12-12-16 CC Reg Mtg Agenda CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, DECEMBER 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 November 28, 2016 Minutes
B. City Council Regular Meeting Minutes of November 28, 2016 Minutes
C. City Council Special Meeting Minutes of December 5, 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. Public Works AFSCME Contract Tentative Settlement Administrator's memo
C. Approve Public Works Job Description and Authorize Internal Posting Administrator's memo
D. Authorize Expenditure of Funds for Public Works Equipment- Director of Public
Cab and Chassis for Utility Service Truck Work's memo
E. Authorize Expenditure of Funds for Public Works Equipment-Utility Director of Public
Service Truck Body, Crane, Compressor, Lighting and Accessories Work's memo
F. Approve Change Order No. 3 for Star Lane and Star Circle Improvements, Engineer's memo
City Project 14-11 Resolution
G. Accept Improvements and Authorize Final Payment for Engineer's memo
Star Lane and Star Circle Improvements, City Project 14-11 Resolution
H. Accept Improvements and Authorize Final Payment for Engineer's memo
2016 Pavement Marking Project, City Project 16-02 Resolution
L Accept Improvements and Authorize Final Payment for Engineer's memo
2016 Guard Rail Project Resolution
J. Financial Security Reduction Request No. 1 —Minnetonka Country Club Engineer's memo
CITY COUNCIL REGULAR MEETING AGENDA—December 12,2016
Page 2
4. MATTERS FROM THE FLOOR
(No Council Action will be taken)
5. PUBLIC HEARING
6. REPORTS AND PRESENTATIONS
A. Report by Sue Davis on the January 12-15, 2017, Arctic Fever Event Arctic Fever Brochure
7. PARKS
8. PLANNING
9. ENGINEERING/PUBLIC WORKS
10. GENERAL/NEW BUSINESS
A. Accepting the 2017-2021 Capital Improvement Program and Finance Director's memo,
Enterprise Budgets Resolution
B. 2017 Non-Union Wage Recommendation Administrator's memo
C. Annexation/Detachment Agreement for the Waters Senior Living project Administrator's memo
Location: 22920 Highway 7 & 723 Water Street
11. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. Update on City of Minnetrista Road project
B. Mayor and City Council
12. ADJOURN REGULAR MEETING TO EXECUTIVE SESSION
This is a closed Executive Session pursuant to Minn.Stat. 13D.05 subd. 3
A. Discussion of Employment Evaluation
13. ADJOURN EXECUTIVE SESSION
#2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL WORK SESSION COUNCIL CHAMBERS
MONDAY, NOVEMBER 28, 2016 6:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL WORK SESSION
Mayor Zerby called the meeting to order at 6:00 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Labadie, Siakel, Sundberg, and Woodruff; Attorney
Keane; City Administrator Lerud; City Clerk Panchyshyn; Finance Director DeJong;
Director of Public Works Brown; and, City Engineer Hornby
Absent: None
B. Review Agenda
Woodruff moved, Labadie seconded, approving the agenda as presented. Motion passed 5/0.
2. 2017 GENERAL FUND BUDGET, ENTERPRISE BUDGET AND CAPITAL
IMPROVEMENT PROGRAM REVIEW
Director DeJong noted the meeting packet includes a summary of the discussions Council and staff have
had regarding the 2017 General Fund Budget, the 2017 – 2021 Capital Improvement Program (CIP) and
the 2017 Enterprise Budgets. He then noted that the 2017 Truth-in-Taxation hearing is scheduled for
December 5, 2016. He went on to note that the proposed 2017 Budget included in the meeting packet is the
same as the preliminary budget that Council adopted during its August 22, 2016, meeting.
He reviewed the amount of the mayor changes in the proposed 2017 General Fund Budget when compared
to the adopted 2016 General Fund Budget.
Revenues
Property tax levy $101,588
Increased permit revenue $ 60,000
Increased plan check fees $ 10,000
Total change in revenue $171,588
Expenditures
Council – Contractual ($ 50,000)
Council – Contingency $ 33,000
Administration – Election Judges ($ 12,000)
Professional Services – Prosecution $ 4,000
Professional Services – Assessing $ 5,000
Munn. Buildings – Communications $ 4,000
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
November 28, 2016
Page 2 of 7
Police – Contractual Services $ 73,885
Police – Buildings ($ 16,000)
Fire – Contractual Services $ 3,262
Fire – Buildings ($ 13,972)
Inspections – Contractual Services $ 2,500
Public Works – Motor Fuel ($ 3,000)
Miscellaneous Expenditure Changes $ 33,550
Total change in expenditures $ 64,225
Change in use of reserves in 2017 ($107,363)
He explained the Council Miscellaneous Services (Council – Contingency) was $27,000 in 2015. It was
increased to $60,000 for 2017 to cover pay increases for both non-union and union personnel and an
increase in the contribution to employee health insurance. It equates to roughly a 2.5 percent increase in
salaries and a $25 per month per employee increase in the contribution. The Police Contractual Services
line item increase was due to an adjustment in the funding formula; that adjustment is done every five
years. Shorewood’s share of the funding went up so that budget line item increased by $73,885.
He then explained the cost for forestry services is likely to exceed the budgeted amount of $40,000 in the
Public Works budget. Staff anticipates the actual costs could be as high as $75,000. That additional
$35,000 would have to be covered out of reserves.
DeJong went on to explain that an update to the Comprehensive (Comp) Plan has to be done in 2017. Staff
does not have the expertise to make all of those updates. Therefore, the City will have to use outside
resources to do that. If all of the updates were to be done with outside resources staff estimates the cost to
be $85,000.
Councilmember Sundberg stated it is her understanding the Police Contractual Services line item did not go
up significantly; the City share of the funding did. Director DeJong clarified Shorewood’s share of the
funding increased from about 46 percent to 48 percent.
Sundberg asked Mayor Zerby if he was comfortable with the City’s increase. Zerby noted there is not much
to do about it. Zerby explained the South Lake Minnetonka Police Department (SLMPD) Coordinating
Committee discussed making changes to the Joint Powers Agreement (JPA) but that would require all four
member cities voting in favor of that and the changes that were discussed were not well accepted by all four
cities. Sundberg clarified that the reason she asked is the City is not receiving more services.
Councilmember Siakel stated she thought part of the increase in the SLMPD budget was because there was
agreement by the member cities to have the SLMPD hire an additional officer. Mayor Zerby confirmed
that.
Councilmember Sundberg asked what is driving the increase for forestry services.
Director Brown explained there are four major components to the Urban Forestry Management Plan (the
Plan). They are: 1) the removal of diseased trees (staff has been working on that with S&S Tree and
Horticultural Specialists because of the urgency to remove them); 2) the proactive removal of ash trees; 3)
dealing with ash trees that could become diseased; and, 4) the reforestation plan. The first two components
have to be done. Staff was able to get the cost for S&S to do the most urgent work down to $76, 000.
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
November 28, 2016
Page 3 of 7
Mayor Zerby asked what services S&S is providing. Director Brown explained that to date S&S has
brought one or two arborists on site and one of them essentially ends up being a laborer. S&S brings a
boom truck along. S&S does the cutting that requires the boom truck. Public Works personnel do the
cutting that does not require the boom truck and they haul the debris away. He stated that he hoped that
Shorewood would invest in a used bucket truck. Then Public Works could take a lot of the load off of
S&S. He noted that OSHA has mandated that a worker cannot bring a chainsaw above shoulder level.
Councilmember Siakel stated it was her recollection that when S&S made a presentation to Council during
its October 10, 2016, work session they indicated it would cost $200,000 a year for five years. Council
asked S&S and staff to downsize the scope of activities to what has to be done.
Director Brown stated the first phase of the Plan is reactionary; that is trying to take care of diseased trees.
The second phase is anything above that. He then stated the cost for reforestation under the S&S proposal
seemed to be quite expensive so some of that was taken out of the proposal. The City can pursue grants and
other types of opportunities for reforestation.
Administrator Lerud stated that staff thought it would be important to plant some new trees and not just cut
trees down. Staff also discussed being proactive and buy the City some time by treating some ash trees to
prevent them from becoming diseased with emerald ash borer (EAB). That would allow the reforestation to
be spread out over 10 years.
With regard to a question from Councilmember Sundberg, Administrator Lerud clarified there will
definitely be a need for outside help to make the updates to the Comp Plan. Lerud stated no decision has
been made about which updates can be done by staff and which must be done by outside resources. He
noted that he and Director Nielsen plan on discussing the process the next day. Director Brown noted that
some of the updates (e.g.; aerial topography, stormwater calculations that have to be done by a hydrologist
and transportation planning) will require specialized expertise.
Councilmember Woodruff stated Council and staff have discussed providing an Urban Forestry
Management Plan service where a resident can ask for the City to come to their property and assess the
health of a tree. There may be a fee for such a service. He asked if that is in or out of the budget for
forestry services in 2017. Director DeJong stated there is some time for that in the budget and explained
staff discussed staff scheduling those inspections so there would be a number of them done by S&S on one
day. S&S has indicated that one onsite inspection would take 30 – 45 minutes. Director Brown explained
the last time staff met with S&S representatives a lot of time what spent trying to frame policy for
inspections.
Councilmember Siakel asked Director DeJong to explain the $33,550 increase in Miscellaneous
Expenditure Changes. DeJong explained that is a total amount all expenditure line item increases that are
less than $2,500.
Siakel suggested the budget for forestry services should be $75,000. She also recommended the budget
include $85,000 for consulting services for the Comp Plan updates. Mayor Zerby and Councilmember
Sundberg concurred.
Mayor Zerby stated on page 2 in the staff memorandum under Financial or Budget Consideration it states
“The budget increases the tax levy by 2% for 2016.” He assumed that should be 2017. He then stated in
that same section it states “Staff has prepared a resolution adopting the preliminary tax levy for the
regular meeting this evening.” Director DeJong clarified there is no resolution for consideration this
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
November 28, 2016
Page 4 of 7
evening. Council will consider a resolution for the 2017 General Fund Budget during the Truth-in-Taxation
hearing on December 5.
Councilmember Woodruff commented that increasing two amounts to the 2017 General Fund Budget as
suggested by Councilmember Siakel would necessitate increasing the planned use of reserves. It would not
be the $107,363 reflected in the staff memo. It would increase the use of reserves to $227,363. Director
DeJong clarified the $107,363 is the amount the use of reserves would decrease when compared to 2016 in
the 2017 Budget included in the meeting packet. That Budget reflects the use of $72,785 in reserves.
Adding $120,000 ($35,000 + $85,000) would bring the planned use of reserves in 2017 to $192,785.
Director DeJong noted the available reserve balance is approximately $949,000.
DeJong stated there has been discussion about moving up to $500,000 in available reserves into the Street
Reconstruction Fund if the City of Minnetrista repairs in 2017 its share of Enchanted Lane that was
impacted by flooding a few years ago. There would be some amount of cost savings if Shorewood repaired
its portion of Enchanted Lane at the same time as Minnetrista did.
Engineer Hornby stated the Minnetrista City Council will be presented with a feasibility study for
improvements to Enchanted Lane and Tuxedo Road on March 5. Mayor Zerby asked if Minnetrista has
included the preliminary estimates for those improvements in its preliminary budget. Hornby noted it is in
the Minnetrista road plan. He explained Minnetrista bonds for some projects and for others funding comes
out of its roadway maintenance fund (out of their CIP). Minnetrista assesses for roadway improvements.
Councilmember Siakel noted she does not support transferring $500,000 from the General Fund to the
Street Reconstruction Fund noting she has made her position clear in a number of other meetings. She
stated she wants to stick to the Pavement Management Plan (PMP). She went on to state if there is a
portion of Enchanted Lane that needs to be repaired because of previous flood damage out on Enchanted
Island she would support doing that. She does not support advancing the repair of the other roadways on
the Islands to 2017. Those other roadways should be repaired according to the original schedule in the
PMP. She explained that during the October 24 Council meeting there was discussion about FEMA
(Federal Emergency Management Agency) having removed the Islands from the flood zone. She stated she
would prefer to use some of the available reserves for things that would benefit the greater community. She
reiterated her position that she does not support transferring $500,000 from the General Fund to the Street
Reconstruction Fund.
Councilmember Woodruff noted he understands Councilmember Siakel’s position noting he has heard her
state that before. He stated he thought that some statements made are not pertinent and that he does not
think some are accurate. He stated from his perspective the reason for considering redoing the roads on the
Shorewood part of the Island is not because of flooding. He clarified there may be some mitigation of
potential flooding as a result. He thought it has to do with current road conditions. He thought most of the
roadways on the Islands are eligible by the City’s rating system for some type of remediation.
Director Brown explained most of the roadways on the Islands have a rating of 4 or 5. Under the City’s
current policy there is a goal of having City roadways have a rating of 4 or better. They are eligible for
some restoration. He noted the flooding has been an issue for Enchanted Lane.
Engineer Hornby noted that during the high lake level period Enchanted Lane had to be built up in order for
vehicles to get through there.
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
November 28, 2016
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Mayor Zerby noted that he has previously expressed his support and continues to do so for making
improvements to that portion of Enchanted Lane that was impacted by flooding provided Minnetrista
improves its portion of that roadway.
Councilmember Woodruff stated the latest updated FEMA floodplain maps do not indicate that the Islands
have been removed from the floodplain.
Engineer Hornby explained that the initial updated FEMA floodplain maps showed the Islands were
removed from the floodplain. FEMA made a revision to the maps to possibly correct what could have been
a mistake on their part. He noted that he has not looked at the revised maps that were approved in
November 2016 but he thought they are again shown as in a floodplain area. He explained that something
is considered to be in a floodplain if it is below 931 feet whether or not it is on the Islands. Some roadways
and properties on the Islands are below that elevation and clarified that he was speaking holistically about
Enchanted Island.
Councilmember Siakel noted that she had not been told that FEMA had revised its maps again.
Councilmember Labadie stated the General Fund Budget Summary line item Parks Maintenance/Personnel
increased significantly from year to year: 2013 actual was approximately $82,200; 2014 actual was
approximately $121,600; 2015 actual was approximately $150,900; and the 2016 budgeted amount was
approximately $115,000. She asked Director DeJong to explain that. DeJong explained there are generally
two people who work on parks maintenance during the course of the year; they are not full time. When the
budget is prepared an estimate from previous years is used. Some Public Works employees code their time
on a time sheet bi-weekly. Although the variances from budget to actual may be significant it does not
affect the City very much. Most of their time is going to be split between parks maintenance, the general
public works function, and snow and ice control. How they spend their time is to some extent a function of
the time of the year and the weather. He noted that the budget is set such that 100 percent of the salaries are
covered. There are specific overtime line items as well. If more of an employee’s time is coded to one
department then less will be coded to another. It balances itself out over the course of the year.
Councilmember Siakel stated she does not understand the big swings in the amount of available reserves.
Early in the year it was around $300,000. During the last Council meeting it was about $500,000. The
sheet in the meeting packet shows $769,323. During this discussion Director DeJong stated the available
reserve balance is $949,000. She asked where that number came from. She questioned how the City could
almost have a $1 million in available reserves. She thought this year the City may have spent more on
projects than anticipated.
Director DeJong explained at the end of 2015 there was an approximate $400,000 increase in the General
Fund Balance and that was reflected after the 2015 financial audit. That was the surplus in 2015 from the
City being over in revenues and under expenses. He noted that until the audit is finalized he does not use
any updated number. He explained the available fund balance was based off of the previous year’s budget.
The fund balance is calculated against the following year’s expenditures and transfers. As new figures are
known the calculation is updated.
He then explained that at the end of 2015 the General Fund Balance was $4,502,167. Sixty percent of 2017
expenditures and transfers ($5,921,312) is $3,552,787. That leaves about $950,000 in available reserves.
Based on the changes recommended earlier the planned use of reserves in 2017 would be $192,785; up
$120,000 from the $72,785 planned in the budget included in the meeting packet. That leaves about
$750,000 in available reserves above the 60 percent General Fund Balance Policy amount.
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
November 28, 2016
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Mayor Zerby stated the available reserve amounts do fluctuate quite a bit.
Zerby then stated that Hennepin County sends the City tax payments twice a year. He asked how certain
Director DeJong is of the next check amount. DeJong explained staff does not know specifically but
generally the City collets about 99 percent of what it levies for the year. That can change between the first
payment and the second payment.
Zerby asked where the unexpected revenue in 2015 came from being the tax revenue does not very much.
DeJong explained it came from significant new construction projects that had not been anticipated at the
beginning of 2015. For example, there is a very large project along Lake Minnetonka that had significant
fees associated with it. Part of the expense savings was the coding of Public Works personnel time. They
spent significantly more time working in enterprise operations in 2015 so those related personnel expenses
did not show up in the General Fund. The allocation to General Fund operations and enterprise operations
is based on a three-year rolling average.
Councilmember Sundberg noted that all of the roadways on the Islands were moved into the 2017 Street
Reconstruction CIP.
Director DeJong explained that staff originally suggested that if Minnetrista is going to redo its portion of
Enchanted Lane in 2017 it would make sense for Shorewood to do its portion of that roadway that was
damage by high water at the same time. It would reduce engineering, mobilization and floodplain mitigation
costs. Also, it would also reduce the inconvenience to the residents.
Councilmember Siakel asked if Minnetrista had its neighborhood meeting about the proposed
improvements and if so were the residents receptive to being assessed for improvements. Engineer Hornby
stated there was a presentation of information to the Minnetrista Council and the following evening there
was a public informational meeting. During the public informational meeting the reaction from those
residents in attended was generally favorable. He noted the Minnetrista Council will consider the feasibility
report during its December 5 meeting.
Councilmember Woodruff stated that Director DeJong has been given direction to modify the 2017 General
Fund Budget. That revised budget will be presented during the December 5 Truth-in-Taxation hearing.
Council will consider adopting that budget and approving the 2017 tax levy. If Council does not do that on
December 5 it can do it during its December 12 regular meeting. He then stated the CIP does not affect the
General Fund Budget unless Council decides to transfer money out of the General Fund. From his
perspective that had not been talked about. He noted that if Council does not approve the 2017 CIP during
its March 12 meeting noting that will not cause any problem as long as it does not impact the General Fund
Budget.
Councilmember Siakel noted the staff memo states “There are sufficient funds available in the General
Fund that are over the fund balance policy to be transferred into the Street Reconstruction Fund ….”
There has been discussion about transferring funds; discussion specifically about transferring about
$500,000 into the Street Reconstruction Fund from the General Fund. She then noted that she does not
support doing that. She prefers the funds to remain in the General Fund and if Minnetrista moves forward
with its Enchanted Lane project and Shorewood decides to move forward with an Enchanted Lane project
as well then funds can be transferred at that time. Once the funds were transferred it is likely they would
not be transferred back into the General Fund.
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
November 28, 2016
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Councilmember Woodruff stated from his perspective the transfer does not have to be made until Council
decides that it wants to do the Enchanted Lane improvement project. He commented there is a difference
between planning and cash management.
Mayor Zerby noted he agrees that the roadways other than Enchanted Lane out on the Islands are not ready
to be improved yet. He also noted that the City does need to do the small piece of Enchanted Lane that was
damaged by high water if Minnetrista moves forward with its project in 2017.
nd
Director DeJong noted that the CIP does reflect that the Strawberry Lane and West 52 Street project had
been moved to 2018 per Council’s direction.
3. ADJOURN
Woodruff moved, Labadie seconded, Adjourning the City Council Work Session of November 28,
2016, at 6:52 P.M. Motion passed 5/0.
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, NOVEMBER 28, 2016 7:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Zerby called the meeting to order at 7:00 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Labadie, Siakel, Sundberg, and Woodruff; Attorney
Keane; City Administrator Lerud; City Clerk Panchyshyn; Finance Director DeJong;
Planning Director Nielsen; Director of Public Works Brown; and, City Engineer Hornby
Absent: None
B. Review Agenda
Labadie moved, Sundberg seconded, approving the agenda as presented. Motion passed 5/0.
