09-12-16 CC Reg Mtg Agenda
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, SEPTEMBER 12, 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 Work Session Minutes of August 22, 2016 Minutes
B. City Council Regular Meeting Minutes of August 22, 2016 Minutes
C. City Council Executive Session Minutes of August 29, 2016 Minutes
3. CONSENT AGENDA
– Motion to approve items on the Consent Agenda & Adopt
Resolutions Therein:
A. Approval of the Verified Claims List Claims List
B. Approval of the Mound Fire Department 2017 Budget Administrator’s memo
4. MATTERS FROM THE FLOOR
(No Council Action will be taken)
5. PUBLIC HEARING
6. REPORTS AND PRESENTATIONS
A. Update by Dr. Claire Bleser, District Administrator for
Riley Purgatory Bluff Creek Watershed District (RPBCWD)
7. PARKS
A. Update by Molly Barr on the August 23 Park Commission meeting Minutes
8. PLANNING
9. ENGINEERING/PUBLIC WORKS
A. Consideration of Drainage Concern at 21710 Lilac Lane Director of Public
Works’ memo
CITY COUNCIL REGULAR MEETING AGENDA – September 12, 2016
Page 2
10. GENERAL/NEW BUSINESS
A. Summit Avenue Parking Restrictions Planning Director’s memo
B. Southshore Center Painting and Lighting Improvements SSC’s Director/
Admin Asst. memo
C. Country Club/Yellowstone/Lake Linden Discussion Engineer’s memo
11. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. Trails Schedule Trail Schedule
2. Country Club Road Traffic Counts
B. Mayor and City Council
1. City Administrator Search
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, September 12, 2016
7:00 p.m.
6:30 PM – Council will gather for the Smithtown Road East Sidewalk Ribbon Cutting
Agenda Items #2A: Approval of Minutes from the August 22 City Council Work Session.
Agenda Item #2B: Approval of Minutes from the August 22 City Council Regular Meeting.
Agenda Item #2C: Approval of Minutes from the August 29 City Council Executive Session.
Agenda Item #3A: Approval of the verified claims list.
Agenda Item #3B: The Mound Fire Department 2017 Budget is provided for Council’s
approval.
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 #6A: Dr. Claire Bleser, District Administrator for Riley Purgatory Bluff Creek
Watershed District (RPBCWD) will be present to provide an update and overview of
Board activities.
Agenda Item #7A: Park Commissioner Molly Barr will be present to provide an update on the
August 23 Park Commission meeting.
Agenda Item #8: There are no Planning items this evening.
Agenda Item #9A: Staff is seeking Council direction as to whether to perform a drainage
study for the property located at 21710 Lilac Lane. The Mayor received written
correspondence regarding the drainage issues for this property.
Agenda Item #10A: A resolution is provided for Council’s consideration to place No Parking
signs along Summit Avenue between Murray Hill Road and the Shorewood/Chanhassen
border.
Agenda Item #10B: Proposals for interior painting and dining room lighting improvements at
the Southshore Center are provided for Council’s consideration.
Executive Summary – City Council Meeting of September 12, 2016
Page 2
Agenda Item #10C: Mayor Zerby requested discussion on the Traffic Committee’s
recommendations pertaining to Country Club Road, Yellowstone Trail, and Lake Linden
Drive; staff requests Council provide direction to staff on how it would like to proceed.
Agenda Item #11A: Staff reports are provided in the packet and will be given at the meeting.
Agenda Item #11B: The Mayor and Council will provide an update on the City Administrator
search.
#2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL WORK SESSION COUNCIL CHAMBERS
MONDAY, AUGUST 22, 2016 6:30 P.M.
MINUTES
1. CONVENE CITY COUNCIL WORK SESSION
Mayor Zerby called the meeting to order at 6:30 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Siakel and Woodruff; Administrator Joynes; City Clerk
Panchyshyn; Finance Director DeJong; Planning Director Nielsen; Director of Public
Works Brown; and, Engineer Hornby
Absent: Councilmembers Labadie and Sundberg
B. Review Agenda
Woodruff moved, Siakel seconded, approving the agenda as presented. Motion passed 3/0.
2. 2017 GENERAL FUND BUDGET DISCUSSION
Director DeJong explained the meeting packet contains a copy of the preliminary 2017 General Fund
Operating Budget. It is the outcome of several Council work sessions held during July and August to
discuss the Capital Improvement Program (CIP) and the Budget.
Revenues from licenses and permits were increased by $70,000 when compared to the 2016 adopted
budget. That is in anticipation of new housing construction for the Minnetonka Country Club (MCC)
development.
The moderately significant increases in expenditures include the following.
A 2.5 percent reserve for salary and benefit increases for union and non-union personnel.
There is no information yet on increases in health insurance costs.
The professional services category was increased $10,000. Most of that is for the increase in costs
for Hennepin County property assessment services.
The City’s contribution toward police costs increased $57,885 after factoring in the $16,000
reduction in the City’s contribution toward bonded debt payments for the public safety facility.
There is a $30,000 increase in the Public Works transfer to the CIP – $15,000 to the Equipment
Replacement Fund and $15,000 to the Street Reconstruction Fund.
With those changes the deficit in the General Fund Budget at the end of 2017 is projected to be $72,785.
The 2016 budget projected the use of $180,148 in General Fund reserves to offset the anticipated 2016
deficit.
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
August 22, 2016
Page 2 of 3
A 2 percent increase in the General Fund levy is recommended for 2017. That is at the low end of the range
for neighboring communities. The recommended levy increases for some of those communities are as
follows.
The City of Chaska – 8.6 percent. It is using 3.6 percent for tax abatement.
The City of Orono – 8 percent. One half of the increase is for its street program.
The City of Medina – 3 percent.
The City of Minnetrista – 3 percent.
The City of Chanhassen – 1.98 percent.
The City of Victoria – 0.14 percent.
There are some significant budgetary risks with the proposed Budget.
There is a significant increase in building permits. If the market slows down and there are not as
many home sales in the MCC development as anticipated in 2017, it could impact the Licenses &
Permits revenue.
The $85,000 originally budgeted for contract services for updating the Comprehensive (Comp)
Plan in 2017 was removed from the proposed budget. There may be some elements of that update
that staff would not be able to do. If that is the case there is no budget for that.
The proposed budget includes a $2,500 increase in Protective Inspections to cover the cost of for
contractual services when the Building Inspector is on vacation. If there ends up being a need for
additional help to do the inspections for the MCC development that will require the use of reserves.
General Fund reserves were $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 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. The proposed
2017 Budget projects the use of $73,000 in 2017 to fund the budget deficit. That would then leave an
undesignated balance of $641,000 above the 60 percent that could be available for use
There has been discussion about transferring about $500,000 from the General Fund unassigned balance to
the Street Reconstruction Fund to fund roadway projects that have temporarily been advanced in the Street
Reconstruction CIP. The undesignated balance could also be used to buy out the four other co-owners of
the Southshore Community Center. Or, it could be used for other capital projects.
Director DeJong asked Councilmembers if they had questions about the preliminary 2017 General Fund
budget.
Councilmember Woodruff stated the City has contracted with S&S Tree and Horticultural Specialists for
forestry services. He asked if the Budget includes funding for those services. Director DeJong explained it
includes $40,000 for that; the same as in 2016.
Woodruff commented that the General Fund balance is sufficient to cover those areas of risk Director
DeJong pointed out.
Mayor Zerby stated revenues include a line item Intergovernmental / FEMA Storm Disaster Aid. There is
no amount in any of the years. It was his recollection that the City was supposed to receive about $70,000
in FEMA aid for the problems caused by high water in 2014. Director DeJong noted that was received in
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
August 22, 2016
Page 3 of 3
2015 and explained it was posted to the Stormwater Management Fund because it was for damage caused
by stormwater. It is a coding issue.
Zerby then stated line item Intergovernmental Grants indicates the City has received close to $35,000 in
grants. He asked where the grant for the new Badger Park playfield is reflected. DeJong explained the
construction of that playfield is being funded out of the Park Improvements Fund. The grants/pledges to
help pay for that were unbudgeted. The documents that he and Director Nielsen have prepared for the Park
Commission’s discussion about Park Improvements CIP on August 23 show the grants/pledges in the Park
Improvements Fund. It includes $225,000 in grants from the Lacrosse and Football Associations and
$200,000 for the Hennepin Youth Sports Program award.
Zerby went on to state Miscellaneous Revenue line item under Miscellaneous Revenue includes $15,400 for
2017. The 2016 year-to-date (YTD) actual amount is $275. The actual amounts for previous years were:
2015 – $3,278; 2014 – $2,262; and, 2013 – $9,318. He asked what is anticipated in 2017 that would bring
it up to $15,400. DeJong explained the Miscellaneous Revenue line item is actually refunds and
reimbursements. The Refunds and Reimbursements line item budgeted amount for 2017 is $10,000. The
2016 budget amount is $10,000 and the 2016 YTD is $62,305. DeJong noted it is more of a coding issue
than a budgetary issue.
Councilmember Siakel asked when work needs to begin on making the changes to the Comp Plan and when
that effort needs to be completed. Director Nielsen stated work on it needs to begin in 2017; he does not
know when it needs to be completed. Siakel then asked if the City has a process in place for making the
updates that it has used in the past. Nielsen responded yes. Siakel stated she has not been through that
process with the City before and that she would like to know what to expect. Councilmember Woodruff
commented the Metropolitan Council has prepared some new tools to help cities update their comp plans.
Director DeJong explained that during its August 8, 2016, work session Council and staff discussed
expanding the reconstruction versus reclamation decision matrix to include more decision points and to
cover more than just reconstruction and reclamation. Staff will bring that back to Council later in the fall.
Administrator Joynes noted the agenda for the regular Council meeting following this work session includes
the approval of the preliminary 2017 General Fund Budget and the maximum tax levy for 2017. That has
to be certified to Hennepin County by the end of September.
3. ADJOURN
Woodruff moved, Siakel seconded, Adjourning the City Council Work Session of August 22, 2016, at
6:47 P.M. Motion passed 3/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
Scott Zerby, Mayor
ATTEST:
Jean Panchyshyn, City Clerk
\
#2B
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, AUGUST 22, 2016 7:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Zerby called the meeting to order at 7:02 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Siakel and Woodruff; Attorney Keane; City
Administrator Joynes; City Clerk Panchyshyn; Finance Director DeJong; Planning
Director Nielsen; Director of Public Works Brown; and, City Engineer Hornby
Absent: Councilmembers Labadie and Sundberg.
