approval of the
setback variance. A resolution to that effect is included in your packet.
Agenda Item #9A: A traffic speed study was conducted in the Waterford area; the results are
included in the packet. Staff recommends monitoring the speed of traffic and requesting
targeted speed enforcement of Waterford Place and Old Market Road for time periods
indicated in the staff memorandum.
Executive Summary – City Council Meeting of August 8, 2016
Page 2
Agenda Item #9B: This item considers award of a low quote for installation of a network
communications and alarm system for the municipal water system, in addition to
authorizing installation costs. Awards of quotes would be to Tech Sales, Co., in the
amount of $29,571.40, in addition to authorizing installation costs not to exceed $16,000
by Primex Controls. Staff is recommending approval of the motion.
Agenda Item #9C: This item considers award of a low quote for installation of a network
communications and alarm system for the City’s fifteen sanitary sewer lift stations, in
addition to authorizing installation costs. Awards of quotes would be to Tech Sales, Co.,
in the amount of $58,686.00, in addition to authorizing installation costs not to exceed
$16,000 by Primex Controls. Staff is recommending approval of the motion.
Agenda Item #10A: Approval of the 2017 South Lake Minnetonka Police Department
(SLMPD) Budget.
Agenda Item #10B: Approval of the 2017 Excelsior Fire District (EFD) Budget.
Agenda Item #11A: Staff reports are provided in the packet and will be given at the meeting.
#2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL SPECIAL MEETING LARGE CONFERENCE RM
MONDAY, JULY 25, 2016 5:30 P.M.
MINUTES
1. CONVENE SPECIAL CITY COUNCIL MEETING
Mayor Zerby called the meeting to order at 5:29 P.M.
A. Roll Call
Present: Mayor Zerby; Councilmembers Labadie, Sundberg, and Woodruff
Absent: Councilmember Siakel
B. Review Agenda
Woodruff moved, Labadie seconded, approving the agenda as presented. Motion passed 4/0.
2. PARK COMMISSION INTERVIEWS
A. 5:30 P.M. Molly Harr, 5705 Christopher Road
B. 5:45 P.M. Mark Plekkenpol, 19830 Chartwell Hill
3. ADJOURN
Sundberg moved, Woodruff seconded, Adjourning the City Council Special Meeting of July 25, 2016, at
6:04 P.M. Motion passed 4/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
Scott Zerby, Mayor
ATTEST:
Jean Panchyshyn, City Clerk
#2B
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL WORK SESSION COUNCIL CHAMBERS
MONDAY, JULY 25, 2016 6:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL WORK SESSION
Mayor Zerby called the meeting to order at 6:08 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Labadie, Sundberg, and Woodruff; Administrator Joynes;
Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown;
and, Engineer Hornby
Absent: Councilmember Siakel
B. Review Agenda
Labadie moved, Woodruff seconded, approving the agenda as presented. Motion passed 4/0.
2. CAPITAL IMPROVEMENT PROGRAM AND 2017 GENERAL FUND BUDGET
DISCUSSION
Administrator Joynes explained that during Council’s July 11, 2016, work session staff briefly reviewed the
Capital Improvement Program (CIP) and 2017 General Fund Budget. Based on that discussion this evening
he wants to start with an explanation of the Street Reconstruction Fund because it is one of the funds that
will go into a deficit state in 2017. The Street Reconstruction CIP had been adjusted over the last few years
based on discussions with Council. After the discussion about streets he will talk about the General Fund
and available resources.
Director DeJong explained the Equipment Replacement, Water, Sewer and Stormwater Management Funds
are all stable over the course of the CIP timeframe. It is possible some may enter into a minor deficit state
at some point but they should be close to being balanced by the end of the CIP timeframe.
The Park Improvement Fund will enter into a deficit state if more than about $200,000 in improvements is
made to parks after 2016.
The Trail Fund will go into a deficit state in 2018. The funding plan assumes the City will issue Abatement
Bonds in the amount of $1 million to fund the construction of the Smithtown Road east sidewalk extension.
In 2015 Council adopted a reimbursement resolution. That resolution indicated the City’s intent to fund the
sidewalk with bond proceeds. That has to be done within 18 months of construction of the project. It has to
be done in 2016 or 2017. There is also an assumption that the construction of a trail along Strawberry
Lane will be funded with abatement from the Minnetonka School District. If that does not come to fruition
then funding for that sidewalk becomes a problem.
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
July 25, 2016
Page 2 of 6
The Street Reconstruction CIP has the following roadways scheduled for reconstruction between 2017 and
2020: 2017 – Riviera Lane; 2018 – Mann Lane; 2020 – Seamans Drive. In 2021 Amlee Road, Manitou
Lane and Glen Road are scheduled for reconstruction. There is a lot of stormwater management work that
must be done in conjunction with the reconstruction of those three roadways. Bonding will have to be done
to fund those projects. The revised 2017 CIP reflects that the improvements for roadways on Enchanted
Island and Shady Island have been advanced to 2017 provided the City of Minnetrista makes improvements
to the section of Enchanted Lane located in Minnetrista in 2017. The improvements would mainly be mill
and overlay but one roadway would be reconstructed. The estimated cost for those improvements is
$509,000. Advancing those improvements would result in the Street Reconstruction Fund having an
approximate deficit of $500,000 at the end of 2017. If the schedule for the improvements to the roadways
on the Islands is put back to 2023/2024 then there would not be a deficit in that Fund until 2019 or 2020.
Director Brown explained roadways are scheduled to be maintained and replaced based on the PASER
(Pavement Surface Evaluation and Rating) System rating to a great extent. The roadways are rated in the
fall after the vast majority of patching has been done and sealcoating is complete. The newly patched and
sealcoated roadways will get a higher rating. A number of years ago staff developed a decision flowchart
that would help in determining what type of improvements should be made to a roadway – sealcoat and
overlay, reclamation or reconstruction. Council approved that flowchart. There has been general agreement
that the City’s goal would be to maintain its roadways to a level 4 rating or higher. There are seven City
roadways that are currently rated below a 4. He asked if Council wants to continue to use the PASER
rating and flowchart to help determine when reconstruction should be done or does it want to use some
other criteria. He encouraged Council to have a serious discussion about how to fund roadway
reconstruction.
Mayor Zerby stated the information in the meeting packet indicates the 2015 rating is 6 for Riviera Lane,
for example, yet it is scheduled for reconstruction in 2017. Director Brown explained that the PASER
System recommends a roadway rating be increased to 8 or 9 after it has been patched and sealcoated. He
traditionally rates a recently patched and sealcoated roadway a 6 or 7 because it is not the same strength as
a brand new roadway that has been overlaid. In a few years that roadway will begin to show serious
deterioration. He thought Riviera Lane had been patched up tight and sealcoated which increased its rating
but its rating is going to drop quickly. Zerby asked if that follows the flowchart for determining a roadway
should be reconstructed. Brown stated he thought it would and noted he thought there may be one or two
inconsistencies in the list of ratings of roadways.
Zerby then stated that because Riviera Lane is the only roadway scheduled for reconstruction in 2017 he
assumes it must be in the worst condition. Brown explained some cities reconstruct the lowest rated
roadways first. That may not be the best thing to do because it does not pay to patch and sealcoat roadways
in very poor condition. Other cities invest in their mid-range roadways because they still have good value
and the investment reaps the best return.
Councilmember Woodruff stated Riviera Lane was rated a 7 in 2014 and a 4 in 2013. Yet there are other
roadways that carry a much higher volume of traffic. He then stated there is a PASER table that lists the
roadways in the order from the lowest ratings to the highest ratings. Shorewood Lane in the only one of the
lower rated roadways that is in the CIP. That makes no sense to him. It is a dead-end cul-de-sac in a small
residential area. He went on to state that Mann Lane was rated 6 and Maple Street a 5 in 2015. They are
scheduled for more significant improvements in 2018 yet there are lower rated roadways that are not.
With regard to the roadways on the Islands, Woodruff stated two of them are rated 3 and 4 are rated 4 and
the chart indicates they show rapid deterioration. If an opportunity presents itself to do a joint project with
Minnetrista he thought it makes sense to do so. He explained the City closed out 2015 with a $412,000
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
July 25, 2016
Page 3 of 6
surplus. The plan had been there would have been a deficit that would have to be covered with the use of
reserves which he thought was close to $187,000. The $412,000 combined with the $187,000 would more
than fund the improvements to the roadways on the Islands.
Director Brown stated past councils have encouraged staff to limit adjustments made to the Street
Reconstruction CIP because it makes it difficult to plan. He noted changes have to be made periodically to
the CIP because it is a living document. He explained that roadway conditions change from year to year
because of, for example, frost conditions. Therefore, inconsistencies can arise between the 20-Year
Pavement Improvement Plan (PMP) and the CIP. He encouraged Council to pay more attention to how a
roadway is reacting than to its rating. He noted that Amlee Road, Manitou Lane and Glen Road have
passed the point of deterioration.
Mayor Zerby noted the City has 52 miles of roadways. He explained past councils and the current Council
have tried to use some logic in planning for improvements to roadways 20 years out. He appreciates the
benefits of having expert opinions influence the planning. Yet, Council has been trained to rely primarily on
the PASER ratings. Therefore, it is somewhat difficult to understand why roadways rated as a 6 or 7 are
going to be reconstructed or reclaimed before those rated a 3. He stated he always thought it was the goal
to have a PMP that was somewhat economic because it would be cheaper to improve a roadway before it
became quite deteriorated while at the same time getting as much life as possible out of the roadways.