2. APPROVAL OF MINUTES
A. City Council Executive Session Minutes of November 4, 2016
Sundberg moved, Woodruff seconded, Approving the City Council Executive Session Minutes of
November 4, 2016, as presented. Motion passed 5/0.
B. Canvassing Board Minutes of November 14, 2016
Sundberg moved, Woodruff seconded, Approving the Canvassing Board Minutes of November 14,
2016, as presented. Motion passed 5/0.
C. City Council Work Session Minutes of November 14, 2016
Labadie moved, Sundberg seconded, Approving the City Council Work Session Minutes of
November 14, 2016, as presented. Motion passed 5/0.
D. City Council Regular Meeting Minutes of November 14, 2016
Woodruff moved, Labadie seconded, Approving the City Council Regular Meeting Minutes of
November 14, 2016, as presented. Motion passed 5/0.
3. CONSENT AGENDA
Mayor Zerby reviewed the items on the Consent Agenda.
Labadie moved, Woodruff seconded, Approving the Motions Contained on the Consent Agenda
and Adopting the Resolution Therein.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
November 28, 2016
Page 2 of 9
A. Approval of the Verified Claims List
B. Accepting a Donation for Arctic Fever
C. Retirement Recognition for Dan Randall
D. Adopting RESOLUTION NO. 16-088, “A Resolution Accepting Improvements and
Authorizing Final Payment for the 2016 Mill and Overlay Project, City Project 16-
03.”
Councilmember Labadie noted Randy’s Sanitation made the donation to the Arctic Fever event.
Motion passed 5/0.
4. MATTERS FROM THE FLOOR
Stephen Farnes, 5445 Timber Lane, noted that he wanted to revisit a topic that Council discussed during
its October 24, 2016, meeting. He explained that the topic was a request from Alex Ugorets, 175
Brentwood Avenue, Tonka Bay, for a zoning permit for the incidental use of public right-of-way (ROW)
off Timber Lane to provide a second access to his property. At that time staff recommended a four-foot-
wide walking path and staff and the Planning Commission recommended Council approve that. Mr.
Ugorets came before Council that evening and indicated that he did not want that but he did want a 12-
foot-wide driveway. Mr. Ugorets indicated that he had been told that he could have a driveway for access
to Timber Lane. After discussion Council denied that request on a 5/0 vote.
He noted that he had assumed that when Mr. Ugorets zoning permit request was denied that his request
for a driveway was defeated. He explained Mr. Ugorets took it upon himself to dump gravel in a 120-
square-foot area that borders the Timber Lane cul-de-sac to his property. The gravel is about eight inches
deep. He and other residents in the neighborhood would like the gravel removed. He had spoken with
Director Nielsen about that. Nielsen was not convinced that was the direction Council wanted to go on
that matter. Mr. Ugorets had not obtained a permit to do that and Mr. Farnes did not think Mr. Ugorets
had any authority to do that.
Mr. Farnes stated he thought it would be appropriate for the City to be aggressive on this and to send a
message to Mr. Ugorets. He stated there are still a few weeks before the ground freezes. He noted he
understood Council cannot make a decision on that this evening. But, maybe Council can provide staff
with direction on this matter.
Councilmember Woodruff extended his apology for not returning Mr. Farnes phone call to him and stated
he had not been able to get any information for him until he got to City Hall for this meeting. He
explained that during the October 24 meeting Council denied the driveway access over the public ROW.
He had spoken with Director Nielsen about this before the meeting and Nielsen told him that he was
ready to ask Public Works personnel to remove the gravel but decided not to, per the advice of Attorney
Keane, because Mr. Ugorets intended to file a suit against the City. He asked Attorney Keane to explain
his position.
Attorney Keane stated Mr. Ugorets attorney had advised him that Mr. Ugorets intended to apply for a
revised permit request. He explained that he would like staff to determine if the location of gravel is
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
November 28, 2016
Page 3 of 9
located on the public ROW or on private property. The location will guide the recommendation in terms
of next steps.
Councilmember Woodruff asked if that discussion can happen this week and a recommendation made.
Attorney Keane responded yes.
Woodruff stated that after looking at the site he thought the gravel is on the public ROW noting that he
was not a surveyor.
Attorney Keane noted that it will be easier for the City to undertake remediation if the gravel is on the
public ROW.
Mayor Zerby stated it was his understanding that there was to be no improvement and that there had been
a path there for years. He was not comfortable with Mr. Ugorets making any improvement to what was
already there. He considered the gravel was a more significant improvement to the property than he
anticipated. Councilmember Sundberg concurred.
Councilmember Siakel noted that Council clearly denied the applicants permit request.
Councilmember Labadie stated Council unanimously voted to deny the permit request.
Attorney Keane stated if the gravel is within City ROW the removal of it could be done without any
further guidance or direction from Council. But, if it is on private property the City may be a need to
obtain an order to go on to Mr. Ugorets property.
Mayor Zerby thanked Mr. Farnes for bringing the concern to Council’s attention.
5. PUBLIC HEARING
A. Ratify Flood Plain Ordinance
Mayor Zerby opened the Public Hearing at 7:09 P.M.
Director Nielsen explained that during its October 24, 2016, meeting Council approved Ordinance 534
amending the Shorewood City code to replace the existing Chapter 1101 in its entirety with a revised
Chapter 1101 (Flood Plain Management Regulations). The Minnesota Department of Natural Resources
(DNR) has since advised the City that the amendment maybe should have been subject to a public
hearing. Staff is recommending Council ratify the previously adopted ordinance amendment and forward
that back to the DNR as a precautionary measure. He noted that Attorney Keane had strongly
recommended Council hold a public hearing on this.
Seeing no one present to comment on the case, Mayor Zerby opened and closed the Public Testimony of
the Public Hearing at 7:11 P.M.
Woodruff moved, Sundberg seconded, ratifying the approval of Ordinance No. 534 on October 24,
2016, which amended the Shorewood City Code to replace existing Chapter 1101 in its entirety with
a revised Chapter 1101 (Flood Plain Management Regulations) and directing staff to let the
Minnesota Department of Natural Resources know of Council’s action. Motion passed 5/0.
Mayor Zerby closed the Public Hearing at 7:12 P.M.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
November 28, 2016
Page 4 of 9
6. REPORTS AND PRESENTATIONS
7. PARKS
A. Report by Ed Rock on the November 22, 2016, Park Commission Meeting
Park Commissioner Rock reported on matters considered and actions taken during the November 22,
2016, Park Commission meeting (as detailed in the minutes of that meeting).
8. PLANNING
A. Zoning Code Amendment – Short-Term Rentals
Director Nielsen explained that during its September 26, 2016, meeting Council adopted a resolution
amending City Code Chapter 1004 (Rental Housing) regarding short-term rental of property. It basically
prohibits rentals for less than 30 days. The Zoning Code text amendment being considered this evening is
a follow-up to that amendment. It makes the definitions between the Rental Housing Code and the Zoning
Code consistent. He noted the Planning Commission held a public hearing on the amendment during its
November 1, 2016, meeting and unanimously recommended approval of the amendment.
Sundberg moved, Labadie seconded, Approving ORDINANCE NO. 535 “An Ordinance Amending
the Shorewood Zoning Code as it Pertains to Short-Term Rentals.” Motion passed 5/0.
B. Annexation Agreement and Comprehensive Plan Amendment for the Waters Senior
Living Project
Applicant: The Waters Senior Living
Location: 22920 Highway 7 and 723 Water Street
Administrator Lerud explained that staffs from the Cities of Shorewood and Excelsior have been working
on an Annexation-Detachment Agreement (the Agreement) that detaches parcels of land from Shorewood
and annex them into Excelsior. Almost all of the terms of the Agreement have been successfully
negotiated. The remaining item to be negotiated is the split of the tax proceeds that would be generated by
the proposed The Waters of Excelsior senior living development.
Lerud then explained that Shorewood staff has consistently taken the position that the percentage split of
the tax proceeds should be 70/30; that split is based on the amount of land currently located in each City
that would eventually be the site of the proposed development. Each square foot of the land is equal in
value because it is all needed to complete the project. The existing buildings have zero value in terms of
future development; the buildings would not be there. Shorewood’s land value is much less in Excelsior.
If Excelsior approves a Tax Increment Financing (TIF) District it would generate more for Excelsior in
terms of tax increment than it otherwise would. If Shorewood detaches the land it would forever give up
the opportunity to develop that property. With a 70/30 split Shorewood would receive 70 percent of the
taxes proceeds generated by the proposed development once the TIF District expires.
Director Nielsen displayed a copy of the site location, architectural renderings of the proposed
development, a property survey which shows the boundary between the Shorewood portion and the
Excelsior portion, and a site plan.
Nielsen noted the Planning Commission held a public hearing during its November 1, 2016, meeting on
the proposed amendment to the Comprehensive (Comp) Plan. The Commission recommended approval
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
November 28, 2016
Page 5 of 9
of the amendment to reflect the change in the Shorewood boundary for the 22920 State Highway 7 and
723 Water Street properties subject to the execution of the Agreement between the Cities of Shorewood
and Excelsior.
Attorney Keane recommended Council take this up as two separate items; one item for the Comp Plan
amendment and the second for approval or denial of the Agreement.
Councilmember Woodruff asked which pages in the in the meeting packet information for this item are
for the Comp Plan amendment. Director Nielsen explained it starts with the memorandum from him to the
Planning Commission, Mayor and City Council dated October 28, 2016. Woodruff clarified he was
looking for amendment text. Nielsen clarified there would not be any text; the amendment is a map
amendment. The boundaries of Shorewood would change upon approval of the amendment. Nielsen
noted that the actual approval of the amendment will come back to Council because the amendment is
subject to the review of the Metropolitan (Met) Council. In response to a comment from Mayor Zerby,
Nielsen explained there will be a cover letter to the Met Council describing the rationale for changing the
boundaries of Shorewood and the City needs to fill out a form.
Woodruff then asked if Council needs to adopt a resolution. He noted the meeting does not contain a copy
of a resolution for Council’s consideration. Director Nielsen clarified that once the City receives approval
from the Met Council then Council will be asked to approve a resolution amending the Comp Plan.
Director Nielsen clarified that Council is being asked to direct staff to send the proposed map amendment
to the Met Council for its review. Attorney Keane stated it would go through Met Council’s abbreviated
minor plan amendment process which is 30 days.
Attorney Keane reiterated the map amendment will be submitted to the Met Council for review and after
that Council will consider the formal approval of the amendment by way of adoption of a resolution.
Mayor Zerby stated from his perspective he does not think there is a need to change the Shorewood
boundaries unless there is a reason. He noted he was not ready to support the detachment of parcels of
land with there being some rationale for doing so. Director Nielsen reiterated Council would not be doing
that until the Met Council has reviewed the map amendment. Zerby stated the only reason he would be
willing to detach the parcels would be to put The Waters of Excelsior development in that location.
Attorney Keane stated that the draft Agreement Item 3.H Completion of the Project does address Mayor
Zerby’s concern. It basically states the Comp Plan amendment and the Agreement are conditioned upon
the completion of the project.
Councilmember Woodruff stated approving the Comp Plan amendment does not obligate the City to
execute the Agreement.
Mayor Zerby asked who drafted the Agreement. Attorney Keane noted it was a joint effort.
Woodruff moved, Sundberg seconded, directing staff to submit the proposed Comprehensive Plan
map amendment to the Metropolitan Council for its review. Motion passed 5/0.
Mayor Zerby stated he thought that the 70/30 split of the tax proceeds was important because Shorewood
would be donating a significant portion of the land for the senior living development site. The Shorewood
land would have other significant uses if the development did not come to fruition. He noted that he wants
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
November 28, 2016
Page 6 of 9
to stay with the 70/30 split. Councilmembers Labadie, Siakel and Siakel noted they would support that.
Councilmember Woodruff stated he did not disagree with that.
Councilmember Woodruff stated if the senior living project is never completed he asked if Shorewood
would still get reimbursed for up to $10,000 in administrative. Attorney Keane stated it is a risk.
Zerby moved, Siakel seconded, continuing the consideration of the Annexation-Detachment
Agreement until there is agreement that the split of the tax proceeds is 70/30 (with Shorewood
getting 70) after the tax increment financing district expires.
Councilmember Woodruff stated he thought the Agreement does stipulate for a 70/30 split. He questioned
why Council would want to taking action on the Agreement. Attorney Keane stated that the Agreement
does stipulate a 70/30 percent split. But, he is not sure that both Cities agree with that. Mayor Zerby
stated it is his understanding that the copy of the Agreement included in the meeting packet is a draft.
That Agreement has not been approved by the Excelsior Council. But, during its recent work session the
Excelsior Council made comments about a 60/40 split.
Jay Jenson, representing The Waters Senior Living (the applicant), noted he was present at the Excelsior
Council work session on November 21. He stated Excelsior is waiting for the Hennepin County Assessor
to determine values. He thought the assessor should be out in the next day or two. He does not think
Excelsior is specifically locked on to a 60/40 split. Excelsior has the Agreement as an action item on its
December 5 meeting agenda. From his perspective if the Assessor believes it should be a 70/30 split he
thought the Excelsior Council would go with that. He noted that proposed senior living facility would be
located 70 percent on land currently located in Shorewood.
Mr. Jensen explained that the difference in property tax dollars to a municipality between a 60/40 split
and a 70/30 split is about $7,000 twenty some years from now.
Mr. Jensen stated The Waters Senior Living is very anxious to get started on the project in order to meet a
December 2018 completion date. He noted The Waters Senior Living will commit to paying Shorewood
$10,000 at closing.
Mayor Zerby stated he still wanted to delay taking action on this item because there is not a concrete split
percentage from Excelsior.
Attorney Keane recommended the item be continued to Council’s next regular meeting.
Without objection from the maker or seconder, the motion was amended to continue this item to
Council’s December 12, 2016, meeting. Motion passed 5/0.
C. Minor Subdivision
Applicant: William Everett, Jr.
Location: 5615 Covington Road
Director Nielsen explained William Everett owns the property located at 5615 Covington Road. He has
purchased Outlot E, Waterford, immediately east of his property with the intent of combining the two
parcels and re-subdividing them into two building sites. Both of the proposed new lots would meet the lot
size and lot width requirements of the R-1A/S, Single-Family Residential/Shoreland zoning district. The
slope of Outlot E is somewhat dramatic. The survey shows there is an ample buildable area with a gradual
slope on the northeast corner of the site.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
November 28, 2016
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Nielsen noted the Planning Commission and staff recommend approval of the minor
combination/subdivision. He also noted the meeting packet contains a copy of a resolution approving the
subdivision.
Woodruff moved, Sundberg seconded Adopting RESOLUTION NO. 16-089, “A Resolution
Approving Subdivision of Real Property for William Everett, Jr. for his properties located 5615
Coving Road and Outlot E, Waterford.” Motion passed 5/0.
9. ENGINEERING/PUBLIC WORKS
A. Approve Professional Services Agreement for 2017 Mill and Overlay Project
Director Brown explained staff has solicited a proposal from WSB & Associates for professional services
for the preparation of construction documents for the 2017 Mill and Overlay Project, City Project 17-03.
The roadways to be improved include: Summit Avenue from Murray Hill Road to Hummingbird Road;
Howard Point Road from Smithtown Road to the north terminus; Echo Road from County Road 19 to
County Club Road; Kathleen Court from Woodside to the cul-de-sac; and,, Oak Ridge Circle from Grant
Lorenz Road to the cul-de-sac. The estimated cost of the total project is $27, 393. That amount includes
slightly more than $18,000 is for inspection and survey services. The cost for the design portion is $9,000.
Brown noted that staff recommends Council accept the proposal for professional services from WSB for
the preparation of plans, specifications, bidding, and construction services for the 2017 Mill and Overlay
Project for an estimated cost of $27,393.
Sundberg moved, Siakel seconded, accepting the proposal for professional services from WSB &
Associates to prepare construction documents for the 2017 Mill and Overlay Project, City Project
17-03 for an estimated amount of $27,393.” Motion passed 5/0.
10. GENERAL/NEW BUSINESS
11. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. Public Works Snow Removal Equipment
Director Brown noted the City took delivery of the trail snow removal equipment.
2. Freeman Park Ice Skating Rink Update
Director Nielsen explained that during its November 14, 2016, meeting Council authorized staff to move
forward with the creation of an ice skating rink at Freeman Park for this upcoming skating season if the
total preparation work could be done for an amount not to exceed $40,000. At that time staff thought it
had a contractor that would do the grading and leveling of the area for an amount not to exceed $10,000.
Earlier in the day that contractor informed him he would not be able to do that work and he thought it had
more to do with the conditions than the money. Unless staff can find another contractor very quickly the
project will have to be put off until next spring and maybe Public Works could do that work.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
November 28, 2016
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Other
Director Brown stated Council had approved retrofitting lighting at City Hall and at Public Works facility
with LED lamps. The retrofit at Public Works has been completed and the electrician started the retrofit at
City Hall earlier in the day.
Mayor Zerby asked Director Brown to provide an update on the removal of the equipment at the Skate
Park. Brown noted that this week Public Works personnel finally have time to focus on that. Brown
explained that once Council decided to take that equipment out of service a number of people expressed
interest in purchasing that equipment. Staff has not determined if the City should do, for example, an
online auction or a silent auction to sell the equipment. The equipment may not be removed until it is sold
and then it would be done by the purchaser of the equipment. Zerby asked it if would be possible to put
something in the newsletter saying the City is seeking sealed bids. Brown noted there are issues of
liability that have to be addressed because the equipment would be sold as an as is.
Director DeJong noted that the 2017 Truth-in-Taxation notices had been mailed out and as of today only
one property owner has contacted him. He explained that individual’s property tax increase for 2017 is
primarily driven by a 12.7 percent increase in the value of their property. He told the individual that the
City’s portion of that tax is only going up 2 percent for 2017. He encouraged the individual to come and
discuss the appraised value of his property during the spring 2017 open book meeting. Councilmember
Woodruff stated that if property owners have issues with the assessed value of their property he
encouraged them to contact the assessor sooner versus later to start a dialogue.
Mayor Zerby stated he had spoken with Acting City Engineer Koscielak during the November 14, 2016,
Council meeting about keeping information about construction projects impacts on traffic up to date on
the City’s website. The City’s Communications Coordinator had indicated to him that she was waiting on
information. Engineer Hornby stated updates have been provided every week to staff until the point when
a project was shutting down. He noted he will research that. Zerby stated the Communications
Coordinator uses a traffic email alert and he has not received an alert since work along Smithtown Road
was complete. Hornby clarified that every week an update is put out unless there is no work taking place.
That is posted on the City’s website; the Communications Coordinator gets those. Those updates are e-
blasted to those individuals who have signed up to receive them. Administrator Lerud noted that during a
staff meeting there was discussion about notifications regarding impacts on traffic. He stated the City of
Minnetonka is doing a study on how it notifies people. The Communications Coordinator will go to a
meeting in January 2017 to learn about what types of notifications work best.
Director Nielsen stated he has not received a count of how many deer were harvested during the last week
of this year’s Deer Management Program. Prior to this last weekend 16 deer had been harvested. He
explained that on November 25 he had received a call from the Metro Bowhunters Resource Base
(MBRB) harvest coordinator who told him that they found a deer stand on one of the sites. That is a
violation. He asked the coordinator to have someone that the stand down, bring it to the Public Works site
and to notify the police.
Mayor Zerby asked if the entrance sign for the Minnetonka Country Club (MCC) development will be lit
up. Director Nielsen explained that there will be flood lights that shine up on to the sign.
B. Mayor and City Council
Councilmember Labadie noted the Kids Free Movie event is scheduled for December 3, 2016. The doors
open at 8:45 A.M. and the movie begins at 9:30 A.M. Santa and Sparky will arrive by fire truck around
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
November 28, 2016
Page 9 of 9
th
11:00 A.M. The movie will be Minions. This is the 45 year the Excelsior Fire District Firefighters and
th
The Excelsior Dock Cinema have worked in partnership on the event. It is the 19 the ICA Food Shelf
has been a beneficiary. It is the tenth year Excelsior Real Estate has sponsored the movie. Admission is a
nonperishable food item. It is a very popular event so she encouraged people to get there early.