B. Review Agenda
Mayor Zerby asked that Item 10.C be removed from the agenda based on discussions with staff.
Zerby moved, Woodruff seconded, approving the agenda as amended. Motion passed 3/0.
2. APPROVAL OF MINUTES
A. City Council Executive Session Minutes of August 5, 2016
Woodruff moved, Siakel seconded, Approving the City Council Executive Session Minutes of
August 5, 2016, as presented. Motion passed 3/0.
B. City Council Work Session Minutes of August 8, 2016
Zerby moved, Woodruff seconded, Approving the City Council Work Session Minutes of August 8,
2016, as presented. Motion passed 3/0.
C. City Council Regular Meeting Minutes of August 8, 2016
Siakel moved, Woodruff seconded, Approving the City Council Regular Meeting Minutes of August
8, 2016, as presented. Motion passed 3/0.
D. City Council Executive Session Minutes of August 16, 2016
Woodruff moved, Zerby seconded, Approving the City Council Executive Session Minutes of
August 16, 2016, as presented. Motion passed 3/0.
3. CONSENT AGENDA
Mayor Zerby reviewed the items on the Consent Agenda.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 22, 2016
Page 2 of 14
Woodruff moved, Siakel 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. 16-063, “A Resolution Electing to Not Waive the
Statutory Tort Limits for Liability Insurance.”
C. Adopting RESOLUTION NO. 16-064, “A Resolution Selecting the Truth-in-
Taxation Hearing Date of December 5, 2016, with a Continuation Date of December
12, 2016.”
Motion passed 3/0.
4. MATTERS FROM THE FLOOR
There were no matters from the floor presented this evening.
5. PUBLIC HEARING
A. Vacate Drainage and Utility Easements
Applicant: Oppidan Investment Company
Location: 23075 State Highway 7 plus 6020 and 6050 Chaska Road
Mayor Zerby opened the Public Hearing at 7:05 P.M.
Director Nielsen explained that in June 2016 Oppidan Investment Company received final plat approval
for its Shorewood Senior Living project. The developer is preparing to finalize the recording of
documents. The developer has requested the City to vacate drainage and utility easements that had
previously been recorded against the properties located at 23075 State Highway 7 and 6020 and 6050
Chaska Road. The vacation of the easements will precede the recording of the final plat. The vacation is
somewhat of a housekeeping matter. Therefore, staff recommends approval of the vacation.
Seeing no one present to comment on the case, Mayor Zerby opened and closed the Public Testimony of
the Public Hearing at 7:06 P.M.
Councilmember Woodruff stated as part of the recording of the final plat new easements will be recorded.
Zerby moved, Siakel seconded, Adopting RESOLUTION NO. 16-065, “A Resolution Vacating
Certain Drainage and Utility Easements for the Properties Located at 23075 State Highway 7, 6020
Chaska Road and 6050 Chaska Road.” Motion passed 3/0.
Mayor Zerby closed the Public Hearing at 7:07 P.M.
6. REPORTS AND PRESENTATIONS
A. Step to it Challenge Trophy Presentation by Anne Nelson, Senior Health Promotion
Specialist with Hennepin County Public Health Promotion
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 22, 2016
Page 3 of 14
Anne Nelson, Senior Health Promotion Specialist with Hennepin County Public Health Promotion, noted
Shorewood won a trophy for its Step to it Challenge offered in May. It is a physical activity challenge.
Shorewood won the most active residents award. The Shorewood residents that participated in the
Challenge this year averaged the most steps; they averaged over 380,000 steps during the four-week
challenge. Their collective total steps were over 8 million. She presented Mayor Zerby with the trophy.
There was a round of applause for those residents who participated in the challenge.
B. Storm Water Pollution Prevention Program (SWPPP) Presentation by Jesse
Carlson, Water Resource Project Manager, WSB & Associates, Inc.
Mayor Zerby opened the Storm Water Pollution Prevention Program (SWPPP) Public Information
Meeting at 7:09 P.M.
Mayor Zerby noted Jesse Carlson is Water Resources Project Manager with WSB & Associates, Inc.
Mr. Carlson stated he is present to make a presentation about the progress the City made during 2015 on
its SWPPP and to provide an overview of what will be done next with regard to stormwater management.
He explained holding a public information meeting about the City’s SWPPP is a requirement for
obtaining a National Pollutant Discharge Elimination System (NPDES) Municipal Separate Storm Sewer
System (MS4) General Permit. The Minnesota Pollution Control Agency (MPCA) administers the MS4
permit. The City’s most recent application for its General Permit was adopted by the MPCA in 2014. In
that application the City committed to doing a number of things to comply with the new program. The
permit will expire in 2018. In the not too distant future the MPCA will start to revise the requirements for
the next permit.
He noted that this meeting provides the public an opportunity to comment on the SWPPP.
He then explained the City’s SWPPP has six minimum control measures (MCMs).
MCM 1 – Public Education and Outreach
MCM 2 – Public Participation and Involvement
MCM 3 – Illicit Discharge Detection and Elimination
MCM 4 – Construction Site Stormwater Runoff Control
MCM 5 – Post-Construction Stormwater Management
MCM 6 – Pollution Prevention and Good Housekeeping for Municipal Operations
He reviewed the progress the City had made in 2015 to satisfy the MS4 Permit.
Public education/Outreach
City website – it contains a lot of information about stormwater related activities.
City newsletter – a number of articles were published about stormwater related
information.
Social Media (Facebook, Twitter, etc.) – there has been an attempt to incorporate social
media more to keep residents informed.
Resident guide – it contains information about what residents can do with things such as
lawns and landscaping.
Recycling
Spring Garden Fair – that provides a great opportunity to encourage people to plant
native plants.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 22, 2016
Page 4 of 14
Construction site inspections – the Building Inspector is busy with them.
Plan Reviews – a number of plan reviews were done in 2015 with those for the MCC
development being the biggest. Staff relies on its partnership with the Minnehaha Creek
Watershed District (MCWD) when it does the reviews. The MCWD’s requirements are
integrated with the City’s requirements.
Stormwater system inspections – the goal is to inspect stormwater ponds in the fall of 2016
and assess what issues there may be with them.
Street sweeping – it is estimated that the City removes 57 pounds of phosphorus annually.
Mr. Carlson highlighted some things the City needs to undertake per its current MS4 General Permit.
MCM 1 – Public Education and Outreach
Prioritize education activities within the City of Shorewood – focus on areas without
stormwater treatment, assess areas with curb and gutter where there is not treatment and
assess areas discharging to water bodies (e.g.; Lake Virginia) that have degraded water
quality.
Educate the public and commercial businesses on illicit discharge detection and
elimination (IDDE) with handouts, surveys, newsletters, social media, etc.
Partnerships – there was a meeting recently with the watershed districts about improving
outreach to residents specific to stormwater management education. There was discussion
about tailoring the message to residents
Document specific MCM 1 information.
MCM 2 – Public Participation and Involvement
Provide public notice of the annual public information meeting (this meeting) to provide
the public an opportunity to comment on or present issues with the City’s SWPPP.
Document specific MCM 2 information.
MCM 3 – Illicit Discharge Detection and Elimination
Adopt draft ordinance revisions which include definitions, right of entry, exemptions and
enforcement. Ordinances are enforced administratively.
Completed training of all field staff in recognition of illicit discharges in 2015.
Look for illicit discharges when doing inspections; doing that is key to the Program.
Document specific MCM 3 information.
MCM 4 – Construction Site Stormwater Runoff Control
Adopt draft ordinance revisions to comply with the new permit coverage for MCM 4.
The ordinances must be at least as restrictive as the MPCA construction general permit so
that will be referenced in the ordinances. The MPCA has asked that the City add
language to clarify who is responsible for enforcing the watershed district requirements.
The MCWD recently sent out information regarding its updates to its Comprehensive
Plan and was seeking input from member communities about water resource related
issues for each community. The key thing is projects specific to water quality. If the City
gets its projects included in the MCWD’s capital improvement plan (CIP) it would be in
a better position to get grant funding from state agencies.
Conduct plan reviews and inspections for all site one acre in size or greater.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 22, 2016
Page 5 of 14
Document specific MCM 4 information.
MCM 5 – Post-Construction Stormwater Management
Adopt draft ordinances to comply with the new permit coverage.
New development with no net increase in volume, TSS (total suspended solids) and
TP (total phosphorous) from pre-project conditions.
Redevelopment with net reduction of volume, TSS, and TP from pre-project
conditions.
Watershed district standards must be taken into consideration. Watershed district
standards already include water reduction standards which the City uses. Staff
considers that as part of plan reviews.
Long-term maintenance – develop post construction regulatory mechanisms to allow
Shorewood to conduct inspections, perform maintenance, and assess costs to maintain
structural stormwater BMPs constructed after the permit is in effect. It is critical to
identify who is responsible for the long-term maintenance of the BMPs. The City has to
ensure BMPS for private sites are maintained by those owners long-term.
Document specific MCM 5 information.
MCM 6 – Pollution Prevention and Good Housekeeping for Municipal Operations
The Storm Water Asset Management Program (SWAMP) is a system designed to help
prioritize pond inspections and management activities. Prioritization is basically based on
age and a loading rate. The inspections would be for those with a higher sediment level.
Complete inspections for: structural stormwater BMPs (annually); outfalls (once per 5
year permit term); ponds (once per 5 year permit term); and, stockpiles and material
handling areas (quarterly). All outfalls and ponds need to be inspected by the end of 2017
when the Permit expires.
Conduct the annual stormwater management training. That was done last year and should
be conducted again around March 2017 when staff is not as busy as it is in the fall.
Document specific MCM 6 information.
He explained Lake Virginia is the City’s only impaired waterbody. It has an approved TMDL. The City’s
required phosphorus reduction is 27 pounds per year. It’s estimated the City is achieving a 41 pounds per
year reduction into the Lake through street sweeping. The City should consider what it can do improve
the quality of Lake Virginia.