Engineer Hornby stated he thought it was prudent to maintain some of the roadways that have a higher
rating so they do not become too deteriorated. The different types of improvements have to be balanced out
over the years. He then stated that Director Brown knows a lot of history about the roadways because of
his long tenure with the City. He noted he drove on a roadway earlier in the day that looks fine but as he
drove it his vehicle was going up and down. That indicates to him that it has been patched a number of
times. That is why it is prudent to also factor past history into the ratings.
Director Brown noted staff will attempt to resolve any inconsistencies. He then stated that during the July
11 council work session and again earlier in this discussion Councilmember Woodruff brought up traffic
volume on roadways. If Council wants volume to be factored into the scheduling of improvements staff
would like to know that.
Councilmember Woodruff stated that 6 to 7 years ago a former member of Council asked what the
difference was in the longevity and cost of reclaiming a roadway versus reconstructing a roadway. It was
his recollection that at that time Director Brown explained a reclaimed road would last about 15 – 20 years
and a reconstructed road would last 30 plus years and a reclaim would cost about one-third the cost of
reconstruction. The same amount of service life could be achieved for about two-thirds the cost of
reconstruction. There was also discussion about what other reasons there would be to reconstruct a
roadway and stormwater management needs was mentioned.
Woodruff expressed his preference to reclaim a roadway twice and get a 30 – 40 year service life rather
than spend 30 percent more for a roadway with the same service life.
Mayor Zerby noted he recollected having that discussion. Stormwater management issues and edge issues
are factored into the decision flowchart for determining reconstruction versus reclamation.
Councilmember Woodruff suggested transferring the 2015 budget surplus into the Street Reconstruction
Fund and then Council can decide the priorities for fixing roadways. The money is needed in that fund
anyway.
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
July 25, 2016
Page 4 of 6
Woodruff stated that Strawberry Lane was rated a 7 in 2014 and 2015. He questioned the appropriateness
of reconstructing a roadway for $1 million in order to build a trail.
Mayor Zerby stated he thought there are drainage issues with Strawberry Lane and clarified that he was
not an engineer or a public works director.
Director Brown explained Strawberry Lane was the first roadway that was reconstructed when he first
started with the City 21 years ago. At that time a reclaim project was modified to deal with a roadway that
was not in very good shape. It has been a very stable roadway because of that. He noted the proposed trail
along Strawberry Lane cannot be constructed economically without tearing up the roadway. That is why
nd
Strawberry Lane and West 62 Street are currently slated for 2017.
Director DeJong highlighted the funding graph for the Street Reconstruction Fund. It shows about a
$500,000 deficit in 2017, 2018 and 2019. The deficit gets a little bigger in 2020. Some hard choices about
funding have to be made in 2021 when it comes to paying for reconstruction of Amlee Road, Manitou Lane
and Glen Road.
He reiterated the funding plan for the Trail Fund assumes the City will issue Abatement Bonds for the
Minnetonka Country Club (MCC) in the amount of $1 million to fund the construction of the Smithtown
Road east sidewalk extension. It also assumes that the construction of a trail along Strawberry Lane will be
funded with $852,000 in abatement from the Minnetonka School District from the MCC development. The
Galpin Lake Road trail segment is scheduled for reconstruction in 2018 and the assumption is it will be
funded with Minnesota State Aid (MSA) funds. It will take four years of the City’s MSA allocation to pay
for that.
Mayor Zerby asked if staff thinks the City can meet the abatement funding needs by the end of 2016.
Councilmember Woodruff explained the City will have to pay the contractor for the Smithtown Road east
sidewalk extension this year but it does not need to receive the abatement funds until 2017. Director
DeJong clarified it would require a short-term interfund loan from one of the funds to the Trail Fund until
the City issues the Abatement Bonds.
Director DeJong displayed a graph of the projected balance in the Trail Fund through 2024. He noted the
balance goes into a deficit state with the construction of the Galpin Lake Road trail segment and comes out
of a deficit state in 2021.
DeJong reviewed the major elements in the draft 2017 General Fund Budget.
The preliminary General Fund levy increase is 2 percent. That is the base level needed to maintain
services.
It includes a salary reserve of 0.5 percent for office staff and Public Works union personnel. The
union contract has to be renegotiated for 2017.
It includes $40,000 for contract forestry activities; the same as in 2016.
The $50,000 included for a compensation study and transition planning in 2016 has been removed
for 2017. That work will be completed in 2016.
It includes $85,000 for consultant services to update the Shorewood Comprehensive (Comp) Plan.
Those changes will put the 2017 anticipated deficit at $194,735. That compares to $180,148 in
2016.
DeJong explained General Fund reserves were e $4,502,000 at the end of 2015. The City’s General Fund
Balance Policy stipulates a reserve level of 55 – 60 percent of the next year’s operating expenditures. Sixty
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
July 25, 2016
Page 5 of 6
percent of the year-end balance would be $3,608,000. That leaves $894,000 available for use (the
difference between the two amounts). For 2016 the budget anticipates the use of approximately $180,000
in reserves. That leaves an undesignated balance of $714,000 above the 60 percent that could be available
for use.
Councilmember Woodruff stated the General Fund Budget Summary Municipal Buildings Materials and
Supplies line item is $21,300; the same as the 2016 budgeted amount. In prior years the actual
expenditures had been between $54,000 and $60,000. He asked staff to review that. Director DeJong
explained the contract with Warner Connect is about $35,000 annually and that has been recoded into
Support Services and Charges.
Woodruff asked why the budget for Police went up. Administrator Joynes stated Shorewood’s portion of
the funding is 49.5 percent and the increase accounts for that. Joynes noted the Police budget reflects the
costs for an additional officer.
Woodruff stated the Public Works Services Personnel, Materials and Supplies, and Support Services and
Charges categories include the same amounts for 2017 as were budgeted for 2016. The amount for
Personnel is more than $100,000 higher than the actual expenditures for 2013 – 2015. The budgeted
amounts for the other two categories are much higher than the actuals for 2014 and 2015. He asked staff to
look at the run rate for those three categories. He noted the same thing applies to the same three categories
in Parks Maintenance and in Recreation; the 2016 approved budget amounts are the same as the proposed
2017 amounts.
Mayor Zerby stated the Revenues Licenses and Permits 2015 actual amount was $275,567 yet the 2017
budgeted amount is $209,180. With the MCC development starting he thought 2017 should be higher than
2015. Director DeJong stated past practice has been that revenues should be budgeted such that there is a
50 percent chance the actual amounts would be higher. For expenses there should be a less than a 50
percent chance that they would higher than budget. Zerby expressed his preference to have a tighter
forecast. DeJong stated when there is a downturn in those revenues it usually lasts for a few years. He
thought it was a lean budget. Zerby stated based on the average of 2014 and 2015 actuals a minimum of
$30,000 could easily be added to the 2017 budgeted amount.
Zerby expressed his opposition to budgeting $85,000 in 2017 to outsource the update of the Comp Plan.
That amount is a salary. He thought the new planner should be able to do some of that. Councilmember
Woodruff noted he agrees with Zerby and stated he could support either taking it out or leaving it in.
Woodruff stated if it is left in the budget it presents an opportunity to underspend significantly. He then
stated that Director Nielsen intends to retire early in 2017 and maybe the City could hire him as a
consultant to work on that update. He assumed those services would cost less than $85,000. Zerby
expressed his preference to take it out of the 2017 budget and noted that if there is a need for consulting
services he thought Council could find a way to fund them.
Director DeJong stated staff will try to and resolve the anomalies in the 2017 Street Reconstruction CIP.
Staff will also make adjustments in the General Fund Budget.
Mayor Zerby stated the South Lake Minnetonka Police Department (SLMPD) Coordinating Committee has
recommended a 2017 SLMPD Operating Budget for approval by the SLMPD member City Councils.
Councilmember Labadie stated the Public Services Support Services/Charges includes a line item for drug
testing. The 2016 and 2017 budgeted amount is $1,800 yet actual amounts for 2013 – 2015 ranged from
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
July 25, 2016
Page 6 of 6
$50 to $504. She asked who gets drug tested. Director Brown explained federal standards require random
drug testing of Public Works personnel and that is done by an independent organization.
3. ADJOURN
Woodruff moved, Sundberg seconded, Adjourning the City Council Work Session of July 25, 2016,
at 6:53 P.M. Motion passed 4/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
Scott Zerby, Mayor
ATTEST:
Jean Panchyshyn, City Clerk
\
#2C
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, JULY 25, 2016 7:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Zerby called the meeting to order at 7:00 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Labadie, Sundberg, and Woodruff; Attorney Keane; City
Administrator Joynes; Finance Director DeJong; Planning Director Nielsen; Director of
Public Works Brown; and, City Engineer Hornby
Absent: Councilmember Siakel.
B. Review Agenda
Sundberg moved, Labadie seconded, approving the agenda as presented. Motion passed 4/0.
2. APPROVAL OF MINUTES
A. City Council Work Session Minutes of July 11, 2016
Labadie moved, Woodruff seconded, Approving the City Council Work Session Minutes of July 11,
2016, as presented. Motion passed 4/0.
B. City Council Regular Meeting Minutes of July 11, 2016
Woodruff moved, Labadie seconded, Approving the City Council Regular Meeting Minutes of July
11, 2016, as presented. Motion passed 4/0.