Councilmember Siakel, as a member of the Personnel Committee, requested that a Council executive
session be held either prior to or after Council’s December 12, 2016, regular meeting. Councilmember
Woodruff stated as the other member of the Committee he questioned why there is a need for that. Siakel
noted one person can request that an executive session be called.
Mayor Zerby stated there is a meeting of the mayors of the cities in the Minnetonka School District
hosted by the District’s Superintendent coming up. He explained that he has been in discussion with some
parents of students who attend Minnetonka High School about improving pedestrian access around the
School. He has involved Director Brown, Director Nielsen and Engineer Hornby through email threads.
12. ADJOURN
Woodruff moved, Labadie seconded, Adjourning the City Council Regular Meeting of November
28, 2016, at 7:51 P.M. Motion passed 5/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
ATTEST:
Scott Zerby, Mayor
Jean Panchyshyn, City Clerk
#2C
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL SPECIAL MEETING COUNCIL CHAMBERS
MONDAY, DECEMBER 5, 2016 7:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL SPECIAL MEETING
Mayor Zerby called the meeting to order at 7:00 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Labadie, Siakel, Sundberg, and Woodruff; Administrator
Lerud; and Finance Director DeJong
Absent: None
B. Review Agenda
Sundberg moved, Labadie seconded, approving the agenda as presented. Motion passed 5/0.
2. TRUTH-IN-TAXATION PUBLIC HEARING
A. Staff Presentation
Director DeJong stated at the end of this meeting Council will decide if it wants to adopt the proposed 2017
General Fund Budget. The Budget was discussed during four meetings that occurred in July and August.
During its August 22 meeting Council adopted a preliminary Budget and a maximum tax levy increase of 2
percent. The maximum levy increase was certified with Hennepin County. During Council’s November 28
meeting Council increased the Budget by $120,000; an additional $35,000 for forestry services and
$85,000 for consulting services for the Comprehensive (Comp) Plan updates. The Budget reflects the use
of $192,785 in available General Fund reserves; reserves above the policy amount of 60 percent.
He noted that staff recommends Council adopt the Budget as presented.
He walked through the presentation for this hearing.
The Truth-in-Taxation requirements are to present the City’s 2017 General Operating Budget, discuss the
budget and 2017 tax levy changes, to take public comment and to adopt a balanced budget either this
evening or on December 12. He noted Council will consider the 2017 Capital Improvement Program (CIP)
and the 2017 Enterprise Fund Budgets during its meeting on December 12.
The City’s portion of the property taxes pay for a number of services funded out of the General Fund. They
include police and fire protection; street and park maintenance; recreation programs; building inspections;
transfers to the Southshore Community Center (SSCC) and the capital funds; and, administration, finance,
planning and zoning, elections, and other miscellaneous services.
The assumptions used in preparing the 2017 General Fund Operating Budget are as follows.
CITY OF SHOREWOOD SPECIAL MEETING MINUTES
December 5, 2016
Page 2 of 6
It reflects a 2.0 percent tax levy increase over 2016 for General Fund operations – primarily
personnel costs.
Staffing for the full-time city administrator position.
Other staffing levels remain the same from 2016.
A 2.5 percent salary increase is budgeted for to fund salary increases and benefit changes. That is
included in the Council contingency line item
Transfers to the Street Improvement Fund and the Equipment Replacement Fund were each
increased by $15,000.
The use of $192,785 in General Fund balance reserves is included to balance the Budget. That is
up $12,637 from 2016.
The City’s General Fund budgeted expenditures total $6,041,312. Of those expenditures 36 percent is for
public safety services (police and fire), 32 percent is for public works, 27 percent is for general government
services, and 5 percent is for parks and recreation.
The City’s General Fund budgeted revenues total $5,848,527. Of those revenues 86.7 percent is from
property taxes, 4 percent is from transfers and miscellaneous revenues, 3.1 percent is from General Fund
balance reserves, 2.9 percent is from licenses and permits, 1.6 percent is from intergovernmental, 1 percent
is from fines and forfeitures, and 0.7 percent is from charges for services.
The tax assessment and levy timeline for residential property taxes payable in 2017 has been as follows.
Hennepin County collected data on property sales in the Shorewood area from October 1, 2014 –
September 30, 2015. The market value was established on January 2, 2016. The Board of Review process
to hear appeals on property values took place from April 2016 – June 2016. The County conducts that
process at City Hall. The City certified its maximum tax levy increase of 2.0 percent for 2017 to Hennepin
County in September 2016. The levy cannot be increased after that; it can be decreased. The County mailed
out Truth-in-Taxation notices to property owners in November 2016. The Truth-in-Taxation hearing is
being held this evening. The City certifies its tax levy to the County by the end of 2016. In 2017 final
property tax bills will be mailed to property owners.
The 2017 property tax distribution for a property in the City located within Minnetonka School District
276 is: 38.5 percent to the school district, 33.4 percent to Hennepin County, 21.4 percent to the City, and
6.6 percent to other smaller taxing jurisdictions. It is based on a home in the District valued at $350,000.
The 2017 total City property tax percent change compared to the 2016 total tax for residential homestead
properties in the City based on statistics from the Hennepin County Assessor’s Office is as follows.
Approximately 57.0 percent of the parcels (1,387) will see a decrease. Approximately 21.11 percent of the
parcels (514) will see an increase of $0 – $300. Approximately 13.6 percent of the parcels (332) will see
an increase of $301 – $600. Approximately 5.3 percent of the parcels (130) will see an increase of $601 –
$900. Approximately 3.0 percent of the parcels (71) will see an increase of more than $900.
The residential properties in the City experienced an average increase in value of 3.5 percent. The average
City tax impact is as follows. For a property valued at $250,000 in 2016 its value increased to $258,750
for 2017, and the tax increased by $10 (or 1.4 percent). For a property valued at $375,000 in 2016 its
value increased to $388,125 for 2017, and the tax increased by $13 (or 1.2 percent). For a property valued
at $500,000 in 2016 its value increased to $517,500 for 2017, and the tax increased by $26 (or 1.7
percent). For a property valued at $750,000 in 2016 its value increased to $776,250 for 2017, and the tax
increased by $33 (or 1.4 percent). For a property valued at $1 million in 2016 its value increased to
$1,035,000 for 2017, and the tax increased by $41 (or 1.2 percent). That will be different depending on the
individual property value. The values are based on sales from up to almost two years ago.
CITY OF SHOREWOOD SPECIAL MEETING MINUTES
December 5, 2016
Page 3 of 6
There are three tax relief programs available through Hennepin County and the State. There is a homestead
credit refund which is based on income and taxes paid. That refund is available if taxes exceed 2 percent of
income for household with income up to $65,409 and 2.5 percent for those over $65,409 and below
$105,500. There is a special property tax refund available if taxes increase more than 12 percent and the
increase is over $100. There is a renter’s refund for those with household income of $57,169 or less. City
staff can help individuals get in touch with the right people if they want to pursue any of those options.
B. Public Hearing
Mayor Zerby opened the Public Hearing and Public Testimony portion of the Public Hearing at 7:08
P.M.
George Greenfield, 24715 Yellowstone Trail, asked if there are any line items in the budget for payments to
Oppidan Investment Company. Director DeJong explained there is no line item for Oppidan in the General
Fund Budget. The City will make payments to Oppidan but not for several years and the funds will come
out of special fund that will be set up for that Tax Increment Financing District.
JR Campuzano, 25860 Birch Bluff Road, stated that when he purchased his property it may have had a
higher assessed value then it should have had and because of that his property tax went up significantly.
His tax bill went up about 20 percent one time. He asked if there are any limits in place for how much a
property’s tax can increase in one year. He noted that he and his family moved here from the State of
Connecticut about five years ago. In Connecticut the tax was roughly 1 percent and here he thought it was
more like 1.5 percent. The property taxes for a property abutting the lake are somewhat like an anchor
around a property owner’s neck. The taxes do not create a desire to want to continue to live here. He noted
he thought the schools here are good.
Mr. Campuzano stated his purpose for coming to this hearing was to learn more about the process.
Mayor Zerby noted the State of California passed a Proposition 13 years ago that took into consideration
how long a person owned a property. He stated he does not think Minnesota has any type of protection to
help mitigate big increases in property taxes. He commented that for property owners who purchased land
that fronts the lake 40 years ago, for example, the value of their land is significantly more than the value of
their home.
Director DeJong explained that Minnesota has arguably the most complicated property tax system in the
Country. In Minnesota tax capacity changes at $500,000 or more. All values up to $500,000 have a class
rate of 1 percent. Values at or above $500,000 have a class rate of 1.25 percent. Minnesota is probably the
only state where it can levy more than 100 percent of the value. Minnesota levies an increase in the
property taxes. This year it is 2 percent, last year it was 2.5 percent and the year before that it was 1.5
percent. The rate is applied to all properties in the taxing districts; Shorewood is one of the taxing districts.
A person’s property tax is determined by their property’s proportional share of that total value. The values
of properties that front the lake tend to increase faster than others do and therefore the taxes on those
properties will be in excess of what the City is increasing its property tax levy by.
Mr. Campuzano questioned why the owner of a very high valued property pays more in taxes yet does not
receive more value from the community. Director DeJong noted that system is not in place. The current
system is based solely on property value and not on usage of community services.
Councilmember Woodruff concurred that Minnesota has one of the most complicated, if not the most
complicated, property tax system in the Country. He noted that Minnesota has consistently been in the top
ten for highest tax in the Country as well. He explained that he and Director DeJong are members of the
CITY OF SHOREWOOD SPECIAL MEETING MINUTES
December 5, 2016
Page 4 of 6
Association of Metropolitan Cities committee that has to do with policy regarding revenue and taxation.
One of the things that committee discusses each year is the property tax system. He encouraged Mr.
Campuzano to speak with his legislative representatives about property taxes because they are the ones that
would have to push changes to the system. They have made some minor tweaks to the system;
unfortunately, the most recent change has made it worse. There has been some discussion about factoring
in individual income data into determining how much property tax a property owner should pay. That has
not advanced in the legislature for a number of years.
Woodruff stated that Shorewood has been very conservative about how much it increases the City’s levy.
There were at least three years when there was no increase; he thought that was in the 2008 – 2011
timeframe. That was not easy to do but councils did it. Continuing with that practice would result in cutting
services.
Councilmember Siakel stated her property is located by a street where there have been a lot of houses torn
down and replaced with expensive houses. Property taxes for properties along that street have increased
substantially over the last few years. She noted that two school referendums were passed last year and they
increased property taxes significantly. She stated she thought the County increased its levy about 4.5
percent for 2016 and it will increase about the same for 2017. She noted that for three of her six years on
Council there was no increase in the City’s tax levy adopted. She stated she thought Shorewood acts quite
conservatively. She then stated that a lot of the services Shorewood residents get are local services. The
City does a good job of delivering services and doing so for a good value. She encouraged Mr. Campuzano
and other residents to talk to their legislative representatives about their concerns about property taxes.
Mr. Campuzano questioned the need for a skating rink in two of the City’s parks. He asked if there is a
cost limit on how many services and amenities the City provides. He noted he likes the community he lives
in. He stated he thought the highest tax rate for Minnesota is quite high; he thought it was 9.85 percent.
The property tax rate is also high. He then stated he does not think Minnesota was as transient as it could
be (i.e.; it does not attract enough people to the area) because of its high tax rates.
Mayor Zerby stated that for the $0.21 out of each tax dollar a person pays he hopes residents think they are
getting a good value in Shorewood. He encouraged Mr. Campuzano to apply for a position on the City’s’
Park Commission or Planning Commission or to run for Council so he could learn more about how things
work and to provide input.
Councilmember Labadie explained that on the back of a property owner’s property tax notices and
statements there is a 1-800 phone number a person can call to speak with someone at the Hennepin County
Assessor’s Office about a property valuation. Michael Smerdon is the assessor assigned to Shorewood; he
is assigned to other cities as well. Assessor Smerdon will meet with people. If a property owner still has a
concern about a valuation after speaking to and meeting with Assessor Smerdon they can then invite him to
come to their home. Based on her experience with him he will adjust the valuation if he made a mistake.
She encouraged property owners who have concerns about their new property tax information for 2017 to
call the 1-800 number when they receive their information.
Mr. Campuzano thanked members of Council for their service.
Mayor Zerby closed the Public Testimony portion of the Public Hearing at 7:23 P.M.
Administrator Lerud stated that after the November 28 Council meeting he thought had been some
confusion about the General Fund balance. He and Director DeJong put together a short PowerPoint
presentation about how the required fund balance and available fund balance are calculated.
CITY OF SHOREWOOD SPECIAL MEETING MINUTES
December 5, 2016
Page 5 of 6
Director DeJong explained fund balance is the accumulated reserves that are created when revenues exceed
expenditures in a given year. Each fund created by the City has a positive balance. Fund balance can be
used in future years for purposes determined by City Council. It can be transferred to a different fund, it
can be used for a one-time project or it can be transferred into the General Fund to reduce the tax levy.
Mayor Zerby asked when there is an understanding of what the General Fund balance is for any particular
year. Director DeJong explained that will be known after the audit is done for the previous year; it is
normally presented to Council in the May/June timeframe. He has a rough idea of the balance before the
audit is complete.
Director DeJong walked through a presentation on the General Fund Balance Policy (the Policy) which was
adopted by Shorewood in 2007.
He explained the primary goal of the Policy is to provide sufficient funds for cash flow. For 2017 it is
estimated that the City will collect slightly more than $5 million in taxes that it has levied. The City will get
that in three payments during the year. Seventy percent of the first half of that is received the end of June
and the other 30 percent is received in early July. The City receives the rest of the taxes paid by October 15
on December 1. The City will receive any property taxes paid after October 15 and by the end of the year
at the end of January of the next year.
Councilmember Sundberg stated the slide states that “The fund balance can vary between 55 and 60
percent and still be considered sufficient.” She stated she thought the City’s General Fund balance is
healthy; not just sufficient. She considers the City’s Policy to be conservative. Director DeJong stated
Shorewood’s Policy is more generous than what the Office of the State Auditor recommends.
Director DeJong displayed a bar chart for 2013 – 2017 showing the budgeted expenditures and what 60
percent of those expenditures are. He then displayed a bar chart for 2013 – 2017 showing the year-end
actual fund balance, 60 percent of the budgeted expenditures and transfers for the next year (which is how
much reserves are required based on the Policy), and the available reserves above the 60 percent level.
He displayed a slide showing the changes in the year-end fund balance for 2011 – 2015. It showed that
year-end fund balance increased by $1,013,940 between December 31, 2011, and December 31, 2015.
There were some one-time events (e.g.; the sale of the City-owned property) that helped contribute to that
increase. The fund balance at the end of 2015 was $4,502,167.
He displayed a bar chart for 2013 – 2017 showing the available fund balance, the budgeted use of fund
balance, and the net available reserves.
He displayed a slide showing the available reserve projection by year for 2013 – 2017. It showed the fund
balance at the beginning of the year, 60 percent of the year’s expenditures and transfers, the available fund
balance, the budgeted use of fund balance, and the net available reserves. Because the 2016 year-end fund
balance is not known at this time, the 2015 actual year-end balance was used for the 2017 starting fund
balance. The projected 2017 available reserves over 60 percent is $684,595. The slide noted that the
available reserves grew by $685,573 over the last five years.
Councilmember Woodruff stated that when the then Council adopted the Policy in 2007 it thought the 60 –
55 percent level of reserves was prudent because of the financial situation of the country. Council could
consider if it wants to adjust the level based on how much risk it wants the City to take. He stated he
thought the presentation reflected that councils had budgeted conservatively from both a revenue and
expense perspective. Revenue has been under estimated and expenses under spent to some extent for a
CITY OF SHOREWOOD SPECIAL MEETING MINUTES
December 5, 2016
Page 6 of 6
number of years. As an outgoing member of Council he challenged future councils to prudently spend down
the available reserves so the fund balance gets closer to 60 percent.
Councilmember Siakel noted Council has a list of priorities to spend available reserves on.
C. Council Deliberation/Decision to Reconvene
Mayor Zerby noted that he was satisfied with the proposed 2017 General Fund Budget. Council has spent a
great deal of time discussing it. He then noted that he thought using some of the available reserves to help
fund the Budget was prudent.
Mayor Zerby closed the Public Hearing at 7:43 P.M.
3. APPROVING THE 2017 GENERAL FUND BUDGET AND PROPERTY TAX LEVY
COLLECTIBLE IN 2017
Councilmember Siakel noted Council could use additional available reserves to reduce the levy increase.
Councilmember Sundberg asked what amount of additional reserves would be needed to reduce the levy
increase to 1.5 percent. Director DeJong responded about $25,000.
Councilmember Siakel stated she thought a 2 percent levy increase was relatively minimal.
Mayor Zerby stated he did not support using even more reserves to reduce the levy increase. There are
some things that may need to be done (e.g.; things related to the Southshore Center, and traffic calming
solutions) that would be funded with available reserves. He thought a 2 percent levy increase was
reasonable.
Woodruff moved, Labadie seconded, Adopting RESOLUTION NO. 16-090, “A Resolution Adopting
the 2017 General Fund Operating Budget of $6,041,312 for Operations and Approving the Property
Tax Levy in the Amount of $5,180,996 Collectible in 2017.” Motion passed 5/0.
4. ADJOURN
Labadie moved, Siakel seconded, Adjourning the City Council Special Meeting of December 5, 2016,
at 7:46 P.M. Motion passed 5/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
Scott Zerby, Mayor
ATTEST:
Jean Panchyshyn, City Clerk
® #3A
MEETING TYPE
City of Shorewood nib Meeting Item Regular Meeting
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Verified Claims
Meeting Date: December 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.
63157-63166 &ACH 45,964.20
63167-63208 &ACH 429,751.40
Total Claims $475,715.60
We have also included a payroll summary for the payroll period ending November 27,2016.
Financial or Budget Considerations:
These expenditures are reasonable and necessary to provide services to our residents and funds are
budgeted and available for these purposes.
Options:
The City Council is may accept the staff recommendation to pay these claims or may reject any
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.