He stated the City recently submitted a grant application to the Minnesota Board of Water and Soil
Resources (BWSR) to help fund improvements to the Shorewood Lane ravine. Those improvements are
included in the 2017 Stormwater Management CIP. As part of that staff also reviewed what can be done
to provide some upstream storage for Badger Park. That would help with managing the stormwater flow
out of that area and hopefully reduce the flow into the ravine. The MCWD and the Riley Purgatory Bluff
Creek Watershed District (RPBLWD) also provide grant opportunities available to help offset costs for
public improvement projects.
He highlighted next steps.
Provide education for high performance areas.
Continue to enhance its partnerships with watershed districts.
Adopt the revised ordinances.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 22, 2016
Page 6 of 14
Continue to conduct staff training.
Continually perform inspections for illicit discharges, construction sites, and post-
construction sites.
Complete stormwater system inspections and maintenance.
Mr. Carlson offered to entertain questions.
Mayor Zerby opened the Public Testimony portion of the Public Information Meeting at 7:24 P.M.
Dorothy Pederson, 6155 Ridge Road, noted her property fronts Silver Lake. She also noted she is the
Chair of the Citizens Advisory Committee for the Riley Purgatory Bluff Creek Watershed District
(RPBCWD), she is a master water steward and she has owned a landscape company for about the last 20
years. She stated she has gotten involved because she has watched what has happened to Silver Lake. She
noted that she does not think there is much communication going on between the City’s engineering staff
and RPBCWD representatives.
She explained there have been a couple of major studies done and the recent conclusions are Silver Lake
is again way over on the amount of phosphorous it should have. A paleontology study was conducted of
the Lake; a study of a lake prior to civilization to the present. The amount of sediment in the Lake is
extremely high and it continues to be high. She provided copies of some of the slides from the research.
She encouraged the City’s engineer to incorporate it into the City’s stormwater management plan.
She stated she read all of the material Mr. Carlson provided to her; it was from 2008. The contact person
on the material has not been with the RPBCWD has not been there for four years. That is how far behind
things are in the stormwater management plan.
She explained that after having an engineer assess Ridge Road the engineer determined there are several
sites along the roadway where there is some significant erosion. Because there are such high levels of
sedimentation and a high level of phosphorus in the Lake an effort was made to set some money aside in
2017 to address some of the issues. She expressed concern about the lack of communication going or
between organizations about that. She noted that she has a map prepared by Barr Engineering, the
engineering company for the RPBCWD, which shows where some of the sites are. She also has the
sediment accumulation rates. She also has information showing that the water quality in the Lake has
improved somewhat but it is still significantly over what the MPCA allows.
She stated based on what is included in the stormwater management plan the MCWD has a significant
impact on what is in the plan and the RPBCWD has very little. She noted that Silver Lake was not
mentioned as one of the lakes where stormwater accumulates. There is a section about slope erosion
control issues and sedimentation issues but only on the houses that are on the top of Christmas Lake.
What people don’t realize is everything from the top of Christmas Lake drains down into Silver Lake.
She volunteered her time to function as a liaison between the City and the RPBCWD to try and ensure
that all of the lakes are looked at and not just the lakes located in the MCWD.
She noted that Silver Lake is the only lake in the urban area that has wild rice in it.
Ms. Pederson offered to entertain questions now or at some future date.
Mayor Zerby closed the Public Testimony portion of the Public Information Meeting at 7:28 P.M.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 22, 2016
Page 7 of 14
Engineer Hornby stated he suspects that the reason the City’s Surface Water Management Plan
concentrates more on the MCWD is the RPBCWD was nonfunctioning when that Plan was last updated
in 2008. Shorewood relied on the MCWD to apply its rules in the district. He noted the area along Ridge
Road is private. There is no public infrastructure other than sanitary sewer in that area. He explained as
part of the City’s MS4 permit staff can do some inspections and then the City can require the
Homeowners Association to make the necessary corrections because it is the HOA’s responsibility to do
that.
Mr. Carlson noted the City’s Surface Water Management Plan it nearing the end of its life cycle. The Plan
is a 10-year plan. He stated when the City starts working on its update to its Comp Plan in the near future
a component of that would be to update the Surface Water Management Plan. That would be the
opportune time to assess erosion issues in that area and what can be done about them. Staff will at that
time work with the watershed districts and the interested residents.
Mayor Zerby concurred with Ms. Pederson that all lakes in the City should be certified by staff and the
City’s engineering firm. He expressed his desire for the City to work with Ms. Pederson on being the
liaison to the RPBCWD. If that is a possibility he asked staff to bring that back to Council for
consideration.
Councilmember Siakel stated in the past the City has asked for residents to volunteer to serve as a liaison
to the RPBCWD. If Ms. Pederson wants to be that liaison she thought Council could make that happen.
Council usually interviews residents who want to service as commissioners and liaisons. She encouraged
Ms. Pederson to reach out to Administrator Joynes. There are major water issues around lakes in the City
so Silver Lake has to be considered as part of a greater thing.
Mr. Carlson noted he was encouraged by the meeting in August hosted by MCWD, RPBCWD and Nine
Mile Creek Watershed District representatives. The Districts are discussing how they can pool their
resources at least on the educational side.
Ms. Pederson stated there is a process going on to form a Silver Lake HOA.
Councilmember Woodruff stated it is his understanding that the SWPPP has to be updated by the end of
2017. Mr. Carlson confirmed that. He then stated that about six to eight years ago the RPBCWD was very
focused on everything other than the part of it that is located in Shorewood. He explained he had attended
a couple of meetings of the RPBCWD Board and that was very apparent to him. He thought that was the
case until about the last year or so. Even to the point that questions about Silver Lake were ignored or
rebuffed by the RPBCWD. He noted he thought the RPBCWD needs to indicate that it wants to become
involved with Silver Lake. He stated it is his recollection that staff had difficulty getting the RPBCWD to
become involved when there were problems with the weir in that area; it ultimately did become involved.
Councilmember Siakel stated the MCWD is looking for partnerships and opportunities to collaborate with
its neighbors. She noted that she and Councilmember Labadie attended the meeting of the three
Watershed Districts.
Mayor Zerby closed the Public Information Meeting at 8:35 P.M.
7. PARKS
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 22, 2016
Page 8 of 14
8. PLANNING
A. Setback Variance to Build on Substandard Lot and Impervious Surface Variance
Applicant: Bill Keegan
Location: 25830 Birch Bluff Road
Director Nielsen explained William and Melanie Keegan own the property located at 25830 Birch Bluff
Road. The Keegans propose to demolish the existing home on the lot and replace it with a new one that
complies better with zoning requirements. Their proposal requires three variances: a setback variance for
the side yard setback; a variance to build on a substandard lot; and, an impervious surface variance. The
property has 20,995 square feet of area; a standard area for the R-1C/S, Single-Family
Residential/Shoreland zoning district it is located in. The lot is only 60 feet wide making it
nonconforming with the width requirement.
The current home is nonconforming with respect to side yard setbacks and the amount of impervious
surface. The house is only 4.7 feet from the westerly lot line and 14 feet from the east lot line. The new
home would have 10 foot side yard setbacks on both sides. The required side yard setback is a total of 30
feet with no one side being less than 10. The Code allows a maximum impervious surface of 25 percent;
the property is currently at 34.4 percent. The proposal for the new house would reduce the impervious
surface to 30 percent.
Per the Code, a lot must meet at least 70 percent of the width and area requirements for the zoning district
in which it is located to be considered buildable. This lot does not meet the 70 percent width requirement.
Therefore, the applicants are requesting a variance for that.
The staff report for this item dated July 28, 2016, recommended the building be pulled back a little so that
it would be behind the average setback of the houses on the two adjoining properties. After the August 2,
2016, Planning Commission meeting when the public hearing on this was held it was determined that the
applicants’ surveyor used an old aerial or something to show the location of the house to the west. That
house had been rebuilt and currently is located about 20 feet forward from what is shown on the survey.
He displayed a photograph showing that.
The applicants’ proposal is to locate their new house about 10 feet back from the forward edge of the
westerly house.
Nielsen noted the Planning Commission unanimously recommended granting the variancessubject to the
hardcover never exceeding 30 percent should they want to have a deck or patio.
Melanie Keegan, 25830 Birch Bluff Road, thanked staff and the Planning Commission for its time and
cooperation. She noted her husband has been involved with the details of their proposal.
Councilmember Woodruff noted the hardcover variance request bothers him. He stated that just prior to
this item on the agenda Council heard a presentation about the City’s Storm Water Pollution Prevention
Program (SWPPP) which deals with stormwater management and control of runoff. He questioned the
appropriateness of granting a variance to exceed the 25 percent hardcover requirement by 5 percent. He
asked if there is a way to reduce the proposed hardcover by about 1,000 square feet. Director Nielsen
stated he does not think it would be possible to reduce the hardcover by 1,000 square feet.
Director Nielsen explained that during review of the requests there was discussion about the small shed
and the small driveway turnaround. Because the lot is deep it is prudent to provide the turnaround so
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 22, 2016
Page 9 of 14
people can drive on the long driveway out to the street rather than back out on the driveway. The house
was positioned so the new house would not be set back a long way from the houses on the two adjoining
properties. That requires a long driveway thereby increasing the hardcover. It may be possible to reduce
the size of the turnaround by making it a single rather double turnout which could reduce the hardcover
by 300 – 400 square feet. Another 100 feet could be eliminated by dealing with the shed.
Councilmember Woodruff asked what the hardcover percentage is for the adjoining larger lot on the east.
Director Nielsen stated he was certain that the hardcover on the adjoining property to the west was at or
near 25 percent. He was unsure about the hardcover on the property to the west. Woodruff stated the
reason for his question related to possibly borrowing hardcover from an adjoining property. He expressed
concern about granting a variance to exceed the maximum hardcover requirement for a shoreline
property.
Councilmember Siakel noted she lives along Birch Bluff Road and she knows the property. She explained
that all of the driveways in that area are long. She does not think the proposed hardcover would be
problematic. She stated that the applicants’ proposal would be an improvement over what is currently
there. She thought it was reasonable. She also thought what has been proposed would fit in with the
character of the neighborhood.
Mayor Zerby stated there are challenges in parts of the City to get houses to fit on certain lots. What has
been proposed is not inconsistent with what has been done before. He noted he agreed with the Planning
Commission’s recommendation. He stated he thought what is being proposed is a good use of the land.
He noted the applicants have not proposed to build a large house; it would be a modest house.
Director Nielsen noted that at least one-half of the lot drains away from the lake; it drains toward the
street. That is mentioned in the shoreland management regulations.