C. City Council Special Meeting Minutes of July 14, 2016
Woodruff moved, Labadie seconded, Approving the City Council Special Meeting Minutes of July
14, 2016, as presented. Motion passed 4/0.
3. CONSENT AGENDA
Mayor Zerby reviewed the items on the Consent Agenda.
Labadie moved, Sundberg seconded, Approving the Motions Contained on the Consent Agenda
and Adopting the Resolutions Therein.
A. Approval of the Verified Claims List
B. Adopting RESOLUTION NO. 16-053, “A Resolution Approving Change Order No.
2 for Star Lane and Star Circle Utility and Street Improvements, City Project 14-
11.”
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
July 25, 2016
Page 2 of 16
C. Adopting RESOLUTION NO. 16-054, A Resolution Approving Change Order No. 1
for the 2016 Crack Fill and Seal Coat Project, City Project 16-01.”
Councilmember Labadie stated she understands the reasoning behind extending the Star Lane and Star
Circle project completion date. She noted that she does not want to extend it again. The residents living
along Star Lane and Star Circle have been living with the disruption caused by the project for too long.
She also noted that she has received phone calls and letters from residents expressing their concerns.
Mayor Zerby concurred with not extending the completion date again.
Motion passed 4/0.
4. MATTERS FROM THE FLOOR
Roxanne Martin, 5750 Christmas Lake Road, stated she was present to talk about the stop sign at
Christmas Lake Road and Third Avenue. She noted she has spoken with Director Brown for a number of
years about her concern and more recently Engineer Hornby. She explained her concern is about safety.
Drivers run the stop sign consistently. There needs to be as much visibility for that stop sign as possible.
She thanked the City for putting up a larger stop sign. She asked that reflectors be put on it.
There is also an issue with the stop bar line at Christmas Lake Road and Third Avenue. By spring it is
barely visible. At Covington Road and Radisson Inn Road the stop bar line looks brand new in the spring.
Drivers will pull through the stop sign and stop half way through Christmas Lake Road and some do not
stop at all.
She noted that Director Brown and Engineer Hornby have informed her that it is a contract issue with the
sealcoating and striping. If the contract cannot be changed she asked if a longer lasting paint could be
used for the stop bar line.
Ms. Martin stated if the stop bar line is painted late summer or early fall and it is barely visible by spring
she asked where the funds are going for the employee and paint when it is needed most.
Mayor Zerby stated he and Director Brown disagree on when the striping should be done and noted he
understands the sealcoating issue. He asked if it would be possible for Public Works to paint that stop bar
line. Does it require special training to do that or special equipment to do it? Brown stated if Council
would like staff can research what the equipment costs would be and what the impact on the existing
workload would be.
Councilmember Sundberg thanked Ms. Martin for bring the safety issue to Council’s attention noting
safety is a one of the top priority issues for Council. She stated something is not right if the stop bar line is
barely visible by spring. She supported asking staff to find a solution to the problem.
Ms. Martin thanked Council for its time.
Lynn Tollberg, 25445 Smithtown Road, noted that she is present on her and her husband’s behalf to
express their frustration with the Smithtown Road east sidewalk extension project; specifically, the
idleness of the project. She read into the record a letter she had sent to Councilmember Labadie.
“We are residents at 25445 Smithtown Road and would like to express our frustration at the
length of time it has taken for this project to be completed.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
July 25, 2016
Page 3 of 16
There have been many issues and inconveniences throughout this project. Although we could
provide you a list of our complaints, we’re going to address two primary issues;
The long term issue of delaying all of our personal summer projects on our home, which have
included not being able to stain or paint due to the continued dust. Not only by what is in
front of our home, but the traffic that stops and turns at Smithtown and Eureka. We are the
second home in from that intersection. It has also prevented us from having our windows
open almost the entire summer.
The second issue has been throughout the project on a daily basis. This has been accessing
our driveway. In addition to parking on Wedgewood during the times it was totally
inaccessible, each time it rains, and sometimes after the work had been conducted, we’d
come home and “bottom out” in our car and we’d sink up to the rims. We’ve had to use our
SUV for long periods of time to get in and out of our own driveway because our cars won’t
make it in and out. On a personal note her husband has two classic cars and he is really
frustrated because he can’t get them in and out.
If crews were here working toward an end, it would be understandable. However, currently the
project is sitting idle. Again! For two weeks it has been idle. Our understanding is they will
th
return August 8, to resume “real work.” If they indeed do that, and they wait another 7 days to
do the sidewalk that would block us out of our driveways and put us at the middle of August. Then
we will have another 7 days before they finish the repair to Smithtown Road and Eureka Road,
and that doesn’t even include landscaping that we are going to need. Now summer is gone.
The project was scheduled to begin in April, be completed in June, and now we’re at the end of
July and there is no completion in sight. We would be very appreciative if the City Council could
find a way to bring this project to a more timely and satisfactory conclusion.
We would also like to mention, this has created a very dangerous situation for bikers and walkers
on Smithtown Road. Trying to access the trail is dangerous on a runner. It is very hard to get to
the trail. There is no shoulder, the roadway is narrow and now there is a large “trough” between
the new curb and the pavement edge which also a safety hazard.
Thank you for listening and taking time to consider our concerns.
Sincerely,
Gary & Lynn Tollberg”
Mayor Zerby asked Engineer Hornby to give an update on the project.
Engineer Hornby stated he sent an email out to Council last Friday [July 20] giving an update to the
schedule. The contractor will be back next week [the week of August 1] to pull the curb out. The
contractor will then be replacing the curb. Once the curb is placed the contractor will follow up the
following week with the new curb and the sidewalk.
Mayor Zerby stated he has had discussions with Engineer Hornby about twice a week about the project.
He noted it has been very frustrating for him as well because of the number of delays. He explained there
have been a number of circumstances causing the delays. He thought some of them could have been
avoided and others could not have been. Currently the project sits idle because about 20 percent of the
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July 25, 2016
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curb has to be removed and replaced because it was placed incorrectly. He was unsure if driveways would
be impacted or just intersections, but he assumes some driveways would be impacted.
Engineer Hornby reminded Council that there had been three delays. The longest delay was caused by the
utility companies’ inability to respond when they were supposed to move the utilities. The companies
were notified almost two years ago that this project was moving forward. There are still utility poles that
have not been moved.
Mayor Zerby stated some of the issue was caused by the Minnetonka Country Club (MCC) project. Some
was because of a band width issue; WSB & Associates was not able to supervise both the sewer project
and the sidewalk project. Engineer Hornby disagreed with that statement.
Engineer Hornby explained that due to the number of complaints received about the traffic conditions and
the work that was going to be done on Country Club Road and Yellowstone Trail staff decided it would
be better to postpone the contractor a couple of weeks (something Council had been made aware of).
Once the contractor was postponed it took a couple of weeks to get them back. That was the second delay.
The third delay was the issue with the curb; that is the current delay.
Councilmember Sundberg stated after the recent rain she saw standing water in the trough. She asked if
that would cause a further delay. Engineer Hornby responded no and explained the contractor will have to
clean that out and put dry materials in there.
Sundberg then stated it appeared to her that the Smithtown Road west sidewalk project went better than
the east extension is going. Hornby explained there was about one half the amount of traffic traffic on that
section of Smithtown Road and there were fewer access points. He noted the biggest issue has been with
the utilities and it is still an issue today.
Sundberg asked if there is anything that can be done for safety. She considered it to be very treacherous
there.
Hornby explained he had the contractor stop work when he became aware there was an issue with some
of the curb. The contractor had been going full bore ahead to get the area between the curb and the
pavement restored. From a contractual standpoint if he let them keep working knowing there was an issue
that could have been a problem for the City. The contractor could have tried to argue that the City would
have had to pay to take out some of the curb and put it back. Unfortunately, stopping the work has caused
an issue for the residents. Once they found out what the issue was the contractor was rescheduled to come
back as soon as they could get their concrete crews in.
Mayor Zerby stated there were four or five utility poles that needed to be dealt with. There had been
discussion about being able to bore around some of them. He was not totally convinced that caused a lot
of the delay. He noted he understands a contractor cannot just resume work as soon as they are asked to.
He stated if there are issues with future projects he asked if there was a way to work around the issues to
keep a project moving forward. Engineer Hornby stated in this instance there was not. Zerby questioned if
the engineering inspection could have been done after the curb was poured or did they need time to settle.
Hornby noted that did happen and that was when the problem was identified.
Councilmember Sundberg asked what accountability the contractor bears for making a mistake for 20
percent of the curb. Engineer Hornby noted the contractor has to remove it and replace it at their expense.
Sundberg noted that does not account for the time loss and inconvenience to the residents. She stated she
was not impressed with the contractor for this project.
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July 25, 2016
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Councilmember Labadie asked if there was any type of damages clause or remediation clause in the
contract in the event the contractor messed up. She stated the contractor made a mistake and the City
stopped them from working while the issue was resolved. She asked if the contractor could not have used
the time it was supposed to have been work to fix the problem. Engineer Hornby stated the construction
work was stopped so people could find out what the issue was and determine who was going to pay for it
before the contractor continued on with construction. The contractor is going to pay for it.
Labadie asked Attorney Keane if there is a damages clause in the contract. Attorney Keane responded no.
Councilmember Sundberg asked if that is typical. Keane explained that is discussed in advance of
contracts and noted he was not sure what the discussion was for this contract. Keane stated liberty to
damages may drive up the cost of a contract. Including a damages clause is usually a business
consideration.