Payroll
G/L Distribution Report
User: Mnguyen C!Batch: 00003.11.2016-PR-11282016 City Of
CITY OF SHOREWOOD Shorewood
Account Number Debit Amount Credit Amount Description
FUND 101 General Fund
101-00-1010-0000 0.00 45,762.39 CASH AND INVESTMENTS
101-13-4101-0000 11,099.05 0.00 FULL-TIME REGULAR
101-13-4103-0000 327.00 0.00 PART-TIME
101-13-4121-0000 832.43 0.00 PERA CONTRIB-CITY SHARE
101-13-4122-0000 871.47 0.00 FICA CONTRIB-CITY SHARE
101-13-4151-0000 98.13 0.00 WORKERS COMPENSATION
101-15-4101-0000 4,394.34 0.00 FULL-TIME REGULAR
101-15-4121-0000 329.59 0.00 PERA CONTRIB-CITY SHARE
101-15-4122-0000 330.80 0.00 FICA CONTRIB-CITY SHARE
101-15-4151-0000 23.64 0.00 WORKERS COMPENSATION
101-18-4101-0000 5,290.10 0.00 FULL-TIME REGULAR
101-18-4121-0000 396.75 0.00 PERA CONTRIB-CITY SHARE
101-18-4122-0000 390.29 0.00 FICA CONTRIB-CITY SHARE
101-18-4151-0000 25.64 0.00 WORKERS COMPENSATION
101-24-4101-0000 3,965.46 0.00 FULL-TIME REGULAR
101-24-4121-0000 297.42 0.00 PERA CONTRIB-CITY SHARE
101-24-4122-0000 282.52 0.00 FICA CONTRIB-CITY SHARE
101-24-4151-0000 24.57 0.00 WORKERS COMPENSATION
101-32-4101-0000 7,592.14 0.00 FULL-TIME REGULAR
101-32-4102-0000 153.95 0.00 OVERTIME
101-32-4105-0000 295.50 0.00 STREET PAGER PAY
101-32-4121-0000 603.11 0.00 PERA CONTRIB-CITY SHARE
101-32-4122-0000 602.28 0.00 FICA CONTRIB-CITY SHARE
101-32-4151-0000 406.61 0.00 WORKERS COMPENSATION
101-33-4101-0000 2,156.55 0.00 FULL-TIME REGULAR
101-33-4102-0000 132.98 0.00 OVERTIME
101-33-4121-0000 171.74 0.00 PERA CONTRIB-CITY SHARE
101-33-4122-0000 170.86 0.00 FICA CONTRIB-CITY SHARE
101-33-4151-0000 98.36 0.00 WORKERS COMPENSATION
101-52-4101-0000 2,745.64 0.00 FULL-TIME REGULAR
101-52-4121-0000 205.92 0.00 PERA CONTRIB-CITY SHARE
101-52-4122-0000 204.84 0.00 FICA CONTRIB-CITY SHARE
101-52-4151-0000 134.10 0.00 WORKERS COMPENSATION
101-53-4101-0000 940.04 0.00 FULL-TIME REGULAR
PR-G/L Distribution Report(11/28/2016- 1:58 PM) Page 1
Account Number Debit Amount Credit Amount Description
101-53-4121-0000 70.50 0.00 PERA CONTRIB-CITY SHARE
101-53-4122-0000 71.89 0.00 FICA CONTRIB-CITY SHARE
101-53-4151-0000 26.18 0.00 WORKERS COMPENSATION
FUND Total: 45,762.39 45,762.39
FUND 201 Southshore Center
201-00-1010-0000 0.00 1,254.66 CASH AND INVESTMENTS
201-00-4101-0000 501.42 0.00 FULL-TIME REGULAR
201-00-4102-0000 127.80 0.00 OVERTIME
201-00-4103-0000 490.00 0.00 PART-TIME
201-00-4121-0000 37.61 0.00 PERA CONTRIB-CITY SHARE
201-00-4122-0000 75.86 0.00 FICA CONTRIB-CITY SHARE
201-00-4151-0000 21.97 0.00 WORKERS COMPENSATION
FUND Total: 1,254.66 1,254.66
FUND 601 Water Utility
601-00-1010-0000 0.00 8,370.09 CASH AND INVESTMENTS
601-00-4101-0000 6,569.77 0.00 FULL-TIME REGULAR
601-00-4102-0000 265.95 0.00 OVERTIME
601-00-4105-0000 325.05 0.00 WATER PAGER PAY
601-00-4121-0000 537.06 0.00 PERA CONTRIB-CITY SHARE
601-00-4122-0000 533.39 0.00 FICA CONTRIB-CITY SHARE
601-00-4151-0000 138.87 0.00 WORKERS COMPENSATION
FUND Total: 8,370.09 8,370.09
FUND 611 Sanitary Sewer Utility
611-00-1010-0000 0.00 6,865.69 CASH AND INVESTMENTS
611-00-4101-0000 5,152.51 0.00 FULL-TIME REGULAR
611-00-4102-0000 398.93 0.00 OVERTIME
611-00-4105-0000 325.05 0.00 SEWER PAGER PAY
611-00-4121-0000 440.72 0.00 PERA CONTRIB-CITY SHARE
611-00-4122-0000 437.97 0.00 FICA CONTRIB-CITY SHARE
611-00-4151-0000 110.51 0.00 WORKERS COMPENSATION
FUND Total: 6,865.69 6,865.69
FUND 621 Recycling Utility
621-00-1010-0000 0.00 562.92 CASH AND INVESTMENTS
621-00-4101-0000 486.93 0.00 FULL-TIME REGULAR
621-00-4121-0000 36.51 0.00 PERA CONTRIB-CITY SHARE
621-00-4122-0000 37.26 0.00 FICA CONTRIB-CITY SHARE
621-00-4151-0000 2.22 0.00 WORKERS COMPENSATION
PR-G/L Distribution Report(11/28/2016- 1:58 PM) Page 2
Account Number Debit Amount Credit Amount Description
FUND Total: 562.92 562.92
FUND 631 Storm Water Utility
631-00-1010-0000 0.00 1,338.35 CASH AND INVESTMENTS
631-00-4101-0000 1,148.33 0.00 FULL-TIME REGULAR
631-00-4121-0000 86.13 0.00 PBRA CONTRIB-CITY SHARE
631-00-4122-0000 87.07 0.00 FICA CONTRIB-CITY SHARE
631-00-4151-0000 16.82 0.00 WORKERS COMPENSATION
FUND Total: 1,338.35 1,338.35
FUND 700 Payroll Clearing Fund
700-00-1010-0000 64,154.10 0.00 CASH AND INVESTMENTS
700-00-2170-0000 0.00 35,783.12 GROSS PAYROLL CLEARING
700-00-2172-0000 0.00 5,421.37 FEDERAL WITHHOLDING PAYABLE
700-00-2173-0000 0.00 2,314.79 STATE WITHHOLDING PAYABLE
700-00-2174-0000 0.00 8,193.00 FICA/MEDICARE TAX PAYABLE
700-00-2175-0000 0.00 7,551.59 PERA WITHHOLDING PAYABLE
700-00-2176-0000 0.00 2,555.00 DEFERRED COMPENSATION
700-00-2177-0000 0.00 1,127.62 WORKERS COMPENSATION
700-00-2183-0000 0.00 1,207.61 HEALTH SAVINGS ACCOUNT
FUND Total: 64,154.10 64,154.10
Report Total: 128,308.20 128,308.20
PR-G/L Distribution Report(11/28/2016- 1:58 PM) Page 3
Accounts Payable
b �
Check Detail
User: Mnguyen
Printed: 11/28/2016- 2:37PM
w city of
Shorewood
Check Number Check Date Amount
5-FFTPS-FEDERAL W/H Line Item Account
0 11/28/2016
Inv 11282016
Line Item Date Line Item Description Line Item Account
11/28/2016 PR Batch 00003.11.2016 Federal Income Tax 700-00-2172-0000 5,421.37
11/28/2016 PR Batch 00003.11.2016 FICA Employee Portion 700-00-2174-0000 3,320.03
11/28/2016 PR Batch 00003.11.2016 FICA Employer Portion 700-00-2174-0000 3,320.03
11/28/2016 PR Batch 00003.11.2016 Medicare Employee Portion 700-00-2174-0000 776.47
11/28/2016 PR Batch 00003.11.2016 Medicare Employer Portion 700-00-2174-0000 776.47
Inv 11282016 Total 13,614.37
0 Total: 13,614.37
5-FFTPS-FEDERAL W/H Total: 13,614.37
2-ICMA RFTIRFMFNT TRUST-302131-457 Line Item Account
63157 11/28/2016
Inv 11282016
Line Item Date Line Item Description Line Item Account
11/28/2016 PR Batch 00003.11.2016 Deferred Comp Flat Amount 700-00-2176-0000 2,555.00
Inv 11282016 Total 2,555.00
63157 Total: 2,555.00
2-ICMA RFTIRFMFNT TRUST-302131-457 Total: 2,555.00
11-MINNESOTA DEPARTMENT OF REVENUE Line Item Account
0 11/28/2016
Inv 11282016
Line Item Date Line Item Description Line Item Account
11/28/2016 PR Batch 00003.11.2016 State Income Tax 700-00-2173-0000 2,314.79
Inv 11282016 Total 2,314.79
0 Total: 2,314.79
11-MINNESOTA DEPARTMENT OF REVENUE Total: 2,314.79
AP-Check Detail(11/28/2016- 2:37 PM) Page 1
Check Number Check Date Amount
665-OPIUM BANK Line Item Account
0 11/28/2016
Inv 11282016
Line Item Date Line Item Description Line Item Account
11/28/2016 PR Batch 00003.11.2016 HSA-OPTUM BANK 700-00-2183-0000 1,207.61
Inv 11282016 Total 1,207.61
0 Total: 1,207.61
665-OPIUM BANK Total: 1,207.61
9-PERA Line Item Account
0 11/28/2016
Inv 11282016
Line Item Date Line Item Description Line Item Account
11/28/2016 PR Batch 00003.11.2016 MN-PERA Deduction 700-00-2175-0000 3,506.10
11/28/2016 PR Batch 00003.11.2016 MN PERA Benefit Employer 700-00-2175-0000 4,045.49
Inv 11282016 Total 7,551.59
0 Total: 7,551.59
9-PERA Total: 7,551.59
366-STARK,BRUCE Line Item Account
63158 11/28/2016
Inv 2016-RubberBoot
Line Item Date Line Item Description Line Item Account
11/28/2016 2016-Rubber Boots 101-32-4245-0000 100.00
Inv 2016-RubberBoot Total 100.00
Inv 2016-WarmBoots
Line Item Date Line Item Description Line Item Account
11/28/2016 2016-Warm Boots 101-32-4245-0000 249.98
Inv 2016-WarmBoots Total 249.98
63158 Total: 349.98
366-STARK,BRUCE Total: 349.98
Total: 27,593.34
AP-Check Detail(11/28/2016- 2:37 PM) Page 2
Accounts Payable
b �
Check Detail
User: Mnguyen
Printed: 11/30/2016- 2:50PM
w city of
Shorewood
Check Number Check Date Amount
783-HERRON,ROBERTA Line Item Account
63159 11/30/2016
Inv PamperMe-2016
Line Item Date Line Item Description Line Item Account
11/30/2016 Pamper Me Wine Tasting 101-53-4248-0000 200.00
Inv PamperMe-2016 Total 200.00
63159 Total: 200.00
783-HERRON,ROBERTA Total: 200.00
Total: 200.00
AP-Check Detail(11/30/2016- 2:50 PM) Page 1
Accounts Payable
b �
Check Detail
User: Mnguyen
Printed: 12/01/2016- 11:53AM
w city of
Shorewood
Check Number Check Date Amount
UB*00088-Almquist,Paul&Pearl Line Item Account
63160 12/01/2016
Inv
Line Item Date Line Item Description Line Item Account
12/01/2016 Refund Check 601-00-2010-0000 7.50
12/01/2016 Refund Check 611-00-2010-0000 8.75
12/01/2016 Refund Check 621-00-2010-0000 3.75
12/01/2016 Refund Check 631-00-2010-0000 3.75
Inv Total 23.75
63160 Total: 23.75
UB*00088-Almquist,Paul&Pearl Total: 23.75
784-CEBULLA,TODD Line Item Account
63161 12/01/2016
Inv 19210W-P1
Line Item Date Line Item Description Line Item Account
12/01/2016 Escrow Refund-19210 Waterford Place(5530 Vine Hill Rd) 880-00-2200-0000 17,527.00
Inv 19210W-P1 Total 17,527.00
63161 Total: 17,527.00
784-CEBULLA,TODD Total: 17,527.00
UB*00089-Holte,Carol Line Item Account
63162 12/01/2016
Inv
Line Item Date Line Item Description Line Item Account
12/01/2016 Refund Check 601-00-2010-0000 5.30
12/01/2016 Refund Check 611-00-2010-0000 6.17
12/01/2016 Refund Check 621-00-2010-0000 2.65
12/01/2016 Refund Check 631-00-2010-0000 2.65
Inv Total 16.77
63162 Total: 16.77
AP-Check Detail(1211/2016-11:53 AM) Page 1
Check Number Check Date Amount
UB*00089-Holte,Carol Total: 16.77
UB*00090-Pendleton,Kimberly Line Item Account
63163 12/01/2016
Inv
Line Item Date Line Item Description Line Item Account
12/01/2016 Refund Check 601-00-2010-0000 66.51
12/01/2016 Refund Check 611-00-2010-0000 77.61
12/01/2016 Refund Check 621-00-2010-0000 33.26
12/01/2016 Refund Check 631-00-2010-0000 33.25
Inv Total 210.63
63163 Total: 210.63
UB*00090-Pendleton,Kimberly Total: 210.63
UB*00093-Pluth,Jayne Line Item Account
63164 12/01/2016
Inv
Line Item Date Line Item Description Line Item Account
12/01/2016 Refund Check 601-00-2010-0000 4.86
12/01/2016 Refund Check 601-00-2010-0000 209.39
Inv Total 214.25
63164 Total: 214.25
UB*00093-Pluth,Jayne Total: 214.25
UB*00091-Weldon,Scott Line Item Account
63165 12/01/2016
Inv
Line Item Date Line Item Description Line Item Account
12/01/2016 Refund Check 611-00-2010-0000 90.27
12/01/2016 Refund Check 621-00-2010-0000 38.69
12/01/2016 Refund Check 631-00-2010-0000 38.69
Inv Total 167.65
63165 Total: 167.65
UB*00091-Weldon,Scott Total: 167.65
UB*00092-Wray,Catherine Line Item Account
63166 12/01/2016
AP-Check Detail(1211/2016-11:53 AM) Page 2
Check Number Check Date Amount
Inv
Line Item Date Line Item Description Line Item Account
12/01/2016 Refund Check 601-00-2010-0000 3.41
12/01/2016 Refund Check 611-00-2010-0000 3.99
12/01/2016 Refund Check 621-00-2010-0000 1.71
12/01/2016 Refund Check 631-00-2010-0000 1.70
Inv Total 10.81
63166 Total: 10.81
UB*00092-Wray,Catherine Total: 10.81
Total: 18,170.86
AP-Check Detail(1211/2016-11:53 AM) Page 3
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3B
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Public Works AFSCME Contract Tentative Settlement
Meeting Date: December 12, 2016
Prepared by: Greg Lerud
Reviewed by:
Attachments: Tentative contract
Background: We had three rounds of negotiations with the union bargaining committee for a two year
agreement covering 2017 and 2018. The union unanimously approved the proposed contract.
Duration:
Effective January 1, 2017 through December 31, 2018
Wages:
Wage scales adjusted upward by 2.5%on 1/1/2017
Wage scales adjusted upward by 3.0%on 1/1/2018
Insurance:
For 2017—the employer will contribute an additional $30 per month for regular full-time
employees
For 2018—the employer and union agree to reopen negotiations on this item only
Other:
Reimburse up to$100 for a pair of prescription safety glasses.
For 2017 only, Christmas Eve holiday is recognized on Friday, December 22.
Vacation language changed to be consistent with non-union employees allowing payout of
unused vacation at time of separation.
Sick leave usage language to conform to State law.
Severance pay—50%of payout shall go to the MSRS Post-Retirement Healthcare Savings
Account.
Option:
1. Approve contract.
2. Reject contract and renegotiate.
Recommendation:
Approve contract as negotiated.
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
K
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Approve New Public Works Job Description &Authorizing Internal Posting
Meeting Date: December 12, 2015
Prepared by: Greg Lerud
Reviewed by: Larry Brown
Attachments: Job Description
Background:
The retirement of Dan Randall in the public works department has created a void and a need for a
position to provide supervision and assistance to the public works director. Randall was the Asst.
Director/Working Foreman in the public works department, and we are proposing the creation of a Lead
Supervisor position. Discussion about creation of this position has been ongoing for a couple of years.
It is anticipated that this person can come from the present PW staff, and are recommending that we
post it internally first. If we are not able to recommend hiring a present employee to fill this position,
we will report back to you.
The position that had been in place to date was known as the "Utility Lead"which had primary focus on
the utility department operations and filling in as needed when the Public Works Director was absent.
The position being proposed currently is not an entirely new position, but an expansion of duties of the
Utility Lead position. This position will be responsible for additional tasks in providing many of the day-
to-day organizational tasks and providing, in the field, direction to personnel. Duties will also include
organizing and shoring up some of the databases and inspections that are now required for department
recordkeeping. While an entire list of job duties has been included in the attached job description,
primary responsibilities listed are:
• Direct daily activities and make sound decisions in the absence of the Director of Public Works.
• Supervise others in the carrying out of assignments for the operation and maintenance of the
City's municipal utilities, streets, parks.
• Responds to inquiries, concerns and complaints from the general public.
• Update and maintain traffic sign inventory and coordinate timely sign replacements.
• Direct tasks and activities to update and maintain sanitary sewer cleaning and maintenance
activities.
• Perform snow removal from streets, parking lots, ice rinks,trails, and sidewalks.
• Maintains and repair City streets including blacktopping, and culverts repair.
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
Financial or Budget Considerations: The city council has not yet adopted the job classification and pay
scale presented at the November 14 workshop, but that system provides a framework for analyzing this
proposed position. Using that scale,the closest related position is the LEO— Utilities Lead Supervisor,
and that position has a total of 281 points. In evaluating this position,the total position points is 298,
with a corresponding pay range of$28.04 to $35.05.
Options:
1. Choose not to fill the position.
2. Hire for an existing position with the bargaining unit.
3. Approve this job description and authorizing posting to fill it.
Recommendation/Action Requested:
We recommend the creation of this position and authorizing the internal posting. We will set a closing
date before January 1.
Next Steps and Timelines:
We will set a closing date before January 1. Review applications, interview applicants, and have
recommendation to council by January 23, the second council meeting in January.
crry O
SHOR WOOD
POSITION TITLE: Lead Supervisor
DEPARTMENT: Public Works
ACCOUNTABLE TO: Director of Public Works
SUPERVISES: Light Equipment Operator, Shop Technician,
Utilities Lead Supervisor, Utility Operator
OBJECTIVE AND SCOPE
Responsible for supervision of public works personnel who are responsible for the maintenance
of city streets, operation, maintenance and repair of city utilities and related operations, including
sanitary sewer, municipal water system, and storm sewer.
ESSENTIAL FUNCTIONS OF THE POSITION
1. Must be able to direct daily activities and make sound decisions in the absence of
the Director of Public Works.
2. Must be able to work cooperatively with others, even during emergencies and
challenging situations, maintain a positive work attitude, and not negatively impact
the morale of others.
3. Must maintain an attitude of respect and professionalism at all times.
3. Must be able to effectively supervise others in the carrying out of assignments for
the operation and maintenance of the City's municipal utilities, streets,parks.
4 Responds to inquiries, concerns and complaints from the general public.
5. Insure routine safety inspections are completed for fire extinguishers, eyewash
stations, automated external defibrillator, and confined space entry equipment for
all city-owned buildings.
6. Update and maintain traffic sign inventory and coordinate timely sign
replacements.
November 2016 1
7. Direct tasks and activities to update and maintain sanitary sewer cleaning and
maintenance activities.
8. Assist Public Works Director in planning and performing the MS4 storm water
inspections.
9. Performs snow removal from streets,parking lots, ice rinks, trails, and sidewalks.
10. Maintains and repairs City streets including blacktopping, and culverts repair.
11. Works with the Public Works Director to insure confined space entries of sanitary
sewer, municipal water systems, and other confined space areas are performed in
a safe manner and in accordance with OSHA safety standards and City policies.
12. Attends safety meetings as required and follows necessary safety precautions in
performance of duties.
13. Attends meetings and training as required.
14. Must be available for on-call duties on a rotating basis and for work on Saturdays,
Sundays and holidays. Responds for on-call duty and emergency call-outs as
required for snow removal and ice control operations, severe rainstorms and other
emergency conditions.
15. Provides leadership in effort to ensure continuous focus on improvement to public
works operations.
16. Assists Public Works Director in coordinating the Safety Programs, including
mandated OSHA training and certification, equipment safety inspections,
development and documentation of department standard operating procedures,
and coordination of monthly department safety program meetings.
17. Acting Public Works Director in the Director's absence.
18. Performs other duties as apparent or assigned.
SUPERVISORY RESPONSIBILITIES
Carries out supervisory responsibilities in accordance with City policies and applicable laws.
Responsibilities include assisting the Public Works Director in the coordination of work
assignments for successful operation of the public works department.
November 2016 2
EDUCATION and/or EXPERIENCE
High School Diploma or general education degree (GED). Post-secondary degree, course work
or additional education/training in the public works field preferred. Minimum of six years of
experience in a municipal public works department or utility, or eight years of similar work in
private sector, including three years supervisory experience; or equivalent combination of
education and experience.