Zerby moved, Siakel seconded, Adopting RESOLUTION NO. 16-066, “A Resolution Granting
Setback and Hardcover Variances and a Variance to Build on a Substandard Lot for William and
Melanie Keegan, 25830 Birch Bluff Road.” Motion passed 3/0.
B. Conditional Use Permit for Six-Foot Fence in Front Yard Setback
Applicant: Rachel and Derek Dahlen
Location: 26000 Shorewood Oaks Drive
Director Nielsen explained Rachel and Derek Dahlen, 26000 Shorewood Oaks Drive, 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 property is zoned R-1C, Single-Family Residential and
contains 22,739 square feet of area. Although their home orients to Shorewood Oaks Drive, the front of
the lot is technically State Highway 7 (for corner lots, the narrowest frontage on the street is the front).
Highway 7 is an arterial street. The Code allows fences fronting an arterial street to be up to six feet high.
The proposed fence would be located across the Highway 7 portion of the applicants’ property. It would
be approximately 120 feet long and located 12 to 15 feet back from the right-of-way (ROW) of Highway
7. The Code requires it to be at least eight feet back from the property line or public ROW. The eight feet
is intended to make use of landscaping to soften the view of the fence. The applicants propose to leave the
existing vegetation in that area; there is a lot of it.
Nielsen noted the Planning Commission unanimously recommended granting the C.U.P. with the
stipulation that the C.U.P. is valid as long as the long as the vegetation on the Highway 7 is maintained.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 22, 2016
Page 10 of 14
Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 16-067, “A Resolution Granting a
Conditional Use Permit for a Six-Foot Fence in Front Yard for Rachel and Derek Dahlen, 26000
Shorewood Oaks Drive.” Motion passed 3/0.
9. ENGINEERING/PUBLIC WORKS
A. Water Service Agreement (City of Excelsior) for the Metropolitan Council
Environmental Services (MCES) Lift Station L-18 Relocation Project
Engineer Hornby explained that during its July 25, 2016, meeting Council adopted a resolution granting a
conditional use permit (C.U.P.) to Metropolitan Environmental Services (MCES) to relocate and rebuild
rd
its lift station L-18 at the northwest corner of 3 Avenue and Christmas Lake Road. It is bound on the
rd
north side by Trunk Highway 7. There had been discussion about extending watermain along 3 Avenue
but that will not be done. The C.U.P. includes a provision for the extension of a water service from the
Excelsior water system along the right-of-way (ROW) line within the private property. The facility would
have a rest room and it would have water available for cleaning the facility. Staff worked with
representatives from Excelsior to develop a water service agreement for the MCES site (a copy of it was
included in the meeting packet). Excelsior is agreeable to providing the water service subject to the water
connection fee being paid to Excelsior. An Excelsior water meter would be installed and Excelsior would
bill MCES for its water service.
Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 16-068, “A Resolution Entering
into a Water Service Expansion Agreement with the City of Excelsior Metropolitan Council
Environmental Services L-18 Facility 21445 State Highway 7, Shorewood Minnesota.” Motion
passed 3/0.
B. Smithtown Road East Sidewalk Extension Project, City Project 14-10 Resolution
Approving Work Order 2
Engineer Hornby explained that based on discussions during the Council executive session on August 5,
2016, a work order was prepared to continue with the construction of the Smithtown Road East Sidewalk
Extension Project. There had been some issues with getting water to the curb. Working with the
contractor the amount for Work Order 2 is $85,805; the amount is the same as what was discussed during
the executive session. The amounts for Work Order 1 and Work Order 2 when combined with the original
contract amount bring the increased contract amount to $859,044. Work Orders 1 and 2 equate to an
approximate 11.5 percent increase in the original contract amount.
Councilmember Woodruff stated he saw that concrete had been poured and the schedule for the project
indicates that the project would be substantially complete on September 2. He then stated if approving
Work Order 2 helps achieve that date then he supports approving the Work Order.
Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 16-069, “A Resolution Approving
Work Order 2 in the amount of $85,805 for the Smithtown Road East Sidewalk Extension Project,
City Project 14-10.” Motion passed 3/0.
10. GENERAL/NEW BUSINESS
A. Adoption of the Preliminary 2017 General Fund Operating Budget and Tax Levy
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 22, 2016
Page 11 of 14
Mayor Zerby noted Council discussed the preliminary 2017 General Fund Operating Budget and tax levy
in a work session immediately preceding this meeting.
Director DeJong explained that there have been four work sessions to discuss the preliminary 2017
General Fund Operating Budget and 2016 – 2025 Capital Improvement Program (CIP). Numerous
changes were made based on Council feedback. The current preliminary Budget reflects a 2 percent
increase in the tax levy. That generates a little more than $100,000 in additional revenue for the General
Fund. The revenue from permits and inspections was increased $70,000 in total when compared to the
2016 adopted budget. The Budget reflects a year-end deficit of approximately $73,000. That is based on
the City’s philosophy of budgeting conservatively so it is likely revenues would exceed budget and
expenditures would be under budget. Because of that philosophy it is likely the year would end basically
breakeven. He thought the proposed preliminary 2017 Budget is reasonable.
DeJong noted that staff recommends Council adopt the preliminary Budget and tax levy. Staff will then
certify them with Hennepin County.
Mayor Zerby stated that between now and when the final budget is adopted Council has the opportunity
to modify the Budget and levy and clarified the tax levy can be decreased but it cannot be increased.
Councilmember Woodruff stated the maximum tax of levy of 2 percent is reasonable and agreed with
Mayor Zerby that it can be reduced. He then stated that earlier on the agenda Council set December 5 for
the Truth in Taxation hearing. During that hearing the public can comment on the proposed final 2017
General Fund Budget. He then stated by certifying the information to Hennepin County in the fall the
County can send out preliminary tax levy information.
Siakel moved, Woodruff seconded, Adopting RESOLUTION NO. 16-070, “A Resolution Adopting
the Preliminary 2017 General Fund Operating Budget and Tax Levy of 2 Percent” as presented.
Motion passed 3/0.
Mayor Zerby asked staff to put a link to the preliminary Budget on the City’s website.
B. Lake Minnetonka Communications Commission 2017 Budget
Administrator Joynes explained that annually the Lake Minnetonka Communications Commission
(LMCC) member cities are asked to approve the LMCC budget. The Commission approved the proposed
2017 LMCC Budget during its August 11 meeting along with a $0.75 increase in the PEG (public,
educational, and governmental) fee. (A copy of the Budget was included in the meeting packet.) He noted
that Council is being asked to adopt the resolution approving the proposed budget.
Mayor Zerby explained the LMCC’s’ revenues come from the PEG fees paid by Mediacom cable
television subscribers. It is operated under a joint powers agreement. The 2017 budget is $100,000 less
than the approved 2016 budget. He noted that one member city voted against the Budget.
Councilmember Woodruff applauded the LMCC for again coming up with a budget that will deliver good
services to the community with another reduced budget. He stated a couple of years ago some cities
withdrew from the LMCC and that necessitated some major changes in operations. Yet, the LMCC
continued to deliver services.
Mayor Zerby noted the City of Maple Plain is considering leaving the LMCC.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 22, 2016
Page 12 of 14
Councilmember Woodruff stated he has heard that some of the cities who left the LMCC are starting to
regret it.
Woodruff moved, Zerby Adopting RESOLUTION NO. 16-071, “A Resolution Approving the
Proposed 2017 Lake Minnetonka Communications Commission Budget” as presented. Motion
passed 3/0.
C. Update on Ashland Woods Default
This item was removed from the agenda.
11. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. Trail Schedule
Mayor Zerby noted the meeting packet contains a copy of the updated Trail Schedule.
Engineer Hornby stated on the schedule for the Smithtown Road East Sidewalk Extension the
construction substantially complete date was updated to September 2. A ribbon cutting ceremony was
added for September 12.
Mayor Zerby stated there are still two poles along the Smithtown Road east sidewalk area. He asked for
an update on that. Engineer Hornby stated he received an email from a Mediacom representative earlier in
the day indicating people intended to come to the site on August 24 during the afternoon or evening and
have Mediacom services moved by Thursday. That is the last utility on the poles.
Zerby noted he was pleased to see people using the sidewalk. Hornby stated the day after it was poured
people were walking on the sidewalk and the curb. Zerby stated he was pleased to see driveways were
restored for the last weekend. Hornby stated there is still work to finish the restoration before the
September 2 completion date.
2. Monthly Budget Report
Mayor Zerby noted the meeting packet contains a copy of the July 2016 Monthly Budget Report.
3. Short Term Rentals
Administrator Joynes stated the issue of short-term rentals is starting to increase in part driven by major
events such as the Ryder Cup. The City Ordinances regulate that to some extent. There is a situation
coming up this week regarding a house that is being used from staff’s perspective for some kinds of
commercial activities and is listed on VRBO.
Director Nielsen noted the Planning Commission is going to discuss a draft ordinance to address short-
term rentals during its September 20, 2016, meeting.
Mayor Zerby asked if the City’s regulations have been communicated to the residents via its newsletters
and website. Administrator Joynes responded yes and clarified he was not sure how effective that is.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 22, 2016
Page 13 of 14
Other
Director Brown explained Public Works personnel finished patching the seal coat roadways last week.
Patching started in May and that is done every workday that weather allows that to be done. Crews will be
starting to seal coat the roadways in a week or so.
Engineer Hornby noted that pavement marking will be done a couple of weeks after the seal coat because
the roadways have to be swept. There is an initial sweeping and a second sweeping. Mayor Zerby
expressed his desire to have the markings done earlier in the year because it goes down in September and
is worn off by February.
Hornby explained Xcel Energy was granted a right-of-way utility permit along Echo Road. He thought
there was a service issue for some properties located along Echo Road. He responded to inquiries about
the flags in the area. Xcel is going to extend the service to a house at the curve in the roadway when
travelling east from County Club Road. He does not think Xcel is planning to serve other properties at
this time from the front. Owners of properties that are served from the back where there are many trees
would also like to be served from the front.
Director DeJong stated he is starting to work on insurance renewals.
Mayor Zerby explained he has received a couple of calls complaining about the contractor for the
Minnetonka Country Club (MCC) development working outside of authorized construction hours. He has
been working with the police department on how to enforce the hours. Director Nielsen explained that the
previous week the contractor’s crew worked passed the 7:00 P.M. deadline to deal with a culvert that had
been crushed and it started to back up. The crew was pumping water to keep it from going on to
surrounding properties and flood basements. Nielsen noted the police did not issue a ticket when they
responded; that was the right thing for the police to do. He stated the contractor has been good about
keeping the correct hours.