Engineer Hornby explained that because of the delays caused by the utility companies trying to assess
liquidated damages becomes much more difficult. If the contractor decided to walk away from the project
before it was completed because of their workload that would have been different. That is what the
previous contractor for the other segment of the sidewalk did albeit they did come back and finish it.
Councilmember Labadie stated there was a completion date specified for the water tower rehabilitation
project. Director Brown stated for all of the City’s construction projects completion dates are established.
He explained the City has explored liquidated damages with the courts a number of times. Courts are
hesitant to award liquidated damages unless there is a very strong argument and documentation. Staff will
review the time that the project has been idle. The contractor will likely bring up the fact that City asked
that the project be stopped and that there were design changes. The delays caused by the utility companies
will also come into play.
Labadie expressed concern about safety when traveling east on that section of Smithtown Road during the
construction project. She does not like to do that and takes alternate routes to avoid that area. She also
expressed concern about the fact that school will be starting and there will be buses full of students being
driven along that route. Parents will also be driving the same route to take students to school. She asked if
the project will be substantially complete and the traffic situation improved by the time school starts. If
that will not be the case she asked what the recourse there is. That would clog up the city and put the
safety of people going to and from schools at risk.
Engineer Hornby explained when the contractor comes back to deal with the curb, before they pour the
sidewalk, they have to finish the pavement as well. That would restore the lane. There will be partial road
closures during that work when the sidewalk goes in and the curb is addressed. The closures would not be
as severe and when removal work was done. The contractor’s hope is to have the work done before the
start of school.
Mayor Zerby asked if staff would reach out to residents who have driveways that would again be
inaccessible. Engineer Hornby stated staff keeps the website updated with current information about the
project. Zerby encouraged staff to have more personal interactions with those residents. This project has
been a big hardship for them. Hornby stated the newsletters have contact information for him and the
WSB construction engineering staff member involved with the project. That individual is out at the
project site almost full time. Zerby stated he wanted more personal interaction about what to expect next.
Hornby stated staff will put door hangers out and if Council wants staff to go knock on doors staff will do
that. Zerby stated he would like staff to go door to door especially to those who will experience the
driveway inaccessibility again.
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July 25, 2016
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Councilmember Sundberg stated she was tired of hearing that the contractor will try to do something. She
wants staff to put the fire under them and noted that it was likely Engineer Hornby was already doing that.
Staff needs to really manage the contractor. Hornby asked if Council was implying he was not and noted
that it was not the case from his perspective. He stated the contractor is being managed but there are a lot
of difficulties with the contract and a lot of the work that has been done. Staff is trying to get it corrected.
Engineer Hornby explained he spent about one hour working with the contractor on July 22 trying to get
the contractor to resume work earlier than what he had told Council in his email to them. The contractor
can’t make that happen. The contractor had indicated if there was a break in their schedule he would do
that. He stated if the contractor called him and said he can have a crew back the next day he asked what
he is supposed to tell the residents. He would not have been able to notify them about what work would
be done and the impact of it. The contractor may resume work sooner but the lack of notification to the
residents will cause consternation for the residents. He clarified he would prefer to notify residents and
get the contractor back to work as soon as he can. He stated the project has not been mismanaged but
there have been some issues with the project. The issues have not been easy to deal with from a
contractual or construction standpoint.
Councilmember Labadie stated she thought the City needs to be proactive about notifying people if the
project will not be substantially complete before school starts. That notification should be done a week or
so before the start of school. First Student Transportation, the bus company, needs to be notified.
Representatives from the Minnetonka School District also need to be notified. Engineer Hornby stated
that is done for every project. Emergency services and the transportation group for the school are notified.
Betty with the School District has his cell phone number and she can call him any time.
Mayor Zerby stated he had spoken with Excelsior Fire District (EFD) Chief Gerber and he had not been
told about the closings for the sewer portion of the project. That was somewhat of a problem for both
firefighters going to the station and for emergency response vehicles. They need to have an alternate route
planned for in advance. He stated he thought there needs to be better communication for this and more
personal communication.
Engineer Hornby stated he is hearing from Council that he is not doing his job and noted that he does not
share that perspective. He then stated many times things are communicated via email so that there is
documentation.
Mayor Zerby stated he does not think Council has been saying Engineer Hornby is not doing his job.
Councilmember Labadie clarified that she did not mean to infer Engineer Hornby was not doing his job.
She stated Hornby is the liaison and Council is asking him to convey Council’s concerns. She clarified
she is not saying Hornby “dropped the ball”.
Engineer Hornby explained that during construction meetings Director Brown serves as the “bad cop”
very well. During the meetings Council’s concerns are conveyed to the contractor. Staff takes the
inconvenience to residents into consideration during project discussions. He noted that he would be
frustrated if he were a resident impacted by this project. He stated if there were one contractor blocking
off one lane of Smithtown Road and another staging paving trucks in the other lane there is no way to get
through the area. That had to be taken into consideration. He noted the City could have told the developer
for the MCC project it could not start any work until the sidewalk project was done. He went on to state
that the contractor for the Star Lane and Star Circle project was going to complete that project ahead of
time but the timing was not right for when they wanted to come in an pave the roadway surface.
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July 25, 2016
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Mayor Zerby asked why the contractor cut deeper into Smithtown Road for the east sidewalk project than
for the west sidewalk project. Why is there a foot gap between the curb and the roadway surface?
Engineer Hornby explained the contractor needed enough space to get their equipment in to compact the
aggregate base below and the pavement in front. The contractor for the west segment tied to skinny that
area up a little and there are constructability issues with that when trying to do that work. That contractor
did find a way to make that work but they did not give themselves much room to do that. The contractor
for the east segment tried to run the curb machine on both the aggregate and the bituminous surface. He
thought that caused problems from them and that resulted in some of the curb issues.
Zerby stated he thought more communication is better and more personal communication is better to
those residents along the south side of Smithtown Road. Engineer Hornby stated he will have field staff
go door to door. Zerby stated from his perspective that is the least that can be done because of all of the
inconvenience the project has caused.
5. PUBLIC HEARING
6. REPORTS AND PRESENTATIONS
7. PARKS
8. PLANNING
A. Report by Planning Commissioner Riedel on the July 19, 2016, Planning
Commission meeting.
Planning Commissioner Riedel reported on matters considered and actions taken at the July 19, 2016,
Planning Commission meeting (as detailed in the minutes of that meeting).
Councilmember Sundberg asked if any residents had comments during the public hearing for the Code
Amendment to Opt-Out of Family Health Care Dwelling (“Drop Homes’) Law. Mr. Riedel responded no.
B. Conditional Use Permit for Six-Foot Fence in Front-Yard Setback
Applicant: Deborah and Kenneth Hoops
Location: 23755 Smithtown Road (County Road 19)
Director Nielsen explained Deborah and Kenneth Hoops, 23755 Smithtown Road, have requested a
conditional use permit (C.U.P.) to construct a six-foot high, alternating board on board (shadowbox) fence
across part of the front of their property. The fence would replace a former nonconforming fence they
had. The proposed fence would comply with all of the criteria in the Zoning Code for granting a C.U.P.
allowing for a six-foot-high fence in the front setback. The applicants already have some landscaping in
that area and the new plantings will be shade and salt tolerant.
Nielsen noted the Planning Commission unanimously recommended Council grant the C.U.P.
Sundberg moved, Labadie seconded, Adopting RESOLUTION NO. 16-055, “A Resolution
Granting a Conditional Use Permit for a Six-Foot Fence in Front Yard for Deborah and Kenneth
Hoops, 23755 Smithtown Road.”
Mayor Zerby stated he thought the fence would enhance the property.
Motion passed 4/0.
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July 25, 2016
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C. Setback Variance
Applicant: Ryan Krieger
Location: 20920 Forest Drive
Director Nielsen explained Ryan Krieger and his wife are arranging to purchase the property located at
20920 Forest Drive from David Moe. The property was the subject of a variance request about one year
ago for Mr. Moe. The subject property is very nonconforming; it is 50 feet at its widest and tapers back to
37.5 feet on its easterly end. The Krieger’s propose to tear down the existing house on the property and
build a new house. What they propose is essentially the same footprint as the one Mr. Moe had received a
variance for. The difference between the two variance requests is Mr. Moe would have had only a garage
on the easterly end and the Kriegers want to have living space above the garage.
Nielsen noted the Planning Commission unanimously voted to recommend approval of the setback
variance request.
Councilmember Woodruff stated that Council has been tough on granting variances during his tenure on
Council.
Woodruff moved, Sundberg seconded, Adopting RESOLUTION NO. 16-056 “A Resolution
Granting a Setback Variance to Ryan Krieger, 20920 Forest Drive.” Motion passed 4/0.
D. Conditional Use Permit for a Building Addition
Applicant: Valvoline Instant Oil Change, Inc.
Location: 19465 State Highway 7
Director Nielsen explained Valvoline Instant Oil Change, Inc. is located at 19465 State Highway 7. The
property is zoned C-1, General Commercial. Valvoline has submitted plans to add a small addition to the
existing building. The property exists under a conditional use permit (C.U.P.) that was approved in May
of 1984. Therefore, the addition is also subject to the C.U.P. process. He thought the designer did a very
good job of fitting the applicant’s needs into the City Code while meeting the needs of the applicant. The
applicant’s request complies with the requirements of the Shorewood Zoning Code. The height of the
building addition would be about three feet shorter than the existing building.
Nielsen noted the Planning Commission unanimously recommended granting the C.U.P.