Must have a proven track record of being able to work effectively with other employees, the
ability to effectively supervise others, and to build positive work relationships.
OTHER KNOWLEDGE, SKILLS AND ABILITIES
• Ability to read and interpret documents such as safety rules, operating and maintenance
instructions, as-built utility records, maps, and procedure manuals.
• Ability to prepare routine reports and correspondence.
• Ability to maintain records, complete daily logs, forms, and prepare reports.
• Ability to follow written and oral instructions.
• Ability to communicate effectively with City staff, elected officials, contractors and the
general public.
• Must be proficient in reading, writing and speaking English.
• Ability to make arithmetic computations using whole numbers, fractions and decimals.
• Knowledge of weights, measures and volumes and the ability to convert between various
units.
• Ability to operate light and heavy Department equipment.
• Knowledge of proper use of tools, equipment used in utility maintenance and repair.
• Knowledge of utility maintenance and repair.
• General knowledge of computer operations and software programs.
• Considerable knowledge of standard materials, equipment and safe work practices related
to public works operations.
• Working knowledge of utility maintenance and/or construction activities.
• Knowledge of OSHA rules and regulations.
• Knowledge of the "Right to Know—Safety Material Data Information".
CERTIFICATES, LICENSES, REGISTRATIONS
Valid Minnesota Class B Commercial Drivers License with Tanker and Hazardous Materials
endorsement, or ability to become licensed within 8 months of employment with the City.
Valid Minnesota Class SD Wastewater License, or become licensed within one year of
employment with the City.
Valid Minnesota Class D Water License, or become licensed within one year of employment
with the City.
November 2016 3
In compliance with the American With Disabilities Act the following represents the
Physical and Environmental Demands: The position requires an equal amount of time spent
standing, walking, and sitting. Lifting, pushing/pulling, or carrying objects weighing up to
twenty five (25) pounds is regularly required, fifty (50) pounds is frequently required, and
moving over one hundred (100) pounds occasionally required. Climbing, stooping, kneeling,
crouching, crawling, twisting, and bending are sometimes required. Repetitive movements of the
hands are sometimes required. Audio, visual, and verbal functions are essential functions to
performing this position. Specific vision abilities required by this job include close vision,
distance vision, peripheral vision, depth perception, and the ability to adjust focus. While
performing the duties of this job, the employee frequently works in outdoor weather conditions.
The employee occasionally works near moving mechanical parts; in high, precarious places; and
is frequently exposed to fumes or airborne particles, toxic or caustic chemicals, and risk of
electrical shock. The employee is occasionally exposed to wet and/or humid conditions, extreme
heat; and vibration.
November 2016 4
® 3D
MEETING TYPE
Ity of Shorewood nl Meeting l Item Regular Meeting
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Authorize the Expenditure of Funds for Public Works Equipment—Cab and
Chassis for Utility Service Truck
Date: December 12, 2016
Prepared by: Larry Brown, Director of Public Works
Reviewed by:
Attachments 2016—2020 Capital Improvement Program Excerpt.
Policy Consideration: None
Background:This item (in tandem with the following City Council Agenda Item for a "Service
body") considers the authorization for expenditure of funds for the purchase of a replacement
utility service vehicle.
Attachment 1 to this report is an excerpt of the Equipment Replacement Fund from the 2016—
2020 Capital Improvement Program (CIP). Within the scheduled purchases for 2016 includes a
Utility Truck with Crane and Toolboxes.
This vehicle is the primary response vehicle for servicing the sanitary sewer lift stations,
watermains, watermain valves, flushing and mechanical issues throughout the City. This vehicle
has a crane to extract pumps from the wastewater lift stations, an air compressor to service the
lift station pumps and water plants, and an entire host of tools to assist as a service vehicle for
all of the City facilities.
The existing truck has reached the end of its service life. The department has had numerous
mechanical failures that have taken this piece of equipment out of service, in addition to the
fact that the rear frame of the existing vehicle is near failure, due to corrosion.
Due to the shared primary responsibility between the sanitary sewer and water departments
for this vehicle, it is noted that the CIP has this vehicle funded from the two separate
departments. More specifically, the sanitary sewer fund has $60,000 earmarked for this
equipment with the water fund also showing $40,000 scheduled for this purchase. Attachment
1 to this memorandum is an excerpt from the 2016 CIP.
These types of vehicles are purchased in two steps. The first purchase is for the cab and chassis
of the truck. The following City Council agenda item considers the rear service body, crane,
compressor, tool boxes, lighting and accessories.
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
Minnesota State Statute allows municipalities to take advantage of the State and County
bidding processes that are of record, if the municipality is a member of the Cooperative
Purchasing Venture (CPV). The City of Shorewood is a CPV member, and is allowed to take
advantage of the discounts that the State and County agencies receive, due to the volume
discounts.
State contract pricing for this model cab and chassis is $50,703.00 for one 2017, F550 4x4
extended cab and chassis, as outlined in Attachment 2.
Financial Considerations: Costs for this proposal have been programmed into the sanitary
sewer and municipal water fund, as part of the 2016 CIP.
Options:
1. Accept the proposal, as presented.
2. Reject the proposal and provide staff with alternative direction.
Recommendation:
Staff is recommending approval of a motion that authorizes the expenditure of funds for one
cab and chassis, as outlined in the State Contract included as Attachment 1 to this
memorandum.
City of Shorewood, Minnesota
Capital Improvement Program
2016 thru 2020
PROJECTS BY FUNDING SOURCE
Source Project# Priority 2016 2017 2018 2019 2020 Total
402-Park Improvements
Freeman Plaza P0100 5 5,000 5,000
Freeman North Playground Equipment P0102 4 55,000 55,000
Freeman Parking Lot wl MCWD P0103 5 50,000 50,000
Freeman Ball Field Lights P0104 5 75,000 75,000
Cathcart Park-Resurface Tennis/Basketball Courts P0200 1 9,000 9,000
Cathcart Park Hockey Boards P0201 3 40,000 40,000
Cathcart Park Tot Lot P0202 5 50,000 50,000
Cathcart Parking Lot P0203 5 100,000 100,000
Badger Park-Phase 1 P0300 3 577,000 577,000
Badger Park Tennis Courts P0301 2 9,500 9,500
Badger Park-Phase 2 P0302 n1a 747,000 747,000
Manor Park-Shelter Outside Floor&Stoops P0402 1 5,400 5,400
Silverwood Park-Resurface 112 court P0500 2 2,500 2,500
Silverwood Park Equipment P0501 3 60,000 60,000
Silverwood Park Swing Set P0502 3 14,000 14,000
Skate Park Rehab P0600 3 73,000 73,000
Skate Park Picnic Shelter P0601 5 15,000 15,000
402-Park Improvements Total 690,000 852,000 206,000 19,000 120,400 1,887,400
F403-Equipment Replacement Fund r
UTV-replace unit 34 034 5 20,000 20,000
Trailer 18'replace unit 59 059 5 15,000 15,000
Sand Pro 3000-replace Unit 64 064 2 13,000 13,000
Trailer 12'replace unit 69 069 5 5,000 5,000
Groundsmaster Mower-Toro 328D-replace unit 75 075 2 31,000 31,000
Pickup 44-Replace Unit 78 078 3 38,000 38,000
Pickup 350 44-replace unit 91 091 5 50,000 50,000
Groundsmaster Mower replace unit 93 093 5 28,000 28,000
Boom Truck 100 5 84,000 84,000
Chipper 101 5 45,000 45,000
Wash Bay 104 1 18,000 18,000
Cab&Blower for mower-replace A04 A04 4 21,000 21,000
Engine/Transmission Analysis Station A09 We 4,500 41500
Replace Sander A10 3 14,000 14,000
South Shore Community Center PF-11-01 nta 2,500 43,000 41,000 86,500
Public Works Roof PF-12-01 nla 81,000 81,000
Building Permit Software T-16-01 2 20,000 20,000
LED Lighting Upgrade T-16-02 2 38,000 38,000
800 Mhz Radio Replacement T-19-01 2 9,000 9,000 18,000
Computer Upgrades T-99-99 1 10,000 10,000 10,000 10,000 10,000 50,000
Thursday,December 10,2015
ATTACHMENT 1
-1 -
Source Project# Priority 2016 2017 2018 2019 2020 Total
403-Equipment Replacement Fund Total 270,500 102,000 149,500 53,000 105,000 680,000
�04-Street Reconstruction Fund
Garden Road LR-16-02 5 42,000 42,000
Gillette Curve LR-16-03 5 35,000 35,000
McKinley Place N&S LR-16-05 5 65,000 65,000
Shady Hills Circle LR-16-06 5 51,000 51,000
Lake Linden Dr-Guardrail LR-16-08 5 30,000 30,000
Excelsior Blvd-Guardrail LR-16-09 5 15,000 15,000
Echo Road LR-17-01 5 71,000 71,000
Howards Point Road LR-17-02 5 180,000 180,000
Kathleen Court LR-17-03 5 22,000 22,000
Oak Ridge Circle LR-17-04 5 29,000 29,000
Riviera Lane LR-17-05 5 371,000 371,000
Shorewood Lane LP-17-06 5 455,000 455,000
Mann Lane LP-18-01 5 444,000 444,000
Maple Street LR-18-02 5 100,000 100,000
Bayswater Road LP-19-01 5 100,000 100,000
Boulder Circle LR-19-02 5 49,000 49,000
Christmas Lane W LR-19-03 5 32,000 32,000
Lilac Lane LR-19-05 5 46,000 46,000
Strawberry Lane&W 62nd LR-19-06 5 1,140,000 1,140,000
Vine Street LR-19-07 5 33,000 33,000
Eureka Road N LR-19-08 5 260,000 260,000
Birch Bluff Road LR-20-01 5 107,000 107,000
Excelsior Blvd LP-20-02 5 19,000 19,000
Seamans Drive LR-20-03 5 629,000 629,000
West Lane LP-20-04 5 32,000 32,000
Street Sign Replacement LR-99-001 2 7,200 7,500 7,800 8,100 8,400 39,000
Maintenance-Bituminous Sealcoating LR-99-100 1 245,000 184,000 238,000 305,000 274,000 1,246,000
404-Street Reconstruction Fund Total 490,200 2,459,500 789,800 833,100 1,069,400 5,642,000
405-MSA Road Reconstruction Fund
Vine Hill Road Intersection Improvements MSA-1701 n1a 200,000 200,000
405-MSA Road Reconstruction Fund 200,000 200,000
Total
406-Trails
Galpin Lake Rd Sidewalk T003 1 1,330,000 1,330,000
Strawberry Lane&W 62nd T007 1 852,000 852,000
406-Trails Total 852,000 1,330,000 2,182,000
601 -Water Fund
Air Compressor-Replace unit 38 038 3 18,000 18,000
Dump Truck-replace unit 72 072 5 85,000 85,000
nmoin� Utility Truck wtcrane&toolbox replace unit 76 076 5 40,000 40,000
Utility Vehicle-replace unit 77 077 4 27,000 27,000
RadiollSP Communications System W-10-01 1 80,000 80,000
Boulder Bridge Well Controls W-12-03 5 175,000 175,000
Thursday,December 10,2015
-2-
i
I
Source Prgieet# Priority 2016 2017 2018 2019 2020 Total
i
SE Well-Exterior&Compressor W-16-01 3 45,000 45,000
Boulder Bridge Building W-17-01 3 85,000 85,000
Well House Water Meters W-17-02 3 12,000 6,000 12,000 6,000 36,000
SE Well Dehumidifier W-17-03 3 5,000 5,000
Boulder Bridge Well Motor W-18-01 3 45,000 45,000 E
Boulder Bridge Deumidifier W-19-01 3 5,000 5,000
601 -Water Fund Total 367,000 187,000 51,000 17,000 24,000 646,000
j
E
611 -Sanitary Sewer Fund
Sewer Jetter-replace unit 60 060 5 140,000 140,000
Dump Truck-replace unit 72 072 5 85,000 85,000
w. Utility Truck w/crane&toolbox replace unit 76 076 5 60,000 60,000
f
Lift Station 11 Rehab-20465 Radisson Rd, SS-13-01 3 190,000 190,000
Lift Station 10 Rehab-4773 Lakeway Terrace SS-15-01 3 90,000 90,000
Lift Station 20 Rehab-26550 Noble Road SS-16-01 3 135,000 135,000
Lift Station 7 Rehab-5600 Woodside Road SS-16-02 3 120,000 120,000
Lift Station 18 Rehab-4996 Shady Island Point SS-17-01 3 10,000 10,000
Infiltration and Inflow Reduction SS-99-05 1 70,000 70,000 70,000 70,000 70,000 350,000
611 -Sanitary Sewer Fund Total 460,000 255,000 190,000 205,000 70,000 1,180,000
i
1631 -Stormwater Management Fund
4"pump replace unit 50 050 5 45,000 45,000
I
Galpin Lake Rd Trail Stormwater SS003 1 230,000 230,000
Rivera Lane STM-17-01 4 87,000 87,000
Shorewood Lane S TM-17-02 4 99,000 99,000
Mann Lane STM-18-01 4 105,000 105,000
Maple St STM-18-02 4 24,000 24,000
Eureka Road N STM-19-01 4 452,000 452,000
Strawberry&W 62nd STM-19-02 4 283,000 283,000
Seamans Drive STM-20-01 4 148,000 148,000
631 -Stormwater Management Fund 186,000 359,000 735,000 193,000 1,473,000
Total
GRAND TOTAL 2,277,700 5,093,500 3,075,300 1,862,100 1,581,800 13,890,400
Thursday,December 10,2015
-3-
PARK CAPITAL IMPROVEMENT FUND
Fund: 402- Park Capital Outlay
Requested
Actual Actual Actual Budget Budget
REVENUES 2012 2013 2014 2015 2016
Beginning Fund Balance 150,958 168,427 213,366 536,660 540,460
Park Dedication Fees 10,000 55,000 20,000 - -
Interest Earnings* 1,273 966 7,172 2,800 2,800
Contributions/donations - - - - -
Concession Sales - -
Grants -
Miscellaneous revenue - - - - -
Transfers in 42,000 42,000 325,414 42,000 42,000
TOTAL REVENUES 53,273 97,966 352,586 44,800 44,800
EXPENDITURES
OTHER SERVICES
Contractrual Services - - - - -
Miscelianeous Charges -
TOTAL OTHER SERVICES - - - - -
CAPITAL OUTLAY
Other Improvements 35,804 53,027 29,292 41,000 690,000
TOTAL CAPITAL OUTLAY 35,804 53,027 29,292 41,000 690,000
TOTAL EXPENDITURES 35,804 53,027 29,292 41,000 690,000
Revenue-Over/(under) 17,469 44,939 323,294 3,800 (645,200)
Ending Fund Balance 168,427 213,366 536,660 540,460 (104,740)
-4-
EQUIPMENT REPLACEMENT FUND
Fund: 403 - Equipment Replacement
Requested
Actual Actual Actual Budget Budget
REVENUES 2012 2013 2014 2015 2016
Beginning Fund Balance 521,172 613,693 413,263 264,324 98,924
Interest Earnings 5,919 6,809 5,495 2,100 2,100
Miscellaneous Income 1,933 - - - -
Sale of Old Equipment - - - - -
Transfers in 312,416 58,500 75,000 90,000 105,000
TOTAL REVENUES 320,268 65,309 80,495 92,100 107,100
EXPENDITURES
OTHER SERVICES
Contractual Services 5,133 - -
Bank Charges
TOTAL OTHER SERVICES 5,133 - - - -
CAPITAL OUTLAY
Machinery and Equipment 222,614 265,739 229,434 257,500 270,500
TOTAL CAPITAL OUTLAY 222,614 265,739 229,434 257,500 270,500
TOTAL EXPENDITURES 227,747 265,739 229,434 257,500 270,500
Revenue over/(under) 92,521 (200,430) (148,939) (165,400) (163,400)
Ending Fund Balance 613,693 413,263 264,324 98,924 (64,476)
-5-
Midway Ford Commercial Travis Swanson
Fleet and Government Sales
nnn
2777 N. Snelling Ave.
Roseville MN 55113
C-117 Contract#109281
2017 F-550 4x4 Super Cab-60" CA DRW XL X5H
Automatic Transmission 40/20/40 Vinyl Front Seat Front Tow Hooks
Dual Front Air Bags 4-Wheel ABS Brakes Rubber Floor Covering
AM/FM Radio Air Conditioning Black Bumper
Tilt Wheel 225/7009.5 All Season Tires
Options Code Price Select
6.7L Diesel 99T $7,809 x
Limited Slip 4.88 Axle X8L $332 x
19,500 GVWR 68M $1,063 x
Rear Traction Tires THb $175 x
Spare Wheel &Tire 512 $323 x
Brake Controller 52B $249 x
Power Equipment Group 90L $1,035 x Exterior Colors Code Select
Snow Plow Prep 473 $73 x Blue Jeans Metallic N1
Back-up Alarm 76C $128 x Race Red PQ
Running Boards 18B $341 x Caribou Metallic LQ
High Capacity Trailer Tow 535 $993 x Shadow Black G1
Shift on Fly 4x4 213 $171 x Magnetic Metallic J7
PTO 62R $257 x Ingot Silver Metallic UX
Upfitter Interface Module 18A $272 x Oxford White Z1
28 Gallon Mid Ship Tank 65M $115 x
Utility Lighting System 63A $148 x
Rear View Camera Prep 872 $381 x Extended Service Contracts Cost Select
Rear Defrost 4313/924 $83 x 7 year/75,000 mile $2,570
110V Outlet 43C $69 x PremiumCare Warranty
Amber Strobes 91S $603 x (Bumper to Bumper)
XL Group 17F $203 x
Daytime Running Lights 942 $41 x
Option Total $14,864 You must have a active FIN code to participate in this
Base Price Totals purchase contract : FIN code #
$35,819.00 Purchase Order required prior to order placement
Options Price Totals $14,864.00
Extended Warranty PO#
Transit Impr Excise Tax $20.00
Tax Exempt Lic City of Shorewood
6.5% Sales Tax Name of Organization
Document fee
Sub total per vehicle $50,703.00
Number of Vehicles 1 Address
Grand Total for all units $50,703.00
City, State, Zip
Larry Brown / (952)960-7913
Acceptance Signature Contact Person/ Phone#
Ibrown(o)shorewoodgw.com
Print Name and Title Date Contact's e-mail address and fax#
ATTACHMENT 2
® 3E
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
Title/Subject: Authorize the Expenditure of Funds for Public Works Equipment— Utility Service
Truck Body, Crane, Compressor, Lighting and Accessories
Date: December 12, 2016
Prepared by: Larry Brown, Director of Public Works
Reviewed by:
Attachments 2016—2020 Capital Improvement Program Excerpt, Proposal Truck Utilities
Policy Consideration: None
Background:This item follows the purchase of a cab and chassis and is consideration of
Authorization for Expenditure of Funds for the purchase of a utility service truck body, crane,
compressor, lighting and accessories. A generic service body, typical for this type of vehicle, is
shown in Attachment 1.
The items under consideration for this agenda item are not part of a State Contract. Therefore,
proposals were solicited from various vendors. Two proposal were received for the service
body, with the base unit quoted amounts, shown below:
Vendor Amount
Base quote Towmaster Truck Equipment $54,723.00
Base Bid Truck Utilities $54,185.40
"Added equipment outside of base quote $12,404.00
Total Bid Truck Utilities $66,589.40
Table 1
Proposals were solicited for a "base unit" to narrow down an appropriate vendor. With the
apparent low quote originating from the firm of Truck Utilities, staff returned to the successful
vendor and requested additional information on added equipment. Direct negotiation is
allowed under Minnesota State Statue, providing two quotes are obtained for a base bid.
Staff is of the belief that the quality of the service body from Truck Utilities is such that this unit
will likely be transferred to a future cab and chassis, due to the way that this unit is
constructed. This has been the case with several contractors that staff discussed this type of
service body with.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
The items included in this proposal include:
• 9' Service body complete with two tool chests and compartments.