Director Nielsen explained there is a construction project along Summit Avenue where the contractor
tends to work outside of authorized construction hours. There is a new builder there who claims not to
have understood the restrictions on construction hours and no on street parking. During its September 12
meeting Council will be asked to consider a resolution prohibiting on street construction parking along
Summit Avenue. Signs will be put up ahead of that date. But, police cannot write a ticket for parking
without there being a resolution.
Mayor Zerby stated he thought residents would like there to be enforcement by the City for those types of
issues rather than just having to call 911. Director Nielsen stated the South Lake Minnetonka Police
Department (SLMPD) has been very helpful. Zerby stated he was at the site when the police were called
to the MCC property to deal with issue of the after-hours construction activities and the police did not
have a copy of the Shorewood nuisance ordinance. Nielsen clarified the past arrangement with the police
is if they do not write a ticket the City would like to receive a copy of the police report. Zerby stated the
responding officer stated he could not write a ticket because he did not have a copy of Shorewood’s
ordinance in the SLMPD’s ticket writing system. Nielsen noted the email from the SLMPD Chief of
Police had the ordinance in it. Zerby clarified the Chief’s email indicated the ordinance was not in their
system and that he took a copy off of the City’s ordinance. Nielsen noted the help from the SLMPD has
improved drastically. Zerby noted he has been in contact with the Chief of Police.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 22, 2016
Page 14 of 14
Director DeJong stated he provided information on Public Works wages to resident George Greenfield
per his request. He could not find wage rates for 1990 but he did find them for 1991. He provided him
with the 1991 and current rates.
Administrator Joynes stated Council and staff completed interviews with the semifinalist candidates for
the city administrator position on August 16. Councilmember Siakel and Councilmember Sundberg were
not present for them so they will view a video recording of the interviews. Clerk Panchyshyn will be in
contact to schedule a Council executive session to discuss how to move forward.
Joynes stated staff has received a draft form of the salary survey that the City contracted for this summer.
He is going to make a presentation on that during September. The survey to a large extent confirmed the
City’s current structure.
Attorney Keane stated he is working with Director Nielsen on a number of code enforcement matters.
B. Mayor and City Council
Councilmember Woodruff mentioned that he received a call from a resident living in Chanhassen about
the construction issue along on Summit Avenue and he went out to the site on August 18. He noted he
supports the no construction parking restriction on the roadway based on what he saw.
12. ADJOURN
Woodruff moved, Siakel seconded, Adjourning the City Council Regular Meeting of August 22,
2016, at 8:13 P.M. Motion passed 3/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
ATTEST:
Scott Zerby, Mayor
Jean Panchyshyn, City Clerk
#2C
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL EXECUTIVE SESSION LARGE CONFERENCE ROOM
MONDAY, AUGUST 29, 2016 6:00 PM
MINUTES
1. CONVENE CITY COUNCIL EXECUTIVE SESSION
Mayor Zerby called the meeting to order at 6:01 PM
A. Roll Call
Present:
Mayor Zerby; Councilmembers Labadie (6:17 PM arrival), Siakel, Sundberg and
Woodruff; City Attorney Keane, Administrator Joynes
Absent:
none
B. Review Agenda
Woodruff moved, Siakel seconded, approving the agenda as presented. Motion passed 4/0.
2. CITY ADMINISTRATOR SEARCH
Council met to discuss the city administrator semi-finalist candidates and determine the next steps in the
search process. It was determined to ask one semi-finalist back for a second interview and to discuss
further options with City Administrator Joynes.
3. ADJOURN
Woodruff moved, Sundberg seconded, Adjourning the City Council Executive Session of August 29,
2016, at 6:55 P.M. Motion passed 5/0.
RESPECTFULLY SUBMITTED,
Jean Panchyshyn, Recorder
Scott Zerby, Mayor
ATTEST:
Jean Panchyshyn, City Clerk
#3A
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Verified Claims
Meeting Date: September 12, 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.
62874 - 62878 & ACH 68,701.68
62879 - 62915 & ACH 814,183.37
Total Claims $882,885.05
We have also included a payroll summary for the payroll period ending August 22, 2016 and September
4, 2016.
Financial or Budget Considerations:
These expenditures are reasonable and necessary to provide services to our residents anre
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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#3B
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Approval of the Mound Fire 2017 Budget
Meeting Date: September 12, 2016
Prepared by: Bill Joynes, City Administrator
Attachments: Mound Fire 2017 Budget documents
Background:
The Mound Fire Department has provided the attached recommended 2017 Budget for approval. The City
of Shorewood’s portion of the 2017 Mound Fire budget is slightly more than 2016 due to the funding
formula. The total cost to Shorewood for 2017 will be $24,963, $1,128 more than 2016.
Council Action:
A Motion to approve the 2017 Mound Fire Department Budget as provided.
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
7A
CITY OF SHOREWOOD 5755 COUNTRY CLUB RD
PARK COMMISSION MEETING SHOREWOOD CITY HALL
TUESDAY, AUGUST 23, 2016 7:00 P.M.
MINUTES
1. CONVENE PARK COMMISSION MEETING
Chair Mangold convened the meeting at 7:00 p.m.
A. Roll Call
;
Present: Chair Mangold, Commissioners Rock, Vassar, and BarrCity Council
Liaison Woodruff; Finance Director Bruce DeJong and City Planner
Nielsen
Absent: Kobs
B. Review Agenda
Mangold moved to approve the agenda as written. Rock seconded the motion. Motion carried
4-0.
C. Introduction of New Park Board Member Molly Barr
Mangold welcomed Molly Barr, the new Park Board member.
2. APPROVAL OF MINUTES
A. Park Commission Meeting Minutes of May 10, 2016
B. Park Commission Meeting Minutes of May 23, 2016
C. Park Commission Park Tour Notes of June 28, 2016
D. Park Commission Park Tour Notes of July 26, 2016
Rock moved to approve the minutes of the May 10 and May 23, 2016 meeting as written.
Vassar seconded the motion. Motion carried 4-0.
Rock moved to approve the park tour notes of the June 28, 2016 meeting as written. Vassar
seconded the motion. Motion carried 4-0.
Rock moved to approve the park tour notes of the July 26, 2016 meeting as written. Barr
seconded the motion. Motion carried 4-0.
3. MATTERS FROM THE FLOOR
There were none.
4. REVIEW CIP
PARK COMMISSION MINUTES
TUESDAY, AUGUST 23 , 2016
5
PAGE 2 OF
Bruce DeJong, Finance Director
, reviewed budget vs. actual for all park items. He stated there were no
issues with the operating budget for park programs. He discussed plans to shut down the skate park which
will remove this item from the CIP, and Badger Park Phase I changes to the field and parking. He stated
the intent is to remove the parking lot out of the Phase I improvements.
DeJong discussed proposed contributions for the Badger Park play field which included funding from
grants, donations, and park dedication fees. Park dedication fees would be around $780,000 which will not
all be paid in 2016.
DeJong discussed the 2017 park improvement fund. The second phase of Badger Park will be moved to
2019.
Vassar asked for clarification of the date. DeJong stated that was Council direction to do that. He stated
the second installment of park dedication fees will not be enough to fund the second phase.
Mangold explained the City Council wants to improve Badger Park as funds become available. Nielsen
stated the parking lot is part of the first phase. The Park Commission needs to take a look at what is
needed and whether an additional phase might be warranted.
Mangold stated parking is one of our major issues. We’re improving the fields and haven’t changed the
parking dynamics as a result. He didn’t think it would be realistic to wait until 2019 to address the issue.
He also believed the CIP should be reviewed in a timely manner. DeJong agreed parking lot improvements
need to be done sooner rather than later.
Mangold also believed playground equipment is in dire need of replacement. Vassar asked what the
options and timeline are for replacing playground equipment. Nielsen stated we need to have a good sense
of where the equipment will be located. He suggested as we get into details of park planning, we should
consider whether two kinds of equipment are needed or they could be combined. DeJong stated money
earmarked for playground equipment for Silverwood in 2018 could be made available for Badger.
Mangold discussed the role of the Park Commissioners.
DeJong stated there is another major change from last year’s approval. We’ve been told the tennis courts
at Badger can no longer be repaired and need to be rebuilt. He discussed the cost of replacement.
Vassar asked what needs to happen at the Freeman parking lot. Nielsen stated there is a request from
residents to pave the south parking lot, but the number in the CIP might be for the north location. DeJong
stated there is a rough estimate from WSB of $85,000 for the south parking lot.
Mangold suggested reviewing all the line items for the other parks. DeJong suggested an item be added for
the parking lot improvements for Badger in 2017.
Freeman Park
1. Plaza – no change needed
2. Playground equipment – the south side is in worse shape than the north side, and the CIP says the north
side. Nielsen agreed and asked if it could be moved out. The Commission agreed it is the south lot that
needs replacement. Mangold suggested a chart which would indicate when items are pushed. DeJong
PARK COMMISSION MINUTES
TUESDAY, AUGUST 23 , 2016
5
PAGE 3 OF
stated a lot has been done in the last couple years to rationalize the CIP. Anything that has been pushed
was because of financing issues. He stated he wouldn’t worry about it at this year. Mangold stated the
playground should be replaced after Badger in 2020.
3. Parking lot – Commissioners discussed when the parking lot work should be done. Woodruff stated a
group came to the City Council requesting the south lot be surfaced. He stated he would like the Park
Commission to take a position on this issue. He indicated the residents want the lot surfaced immediately.
Woodruff stated staff should come back to the City Council to discuss how it could be done. Mangold
stated it should have a vote here before it goes to the City Council. Nielsen stated a place should remain in
the CIP for the parking lot.
4. Lighting – Nielsen stated this refers to ball field lights. There is still an issue with the lighting at the
skating rink. He was unaware why the ball field lights were an issue as most games are played during
daylight hours. Woodruff stated this is the Park Commission’s CIP. If they do not understand what is in
there, they should be explained by staff or removed. Nielsen suggested there is money for lights, and they
could be moved to 2017. Mangold suggested they be labeled properly. Mangold suggested a realistic
number be added when available and to eliminate the ballfield lighting now.