Woodruff moved, Zerby seconded, Adopting RESOLUTION NO. 16-057, “A Resolution Granting a
Conditional Use Permit for a Building Addition for Valvoline Instant Oil Change, 19465 State
Highway 7.” Motion passed 4/0.
E. Code Amendment to Opt-Out of Family Health Care Dwelling (“Drop Homes’) Law
Director Nielsen explained the state legislature recently adopted a law requiring cities to allow what is
commonly being referred to as “drop homes”. They are intended for temporary family living facilities in
residential zoning districts. The legislation allows cities to adopt standards that would make the dwellings
a step above recreational vehicles. He thought there would be a number of issues with those types of
dwellings such as the issue of sanitation. Another issue raised is even though they are supposed to be
temporary there is nothing more permanent than something done temporarily. People would want to get
their money’s worth out of an investment. Shorewood permits alternatives to the temporary health care
dwellings. It allows accessory apartments for senior care or health care. That was added to the Code a few
years ago. If the City ever wanted to allow for the dwellings it could do that on its own rather than having
the State dictate that.
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July 25, 2016
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Nielsen noted the legislation allows cities to opt-out of allowing the dwellings provided they do so my
September 1, 2016. He then noted the Planning Commission unanimously recommended approval an
ordinance opting out of State Statutes, Section 462.3593 pertaining to temporary family health care
dwellings.
Councilmember Sundberg noted she agrees with the staff’s and the Planning Commission’s
recommendation. She stated she thought there are many loose ends with the law.
Councilmember Woodruff expressed his support for opting out of the law. He reiterated what Director
Nielsen explained about what the City already allows.
Councilmember Labadie stated if the City does not opt out she thought it would be difficult to regulate
what the law allows.
Sundberg moved, Woodruff seconded, Approving ORDINANCE NO. 532 “An Ordinance Opting-
Out of the Requirements of Minnesota Statutes, Section 462.3593.” Motion passed 4/0.
F. Conditional Use Permit Amendment Regarding Sewer Lift Station Property
Applicant: Metropolitan Council Environmental Services (MCES)
Location: 21445 State Highway 7
Director Nielsen explained that late 2015 the City approved a conditional use permit (C.U.P.) for MCES.
MCES currently operates a sanitary sewer lift station at 21445 State Highway 7 (at the intersection of
Christmas Lake Road and Third Avenue). MCES wants to replace its existing lift station facility on the
property.
Council adopted Resolution No. 15-095 granting the C.U.P. subject to four conditions stipulated in the
Resolution.
One condition was the City was going to provide MCES clear title to the property. The property had been
acquired by the City several years ago. It appears that the paper work was either not filed or improperly
filed. The property is reverting back to the State Land Department or to Hennepin County. The City is
shown as the fee owner. MCES is going to go through a friendly condemnation process; the City does not
object to MCES doing that. Because the City is not providing clear title that condition would be removed.
Another condition was MCES was to extend Excelsior watermain along Third Avenue up to the
intersection of Christmas Lake Road and Third Avenue to service the site. The City of Excelsior has
concerns about the capacity of its system and therefore does not want to extend an entire watermain.
Excelsior did agree to extend a single service. That is all the facility needs because there is only a single
bathroom in the facility on the site that is occasionally used. The condition for the water service extension
stipulates that it must be bored underground to preserve the wooded area on the easterly portion of the
property.
He noted the meeting packet contains a copy of a revised resolution granting the C.U.P. which reflects the
changes to those two conditions. He also noted the Planning Commission unanimously recommended
adopting the new resolution granting the C.U.P.
Woodruff moved, Sundberg seconded, Adopting RESOLUTION NO. 16-058, “A Resolution
Granting a Conditional Use Permit for Metropolitan Environmental Services (MCES) to Replace
an Existing Lift Station in the Southwest Quadrant of the State Highway 7 / Christmas Lake Road
Intersection.” Motion passed 4/0.
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July 25, 2016
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G. Approve Deed Correction – Lots 7 & 8, Manitou Glen
Applicant: Nita Morlock
Location: 24975 and 24995 Glen Road
Director Nielsen explained that in January of 2007 the City approved a minor subdivision for Bob
Morlock for his property on Glen Road. As part of the approval the City required the dedication of
additional right-of-way (ROW) for Glen Road. While attempting to sell the two lots at 21265 and 21285
Glen Road the buyer’s title company discovered that the City received fee title to the property with no
indication of its intended purpose for the 10-foot strip of land. That makes the buyer’s title company a
little uncomfortable. The City is being asked to approve the recording of a corrective deed to clarify that
the intent of the City’s ownership is for public ROW.
Woodruff moved, Labadie seconded, Adopting RESOLUTION NO. 16-059, “A Resolution
Accepting Corrective Deed for Lots 7 and 8, Manitou Glen.” Motion passed 4/0.
9. ENGINEERING/PUBLIC WORKS
A. Approve Plans, Specifications and Authorize Advertisement for Bids for the 2016
Trunk Watermain Extension (Oppidan), City Project 16-04
Engineer Hornby explained the meeting packet contains a copy of a memorandum from him that
identifies the requested trunk watermain extension that would ultimately serve the Oppidan Shorewood
Senior Living development and areas north and south of Trunk Highway 7. The project is estimated to
cost about $1.5 million as indicated in the Feasibility Report. About $400,000 of that cost will be
contributed by the developer. Staff is requesting Council adopt the resolution approving the plans and
specifications and authorizing the advertisement for bids for the 2016 Trunk Watermain Extension
Project, City Project 16-04.
Sundberg moved, Woodruff seconded, Adopting RESOLUTION NO. 16-060, “A Resolution
Approving Plans and Specifications and Authorizing Advertisement for Bids, 2016 Trunk
Watermain Extension Project, City Project 16-04.” Motion passed 4/0.
B. Receive Petition for Paving Parking Lot – Freeman Park
Engineer Hornby explained the City received a petition from residents living in the Shorewood Ponds
development requesting the parking lot in Freeman Park adjacent to the development be paved. The
residents from twenty-seven households signed the petition. They expressed concern that the gravel
parking lot at the west end of Park Lane can create health issues and impact the enjoyment of owners of
properties located in the development. Staff asked Council to accept the petition and to direct staff what
on to do about the requested improvement. He noted the 2016 capital improvement program (CIP) does
not include funding to pave that portion of the parking lot nor is there funding in the future CIP.
Mayor Zerby noted there is a Shorewood Ponds Homeowners Association. He clarified that this is not a
public hearing but noted he will allow a representative of the Association to speak to Council.
Jerry Brecke, a representative from the Association, noted the issue is not new. He explained that three
years ago they asked for help but nothing happened. Last year they asked for help and nothing happened
until someone intervened and some sodium chloride was put down. That worked well for about one week.
Once that surface was broken it no longer did any good. The dust and the problems with the gravel
surface cause a real health issue. Currently it is worse than ever. There are two ballfields that are used
more than he can ever remember. Unfortunately, the dust keeps the residents living on the west of the
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July 25, 2016
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facility from sitting outside. If they don’t park their vehicles in their garage right away they become
covered with dust. When it rains the gravel and dirt becomes mud and it gets tracked onto the roadway.
The City has a large pile of asphalt at the Public Works facility. Putting it down on that section of the
parking lot would be a good use for it.
The development had some driveways replaced. Rather than putting just asphalt down they put down a
combination of asphalt and concrete. That surface is as hard as a rock. The rain did not affect the surface
at all.
The petitioners are asking the city to pave the parking area by fields 1 and 2. That area is probably not
much larger than a football field. Parking is heavy on Park Lane especially with more expensive vehicles.
He noted the petition includes names of people from at the ballfield. There was 100 percent support from
the people they talked to. The President of the Association thought she was getting in the way of people
watching the games so the quit seeking more signatures.
He stated among the comments they heard was that people go to many ball fields and the parking lots are
paved. Another comment was it would be such a big project because of the other big parking lot in
Freeman Park. There are no houses around that big parking lot.
He stated the petitioners do not want their request “buttonholed this year”.
He noted the size of the community garden was doubled in size and now there are three times as many
cars that park near there.
Mr. Brecke stated the residents would like the area to be paved.
Councilmember Sundberg stated she thought the residents have been extremely patient. She then stated
the petition gives the Council the impetus to address the issue. She suggested Council ask staff to assess
paving options. The gravel lot is a nuisance at the least and also a health and safety issue for residents and
people trying to use the area. She noted she would like to find a solution to get it paved.
Mayor Zerby stated he thought project is long overdue. He thought that some of the park dedication fees
paid when the development was built should have been used to do that. The dirt parking lot was adequate
when the houses were not there. But, it has evolved from a rural aesthetic to more of an urban aesthetic.
Something needs to be done.
In response to a question from Councilmember Labadie, Engineer Hornby stated when he looked at the
petition he counted the number of different households in the development that were represented.
Councilmember Labadie stated one sheet of the petition states “collected from baseball families”. Based
on the names they were collected at one game. Mr. Brecke confirmed that. Labadie stated that if names
were collected from more than one game there would be a lot more signatures. She noted that she does
not think paving the small parking area for the benefit of baseball families is necessary. She does think
that paving it for the benefit of the residents in Shorewood Ponds is a different issue. She stated that
before Council can make a decision about the request Council needs staff to provide an estimated cost to
pave it.
Councilmember Sundberg asked staff to include the paving in the budget for 2017.
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July 25, 2016
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Mr. Brecke asked if the City has any extra money for this year.