• 4000 lbs. Extendable crane with pendent operation and work mounted lights
• Hydraulic air compressor with 50' hose reel
• LED work light package
• Gate valve key racks and storage
• Strobe warning light package
• Hydraulic outrigger stabilization system
• Modified suspension system to the cab and chassis
• Back-rack rear cab cage for load/operator protection
Financial Considerations: As mentioned in the previous City Council Agenda Item, costs for this
proposal have been programmed into the Equipment Replacement Fund, as part of the 2016
CIP as a combined contribution from the sanitary sewer fund and municipal water fund. In
total, the amount budgeted equates to $100,000 for the cab and chassis and service body.
With the quotes received above the total amount for the entire unit equates to $117,292.40,
assuming the total quote from Truck Utilities.
Staff has reviewed the quotes and equipment, and believes that the unit specified, is the unit
that is needed to efficiently maintain the sanitary sewer and water systems, despite the fact
that the amounts quoted are above what was budgeted. Staff also believes that the unit
quoted provides a better value for the City, over the long haul. It appears that the enterprise
funds have adequate reserves to cover the additional amounts.
Options:
1. Award the quote to Truck Utilities
2. Reject the quotes
3. Provide staff with alternative direction
Recommendation:
Staff is recommending award of the quote to Truck Utilities for furnishing and installation of
one service body, crane, air compressor, and accessories as outlined in the attached proposal.
h
W
Generic Example of Service Body, Compressor, and Crane.
ATTACHMENT 1
Truck Utilities Inc. Equipment Proposal
TRUCK UTI Lrrll$ 2370 English St. Date: 12/8/2016
St.Paul,MN 55109 Quote#:City of Shorewood DOM 11015 All Hydraulic
Phone:651-484-3305 Version:4
Fax:651-484-0076 Pagel of 4
Prepared For:City of Shorewood Cust. #:
Larry Brown
5755 Country Club Road
Shorewood, NIN 55331
UNITED STATES Date Prepared: 12/9/2016
Phone:952-960-7913
Fax:
ATTN:Larry Brown BY: Paul Warner
Price Book 2016 -Version A
Body to be mounted on a 60"CA cab chassis
Dominator I: 9' heavy duty galvannealed steel crane body with standard right rear crane mount, 25" deep
workbench bumper with through compartment, 5/16" plate work surface and recess for 2" hitch receiver tube
and pintle hitch mounting plate rated at 2000 lb vertical tongue weight and 16,000 lb gross trailer weight.7 blade
trailer light plug receptacle.44" H x 22"D compartments,24"above cargo bed,RF compartment raised to 60".
40" above cargo bed constructed of 10 and 12 ga. material. Body offers 110.27 cubic feet of storage. Inverted A
frame torsion box understructure. 14 ga. galvannealed,hemmed,seamless single panel steel doors, stainless steel
hinges, pneumatic gas spring door retainers and cast steel black powder coated 3-point latches. Cargo bed is
50"W constructed of 1/8" deck plate and has four(4) recessed tie downs. Fully integrated and sealed electrical
system incorporating an automotive style harness system with power and function distribution box. Includes
LED DOT stop, tail, turn, marker and backup body lights and backup alarm. Exterior primed, interior of
compartments painted with IMT compartment coat and understructure undercoated. Molded rubber fender
extensions and mudflaps.Crane body rating of 52,000 ft-lb designed for installation on 60" CA 14,000-19,500 lb
GVW Chassis.Optional welder deck can be added utilizing 84"CA chassis
QTY PART# DESCRIPTION
Body Configuration
1 51724040 Dom 1 9'RF Raised Body-RF 1 st raised to 60"H
Rock Guards
1 51724684 Alum rock guards D1 DSC20 Rrsd or Lrsd
Leaf Spring
1 30009850 Leaf spring
Electrical Harness
1 ElectricalHarness Electrical harness
Tailgate
1 51718801 Tailgate-loin
Master Locks
1 51719926 Master lock system-9ft R rsd body
Stabilizers
1 31724013 Stabilizer kit-D 1 power out power down
Light kit options
CONDTHON&The prices and terms on this quotation are not subject to verbal changes or other agreements unless approved in writing by the Home Office of the Seller.All quotations and
agreements are contingent upon strikes,accidents,fires,availability of materials and all other causes beyond our control.Prices are based on costs and conditions existing on date of quotation and are
subject to change by the Seller before final acceptance.Quote valid for 30 days.All quotations are contingent upon compliance with all of the export laws and regulations of the United States.H any
such law or regulation cannot be complied with,or if this equipment is prohibited from being exported at any time by the United States Government,this quotation and/or subsequent order(s)received
or accepted become null and void.
ATTACHMENT 2
Truck Utilities Inc. Equipment Proposal
TRUCoK UTI Lrrl IS 2370 English St. Date: 12/8/2016
St.Paul,MN 55109 Quote#:City of Shorewood DOM 11015 All Hydraulic
Phone:651-484-3305 Version:4
Fax:651-484-0076 Page 2 of 4
1 51726713 Light Kit-LED Compartment(7)Lights-(1)per Vertical and(2)per Horizontal
1 51726761 Light Kit-LED Work Light-Qty(2)Lights(Rear Body Mount)
1 51726762 Light Kit-LED Work Light-Qty(2)Lights(Front Body Mount)
1 51726756 Light Kit-LED Work Light-Qty(2)Lights(Mid Body Mount)
LV1 Compartment Options
1 70733779 Drawers painted 26W 2-5/1-7/5-3 41H
LH Compartment Options
1 70733770 Drawers painted 39W 5-3"42.62x22H
LR Compartment Options
2 51723718 Adj. shelf 19"x 25.50"
RH Compartment Options
1 51723742 Adj. shelf 19"x 47.00"
Headache rack
1 51724471 Headache rack RRsd-LStd or LRsd-RStd
Safety Equipment
1 92091010 ICC kit&fire extinguisher
Air Compressor
1 CAS40P Compressor-CAS40P
1 51727020 Air tank kit-20G top sidepack mount 9ft DOM
1 51714805 1/2"moisture separator/regulator/oiler
1 51725644 Hose reel kit- .50 X 50ft w poly guide
Boom support
1 51718847 Boom supt-adj 1014/2015 a-bolt
Hyd installation kit
1 93724427 Instl kit-CRN&CAS40P wo WD D1
Reservoir
1 91723963 Hydraulic reservoir
PTOs pumps valves
1 FDWP Ford diesel PTO w pump
1 73540597 VALUE-ASSY-P.FLOW CNTRL 10 GPM 3000 PSI
Speed control
1 77441655 ETC MY2017 FORD SD SPD CTRL
Application options
1 CAMERA Backup camera
Body paint
CONDTHON&The prices and terms on this quotation are not subject to verbal changes or other agreements unless approved in writing by the Home Office of the Seller.All quotations and
agreements are contingent upon strikes,accidents,fires,availability of materials and all other causes beyond our control.Prices are based on costs and conditions existing on date of quotation and are
subject to change by the Seller before final acceptance.Quote valid for 30 days.All quotations are contingent upon compliance with all of the export laws and regulations of the United States.H any
such law or regulation cannot be complied with,or if this equipment is prohibited from being exported at any time by the United States Government,this quotation and/or subsequent order(s)received
or accepted become null and void.
Truck Utilities Inc. Equipment Proposal
TRUCoK UTI Lrrl IS 2370 English St. Date: 12/8/2016
St.Paul,MN 55109 Quote#:City of Shorewood DOM 11015 All Hydraulic
Phone:651-484-3305 Version:4
Fax:651-484-0076 Page 3 of 4
1 DOMPAINTA Paint-class A Dom
Crane
1 Crane Crane
Axalta Elite Shield Bed Liner
1 AXLBF9 Axalta ES loadbed floor 9ft
1 AXLBWDI9RRS Axalta ES loadbed walls D1-DSC 9 RRsd
D
1 AXBH Axalta ES front bulkhead in loadbed
Body Option Option Value
Unit Shipping State Complete Install
Chassis type Ford F550 Diesel/Auto Trans 19500
GV W
Is the chassis model year 2017 Yes,chassis model year is 2017
Chassis ETA Date 12/30/2016
4x2 or 4x4 Transmission 4x4
Crane/Compressor Hydraulic crane and compressor
Backup Camera Yes,chassis has a backup camera.
Install Camera Install camera
Which crane do you require? 1015
Boom Length 15 ft
Crane mounting holes 1015
Lube skid tie down rings No
Class A paint colors White
Paint Code Ford White
Model 1015 telescopic hydraulic crane rated at 10,500 ft-lb(1.46 tm)and features a 15' (4.57 m)horizontal reach,
400 degree rotation, double-acting cylinders with integral holding and/or counterbalance valves, four-spool
remote control valve, optional radio remote control, return filters, crane hook, snatch block, anti-two-block
device,hydraulic overload shutdown system,decals,and installation kit.
QTY PART# DESCRIPTION
Crane
1 1 H 1 M 1015 1015 extension-one hydraulic/one manual
Controls
CONDTHON&The prices and terms on this quotation are not subject to verbal changes or other agreements unless approved in writing by the Home Office of the Seller.All quotations and
agreements are contingent upon strikes,accidents,fires,availability of materials and all other causes beyond our control.Prices are based on costs and conditions existing on date of quotation and are
subject to change by the Seller before final acceptance.Quote valid for 30 days.All quotations are contingent upon compliance with all of the export laws and regulations of the United States.H any
such law or regulation cannot be complied with,or if this equipment is prohibited from being exported at any time by the United States Government,this quotation and/or subsequent order(s)received
or accepted become null and void.
Truck Utilities Inc. Equipment Proposal
TRUCoK UTI Lrrl IS 2370 English St. Date: 12/8/2016
St.Paul,MN 55109 Quote#:City of Shorewood DOM 11015 All Hydraulic
Phone:651-484-3305 Version:4
Fax:651-484-0076 Page 4 of 4
1 TCRADIO Proportional radio remote
1015/2020
Adapter Harness
1 77441463 Harness- SII crane to SIII DOM jumper
Crane Option Option Value
Do you require paint other than IMT white N0006? No
Boom Length 15 ft
QTY PART# DESCRIPTION
1 Rear Bumper DSC20 rear step style bumper in lieu of tailshelf style bumper
1 Boom Lights LED boom tip lights
1 Tail Light Boxes Additional tail light hole in tail light boxes to accommodate
amber strobes
1 Rear Strobe 4"round LED flush mount strobe in rear tail light boxes,pair
1 Upper Strobe Whelen R1PPA amber strobe mounted on headache rack center
1 Hitch Receiver style hitch with RV trailer socket
1 Camera Relocate chassis back-up camera
1 Inverter 1800 watt pure sine wave inverter, 15 amp continuous power.
Mount location to be determined
1 Key Rack Aluminu goal post style key rack with dividers,mounted on top
of left side pack.Keys need to clear chassis cab roof
Subtotals:
PRICE: $ 66,589.40
Delivered to custmer location. Price does not include any applicable tax.
SIGNATURE:
CUSTOMER SIGNATURE:
DATE:
CONDTHON&The prices and terms on this quotation are not subject to verbal changes or other agreements unless approved in writing by the Home Office of the Seller.All quotations and
agreements are contingent upon strikes,accidents,fires,availability of materials and all other causes beyond our control.Prices are based on costs and conditions existing on date of quotation and are
subject to change by the Seller before final acceptance.Quote valid for 30 days.All quotations are contingent upon compliance with all of the export laws and regulations of the United States.H any
such law or regulation cannot be complied with,or if this equipment is prohibited from being exported at any time by the United States Government,this quotation and/or subsequent order(s)received
or accepted become null and void.
#3F
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Star Lane and Star Circle Utility and Street Improvements,City Project 14-11—Change
Order No.3 Additional Work Request
Meeting Date: December 12, 2016
Prepared by: Paul Hornby
Reviewed by:
Attachments: Change Order No. 3, Resolution Approving Change Order No. 3.
Background:The City Council awarded the construction contract for Star Lane and Star Circle Utility and
Street Improvements Project(City Project 14-11), on May 26, 2015. The contractor has completed
construction operations.
During construction of the project, additional grading was necessary to ensure proper drainage within
the newly installed ditch on the north side of Smithtown Road west of Star Lane.
Valley Paving, Inc. has signed the change order detailing the additional work items after negotiation with
staff. The change order has been reviewed by staff with regard to the work scope and additional costs,
and recommends approval.
Financial or Budget Considerations: The project construction contract as bid was awarded by the
Council in the amount of$665,018.13. Change Order No. 1 and Change Order No. 2 were previously
approved by Council increasing the contract amount to$672,352.97 and delaying the contract
completion date to August 31, 2016. The total for Change Order 3 is$1,925.00 increasing the contract
amount to $674,277.97.
Work orders to date have increased the contract approximately 13.9%.
Recommendation/Action Requested: Staff recommends approval of the enclosed Resolution 16-
Approving Change Order No. 3.
Payment for this change order is included in Payment Voucher 5 and Final on the verified claims for this
Council meeting agenda.
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
CHANGE ORDER NO. 3
STAR LANE&STAR CIRCLE STREET&UTILITY IMPROVEMENT PROJECT NOVEMBER 14,2016
CITY OF SHOREWOOD,MN
WSB PROJECT NO.1459-97
OWNER: CONTRACTOR:
CITY OF SHOREWOOD VALLEY PAVING-SHAKOPEE
5755 COUNTRY CLOUB ROAD 8800 13TH AVENUE EAST
SHOREWOOD,MN 55331 SHAKOPEE,MN 55379
YOU ARE DIRECTED TO MAKE THE FOLLOWING CHANGES IN THE CONTRACT DOCUMENT DESCRIPTION:
ADDITIONAL DITCH GRADING ALONG NORTH SIDE OF SMITHTOWN ROAD WEST OF STAR LANE TO ENSURE PROPER
DRAINAGE.
IT IS UNDERSTOOD THAT THIS CHANGE ORDER INCLUDES ALL ADDITIONAL COSTS AND TIME EXTENSIONS WHICH ARE IN ANY WAY,SHAPE,OR
FORM ASSOCIATED WITH THE WORK ELEMENTS DESCRIBED ABOVE.
CHANGE IN CONTRACT PRICE: CHANGE IN CONTRACT TIME:
ORIGINAL CONTRACT PRICE: $665,018.13 ORIGINAL CONTRACT TIME: 6/30/2016
PREVIOUS CHANGE ORDERS: $7,334.84 NET CHANGE FROM PREVIOUS CHANGE ORDERS: 62 DAYS
CONTRACT PRICE PRIOR TO THIS CHANGE ORDER: $672,352.97 CONTRACT TIME PRIOR TO THIS CHANGE ORDER: 8/31/2016
NET INCREASE OF THIS CHANGE ORDER: $1,925.00 NET INCREASE OF CHANGE ORDER: NONE
CONTRACT PRICE WITH ALL APPROVED CHANGE ORDERS: $674,277.97 CONTRACT TIME WITH APPROVED CHANGE ORDERS 8/31/2016
RECOMMENDED BY: APPROVED BY:
PAUL HORNBY, PE, PROJECT MANAGER CONTRACTOR SIGNATURE
WSB&ASSOCIATES, INC. VALLEY PAVING-SHAKOPEE
ENGINEER CONTRACTOR
APPROVED BY:
CITY ENGINEER CITY ADMINISTRATOR
DATE DATE
K:1014 5 9-9 70L4 dminlConstruction AdminlChange Ordersl
Page 1 of 1 Copy of 1459-97 CO3 111416CO 3
CHANGE ORDER NO. 3 DETAIL
STAR LANE&STAR CIRCLE STREET&UTILITY IMPROVEMENT PROJECT NOVEMBER 14,2016
CITY OF SHOREWOOD, MN
WSB PROJECT NO. 1459-97
ADDED ITEMS
Item No. Mat.No. Description Qty Unit Price Extended Amount
2105.601 SITE GRADING L S 1 $1,925.00 $1,925.00
TOTAL ADDED ITEMS CHANGE ORDER NO. 3 $1,925.00
DELETED ITEMS
Item No. Mat.No. Description Qty Unit Price Extended Amount
TOTAL DELETED ITEMS CHANGE ORDER NO. 3 $0.00
KM1459-97MAdmiMConstruction AdmiMChange Orders)
Page 1 of 1 Copy of 1459-97 CO3 111416CO 3 Detail
CITY OF SHOREWOOD
RESOLUTION NO. 16 -
A RESOLUTION APPROVING CHANGE ORDER NO. 3 FOR
STAR LANE AND STAR CIRCLE UTILITY AND STREET IMPROVEMENTS
CITY PROJECT 14-11
WHEREAS, the City of Shorewood Council awarded the contract for the Star Lane and
Star Circle Utility and Street Improvements Project (City Project 14-11), on May 26, 2015 to Valley
Paving, Inc. of Shakopee, Minnesota; and
WHEREAS, Change Order No. 1 and Change Order No. 2 were necessary to construct the
improvements and associated work previously recommended by staff and approved by the City
Council; and
WHEREAS, Change Order No. 1 increased the project construction costs in the amount of
$7,334.84, from the original contract amount of$665,018.13 to $672,352.97; and
WHEREAS, Change Order No. 2 extended the project completion date to August 31, 2016,
from the original contract completion date of June 30, 2016; and
WHEREAS, Change Order No. 3 is necessary to construct the drainage ditch along the
north side of Smithtown Road west of Star Lane to allow adequate drainage from the newly
installed storm sewer to the existing wetland; and
WHEREAS, Change Order No. 3 will increase the project construction costs in the amount
of$1,925.00 to $674,277.97;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood,
Minnesota:
1. Change Order No. 3 in the amount of$1,925.00 is hereby approved.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 12th
day of December, 2016.
ATTEST: Scott Zerby, Mayor
Jean Panchyshyn, City Clerk
#3G
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Accept Constructed Improvements and Authorizing Final Payment for the
Star Lane and Star Circle Street and Utility Improvements,City Project 14-11
Meeting Date: December 12, 2016
Prepared by: Paul Hornby
Reviewed by:
Attachments: Resolution, Final Payment Summary
Background:The City Council awarded the construction contract for Star Lane and Star Circle Street and
Utility Improvements Project, City Project 14-11, on May 26, 2015. The Star Lane and Star Circle Street
and Utility Improvements included sanitary sewer inflow and infiltration improvements,watermain
extension, street reconstruction, storm sewer and restoration.
Valley Paving Inc. has completed the scheduled work in general conformance with the Contract
documents and has requested final payment. The City Engineer has determined that the project is
complete and final payment is appropriate.
Valley Paving has submitted the two-year Maintenance Bond, Minnesota Form IC-134 Withholdings
Affidavit, lien waivers and the signed request for final payment.
A Resolution Accepting Improvements for the Star Lane and Star Circle Street and Utility Improvements
Project, City Project 14-11, and Authorizing Final Payment is included for Council consideration of
approval.
Financial or Budget Considerations: The Capital Improvement Plan budget in the Street Reconstruction,
Sewer,watermain, and Stormwater Management Funds is$785,480 for construction and $1,076,000 for
overall project costs. The bid awarded to Valley Paving Inc. with a total of$665,018.13 and the final
project construction amount is$608,480.13.
The amount remaining for payment with Payment Request No. 5/Final is$64,055.86.
Recommendation/Action Requested: Staff recommends approval of the Resolution Accepting
Improvements for the Star Lane and Star Circle Street and Utility Improvements Project, City Project 14-
11 and Authorizing Final Payment to Valley Paving Inc. in the amount of$64,055.86.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
CITY OF SHOREWOOD
RESOLUTION NO. 16-
A RESOLUTION ACCEPTING IMPROVEMENTS
AND AUTHORIZING FINAL PAYMENT FOR
STAR LANE AND STAR CIRCLE UTILITY AND STREET IMPROVEMENTS
CITY PROJECT 14-11
WHEREAS, the City of Shorewood Council awarded the contract for the Star
Lane and Star Circle Utility and Street Improvements Project (City Project 14-11), on
May 26, 2015 to Valley Paving, Inc. of Shakopee, Minnesota; and
WHEREAS, the Contractor has completed the project work and has requested
City acceptance of the project and final payment for the work performed and documented
to date; and,
WHEREAS, the City Engineer has made final inspection of the project and
recommends acceptance and final payment be made by the City.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of
Shorewood as follows:
The City hereby accepts the work completed pursuant to said contract and
authorizes final payment to the Contractor, and all warranties shall commence as of the
date of substantial completion, June 30, 2016.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 12th day of December, 2016.