Mangold moved, seconded by Vassar to make changes as discussed. Motion carried 4-0.
Cathcart Park
1. Resurfacing – on a set schedule and should remain on the CIP as stated.
2. Hockey boards – cost will be significantly more than indicated. Mangold asked for thoughts on the cost
of a full-sized. Nielsen stated he could provide that information. Commissioners discussed the cost of
hockey boards. Nielsen stated he didn’t see any problem with pushing this out to 2020 for $150,000 and
make a note to get a real number for this.
3. Tot lot in 2018 – Mangold stated this is in rough shape. Vassar stated the dollar amount needs to be
raised to $100,000
4. Parking lot in 2018. Mangold believed it should be removed as many other amenities would need to be
relocated for it to happen. The item was removed from the CIP.
Mangold moved, Rock seconded by to move hockey boards to 2020, leave playground in 2018 and raise to
$100,000, and eliminate the parking lot. Motion carried 4-0.
Silverwood Park
1. Playground equipment – in good shape. Mangold stated the swing and playground equipment should be
combined as one item. He suggested the amount be raised to 2023 for $100,000.
Mangold believed there should be a discussion of all playground equipment and determine what should be
installed at each park.
Mangold moved, Rock seconded to move playground equipment and swing into one line item and raise to
$100,000, moving it out to 2023.
Skate Park
1. Park shelter – remove from the CIP
2. Pickleball court option – Mangold stated with the skate park leaving this park, residents suggested a
pickleball court be added. He asked if we want pickleball and how soon. Vassar asked how soon one
PARK COMMISSION MINUTES
TUESDAY, AUGUST 23 , 2016
5
PAGE 4 OF
could be constructed. Nielsen stated he wouldn’t count on it for this year, but next year would be an
option. Mangold suggested it be added in 2017 for $50,000. Rock suggested a picnic shelter be added.
Mangold moved, Vassar seconded to remove the park shelter from the park in 2020 and add the
pickleball court in 2017 for $50,000. Motion carried 4-0.
Badger Park
Mangold discussed park options. DeJong stated our out-of-pocket expenses are roughly $200,000.
DeJong explained the athletic field construction costs and items removed and remaining in the construction
costs. Nielsen discussed problems associated with the lighting and need for rewiring all four poles.
DeJong stated $313,900 was remaining and rounded up to $390,000 to include contingencies.
Mangold stated the tennis court reconstruction is shown on 2018 for resealing only. He believed it needs to
be prioritized sooner than 2019. DeJong noted the parking lot is included in the financial management
plan. Mangold believed something should be done in Badger every year. DeJong discussed issues arising
with the future of the Southshore Center. Woodward stated there would be resolution to the ownership
issue by the end of this year. He suggested the Commission assume the City will still be operating the
Center and plan accordingly.
Mangold moved, Rock seconded to recommend $400,000 be added in 2017 for phase 1
improvements. Motion carried 4-0.
DeJong stated he would bring back revisions for review.
5. RECAP OF PARK TOURS
A. Update on Badger Field
B. Update on Skate Park
C. Review Cost for Grading/Lighting for Freeman Park Future Rink
D. Cathcart Trail
E. Crescent Beach
Nielsen stated we talked about a lot of this information during the CIP discussion. He stated the gutters
aren’t in at Manor Park shelter.
Vassar suggested the trunk of the tree at Manor Park be carved should the tree not remain. Nielsen was
unsure if one could carve willow.
Nielsen updated the Commission on construction progress at Badger Field. Mangold asked if there are any
other projects in Badger that need to be done. Nielsen stated there will still be some seeding work.
Mangold asked when the skate park equipment would be removed. Nielsen stated it should be removed yet
this fall.
No information was available on the cost for grading/lighting for Freeman Park future rink. Mangold
stated we need numbers to make a decision for this year. Nielsen stated they are looking at costs.
PARK COMMISSION MINUTES
TUESDAY, AUGUST 23 , 2016
5
PAGE 5 OF
Vassar asked what other lighting would there be since it is so secluded. Nielsen stated he would check out
lighting options.
Nielsen stated they will redo the plan for Cathcart to indicate the trail location and provide the information
to Chanhassen. It will be ready for the September meeting.
Woodruff discussed shared maintenance with Tonka Bay on Crescent Beach. He discussed the current
agreement.
6. DETERMINE NOVEMBER PARK COMMISSION MEETING DATE
Nielsen stated the November meeting is on Election Day, and the meeting needs to be rescheduled.
Commissioners agreed the meeting should be on November 22. The October meeting was also moved to
October 25.
7. DETERMINE LIAISONS FOR COUNCIL MEETINGS
Mangold – August
Barr – September
Vassar – October
Rock – November
8. NEW BUSINESS
None
9. STAFF AND LIAISON REPORTS/UPDATES
A. City Council
Woodruff reported Shorewood won the Hennepin County Step to It Challenge. He discussed plans for the
SWPPP development. The Comprehensive Plan will also be revised in the near future. The general fund levy
and budget were adopted.
B. Staff
Nielsen discussed trail construction. A ribbon cutting will be held on September 12.
10. ADJOURN
Vassar moved, Rock seconded, to adjourn the Park Commission Meeting of August 23, 2016 at 9:01
p.m. Motion carried 4-0.
RESPECTFULLY SUBMITTED,
Clare T. Link
Recorder
® 9A
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
Title / Subject: Discussion of Drainage Concern at 21710 Lilac Lane
Meeting Date: September 8, 2016
Prepared by: Larry Brown, Director of Public Works
Reviewed by: Jean Panchyshyn, City Clerk
Attachments Location maps, aerial topography and photos.
Policy Consideration: Should the City Council authorize the expenditure of funds to perform a drainage
study for the property of 21710 Lilac Lane?
Background: Mayor Zerby asked staff to review this drainage concern, based upon the correspondence
received by Mayor Zerby from Mr. Larry Stokes, property owner of the subject property as shown in
Attachment 1. Staff felt that such requests should be routed through the City Council for direction from
the City Council.
Attachment 2 to this report is a site location map for the property. Attachment 3 is the latest aerial
photography, excerpted from the Hennepin County Property Information database. It is noted that the
yellow line shown on this attachment is the division between the City of Shorewood to the North, and
the City of Chanhassen to the South.
The subject lot is a single family dwelling, 1.14 acres in area, fronts Lilac Lane, and has a driveway access
directly off of Lilac Lane. It is noteworthy that the elevation of the house pad ranges 6 to 12 feet lower
than the roadway, as shown in Attachment 4.
The concern received by the property owner relates to ongoing drainage down and across the driveway
and the resulting erosion to the driveway.
Attachment 5 to this report is the aerial topography for the site. The red arrows that have been inserted
indicate the direction of the drainage patterns. It is noted that the westerly half of Lilac Lane is a rural
section (i.e. without curb and gutter), while the eastern portion is an urban section with surmountable
concrete curb and gutter.
The driveway to the property is located at or near the low point for Lilac Lane (shown in Attachment 6)
which exasperates the issue. It is evident that steps have been taken to try to divert the water from
going directly down the driveway. Specifically, an asphalt berm has been placed across the entrance, as
depicted in Attachment 7. This has only resulted in water becoming concentrated and flowing down
the side of the driveway causing minor erosion.
Staff has made contact with the City Engineering Department for the City of Chanhassen, to inquire if
there are any Capital Improvements scheduled for this area. It appears that the City of Chanhassen does
not have a street or storm sewer CIP project planned for this area in the within the next 5 years.
However, the sanitary sewer main on Lilac Lane is programmed to be lined in the within the next 3
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
years. It was also noted by the Chanhassen City Engineer that the watermain on Lilac Lane is a cast iron
pipe within the City of Chanhassen, which should be replaced whenever the street is reconstructed.
From a very preliminary review, it appears that any drainage improvement would include the
installation of a barrier concrete curb along the entire front of the property, as a minimum, with a storm
sewer system that would carry the water around the house and to the drainage basin located to the
North of the subject property. This would involve obtaining easements on other properties.
Financial or Budget Considerations: This item has not been programmed into any budgets for CIP for
improvement.
If the City Council determines that this concern warrants an improvement project with City involvement,
a drainage review which outlines all of the feasible alternatives and associated costs should be
performed by the Engineering Department. If that is the case, Council should pass a motion directing
staff to move forward with such an investigation.
If no action is taken, it would remain the responsibility of the property owner to resolve the issues on
their property.
Action Requested: Staff is seeking direction from the City Council on this item. If this is to move forward
with City involvement, staff would recommend that a motion be passed directing staff to perform a
drainage review and to compile a mini feasibility report.
On Thu, Jul 28, 2016 at 12:11 PM -0500, "Larry Stokes" wrote:
Mayor Zerby,
My name is Larry Stokes. I live at 21710 Lilac Lane in Shorewood. My wife Linda and I have lived here
since 1994.
Our problem is that the whole neighborhood across the street, which is actually Chanhassen, drains
through our yard. We've had city engineers from Shorewood and Chanhassen over to look at the
problem a few different times over the years but every time they've stated that it's not their problem.
basically gave up until recently when I spoke to some folks who recommended that I get in touch with
you.
The water from rain and neighbors sump pumps moves quite a lot of dirt and gravel onto our yard and
down our driveway every time it rains. It has wrecked our drive way and eroded our yard over the years.
The road dips into a low spot in front of our drive way and then runoff flows across our driveway and lot.
I dig out the dirt occasionally to try to keep the water from running down and eroding the edge of our
driveway. I noticed and told the engineers that there is a buried culvert under the road at the low spot.
It seems to me that the city should not have allowed and permitted the person that built the home to do
so without a solution to the water drainage problem.
Even if I were able to afford the fix myself I would have to channel the water across my property and on
to my neighbors as it would eventually make its way to a marsh behind a neighbors house.
Would you be willing to come and look at our problem? I could really use your help and guidance. I can't
replace my driveway without a solution as it will simply ruin the new driveway.
Please contact me when you have a moment to discuss this.
Thank you and best regards,
Larry and Linda Stokes
On Jul 30, 2016, at 11:21 AM, Scott Zerby wrote:
Hi Larry,
I can certainly visit and take a look. The planning department and the watershed take runoff and
drainage into consideration with every project. But sometimes owners makes changes after building, or
new owners do, unaware of the issues.
Have you spoken to your neighbor to ask them to relocate their roofing or sump pump drainage?