Councilmember Woodruff stated he would like to keep the option open for doing something in 2016 if
there is an affordable option. He asked staff to come back to Council will options from both an
installation and maintenance perspective.
Mr. Brecke stated that in the past people have heard that the Minnehaha Creek Watershed District
(MCWD) had not liked the angle of the parking lot. He noted that one year ago the City redesigned that to
bring the stormwater along the property line and into the holding ponds.
Mayor Zerby stated he thought Council has provided direction to staff.
10. GENERAL/NEW BUSINESS
A. Appointment to the Park Commission
Mayor Zerby stated that earlier this evening Council interviewed two well qualified applicants for an
open seat on the Park Commission. He asked if someone wanted to make a motion to appoint one of the
applicants.
Woodruff moved, Zerby seconded, Adopting RESOLUTION NO 16-061, “A Resolution Making the
Appointment of Molly Barr (July 25, 2016 - February 28, 2018) to the City of Shorewood Park
Commission.”
Councilmember Sundberg stated she thought both applicants were phenomenal. She wished the City had
room for both. Choosing one over the other is difficult because they are both very qualified.
Councilmember Labadie stated it is always a shame when a resident is willing to volunteer and they are
denied the opportunity to do so. There will be other opportunities to do so. She then stated she thought
Ms. Barr was an excellent candidate, very enthusiastic and highly qualified. She also thought the other
applicant, Mike Plekkenpol, was very qualified. Mr. Plekkenpol has dealt with budgeting issues about
park projects, landscaping, and playground structures for example. There can be great ideas about how to
improve the City’s parks but they cannot be implemented if there is no budget to do so. She noted she
would support Mr. Plekkenpol for the sole reason of his experience in budgeting for park related items.
Councilmember Sundberg noted her preference would be Mr. Plekkenpol. She reiterated she hates to
leave one applicant behind. She stated she hopes that the applicant that is not appointed will reapply for
future opportunities to volunteer with the City.
Mayor Zerby stated he does not recollect Council ever having this much discussion about which applicant
to appoint because they were so qualified.
Councilmember Woodruff stated from his perspective there is very little difference between what the two
applicants can contribute to the City. He stated he hopes that whichever applicant is not appointed will
apply for a future opportunity to volunteer.
Councilmember Labadie stated the Arctic Fever committee can always use great volunteers.
Motion passed 2/2.
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Mayor Zerby explained that in a tie vote the mayor’s vote counts as two votes. Administrator Joynes
confirmed that.
B. City Administrator Search
Administrator Joynes explained he had emailed Council a proposed schedule for interviewing and vetting
the three semifinalists for the city administrator position last week. Based on feedback received from
Council it appears that Tuesday, August 16, works the best for the majority of Council. He invited
Excelsior Fire District Chief Gerber and South Lake Minnetonka Police Department Chief Meehan to
participate. He noted that one of the panels can be recorded so Councilmember Sundberg can observe all
of the semifinalists. He stated if Council is in agreement with what has been proposed then the extensive
background checks will be started on July 26. The psychological and management assessments will be
done as well. He had provided Council with a recommendation on who to use to do the assessments.
He noted that he anticipates that Council will narrow the three semifinalists down to two and conduct full
interviews with them. Although, it could be possible for Council to all agree on one individual.
He explained the background check includes a full criminal investigation. Sometimes it takes a while to
get the information back from the Bureau of Criminal Apprehension (BCA). Council will be provided
with the results of the psychological and management assessments prior to August 16.
Councilmember Woodruff asked when the rest of Council is going to see the information about the
candidates. Administrator Joynes stated that information will be provided prior to the August 16 interview
process.
Administrator Joynes noted that because they candidates are semifinalists the names will be kept private.
Once the finalist or finalists are selected the names will be released.
Joynes asked Council to receive and file the proposed schedule and direct staff to proceed with the vetting
of the three semifinalists.
Woodruff moved, receiving and filing the proposed schedule for the city administrator selection
process and directing staff to move forward with the vetting process for the three semifinalists.
Councilmember Labadie asked what happens if Council cannot come to a consensus on one candidate or
if Council does not think the lead candidate is strong enough.
Administrator Joynes explained the Personnel Committee reviewed the information on six candidates and
narrowed that down to three for Council. The full Council could go consider other applicants not included
in the list of three.
Councilmember Woodruff explained the Personnel Committee thought there were six candidates that
would be worthy of an interview with Council. The Committee thought six was too many so it narrowed
the number down to the three the Committee thought would be the best fit. He thought that in addition to
the three semifinalists selected he thought there would be one and possibly two other applicants that
would be worthy of an interview with Council. He noted the City received 26 applications and some
clearly did not meet the City’s criteria.
Mayor Zerby clarified that he did not receive a copy of the proposed schedule. Administrator Joynes
noted he will resend the information the next day.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
July 25, 2016
Page 14 of 16
Councilmember Sundberg stated she had some discomfort with narrowing the number of candidates
Council will interview to three. Based on her experience the interviews can be the clarifying part of the
process.
Administrator Joynes explained he had interviewed the top six candidates. He provided the other two
members of the Personnel Committee with his comments and assessments. The three members of the
Committee agreed that three candidates were in the first cut. There are some potential candidates in the
second group of three. All six of the candidates have experience that would fit but it comes down to
chemistry with Council. He stated if Council is not comfortable with any of the three semifinalists
Council can interview some of the next three.
Councilmember Woodruff stated that if he is unsure about the three finalists he would want to interview
more applicants.
Mayor Zerby stated he is fine with the process Administrator Joynes described. He then stated he is a
little bit uncomfortable voting on something he has not seen and the public has not had a chance to
review. He clarified he thought the direction was clear. Administrator Joynes clarified that at this point it
is not a public process.
Administrator Joynes stated the interview process will go from 1:00 – 5:00 P.M. on Tuesday, August 16.
He has allotted one hour for each semifinalist and then one hour for Council to discuss them. Staff will
provide Council with sample interview questions.
Sundberg seconded. Motion passed 4/0.
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. He asked that the schedule
be updated with at least estimated dates of completion for the Smithtown Road east sidewalk extension.
Engineer Hornby noted the schedule will be updated for the next Council meeting.
Engineer Hornby noted that staff has submitted the Pedestrian Facility Grant through the Metropolitan
Council for the Galpin Lake Road trail segment. The grant is for up to $1 million. He will update the
Galpin Lake Road trail schedule with that. The soonest that trail could be constructed would be in 2019.
2. Monthly Budget Report
Mayor Zerby noted the meeting packet contains a copy of the June 2016 Monthly Budget Report.
Other
Director Brown explained on July 15 kids tagged the basketball court surface and backboard in
Silverwood Park. Staff spoke with a contractor who deals with the surface and was told to pressure wash
the surface noting it could scar the surface. It did do that. The contractor advised staff not to resurface the
court right away. Based on the contractor’s 30 years of experience when the resurfacing is done quickly
kids tag it again. The last time the court was resurfaced it cost about $2,500. He thought the deductible for
insurance claims is about $2,500.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
July 25, 2016
Page 15 of 16
Mayor Zerby asked if there would be value in putting up a sign encouraging people to be aware of
suspicious activity because of recent vandalism.
Director Brown noted staff has been working with representatives from the South Lake Minnetonka
Police Department (SLMPD).
Brown then noted the hockey rink in Badger Park has been taken down. The ruminants will be removed
in the near future.
Director DeJong stated there will be a meeting with Oppidan Investment on July 26 to finalize some of
the documents on the tax increment financing related to its Shorewood Senior Living project.
Mayor Zerby asked for an update on the bank statement reconciliation process. Has staff caught up for
2016? Director DeJong responded up through February. DeJong noted he has another meeting scheduled
with Joe Rigdon, with BerganKDV, to get some help with the reconciliations.
B. Mayor and City Council
Councilmember Woodruff stated that he read an article in a newspaper that the City of Excelsior has
given preliminary approval to The Waters of Excelsior senior living project. That requires Excelsior
annex a parcel of land located in Shorewood. He asked what the next step is for Shorewood. Attorney
Keane explained Shorewood has to go through a notice and hearing process. A joint resolution has to be
crafted for submittal to the state agency that oversees boundary adjustments. It is a multistep process that
requires the collaboration between Shorewood and Excelsior and the state agency. Woodruff asked if the
Planning Commission will consider the annexation. Attorney Keane responded yes. Director Nielsen
clarified the annexation requires the Commission to consider an amendment to the Comprehensive Plan.
Administrator Joynes explained that Excelsior will have to go through something similar to what
Shorewood did with Oppidan which includes establishing a Tax Increment Financing (TIF) District and
TIF Plan. That cannot happen until after the annexation because Excelsior needs to have control of the
property.
Attorney Keane stated it would take four to six months for Shorewood to be done with its part of the
process.
Councilmember Labadie noted she attended the Excelsior Firefighters Relief Association (EFRA)
fundraising dance on July 15. She had a great experience. She thanked everyone who bid on the silent
auction items.
Councilmember Sundberg stated she did go on a drive through tour of the Minnetonka Country Club
(MCC) development. It was very informative. It appears there are going to be some lovely spots. She then
stated that the previous week she attended the kickoff meeting for Hennepin County’s 3-year strategic
planning process. The process will be much more involved than she had anticipated. She met with
Administrator Joynes and Director Nielsen earlier in the day to hear their initial thoughts about what the
City should be thinking about for out to 2040. She asked staff and Councilmembers to provide her with
their thoughts about issues and opportunities to improve the City’s working relationship with the County
or suggestions they have for the County to consider. During the meeting there was a review of emerging
trends in the County such as it is an aging population and an aging infrastructure.