ATTEST: Scott Zerby, Mayor
Jean Panchyshyn, City Clerk
Pay Voucher Page 1 of 6
Owner: City of Shorewood Date: 11/14/2016
5755 Country Club Road
Shorewood, MN 55331-8926
For Period: 2/23/2016 to 11/14/2016 Request No.: 5& FINAL
WSB Contractor: Valley Paving -Shakopee
8800 13th Ave. East
Shakopee, MN 55379
Pay Voucher
SHOR-2015 Star Ln/Cir Improvements
Client Contract No.:
Project No.: 01459-97
Client Project No.:
Protect Summary
1 Original Contract Amount $665,018.13
2 Contract Changes-Addition $9,259.84
3 Contract Changes-Deduction $0.00
4 Revised Contract Amount $674,277.97
5 Value Completed to Date $608,480.13
6 Material on Hand $0.00
7 Amount Earned $608,480.13
8 Less Retainage $0.00
9 Subtotal $608,480.13
10 Less Amount Paid Previously $544,424.27
11 Liquidated Damages $0.00
12 AMOUNT DUE THIS PAY VOUCHER NO. 5& FINAL $64,055.86
1 HEREBY CERTIFY THAT A FINAL EXAMINATION HAS BEEN MADE OF THE ABOVE NOTED CONTRACT, THAT THE CONTRACT HAS
BEEN COMPLETED, THAT THE ENTIRE AMOUNT OF WORK SHOWN IN THE FINAL VOUCHER HAS BEEN PERFORMED AND THE
TOTAL VALUE OF THE WORK PERFORMED IN ACCORDANCE WITH, AND PURSUANT TO, THE TERMS OF THE CONTRACT IS AS
SHOWN IN THIS FINAL VOUCHER.
Recommended for Approval by: Construction Observer:
WSB&Associates, Inc.
Approved by Contractor: Approved by Owner:
Valley Paving -Shakopee City of Shorewood
Specified Contract Completion Date: Date:
8/30/2016
Comment:
Pay Voucher Page 2 of 6
Project Material Status
Item Item Description Units Unit Price Contract Quantity Current JAmount to
No. Quantity to Date Quantity Date
Schedule A-Surface Improvements
1 2021.501 MOBILIZATION LS $22,215.00 1 1 0 $22,215.00
2 2101.501 CLEARING ACRE $10,300.00 0.07 0.07 0 $721.00
3 2101.502 CLEARING TREE $257.50 19 16 0 $4,120.00
4 2101.506 GRUBBING ACRE $10,300.00 0.07 0.07 0 $721.00
5 2101.507 GRUBBING TREE $128.75 19 16 0 $2,060.00
6 2104.501 REMOVE TIMBER BARRIER RAIL L F $0.01 10 11 0 $0.11
7 2104.505 REMOVE BITUMINOUS DRIVEWAY PAVEMENT S Y $4.50 370 315 90 $1,417.50
8 2104.505 REMOVE BITUMINOUS PAVEMENT S Y $2.69 3600 3540 0 $9,522.60
9 2104.509 REMOVE SIGN EACH $77.25 3 3 0 $231.75
10 2104.509 REMOVE MAIL BOX SUPPORT EACH $51.50 2 1 0 $51.50
11 2104.513 SAWING BITUMINOUS PAVEMENT L F $4.87 340 273 34 $1,329.51
12 2104.521 SALVAGE FENCE L F $4.50 270 259 0 $1,165.50
13 2104.523 SALVAGE YARD LIGHT EACH $256.00 1 1 0 $256.00
14 2104.601 SALVAGE AND REINSTALL LANDSCAPE STRUCTURES LUMP SUM $536.00 1 1 0 $536.00
15 2104.602 SALVAGE AND REINSTALL MAILBOX EACH $51.50 15 14 0 $721.00
16 2104.618 SALVAGE& REINSTALL BRICK PAVER S F $25.50 320 147 0 $3,748.50
17 2105.501 COMMON EXCAVATION (P) C Y $22.75 3650 3780 0 $85,995.00
18 2105.507 SUBGRADE EXCAVATION C Y $27.75 370 0 0 $0.00
19 2105.522 SELECT GRANULAR BORROW(CV) C Y $26.50 2700 2774 0 $73,511.00
20 2105.604 GEOTEXTILE FABRIC TYPE V S Y $1.06 4100 4091 0 $4,336.46
21 2112.501 SUBGRADE PREPARATION RDST $149.75 10 10 0 $1,497.50
22 2123.610 STREET SWEEPER (WITH PICKUP BROOM) HOUR $119.00 20 11 2 $1,309.00
23 2130.501 WATER MGAL $19.75 20 0 0 $0.00
24 2211.501 AGGREGATE BASE CLASS 5 TON $22.75 1700 2025.29 0 $46,075.35
25 2357.502 BITUMINOUS MATERIAL FOR TACK COAT GAL $3.32 190 350 325 $1,162.00
26 2360.501 TYPE SP 9.5 WEARING COURSE MIX(2,C) TON $76.53 420 347.27 347.27 $26,576.57
27 2360.502 TYPE SP 12.5 NON WEAR COURSE MIX(2,C) TON $70.17 420 463.99 0 $32,558.18
28 2360.503 TYPE SP 9.5 WEARING COURSE MIX(2,C) 3.0"THICK SQ YD $23.22 370 315 90 $7,314.30
29 2504.602 IRRIGATION SYSTEM REPAIR EACH $383.00 2 3 0 $1,149.00
30 2505.601 UTILITY COORDINATION LUMP SUM $110.00 1 1 0 $110.00
31 2531.501 CONCRETE CURB &GUTTER DESIGN SURMOUNTABLE L F $12.26 2040 2029 0 $24,875.54
32 2540.602 MAIL BOX SUPPORT EACH $62.00 2 2 0 $124.00
33 2540.602 MAIL BOX(TEMPORARY) EACH $31.00 15 15 0 $465.00
34 2545.602 INSTALL SALVAGED YARD LIGHT EACH $256.00 1 1 0 $256.00
35 2557.602 REPAIR DOG FENCE EACH $383.00 1 1 0 $383.00
36 2563.601 TRAFFIC CONTROL LS $978.50 1 1 0 $978.50
37 2564.531 SIGN PANELS TYPE C S F $46.50 13 13 0 $604.50
38 2564.536 INSTALL SIGN PANEL TYPE SPECIAL EACH $360.50 2 2 0 $721.00
39 2571.501 CONIFEROUS TREE 8' HT B&B TREE $433.00 2 0 0 $0.00
40 2571.502 DECIDUOUS TREE 2.5" CAL B&B TREE $479.00 2 0 0 $0.00
41 2572.502 CLEAN ROOT CUTTING L F $8.00 100 0 0 $0.00
42 2573.502 SILT FENCE, TYPE MS L F $3.10 500 375 0 $1,162.50
43 2573.530 STORM DRAIN INLET PROTECTION EACH $73.00 12 0 0 $0.00
44 2573.533 SEDIMENT CONTROL LOG TYPE WOOD FIBER L F $3.10 500 50 0 $155.00
45 2573.602 TEMPORARY ROCK CONSTRUCTION ENTRANCE EACH $297.00 1 1 0 $297.00
46 2574.525 COMMON TOPSOIL BORROW C Y $25.75 50 78 78 $2,008.50
47 2575.502 SEED MIXTURE 33-261 LB $3.10 10 3.2 0 $9.92
48 2575.505 SODDING, TYPE LAWN (INCL TOPSOIL& FERT) S Y $8.86 3400 1257 0 $11,137.02
Pay Voucher Page 3 of 6
149 12575.5231 EROSION CONTROL BLANKETS CATEGORY 2 ISY 1 $3.101 7301 1291 0 $399.90
50 12575.5711 RAPID STABILIZATION METHOD 3 JMGAL 1 $0.011 1001 01 0 $0.00
Pay Voucher Page 4 of 6
Item Item Description Units Unit Price Contract Quantity to Current Amount to
No. Quantity Date Quantity Date
51 2575.604 SEEDING(INCL TOPSOIL& FERT) JACRE 1$2,317.50 0.15 0.03 0 $69.53
Totals For Section Schedule A-Surface Improvements: $374,058.24
Schedule B -Sanitary Sewer Improvements
52 2104.523 SALVAGE CASTING EACH $128.00 5 5 0 $640.00
53 2503.603 SEWER LINER SPOT REPAIR EACH $3,193.00 2 2 0 $6,386.00
54 2506.516 CASTING ASSEMBLY EACH $891.00 5 5 0 $4,455.00
55 2506.602 ADJUST FRAME& RING CASTING(SPECIAL) EACH $657.00 2 1 0 $657.00
56 2506.602 CHEMICAL GROUT MANHOLE EACH $1,236.00 1 1 0 $1,236.00
57 2506.602 CHIMNEY SEALS JEACH $163.00 5 4 0 $652.00
Totals For Section Schedule B-Sanitary Sewer Improvements: $14,026.00
Schedule C -Storm Sewer Improvements
58 2104.501 REMOVE SEWER PIPE (STORM) L F $9.75 100 44 0 $429.00
59 2105.601 SITE GRADING LS $3,331.00 1 1 0 $3,331.00
60 2105.604 GEOTEXTILE FABRIC TYPE IV S Y $2.80 50 30 0 $84.00
61 2451.609 GRANULAR FOUNDATION AND/OR BEDDING TON $34.00 300 0 0 $0.00
62 2501.521 28" SPAN CS PIPE-ARCH CULVERT L F $46.00 40 40 0 $1,840.00
63 2501.525 28" SPAN CAS PIPE-ARCH APRON EACH $784.00 2 2 0 $1,568.00
64 2501.525 28" SPAN RC PIPE-ARCH APRON EACH $1,031.00 1 1 0 $1,031.00
65 2501.602 TRASH GUARD FOR 28" SPAN PIPE APRON EACH $451.00 3 2 0 $902.00
66 2502.501 4" PRECAST CONCRETE HEADWALL EACH $228.00 3 2 0 $456.00
67 2502.521 4" PVC PIPE DRAIN L F $10.75 60 60 0 $645.00
68 2502.541 4" PERF PVC PIPE DRAIN L F $14.50 220 212 0 $3,074.00
69 2502.541 4" PERF PE PIPE DRAIN L F $14.75 1560 1130 62 $16,667.50
70 2502.602 4" PVC PIPE DRAIN CLEANOUT EACH $458.00 6 6 0 $2,748.00
71 2503.521 28" SPAN RC PIPE-ARCH SEWER CL IIA L F $58.75 560 556 0 $32,665.00
72 2503.541 12" RC PIPE SEWER DES 3006 CL V L F $29.00 180 178 0 $5,162.00
73 2503.541 15" RC PIPE SEWER DES 3006 CL V L F $32.25 150 147 0 $4,740.75
74 2506.501 CONST DRAINAGE STRUCTURE DES 48-4020 L F $414.00 13 12.5 0 $5,175.00
75 2506.501 CONST DRAINAGE STRUCTURE DES 60-4020 L F $588.00 5 4 0 $2,352.00
76 2506.501 CONST DRAINAGE STRUCTURE DES 72-4020 L F $550.00 28 23 0 $12,650.00
77 2506.502 CONST DRAINAGE STRUCTURE DESIGN SPECIAL EACH $1,414.00 5 5 0 $7,070.00
78 2506.516 CASTING ASSEMBLY EACH $683.00 9 12 0 $8,196.00
79 2511.501 RANDOM RIPRAP CLASS II C Y $104.75 10 8 0 $838.00
80 2511.501 RANDOM RIPRAP CLASS III C Y $104.75 20 14 0 $1,466.50
81 2531.604 CONCRETE DRAINAGE FLUME S Y $98.00 10 4 0 $392.00
82 2573.602 DITCK BLOCK EACH $747.00 1 1 0 $747.00
Totals For Section Schedule C-Storm Sewer Improvements: $114,229.75
Alternate 1 -Water Main Improvements
83 2021.501 MOBILIZATION LS $1,454.00 1 1 0 $1,454.00
84 2104.501 REMOVE WATER MAIN L F $29.00 20 0 0 $0.00
85 2104.509 REMOVE GATE VALVE & BOX EACH $116.00 1 0 0 $0.00
86 2104.523 SALVAGE HYDRANT&VALVE EACH $867.00 1 0 0 $0.00
87 2105.601 DEWATERING LS $606.00 1 0 0 $0.00
88 2451.509 AGGREGATE BEDDING(CV) C Y $59.25 40 0 0 $0.00
89 2504.602 CONNECT TO EXISTING WATER MAIN EACH $1,156.00 1 1 0 $1,156.00
90 2504.602 HYDRANT EACH $4,856.00 3 3 0 $14,568.00
91 2504.602 1" CORPORATION STOP EACH $195.00 13 15 0 $2,925.00
92 2504.602 6" GATE VALVE & BOX EACH $1,475.00 4 3 0 $4,425.00
93 2504.602 8" GATE VALVE & BOX EACH $2,040.00 1 0 0 $0.00
94 2504.602 6" SADDLE EACH $103.00 2 2 0 $206.00
Pay Voucher Page 5 of 6
Item Item Description Units Unit Price Contract Quantity to Current Amount to
No. Quantity Date Quantity Date
95 2504.602 1" CURB STOP& BOX EACH $260.00 13 15 0 $3,900.00
96 2504.602 INSTALL SALVAGED HYDRANT EACH $1,068.00 1 0 0 $0.00
97 2504.603 1"TYPE K COPPER PIPE L F $28.15 460 492 0 $13,849.80
98 2504.603 6"WATERMAIN DUCTILE IRON CL 52 W/POLYWRAP L F $42.25 250 239 0 $10,097.75
99 2504.603 8"WATERMAIN DUCTILE IRON CL 52 W/POLYWRAP L F $51.00 780 764 0 $38,964.00
100 2504.604 4" POLYSTYRENE INSULATION S Y $63.15 30 25 0 $1,578.75
101 2504.608 DUCTILE IRON FITTINGS LB $3.10 1300 1220 0 $3,782.00
Totals For Section Alternate 1 -Water Main Improvements: $96,906.30
Change Order 1
102 12451.609 1 ROCK STABILIZATION ITON 1 $29.80 182.49 182.491 0 $5,438.20
103 12506.5021CONE SECTION (48" DIA-SANITARY) I EACH 1$1,896.64 1 11 0 $1,896.64
Totals For Change Order 1: $7,334.84
Change Order 3
104 12105.601 ISITE GRADING ILS 1$1,925.001 1 1 1 1 1 $1,925.00
Totals For Change Order 3: $1,925.00
Project Totals: $608,480.13
Pay Voucher Page 6 of 6
Project Payment Status
Owner: City of Shorewood
Client Project No.:
Client Contract No.:
Project No.: 01459-97
Contractor: Valley Paving -Shakopee
Contract Chan es
No. Type Date Description Amount
CO1 Change Order 2/22/2016 Necessary changes to contract $7,334.84
CO2 Change Order 7/19/2016 Extend Contract Time $0.00
CO3 Change Order 11/14/2016 Site Grading $1,925.00
Change Order Totals: $9,259.84
Pa ment Summar
No. From Date To Date Payment Total Retainage Per Total Total Payment+ Work Certified Total Work
Payment Payment Retainage Retainage Per Payment Certified
1 7/1/2015 8/19/2015 $187,533.57 $187,533.57 $9,870.19 $9,870.19 $197,403.76 $197,403.76 $197,403.76
2 8/20/2015 9/22/2015 $264,610.62 $452,144.19 $13,926.87 $23,797.06 $475,941.25 $278,537.49 $475,941.25
3 9/23/2015 10/29/2015 $59,753.68 $511,897.87 $3,144.93 $26,941.99 $538,839.86 $62,898.61 $538,839.86
4 110/30/201512/22/2016 1 $32,526.40 $544,424.27 $1,711.92 $28,653.91 $573,078.18 $34,238.32 $573,078.18
5 & 2/23/2016 11/14/2016 $64,055.86 $608,480.13
FINAL ($28,653.91) $0.00 $608,480.13 $35,401.95 $608,480.13
Payment Totals: $608,480.13 $0.00 $608,480.13 $608,480.13
Project Summary
Material On Hand: $0.00
Total Payment to Date: $608,480.13 Original Contract: $665,018.13
Total Retainage: $0.00 Contract Changes: $9,259.84
Total Amount Earned: $608,480.13 Revised Contract: $674,277.97
#3H
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Accept Constructed Improvements and Authorizing Final Payment for the
2016 Pavement Marking Project,City Project 16-02
Meeting Date: December 12, 2016
Prepared by: Paul Hornby
Reviewed by:
Attachments: Resolution, Final Payment Summary
Background:
The City awarded the 2016 Pavement Marking Project, City Project 16-02, to Sir Lines-A-Lot at the
regular City Council meeting on April 25, 2016. The 2016 Pavement Marking Project consisted of
roadway and parking lot striping, crosswalks, stop bars and directional pavement messages such as turn
arrows. In addition to the pavement markings performed in previous years, Eureka Road was included
with the 2016 Pavement Marking Project to address traffic concerns. Improvements along Eureka Road
included fog lines along both sides of the roadway and centerline striping.
Sir Lines-A-Lot has completed the scheduled work in general conformance with the Contract documents
and has requested final payment. The City Engineer has determined that the project is substantially
complete and final payment is appropriate.
Sir Lines-A-Lot has submitted the Minnesota Form IC-134 Withholdings Affidavit and the signed request
for final payment.
A Resolution Accepting Improvements for the 2016 Pavement Marking Project, City Project 16-02, and
Authorizing Final Payment is included for Council consideration of approval.
Financial or Budget Considerations:
The quote was awarded to Sir Lines-A-Lot in the amount of$19,777.70 and the final project construction
amount is$21,489.09.
The amount remaining for payment with Payment Request No. 1/Final is$21,489.09.
Recommendation/Action Requested:
Staff recommends approval of the Resolution Accepting Improvements for the 2016 Pavement Marking
Project, City Project 16-02, and Authorizing Final Payment to Sir Lines-A-Lot in the amount of
$21,489.09.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
CITY OF SHOREWOOD
RESOLUTION NO. 16 -
A RESOLUTION ACCEPTING IMPROVEMENTS
AND AUTHORIZING FINAL PAYMENT FOR
2016 PAVEMENT MARKING PROJECT
CITY PROJECT NO. 16-02
WHEREAS, on April 25, 2016, the City of Shorewood entered into a contract
with Sir Lines-A-Lot, for City Project 16-02 for the 2016 Pavement Marking Project; and,
WHEREAS, the Contractor has substantially completed the project work and has
requested City acceptance of the project and final payment for the work performed and
documented to date; and,
WHEREAS, the City Engineer has made final inspection of the project and
recommends acceptance and final payment be made by the City.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of
Shorewood as follows:
The City hereby accepts the work completed pursuant to said contract and
authorizes final payment to the Contractor.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 12th day of December, 2016.