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#10A
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Proposed No Parking Restriction – Summit Avenue
Meeting Date: 12 September 2016
Prepared by: Brad Nielsen
Reviewed by: Patti Helgesen
Attachments: Site Location Map
Draft Resolution
Policy Consideration: Should the City impose “no parking” restrictions on Summit Avenue?
Background: When the Summit Woods development was approved, the City stipulated to the
developer that there would be no on-street parking of construction vehicles. While we received no
complaints for the first two homes that were constructed, room has become more scarce and we have
now received complaints that contractors are occasionally parking on the road. Ordinarily, staff advises
the builder that continued violation will result in the project being stopped while we investigate the
complaints, which typically resolves the matter. The current builder is apparently willing to risk a stop
work order and neighborhood complaints have persisted. The South Lake Police Department has
offered to be of assistance, but there are no “no parking” signs authorized for Summit Avenue and they
are unable to write citations.
As staff has reviewed this issue, it has become apparent that no one should be parking on this very
narrow street, particularly around the existing curve in the road. In response, we have prepared the
attached resolution, restricting parking along the entire length of Summit Avenue, within Shorewood.
Notice has been sent to Shorewood residents abutting Summit Avenue.
Financial or Budget Considerations: The cost of erecting “no parking” signs is relatively minimal. Signs
would be installed by our Public Works Department.
Options: Approve the attached resolution; modify the attached resolution; or disregard staff’s
recommendation.
Recommendation / Action Requested: As mentioned, construction parking is only part of the safety
issue on this street. The parking restriction should be adopted for everyone, until such time as Summit
is upgraded.
Next Steps and Timelines: Upon approval of the resolution, Public Works should be directed to order
and install the appropriate signage for both sides of the street.
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
-D-R-A-F-T-
CITY OF SHOREWOOD
RESOLUTION NO.
A RESOLUTION RESTRICTING PARKING ON
SUMMIT AVENUE
WHEREAS the City of Shorewood has reviewed parking and traffic control along
Summit Avenue between Murray Hill Road and the Shorewood/Chanhassen municipal
boundary.
WHEREAS, as part of the approval of the Summit Woods final plat, the City agreed that
there should be no on-street parking of construction vehicles or equipment, due to the
narrowness and curvature of the street; and
WHEREAS, the City has received neighborhood complaints about parking on Summit
Avenue and the hazard that such parking poses; and
WHEREAS, the City staff has made a recommendation for a parking restriction for the
entire length of Summit Avenue between Murray Hill Road and the Shorewood/Chanhassen
municipal border;
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of
Shorewood that the City of Shorewood shall prohibit parking recommended by the City staff as
described above.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 12th
day of September, 2016.
Scott Zerby, Mayor
ATTEST:
Jean Panchyshyn, City Clerk
#10B
City of Shorewood Council Meeting Item
MEETING TYPE
Regular Meeting
Title / Subject: Southshore Community Center Interior Updates
Meeting Date: September 12, 2016
Prepared by: Twila Grout, Southshore Center Director/Admin. Asst.
Reviewed by: Bill Joynes, City Administrator
Jean Panchyshyn, City Clerk
Attachments: Exhibit 1 - Quote for Interior Painting from Mike Webster (Superior Painting Contractors)
Exhibit 2 - Quote for Dining Room lighting from Prehall Electric
Southshore Center 2014-2016 Usage Graphs
At the City Council February 8, 2016, Council retreat, a list of suggested Southshore Center updates was
discussed and staff indicated they would bring estimated costs for the improvements to Council. The
following three interior updates were recommended by staff for 2016: interior painting, updated
lighting in the dining room, and chairs.
Exhibit 1 is a quote from Mike Webster (Superior Painting Contractors) for the interior painting of the
dining room, activity room, hallway, coat room, and reception area. Photos showing the existing
condition of the rooms are provided. It has been seven years since these rooms have been painted. The
total labor and materials cost for painting all rooms is $5,705.
Exhibit 2 is a quote from Sam Prehall of Prehall Electric for updating the lights in the dining room to LED.
The update includes adding dimmer switches which would eliminate the need for the existing string
lighting, which has been arduous for staff to maintain. Mr. Prehall has provided a total quote of $7,742,
which includes labor, materials, permit, and disposal fees. An additional cost of $200 is estimated for
new ceiling tiles which will need to be replaced due to the change in the style of lights. The quote does
not include the Xcel Energy rebate, which is estimated to be around $500.
Both vendors have performed work in the city in the past and have provided excellent services.
Staff has begun to research replacing the chairs in the dining room and will bring that item to Council in
the near future.
Staff has attached Southshore Center usage graphs for 2014-2016 for Council’s information.
Council Action:
Council will need to determine if it wants to move forward with the improvements outlined above.
If so, a motion approving the Southshore Center interior painting at a cost of approximately $5,705, and
lighting improvements at an approximate cost of $7,942 (without the Xcel Energy rebate) is
recommended in order to move forward with these improvements.
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
MW
IKE EBSTER
12195 Oxbow Dr
Eden Prairie, MN 55347
612-987-1566
Webster’s Quality Painting
:
DATE
We hereby submit specifications and estimates for:
8/25/2016
N
:
AME
Superior Painting Contractor's (South Shore Community Center: Attn Twila Grout)
:
STREET
5735 Country Club Rd.
,,:
CITY STATE ZIP
Shorewood, MN
CP: HP: E-:
ELL HONEOME HONEMAIL
tgrout@ci.shorewood.mn.us
I D/D C
TEMESCRIPTIONETAILOST
1 Repair all nicks, dings, and bad tapelines on all walls as needed.
2 Paint dining room walls in 2 coats. Labor- $1,600.00 Materials- $2,050.00
$450.00
3 Paint activity room walls in 2 coats. Labor- $800.00 Materials- $980.00
$180.00
4 Paint activity room door and frame- inside only. Labor- $75.00 No $75.00
material cost
5 In activity room, enamel 5 windows, window sills, and outside trim- $150.00
face only in 2 coats. Labor- $150.00 no material cost
6 Paint walls in front entryway, reception area, coat area, and hallway $2,450.00
in 2 coats. Labor- $2,000.00 Materials- $450.00
Total: $5,705.00
The above prices, specifications and conditions are satisfactory and are hereby accepted. You
are authorized to do the work as specified. Payment will be made as outlined above.
Date of Acceptance: ___________________
Customer Signature:_________________________________________
Jean Panchyshyn
Subject:FW: South Shore lighting bid
From: sam prehall [mailto:prehallelectric@hotmail.com]
Sent: Wednesday, July 27, 2016 10:35 PM
To: Twila Grout
Subject: South Shore lighting bid
*Retrofit (23) 2x4 fluorescent fixtures with LED T8 direct wire lamps
*Remove (20) 2x2 fluorescent fixtures that line the perimeter
*Install (24) 6'' LED can lights to replace the 2x2's
*Add wiring needed for the additional 4 lights in the perimeter
*Install Dimmer switches to control the LED's
*Disposal of 2x2 fixtures
*Disposal of fluorescent lamps
Labor, Materials, Permit and Disposal fee:
$7742.00
**Not included in the bid is the cost for new 2x2 tiles that will need to be replaced when I remove the 2x2
fixtures. I will need them to cut the 6'' can lights into during the installation process. I can purchase these as
separate line item.
Any questions please fee free to contact me at 612-227-3050
I look forward to working with you.
Sam Prehall
Sent from Outlook
1
#10C
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Country Club Road, Yellowstone Trail, and Lake Linden Road Discussion
Meeting Date: September 12, 2016
Prepared by: Paul Hornby
Reviewed by:
Attachments:
Policy Consideration: Should the City begin planning of improvements recommended by the Traffic
Committee, or other improvements to Country Club Road, Yellowstone Trail, and Lake Linden Drive?
Background: In 2015 the City Council formed a Traffic Committee and tasked the Committee to review
traffic concerns for roadways adjacent to the Minnetonka Country Club development. The Committee
was given this initial task as a result of public comments received as part of the development review.
The Traffic Committee reviewed a number of scenarios discussed among committee members and
prioritized them in a spreadsheet and summary report (enclosed for reference). The primary elements
recommended by the Traffic Committee are enforcement and education of drivers. Mayor Zerby
requested the preparation of this memorandum to engage the Council in a general discussion of
potential improvement planning.
Items the Council may wish to discuss may include alternatives such as:
1.Intersection improvements
a.Pavement marking
b.Signage
c.Constructed improvements
2.Pedestrian corridor planning
3.Roadway improvement planning
Recommendation / Action Requested: Staff requests the Council engage in discussion about the
Committee recommendation and provide staff direction on actions for theses 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
SHOREWOOD TRAFFIC COMMITTEE REPORT
May 2, 2016
INTRODUCTION
In the September, 2015 issue of Shore Report, the Shorewood City publicly announced a request to invite cityl
residents to apply to serve on a volunteer Traffic Committee to be formed for the purpose of
the City Council on traffic issues, with an initial focus on the review of the Smithtown Rd., Country
Club Road, Yellowstone Trail and Lake Linden Drive corridor.
The Shorewood City Council, at its September 14, 2015 meeting, accepted applications from the following
Shorewood residents to serve on the Committee:
Susanne Aspley, Chris Gehrke, David Cooley, Sandy Finke, Jeff Coplan, Ed Hasek, Kathy Curry, Ken
Huskins, Teresa Elsbernd, John Mohn, Bob Gagne and Angela Nelson
The Committee held its first meeting on October 22, 2015 at the Shorewood City Hall. Joining the Committee
were expert Chuck Rickart, WSB Engineer (retained by the Shorewood City Council) and City staff members
Larry Brown, Public Works Director, Paul Hornby, City Engineer and Brad Nielsen, Planning Director. At that
meeting, Ken Huskins and Teresa Elsbernd were elected by the attending Committee members to serve as Co-
Chairs to facilitate the meetings and activities of the Committee.
Th purpose and role were informally defined by the Committee as:
advisory
committee to the Council to identify possible solutions to the existing and anticipated increased traffic
situation as it relates to the development at MCC. Our role is NOT to explore the feasibility of, cost or
even how these suggestions might be implemented IF indeed they are acted upon by the Council. Our
discussions of solution concepts
The following informal mission statement was agreed upon:
To identify logical, safe and efficient ways to move traffic from the residential areas to the main
thorough-fares, namely east-bound Hwy. 7 and southbound Hwy. 41.