Mayor Zerby thanked Councilmember Sundberg for participating in that.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
July 25, 2016
Page 16 of 16
Mayor Zerby stated he attended a recent meeting of the SLMPD Coordinating Committee. He noted the
Committee recommended approval of the 2017 SLMPD budget during the same meeting it was first
presented. He expressed his congratulations to SLMPD Chief Meehan for that. He noted Chief Meehan
has been made aware of concerns Council has about traffic. There had been some special policing along
the Lake Linden Drive, Yellowstone Trail and Country Club Road corridor. Chief Meehan had related
there had been good results from doing that. Councilmember Woodruff asked that Council be provided
with the results at the appropriate time.
Zerby then stated there has been some discussion about the SLMPD joint powers agreement (JPA)
funding formula. During that Coordinating Committee meeting there was a suggestion that rather than
averaging the three criteria every five year consideration be given to considering a rolling 10-year period.
The initial calculations for taking that approach would increase Shorewood’s contribution by about 10
percent.
12. ADJOURN
Woodruff moved, Sundberg seconded, Adjourning the City Council Regular Meeting of July 25,
2016, at 8:43 P.M. Motion passed 4/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
ATTEST:
Scott Zerby, Mayor
Jean Panchyshyn, City Clerk
#3A
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Verified Claims
Meeting Date: August 8, 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.
62746 - 62747 & ACH 44,098.06
62749 - 62787 & ACH 329,537.88
Total Claims $373,635.94
We have also included a payroll summary for the payroll period ending July 31, 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.
Next Steps and Timelines:
Checks will be distributed following approval.
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#8B
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Hamdorf, Chris – Setback Variances
Meeting Date: 8 August 2016
Prepared by: Brad Nielsen
Reviewed by: Patti Helgesen
Attachments: Planning Director’s Memorandum
Draft Resolution
Policy Consideration: Should the City grant a setback variance to Chris Hamdorf for a new detached
accessory building?
Background: See attached Planning Director’s memorandum for detailed background on this item. The
Planning Commission held a public hearing on the application at its 19 July meeting and voted to
recommend approval of the variances as requested.
Financial or Budget Considerations: None. The applicant’s application fees cover the cost of processing
the request.
Options: Approve the variance; deny the variance; or modify the variance.
Recommendation / Action Requested: Staff agrees with the Planning Commission’s recommendation
to approve the request.
Next Steps and Timelines: If Council is in agreement, a building permit can be issued upon receipt of
construction drawings.
Connection to Vision / Mission: Sustainable tax base.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
MEMORANDUM
CITY OF
SHOREWOOD
5755 Country Club Road • Shorewood, Minnesota 55331 •952- 960 -7900
Fax: 952 - 474 - 0128 • www.dshorewood.mmus • cityhall &i.shorewood.mmus
TO: Planning Commission, Mayor and City Council
FROM: Brad Nielsen
DATE: 15 July 2015
RE: Hamdorf, Chris Setback Variance
FILE NO.: 405 (16.16)
BACKGROUND
Chris and Amy Hamdorf own the property at 26425 Arbor Creek Lane (see. Site Location map — Exhibit A,
attached). As described in his request letter, Mr. Hamdorf proposes to build a 12' x 12' garden shed at the
rear of the property. The proposed shed requires a 45 -foot setback variance from the rear lot line..
The property in question contains 40,620 square feet of area and is zoned R -lA, Single - family Residential.
The property is occupied by an extraordinarily large drainage and utility easement as illustrated on Exhibit
C. This drainage easement serves the entire Arbor Creek subdivision as well, as property to the south.
The proposed building, the style of which is shown on Exhibit D, is one story (approximately 12 feet) in
height and contains 144 square feet of floor area. The applicant proposes to locate the shed in a wooded
area at the south end of the site, approximately five feet from the property line.
ANALYSIS/RECOMMENDATION
Section 1201.05 Subd. 2.b. of the Zoning Code sets forth criteria for the granting of variances. As
variances go this request is relatively simple.
1. The applicant's "practical difficulty" is largely the result of the extraordinary size of the drainage
and utility easement that wraps around the south and east sides of the lot, coupled with the
topography of the site. The typical drainage and utility easement is 10 feet. Staff initially
suggested the possibility of locating the shed to the west of the existing sport court. Having
Memorandum
Re: Hamdorf Setback Variance
15 July 2016
walked the site with the applicant we agree that this area is subject to storm water flow, whereas
the proposed location of the shed is high and diy. Also, the proposed location of the shed places it
much farther from surrounding residences (approximately 30 feet from the back corner of the lot
to the east) than if it were located west of the sport court and it is quite concealed by the existing
privacy fence on the property and the location of trees in that corner of the site. It is also worth
noting that the property to the south of the applicants is the school yard for Minnewashta
Elementary School.
2. The applicant's practical difficulty is not economic in nature.
3. Despite the standard one acre size of the subject lot the buildable area of the lot is drastically
reduced by the drainage and utility easement. The applicant is unable to use as much of his lot as
other similar sized lots in the R -1A district.
4. The special conditions in this case are not the result of actions by the applicant.
5. No special right or privilege is conveyed to the applicant by granting the variance. The drainage
and utility easements on the property in effect result in a 50- footsetback or open space on three
sides of the property. Even if the variance is granted, the lot provides more open space than a
standard lot.
6. The design and location of the proposed building should not adversely impact the surrounding
properties or the neighborhood in which it is located.
Based on the preceding, the applicant's request for a variance is considered justified in order to make
reasonable use of the property. Approval is therefore recommended.
Cc: Bill Joynes
Tim Keane
Chris Hamdorf
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Chris and Amy Hamdorf
26425 Arbor Creek Lane
Shorewood, MN 55331
June 7, 2016
City of Shorewood, MN
5755 Country Club Road
Shorewood, MN 55331
Dear Shorewood City Council:
We are writing this letter as a request for a zoning variance at our home property of 26425 Arbor Creek
Lane in Shorewood, MN. We would like to build a 12'x 12' shed on our property. We would like to
locate the shed in the southeast corner of our lot. This location is not at least 50 feet from our property
line, so that is why we are requesting the variance.
We believe the variance should be grated based on the following facts:
• The proposed location is hidden at the back of our property behind a 6' privacy fence and not
in plain sight of any other neighboring houses
• The proposed location is not in a drainage and utility easement
• Based on the extreme amount of draining and utility easement in our back yard, the only other
possible location for the proposed shed would be to locate it immediately behind the
basketball hoop of our sport court. This location is the wettest location of our back yard and
always has standing water after any significant rainfall or snow melt. This location is also in
plain view for the neighbor's house and would not allow us to hide the shed like the proposed
location.
• The proposed location does not alter the essential character of the area
We are submitting our formal Zoning /Subdivision Application with this letter on 6/7/16 along with $400
for the application fee and escrow. We are also submitting a property survey, several copies of an As-
Built drawing of our property and a picture and description of the proposed shed. We are also including
an envelope with mailing list of property owners within 500 feet of our property, which was obtained
from the Hennepin County Property Description Department.
Sincerely,
Chris and Amy Hamdorf
Exhibit B
APPLICANT'S REQUEST LETTER
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CITY OF SHOREWOOD
RESOLUTION NO. ________
A RESOLUTION GRANTING A SETBACK VARIANCE FOR AN ACCESSORY
BUILDING TO CHRIS HAMDORF
WHEREAS,
Chris Hamdorf (Applicant) is the owner of real property located at 26425
Arbor Creek Lane, in the City of Shorewood, County of Hennepin, legally described as:
"Lot 1, Block 1, Arbor Creek” and
WHEREAS,
the Applicant desires to build a detached accessory building closer to the
rear lot line than what is currently allowed by the Shorewood Zoning Code and has applied for a
setback variance; and
WHEREAS,
the Applicant's request was reviewed by the City Planner, and his
recommendations were duly set forth in a memorandum to the Planning Commission dated 15
July 2016, which memorandum is on file at City Hall; and
WHEREAS,
after required notice, a public hearing was held and the application was
reviewed by the Planning Commission at its regular meeting on 19 July 2016, the minutes of
which meeting are on file at City Hall; and
WHEREAS,
the Applicant's request was considered by the City Council at its regular
meeting on 8 August 2016, at which time the Planner's memorandum and the minutes of the
Planning Commission were reviewed and comments were heard by the Council from the City
staff.
NOW, THEREFORE, BE IT RESOLVED
by the City Council of the City of
Shorewood as follows:
FINDINGS OF FACT
1. The subject property is zoned R-1A, Single-family Residential and contains 40,620
square feet in area.
2. The proposed building is one story in height and contains 144 square feet in floor
area.
3. The property in question is occupied by a significant drainage and utility easement.
4. The applicant proposes to locate the proposed building five feet from the south
property line which does not comply with the rear yard setback requirement for the R-1A District.
5. The property to the south of the applicant’s is occupied by the playground for
Minnewashta Elementary School.
CONCLUSION
A. The Applicant has satisfied the criteria for the grant of a variance under Section 1201.05
of the Shorewood City Code and has established practical difficulties as defined by Minnesota Statutes
Section 462.375, Subd. 6(2).
B. Based upon the foregoing, the City Council hereby grants the Applicant’s request for a
setback variance to construct a detached accessory building, no closer than five feet from the south
property line
C. That the City Administrator/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 8th day of August,
2016.