The following roads and intersections were identified as the key areas to address with regard to traffic calming
and/or traffic alternatives affected by the MCC development:
Smithtown Rd
Intersection of Smithtown Rd. and Country Club Rd..
Intersection of Smithtown Rd. and Cty. Rd. 19
Country Club Rd.
Intersection at Yellowstone Trail and Country Club Rd
Yellowstone Trail
Intersection at Yellowstone Trail and Lake Linden Dr.
Lake Linden Dr.
Intersection at Lake Linden Dr. and Hwy. 7
The Committee SAFETY, SPEED AND VOLUME MANAGEMENT, and
ENCOURAGING TRAFFIC TO UTILIZE THE MAIN THOROUGH-FARE (County Rd. 19) FOR ACCESS ONTO
HWY. 7 AND RT. 41 INSTEAD OF THE INDICATED RESIDENTIAL NEIGHBORHOOD STREETS.
METHODOLOGY
The Committee met approximately every two weeks between 10/22/2015 and 2/4/2016 (10/22, 11/5, 11/24,
12/10, 1/7, 1/21, 2/4). The agendas and minutes are attached. Specific streets and/or intersections were
discussed at each meeting. City staff provided large maps of the areas being discussed and the Chuck Rickart
provided background of previous relevant traffic studies and technical data. All Committee members were
encouraged to contribute their thoughts and suggestions which were then discussed by all of the Committee
members in attendance. Details of these interactive discussions and provided visuals can be found in the
attached minutes. To repeat, the ideas presented in this report are those of concerned, impacted residents and
are not expert opinions. The Committee saw its role to
would be left to others commissioned by the City Council to vet for the level of feasibility with respect to cost,
technical feasibility, and legal implications.
At the final meeting of the Committee, there was a scoring of the concept solution ideas using a high, medium,
and low perceived value scale. All attending Committee members individually contributed to the scoring. These
are presented herein for the City
FINDINGS
All ideas offered by members and discussed are documented in the report with more emphasis on those
concepts that had greater support/interest shown by Committee members. Attached is the working table of idea
descriptions, pros/cons, and popularity scoring.
No matter what other action the City Council takes, the Committee reached a very strong consensus that two
things must occur for any traffic control/calming attempts to be successful:
Enforcement
1. of existing laws and mandates that might arise as a result of the implementation of any of the
stated concepts MUST occur.
Education
2. and visible reminders are imperative for most of the concepts, if implemented, to work. Signage,
mailings / notices to all residents, etc. will be critical for implementation to take hold and for drivers to truly be
able to adopt and adapt to the change.
A majority of the Committee is in favor of ensuring that the available right of way on all of these roads be
secured and used in the consideration of traffic safety and volume management.
CONCLUSION
A majority of the Committee is concerned that the Mattamy development WILL increase the volume of traffic on
the roads we considered beyond the volume seen today. And, we also sense that the current road
characteristics are even sub-standard for the present traffic pre-Mattamy development. All of this is to say that
the Committee strongly believes that the City Council must act on some solution and not maintain the status
quo.
Committee Support
Concept / Idea Advantages Disadvantages
HML
Smithtown Road at Country Club Road
Roundabout with by-pass lanes - Includes a new Improves safety Moves cut-through to other streets/development
roundabout with bypass lanes restricting traffic from Traffic efficiency Moves traffic to non-State Aid streets
southbound CSAH 19 to southbound Country Club Rd Limits cut-through traffic Restricts local traffic 116
and providing an exclusive lane from northbound Eastbound traffic less efficient
Country Club Rd to southbound CSAH 19. High cost
Mini Roundabout - Includes a new mini roundabout
Improves safety Does not limit cut-through traffic
allowing all movements without any modification to 026
Traffic efficiency Eastbound traffic less efficient
CSAH 19.
High cost
Improves safety Does not limit cut-through traffic
Dual Roundabout (Country Club Road and CSAH 19) -
Traffic efficiency High cost
Includes reconstruction of both CSAH 19 and County 341
Discourages cut-through traffic property acquisition
Club Rd with two interconnected roundabouts.
Roundabout configuration requires education
Signalized intersection coordinated with CSAH 19 -
Improves safety Does not limit cut-through traffic
Includes only a traffic signal at the intersection without
Traffic efficiency High cost
053
any other roadway improvements on Country Club Rd or
Smithtown Rd.
Improves safety Encourages cut-through traffic
Signalized intersection coordinated with CSAH 19 -
Traffic efficiency High cost
Includes a traffic signal at the intersection with 440
congestion
additional lanes on Country Club Rd and Smithtown Rd.
Committee Support
Concept / Idea Advantages Disadvantages
HML
Smithtown Road
Widen roadway from Mattamy Entrance to Country
Improves safety Does not limit cut-through traffic
Club Road - Includes addition of a left turn lane, a
Traffic efficiency Moderate cost
through/right turn lane and a separated bike/ped path 341
congestion
without addition of any traffic control at Country Club
Rd.
Country Club Road
Improves safety Does not limit cut-through traffic
Widen roadway approaching Smithtown Rd - Includes
Traffic efficiency Moderate cost
addition of a left turn lane and right turn lane without 323
congestion
addition of any traffic control at Country Club Rd.
Convert County Club Road to a one-way - Includes
Southbound CSAH 19 can not cut-through Moves cut-through to other streets/development
providing a northbound one-way from Yellowstone Tr to 017
Reduces traffic congestion Moves traffic to non-State Aid streets
Smithtown Rd
Restricts local traffic
Widen add bike lanes with 25 mph Speed Limit -
Includes widening roadway to provide a through lane in
431
each direction with on road bike lanes with a 25 mph
speed limit.
Off Road Bike Path - Includes a paved off road bike path
116
adjacent to the roadway.
Stop Signs - Add Blinker Stop signs at existing streets.125
Committee Support
Concept / Idea Advantages Disadvantages
HML
Yellowstone Trail (Country Club Road to Lake Linden Drive)
Street Extension - Add street from Yellowstone Tr to TH
7 west of County Club Rd with a traffic signal or 215
Roundabout at TH 7
Stop Sign Enhancements - Change existing stop signs to
Blinker Stop signs at County Club Rd and Lake Linden Dr 700
intersections
Improve Sight Lines - Cut back trees along corridor
511
especially at intersections
Traffic Signals - Add new traffic signals at Country Club
106
Rd and Lake Linden Dr intersections
Roadway Realignment - Realign Country Club Rd
intersection to 90 degrees. Add bike path on Mattamy 421
development
Off Road Bike Path - Includes a paved off road bike path
520
adjacent to the roadway.
Intersection Improvements - At the Lake Linden Dr
intersection add a street light, a pedestrian crossing 610
Yellowstone Trail (East of Lake Linden Drive)
Roadway Widening - Add shoulder east of Lake Linden
115
Dr to City Limit
Stop Signs - Add Blinker Stop Signs at existing streets.052
Off Road Bike Path - Includes a paved off road bike path
043
adjacent to the roadway.
Committee Support
Concept / Idea Advantages Disadvantages
HML
Yellowstone Trail (West of Country Club Road)
Improve Sight Lines - Trim trees with additional curve
430
signing at Seamans Dr (delineate curve)
Improve Sight Lines - Realign Yellowstone Tr at Seamans
430
Dr to a 90 degree intersection with Blinker Stop signs.
Stop Signs - Add all-way Blinker Stop signs at new
232
Mattamy site entrance.
Off Road Bike Path - Includes a paved off road bike path
250
adjacent to the roadway.
Lake Linden Drive
Improve Sight Lines - Straighten curves south of
124
Yellowstone Tr
Improve Sight Lines - Fix grade changes north of Cub
142
development access for left turning vehicles
Roadway Realignment - Realign roadway west of
existing Lake Linden Dr with new intersection on 007
Yellowstone Tr
Committee Support
Concept / Idea Advantages Disadvantages
HML
Lake Linden Drive at Cub Entrance/TH 7/TH 41
Access Improvements - Close Cub development exit
from the east at frontage road (Lake Linden Dr) 700
maintaining inbound movement.
Roadway Improvement - Widen Lake Linden Dr
eastbound to three approaching lanes (one right turn to
westbound TH 7, one through to TH 41 and one left turn
241
to eastbound TH 7) and one exiting lane westbound
beginning at the existing center Cub development
access.
Roadway Improvement - Widen Lake Linden Dr
eastbound to two approaching lanes (one right
turn/through to westbound TH 7 and to TH 41 and one
511
left turn to eastbound TH 7) and one exiting lane
westbound beginning at the existing center Cub
development access.
Roadway Improvement - Add right turn lane westbound
052
at the center Cub development access
Roadway Realignment - Move the westbound right turn
lane from the intersection at TH 41 to a free right with
acceleration lane at approximately the existing Lake 511
Linden Dr extended. (movement would be removed from
the TH 7/TH 41 intersection)
Convert to a One-Way - Convert Lake Linden Drive to a
one-way eastbound from the first Cub development 124
driveway to TH 41
Convert to a One-Way - Convert Lake Linden Drive to a
one-way westbound from the first Cub development 214
driveway to TH 41
Roadway Realignment - Change TH 7 at TH 41 into a
(Lake Linden Dr/Cub Development area). Add a new 007
signalized intersection west of TH 41 at the existing Lake
Linden Dr extended to TH 7
Committee Support
Concept / Idea Advantages Disadvantages
HML
Miscellaneous
Technology Improvements - Remove use of Country
Club Rd, Yellowstone Tr and Lake Linden Dr from Google 700
Maps directions.
Enforcement - Improve/Enhance enforcement of
700
speeding and traffic control on area roadways.
Traffic Calming - Add Drive Feedback speed control signs
at selected locations on Yellowstone Tr and Lake Linden 700
Dr
Traffic Calming - Add speed bumps or rumble strips at
selected locations on Country Club Rd, Yellowstone Tr 007
and Lake Linden Dr.
Traffic Calming - Add Blinker signs (Stop, Pedestrian,
advance warning, etc.) at selected locations on Country
Club Dr, Yellowstone Tr and Lake Linden Dr
Traffic Calming - Add pavement markings at selected
locations on Country Club Rd, Yellowstone Tr and Lake
Linden Dr.
Traffic Calming - Add Street Lighting at selected locations
on Country Club Rd, Yellowstone Tr and Lake Linden Dr.