Scott Zerby, Mayor
ATTEST:
Jean Panchyshyn, City Clerk
222
#9A
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Waterford Area Traffic Speed Study
Meeting Date: August 8, 2016
Prepared by: Paul Hornby, City Engineer
Reviewed by:
Attachments: Traffic Study Memorandum
Policy Consideration: Should the City adjust traffic control Waterford Place and Old Market Road?
Background: The City received a petition for a speed study from the Waterford Area Home Owners
Association and staff performed the speed study before the last school day in June. Engineering staff set
data collection devices for 48 consecutive hours on Old Market Road and on Waterford Place. Speed
th
data collected indicates the 85 percentile speeds during the study period are as follows:
Old Market Road north of Waterford Place – 36 mph
Old Market Road south of Waterford Place – 32 mph
Waterford Place east of Old Market Road – 30 mph
Waterford Place west of Vine Hill Road – 30 mph
The posted speed limit is 25 MPH on Old Market Road and Waterford Place. The speed data collected
indicate vehicles travelling at the statutory speed limit on Waterford Place, although 5 MPH above the
posted speed limit. The speed data collected on Old Market Road indicates vehicles traveling 7 MPH to
11 MPH above the posted speed limit. Speeds exceeding the post limit occur generally between 6:00
and 8:00 a.m. on Waterford Place, and between 2:00 and 7:00 p.m. on Old Market Road.
Recommendation / Action Requested: Staff recommends monitoring the speed of traffic and
requesting targeted speed enforcement of Waterford Place and Old Market Road, for the time periods
indicated.
Next Steps and Timelines: Upon Council direction, staff will contact the SLMPD and request targeted
speed enforcement of these roadways.
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
9C
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Authorize the Expenditure of Funds for Communications Network and
Installation for Sanitary Sewer System.
Meeting Date: August 8, 2016
Prepared by: Larry Brown, Director of Public Works
Reviewed by: Jean Panchyshyn, City Clerk
Attachments Low Quote.
Policy Consideration: Should the City invest in a new communications system to monitor and
alarm the Sanitary Sewer Lift Station System?
Background: The approval item considered immediately prior to this item was an almost
identical proposal, except this is for the wastewater system vs water system.
During the investigation of costs for the water system, staff consiof adding an
identical monitoring and reporting system to the sanitary sewer system. Despite the fact that
this expenditure has not been programmed as part of the normal C
Program (CIP), staff reviewed the risks associated with the City
stations), and determined that proper alarms, monitoring, and co
stations was prudent to consider for the wastewatersystem, as well as the water system.
As mentioned above, the City owns and operates 15 lift stations a
are subject to fouled pumps, power outages, and mechanical or el
these stations to operate, results in wastewater back-flowing into the lower levels of homes.
Costs for just a single incident far outweighs the cost of insta of
communications network. Therefore, despite the fact that this is not programmed in the C
having a reliable monitoring and alarm system for these systems
management perspective.
Again, analogous to the water system, proposals were solicited from three vendors for the
Mission Communication Network.The systems to be quoted for monitoring, level monitoring,
and alarm calloutsfor the 15 lift stations.
A summary of the proposals solicited are shown below.
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 leadership. 0 ¦¤
FirmDescription Amount
15 Control and Transmitter
Stations with 3 year
Mission Communications $58,821.00 (1)(2)
subscription service, 1 year
warranty parts.
15 Control and Transmitter
Stations with 3 year
Tech Sales, Inc. $58,686.00 (1)(2)
subscription service, 1 year
warranty parts.
15 Control and Transmitter
Stations with 3 year
Western Environmental $58,986.00 (1)(2)
subscription service, 1 year
Equipment Co.
warranty parts.
Table 1
Notes:
(1)Amount shown does not include installation by Citys integrator
This time will be on a time and materials basis, not to exceed $6,000.
(2)The annual subscription service quoted by the lowest quote is $8 for all 15 Lift
Stations.
Financial or Budget Considerations: This item is not included in the 2016 Capital Improvement
Program (CIP). However, in analyzing the risk associated with the systems, one single failuof
the existing system could easily exceed these proposed costs. Having early and timely
detection and warning is prudent to avoiding such failure outcom
Currently, the City owns and operates a minor alarm system that costs $2,930.88 for the total
system, per year, that is installed in most of the lift stations. Replacement of this system
provides increased reliability and earlier alarm notifications of conditions of concern.
The sanitary sewer fund is well positioned to accommodate these project costs.
Recommendation / Action Requested: Staff is recommending acceptance of the proposal from
Tech Sales, Co. in the amount of $58,686.00, in addition to authorizing installation costs by
Primex Controls, not to exceed $16,000.
QUOTATION
Quotation From:
Page:1
TECH SALES CO.
311 W. 44TH STREET
MINNEAPOLIS MN 55409
Ph:(612) 823-8238 Fx:(612) 823-4272
Quotation For:
City of Shorewood Quotation#:2161103
5755 Country Club Rd.Revision#:1
Shorewood MN 55331 Date:08/03/16
Ph:(952) 960-7913 Fx:(952) 474-0128
Attn:Larry Brwon E-Mail:lbrown@shorewoodpw.com
Ref:Mission Communication- Shorewood Wastewater System
FOB:
Please Address Order To: Shipment: 2-4 Weeks ARO
Salesman:Abraham Salamzadeh
Validity:30 Days
TECH SALES CO.Terms:
311 W. 44TH STREET
MINNEAPOLIS MN 55409
Item QtyPart#/DescriptionUnit Price Total Price
1 15 M802X2,075.00 31,125.00
PSX8 RTU - Wireless Real Time Alarm System w/Streaming
Data - NEMA 4X Enclosure.
(Outdoor enclosure, includes all parts for standard
installation.)
29 OP651165.001,485.00
Wet Well Module (Revision 2;Includes: Wet Well Module
Printed Circuit Board, (2) AC Strap-On Current Sensors
and Mounting Hardware)
36 IT476P58.00348.00
(Powered) Loop Isolator (4-20mA, 12 VDC supply
required)
4 15 SP88-361,690.20 25,353.00
Service Package M800 Series - 3 year.
5 15 Freight25.00375.00
FREIGHT COST
Quote Total: 58,686.00
Prices shown do not include sales tax. Please review this quotat
know if you have any questions.
By: _______________________
Abraham Salamzadeh
® #1OA
MEETING TYPE
City of Shorewood Council Meeting Item Regular
Title / Subject: South Lake Minnetonka Police Department 2017 Operating Budget
Meeting Date: August 8, 2016
Prepared by: Bruce DeJong, Finance Director
Reviewed by: Jean Panchyshyn, City Clerk
Attachments: Operating Budget — See Work Session Packet for paper copy
Policy Consideration:
Should the City of Shorewood approve the South Lake Minnetonka Police Department budget for 2017?
Background: The SLMPD operating budget for 2017 increases by 3.8 %. However, the formula for
allocation has been updated based on a change in factors for population, property value, and service
calls. This causes Shorewood's share to increase by 6.7 %. The increase in our share is $73,885 for an
operating expense of $1,177,550. The debt service has dropped from $230,000 down to $214,000. The
reduction of $16,000 is due to the refunding accomplished this past winter. The net increase in our
costs for police services will total $57,885 — a 4.3% increase over 2016.
Financial or Budget Considerations:
The budget as originally presented can handle the increase. We will be able to come in with a deficit of
under $200,000 which is within parameters originally discussed for 2017.
Options:
The City Council is encouraged to discuss the budget as presented and any proposed changes with staff.
Recommendation / Action Requested:
Staff recommends that the City Council approve the budget for the SLMPD for 2017 as presented.
Next Steps and Timelines:
The City Administrator and Finance Director intend to continue discussions regarding capital and budget
items through the Truth -in- Taxation hearing in December.
Connection to Vision / Mission:
Adopting a prudent budget and tax levy contributes to sound financial management.
#1OB
MEETING TYPE
City of Shorewood Council Meeting Item Regular
Title / Subject: Excelsior Fire District 2017 Budget and CIP
Meeting Date: August 8, 2016
Prepared by: Bruce DeJong, Finance Director
Reviewed by: Jean Panchyshyn, City Clerk
Attachments: Operating Budget —See Work Session Packet for paper copy
Policy Consideration:
Should the City of Shorewood approve the Excelsior Fire District budget for 2017?
Background: The EFD operating budget for 2017 increases by 0.46 %. However, the formula for
allocation has been updated based on a change in property value. This causes Shorewood's share to
increase by 0.9 %. The increase in our share is $3,262 for an operating expense of $347,976. The debt
service has dropped from $270,000 down to $257,000. The reduction of $13,000 is due to the refunding
accomplished this past winter. The net decrease in our costs for fire services will total $10,710 — a 1.7%
reduction from 2016.
Financial or Budget Considerations:
The budget as originally presented will be improved by the decrease in costs. We will be able to come in
with a deficit of under $200,000 which is within parameters originally discussed for 2017.
Options:
The City Council is encouraged to discuss the budget as presented and any proposed changes with staff.
Recommendation / Action Requested:
Staff recommends that the City Council approve the budget for the EFD for 2017 as presented.
Next Steps and Timelines:
The City Administrator and Finance Director intend to continue discussions regarding capital and budget
items through the Truth -in- Taxation hearing in December.
Connection to Vision / Mission:
Adopting a prudent budget and tax levy contributes to sound financial management.