ATTEST: Scott Zerby, Mayor
Jean Panchyshyn, City Clerk
Pay Voucher Pagel of 3
Owner: City of Shorewood Date: 11/14/2016
5755 Country Club Road
Shorewood, MN 55331-8926
For Period: 4/25/2016 to 11/14/2016 Request No.: 1 & FINAL
WSB Contractor: Sir Lines-A-Lot
2400 E 26th Street
Minneapolis, MN 55406
Pay Voucher
SHOR-2016 Pavement Marking Project
Client Contract No.:
Project No.: 02925-07
Client Project No.:
Project Summary
1 Original Contract Amount $19,777.70
2 Contract Changes -Addition $0.00
3 Contract Changes - Deduction $0.00
4 Revised Contract Amount $19,777.70
5 Value Completed to Date $21,489.09
6 Material on Hand $0.00
7 Amount Earned $21,489.09
8 Less Retainage $0.00
9 Subtotal $21,489.09
10 Less Amount Paid Previously $0.00
11 Liquidated Damages $0.00
12 AMOUNT DUE THIS PAY VOUCHER NO. 1 & FINAL $21,489.09
1 HEREBY CERTIFY THAT A FINAL EXAMINATION HAS BEEN MADE OF THE ABOVE NOTED CONTRACT, THAT THE
CONTRACT HAS BEEN COMPLETED, THAT THE ENTIRE AMOUNT OF WORK SHOWN IN THE FINAL VOUCHER HAS
BEEN PERFORMED AND THE TOTAL VALUE OF THE WORK PERFORMED IN ACCORDANCE WITH, AND PURSUANT TO,
THE TERMS OF THE CONTRACT IS AS SHOWN IN THIS FINAL VOUCHER.
Recommended for Approval by: Construction Observer:
WSB&Associates, Inc.
Approved by Contractor: Approved by Owner:
Sir Lines-A-Lot City of Shorewood
Specified Contract Completion Date: Date:
Comment:
Pay Voucher Page 2 of 3
Project Material Status
Item Item Description Units Unit Price Contract Quantity to Current Amount to
No. Quantity Date Quantity Date
SCHEDULE A- ROADWAY PAVEMENT MARKINGS
1 2021.501 MOBILIZATION LS $1,000.00 1 1 1 $1,000.00
2 2582.501 PAVT MSSG PAINT S F $2.10 1000 840 840 $1,764.00
3 2582.502 4" SOLID LINE PAINT L F $0.07 54840 75689 75689 $5,298.23
4 2582.502 12" SOLID LINE PAINT L F $2.00 510 544 544 $1,088.00
5 2582.502 24" SOLID LINE PAINT L F $2.30 530 672 672 $1,545.60
6 2582.502 4" BROKEN LINE PAINT L F $0.07 550 0 0 $0.00
7 2582.502 4" DBLE SOLID LINE PAINT L F $0.14 45000 46591 46591 $6,522.74
8 2582.503 CROSSWALK PAINT S F $2.10 1400 1440 1440 $3,024.00
Totals For Section SCHEDULE A- ROADWAY PAVEMENT MARKINGS: $20,242.57
SCHEDULE B - PARKING LOT PAVEMENT MARKINGS
9 2582.502 4" SOLID LINE PAINT L F $0.24 2860 2548 2548 $611.52
10 2582.501 PAVT MSSG PAINT SF $1.50 90 90 90 $135.00
11 2021.501 MOBILIZATION LS $500.00 1 1 1 $500.00
Totals For SCHEDULE B- PARKING LOT PAVEMENT MARKINGS: $1,246.52
Project Totals: $21,489.09
Pay Voucher Page 3 of 3
Project Payment Status
Owner: City of Shorewood
Client Project No.:
Client Contract No.:
Project No.: 02925-07
Contractor: Sir Lines-A-Lot
Contract Changes
No. Type Date Description JAmount
Change Order Totals: $0.00
Payment Summary
No. From To Date Payment Total Retainage Total Total Payment Work Certified Total Work
Date Payment Per Payment Retainage + Retainage Per Payment Certified
1 & 4/25/2016 11/14/2016 $21,489.09 $21,489.09 $0.00 $0.00 $21,489.09 $21,489.09 $21,489.09
FINAL
Payment Totals: 1 $21,489.09 1 $0.00 $21,489.091 j $21,489.09
Project Summary
Material On Hand: $0.00
Total Payment to Date: $21,489.09 Original Contract: $19,777.70
Total Retainage: $0.00 Contract Changes: $0.00
Total Amount Earned: $21,489.09 Revised Contract: $19,777.70
#31
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Accept Constructed Improvements and Authorizing Final Payment for the
2016 Guard Rail Project
Meeting Date: December 12, 2016
Prepared by: Paul Hornby
Reviewed by:
Attachments: Resolution, Final Payment Summary
Background:
The City awarded the 2016 Guard Rail Project to Warning Lites at the regular City Council meeting on
October 24, 2016. The 2016 Guard Rail Project consisted of installation of new plate beam guard rail
with steel posts along Lake Linden Drive and Yellowstone Trail to provide safety to the traveling public
and to replace the existing deficient plate beam guard rail along Excelsior Boulevard.
Warning Lites has completed the scheduled work in general conformance with the Contract documents
and has requested final payment. The City Engineer has determined that the project is substantially
complete and final payment is appropriate.
Warning Lites has submitted the Minnesota Form IC-134 Withholdings Affidavit and the signed request
for final payment.
A Resolution Accepting Improvements for the 2016 Guard Rail Project and Authorizing Final Payment is
included for Council consideration of approval.
Financial or Budget Considerations:
The quote was awarded to Warning Lites in the amount of$24,930.20 and the final project construction
amount is$23,406.78.
The amount remaining for payment with Payment Request No. 1/Final is$23,406.78. .
Recommendation/Action Requested:
Staff recommends approval of the Resolution Accepting Improvements for the 2016 Guard Rail Project
and Authorizing Final Payment to Warning Lites in the amount of$23,406.78.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
CITY OF SHOREWOOD
RESOLUTION NO. 16 -
A RESOLUTION ACCEPTING IMPROVEMENTS
AND AUTHORIZING FINAL PAYMENT FOR
2016 GUARD RAIL PROJECT
WHEREAS, on October 24, 2016, the City of Shorewood entered into a contract
with Warning Lites, for the 2016 Guard Rail Project; and,
WHEREAS, the Contractor has substantially completed the project work and has
requested City acceptance of the project and final payment for the work performed and
documented to date; and,
WHEREAS, the City Engineer has made final inspection of the project and
recommends acceptance and final payment be made by the City.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of
Shorewood as follows:
The City hereby accepts the work completed pursuant to said contract and
authorizes final payment to the Contractor.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 12th day of December, 2016.
ATTEST: Scott Zerby, Mayor
Jean Panchyshyn, City Clerk
Pay Voucher Pagel of 3
Owner: City of Shorewood Date: 11/15/2016
5755 Country Club Road
Shorewood, MN 55331-8926
For Period: 10/24/2016 to 11/15/2016 Request No.: 1 & FINAL
WSB Contractor: Warning Lites of MN, Inc.
4700 Lyndale Ave. North
Minneapolis, MN 55430
Pay Voucher
SHOR-2015 General Engineering Services
Client Contract No.:
Project No.: 02925-05
Client Project No.:
Project Summary
1 Original Contract Amount $24,930.20
2 Contract Changes -Addition $0.00
3 Contract Changes - Deduction $0.00
4 Revised Contract Amount $24,930.20
5 Value Completed to Date $23,406.78
6 Material on Hand $0.00
7 Amount Earned $23,406.78
8 Less Retainage $0.00
9 Subtotal $23,406.78
10 Less Amount Paid Previously $0.00
11 Liquidated Damages $0.00
12 AMOUNT DUE THIS PAY VOUCHER NO. 1 & FINAL $23,406.78
1 HEREBY CERTIFY THAT A FINAL EXAMINATION HAS BEEN MADE OF THE ABOVE NOTED CONTRACT, THAT THE
CONTRACT HAS BEEN COMPLETED, THAT THE ENTIRE AMOUNT OF WORK SHOWN IN THE FINAL VOUCHER HAS
BEEN PERFORMED AND THE TOTAL VALUE OF THE WORK PERFORMED IN ACCORDANCE WITH, AND PURSUANT TO,
THE TERMS OF THE CONTRACT IS AS SHOWN IN THIS FINAL VOUCHER.
Recommended for Approval by: Construction Observer:
WSB&Associates, Inc.
Approved by Contractor: Approved by Owner:
Warning Lites of MN, Inc. City of Shorewood
Specified Contract Completion Date: Date:
Comment:
Pay Voucher Page 2 of 3
Project Material Status
Item Item Description Units Unit Price Contract Quantity to Current Amount to
No. I I I I Quantity I Date Quantity I Date
SCHEDULE A -EXCELSIOR BOULEVARD
1 2021.501 MOBILIZATION LS $1,350.00 1 1 1 $1,350.00
2 2104.501 REMOVE GUARDRAIL L F $3.00 310 276 276 $828.00
3 2554.501 TRAFFIC BARRIER DESIGN B8307 L F $20.02 310 276 276 $5,525.52
4 2563.601 ITRAFFIC CONTROL LS $1,040.501 11 11 1 $1,040.50
Totals For Section SCHEDULE A- EXCELSIOR BOULEVARD: $8,744.02
SCHEDULE B -LAKE LINDEN DRIVE AND YELLOWSTONE TRAIL
5 2021.501 MOBILIZATION ILS J$1,350.00 1 1 1 $1,350.00
6 2554.501 TRAFFIC BARRIER DESIGN B8307 L F 1 $20.02 650 613 613 $12,272.26
7 2563.601 TRAFFIC CONTROL I LS J$1,040.50 1 1 1 $1,040.50
Totals For SCHEDULE B- LAKE LINDEN DRIVE AND YELLOWSTONE TRAIL: $14,662.76
Project Totals: $23,406.78
Pay Voucher Page 3 of 3
Project Payment Status
Owner: City of Shorewood
Client Project No.:
Client Contract No.:
Project No.: 02925-05
Contractor: Warning Lites of MN, Inc.
Contract Changes
No. Type Date Description JAmount
Change Order Totals: $0.00
Payment Summary
No. From Date To Date Payment Total Retainage Total Total Payment Work Certified Total Work
Payment Per Payment Retainage + Retainage Per Payment Certified
1 & 10/24/2016 11/15/2016 $23,406.78 $23,406.78 $0.00 $0.00 $23,406.78 $23,406.78 $23,406.78
FINAL
Payment Totals: 1 $23,406.78 1 $0.00 $23,406.78 j $23,406.78
Project Summary
Material On Hand: $0.00
Total Payment to Date: $23,406.78 Original Contract: $24,930.20
Total Retainage: $0.00 Contract Changes: $0.00
Total Amount Earned: $23,406.78 Revised Contract: $24,930.20
#3J
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Minnetonka Country Club Financial Security Reduction Request
Meeting Date: December 12, 2016
Prepared by: Paul Hornby, City Engineer
Reviewed by: Brad Nielsen, Planning Director
Attachments: Review Memorandum
Policy Consideration:
Should the City Council authorize reduction of the financial security(letter of credit)for the Minnetonka
Country Club Development?
Background:
Mattamay Homes is constructing the first phase of the Minnetonka Country Club development and has
constructed the by-pass of the MCES interceptor sewer, sanitary sewer,watermain, storm sewer and
streets, in whole or in part. Mattamy has requested a reduction in the financial security in the form of a
letter of credit(LOC). Staff estimates that the construction work is approximately 60%complete with
work remaining primarily with the drainage system, streets,walks and trails.
The original LOC is in the amount of$4,234,000 and Mattamy has requested a reduction to
$1,064,178.59.
Financial or Budget Considerations:
The City determines the amount of the financial security required for the project, based upon the
construction costs for public infrastructure plus 150%. Staff has reviewed the work completed to date
and a reduction in the LOC to $1,077,600 is appropriate.
Options:
The Council has the following options to consider with the request to reduce the LOC:
1. Approve the reductions as recommended by staff
2. Take no action at this time
3. Provide other direction to staff
Recommendation/Action Requested:
Staff recommends Council approve the reduction in Mattamy's LOC from $4,234,000 to the
recommended amount of$1,077,600 by motion.
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
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WSB
AIIIIIIIIIIIIIIIIINEEM 477 Temperance Street St. Paul,MN 55101 (651)286-8450
December 7, 2016
Mr. Brad Nielsen
Planning Director
City of Shorewood
5755 Country Club Road
Shorewood, MN 55331
Re: Minnetonka Country Club Development
City Project No. 15-06
WSB Project No. 02925-120
Dear Mr. Nielsen:
On November 22, 2016, Mattamy Corporation requested a reduction in their financial security, Letter of
Credit (LOC)for public improvements constructed within the Minnetonka Country Club. The original
amount of the LOC is $4,234,000 and Mattamy requests reduction to $1,064,178.59.
We have reviewed the information provided by Mattamy and the sanitary sewer, watermain, storm sewer,
drainage system, streets, walks and trail improvements constructed to date and a reduction in the LOC to
$1,077,600 is appropriate.
Please do not hesitate to contact me with any questions.
Sincerely,
WSB &Associates, Inc.
Paul Hornby, P.E.
City Engineer
Enclosures
pth
Building a legacy—your legacy.
Equal Opportunity Employer I wsbeng.com
K:\02925-120\Admin\Docs\LTR_PTH-BNielsen-120716-Mattamy LOC Reduction No 1.docx
Hey kids ages 3-11: enter the Arctic Fever 2017 Coloring Contest
January 14 at 5:00 p.m. to the Excelsior Library, 337 Water Stre
the Excelsior Library. You may take your picture home after Jan.
Sponsored by the Friends of the Excelsior Library and Artworks A
Arctic Fever 2017
----------------------------------------------------------------
(Please Print) First Name _______________ Last Name _______________
Age ___ Phone _______________ (This will be cut off before hanging)
#10A
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Accepting the 2017-2021 Capital Improvement Program and 2017 Enterprise
Budgets
Meeting Date: December 12, 20116
Prepared by: Bruce DeJong, Finance Director
Reviewed by: Greg Lerud, City Administrator
Attachments: Resolution
CIP Projects by Funding Source
Capital Project Fund Budgets
Enterprise Fund Budgets
Please find attached for your approval the recommended budgets for the City's enterprise and capital
funds.The budgets are presented based on Council direction from the November work sessions.
Capital Projects for 2017-2021
The capital project sheets are essentially unchanged from the previous presentation. These plans over
the next five years represent staff's best estimate of when projects are needed and how much they will
cost.
Enterprise Fund Budgets
The Enterprise Fund budgets have not changed since the last presentation. The budget format is one in
which the depreciation expense is listed and not the capital outlays. This format tracks our annual
financial reporting process to maintain comparability. The Water Fund assessment revenue was
changed to represent the assessments made to Star Lane and Circle.
Financial or Budget Considerations:
The adoption of these budgets does not limit the City Council's ability to modify spending priorities or
authorizations throughout the year.
Options:
The City Council may choose to:
1. Adopt the enterprise budgets and CIP as presented;
2. Make additional changes and adopt the amended budgets and CIP;
3. Do not adopt any budgets or CIP and require staff to present justification and individual
authorization for each expenditure or project.
Recommendation/Action Requested:
Staff recommends that the City Council adopt the budget and CIP resolution as submitted by staff.
Next Steps:
We recommend that the City Council review the long-range financial plan funding projections at the
Council's annual retreat.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
CITY OF SHOREWOOD
RESOLUTION NO. 16-
ADOPTING THE 2017-2021 CAPITAL IMPROVEMENT PLAN, CAPITAL PROJECT
FUND BUDGETS, AND 2017 ENTERPRISE BUDGETS
WHEREAS, City staff have presented the preliminary CIP and 2017 budgets at work
sessions through November, 2016; and
WHEREAS, the City Council has reviewed the CIP and budgets and made modifications to
each that reflect desired community service levels; and
WHEREAS, these budgets represent a reasonable estimate of what needs to be spent to
provide the desired service level;
NOW, THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SHOREWOOD AS FOLLOWS:
I. The 2017-2021 Capital Improvement Plan is hereby adopted as presented.
2. The Park Improvement, Equipment Replacement, Street Reconstruction, MSA, Trail
Construction, and Community Infrastructure budgets are hereby adopted as
presented.
3. The Water, Sewer, Recycling, and Storm Water budgets are hereby adopted as
presented.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 12th day of
December, 2016.
ATTEST: Scott Zerby, Mayor
Jean Panchyshyn, City Clerk
Source Project# Priority
1402 - Park Improvements
Freeman Plaza
P0100
Freeman North Playground Equipment
P0102
Freeman South Parking Lot
P0103
Freeman Skating Lights, Warming House & Grading
P0104
Cathcart Park - Resurface Tennis /Basketball Courts
P0200
Cathcart Park Hockey Boards
P0201
Cathcart Park Tot Lot
P0202
Badger Park - Phase I
P0300
Badger Park Tennis Courts
P0301
Badger Park - Phase 2
P0302
Manor Park - Shelter Outside Floor & Stoops
P0402
Silverwood Park - Resurface 1/2 court
P0500
Skate Park Rehab for Pickleball
P0600
402 - Park Improvements Total
40,000
x403 - Equipment Replacement Fund
UTV - replace unit 34
034
Tractor - Ford 3910
035
Flatbed - 4 x 2 Replace unit 49
049
Trailer 18' replace unit 59
059
Sand Pro 3000 - replace Unit 64
064
Trailer 12' replace unit 69
069
Groundsmaster Mower- Toro 328D - replace unit 75
075
Pickup 44 - Replace Unit 78
078
Mower - Replace Unit 86
086
2010 44 Ford F350
090
Groundsmaster Mower replace unit 93
093
Skid Steer - replace unit 97
097
Cab for mower - replace A02
A02
Ag Tractor & Flail Mower
A06
Attach - Plow for Groundmaster
A08
Engine/Transmission Analysis Station
A09
Replace Sander
A10
South Shore Community Center
PF -11 -01
Public Works Roof
PF -12 -01
Color Copier Replacement
T -13 -03
800 Mhz Radio Replacement
T -19 -01
Computer Upgrades
T -99 -99
403 - Equipment Replacement Fund
Total
2
2017 2018 2019 2020 2021 Total
5
5,000
5,000
4
100,000
100,000
5
60,000
60,000
5
40,000
40,000
1
9,000
9,000
18,000
3
150,000
150,000
5
100,000
100,000
3
400,000
400,000
2
200,000
9,500
209,500
n/a
747,000
747,000
1
5,400
5,400
2
2,500
2,500
5,000
3
50,000
50,000
550,000
311,500
752,000
255,400
21,000
1,889,900
5
14,100
14,100
5
55,300
55,300
5
39,200
39,200
5
15,700
15,700
2
9,000
9,000
5
5,000
5,000
2
27,100
27,100
3
27,800
27,800
4
32,000
32,000
5
33,600
33,600
5
28,000
28,000
5
37,600
37,600
3
7,600
7,600
4
41,200
41,200
4
6,200
6,200
n/a
4,500
4,500
3
9,500
9,500
n/a
43,000
41,000
2,000
86,000
n/a
81,000
81,000
2
10,000
10,000
2
9,500
9,800
10,100
29,400
1
10,000
10,000
10,000
10,000
10,000
50,000
204,600
136,300
119,000
88,200
101,700
649,800
Thursday, December 08, 2016
Source Project# Priority 2017 2018 2019 2020 2021 Total
404 - Street Reconstruction Fund
Summit Avenue
LR -15 -06
5
32,000
200,000
200,000
Total
32,000
Amlee Road
LR -16 -01
5
Galpin Lake Rd Sidewalk
T003 1 1,330,000
1,330,000
Strawberry Lane & W 62nd
332,000
332,000
Manitou Lane
LR -16 -04
5
601 - Water Fund
Air Compressor - Replace unit 38
317,000
317,000
Glen Road East
LR -16 -07
5
1,024,000
1,024,000
Echo Road
LR -17 -01
5
71,000
71,000
Howards Point Road
LR -17 -02
5
180,000
180,000
Kathleen Court
LR -17 -03
5
22,000
22,000
Oak Ridge Circle
LR -17 -04
5
29,000
29,000
Riviera Lane
LR -17 -05
5
371,000
371,000
Shorewood Lane
LR -17 -06
5
455,000
455,000
Mann Lane
LR -18 -01
5
444,000
444,000
Maple Street
LR -18 -02
5
100,000
100,000
Bayswater Road
LR -19 -01
5
100,000
100,000
Boulder Circle
LR -19 -02
5
49,000
49,000
Christmas Lane W
LR -19 -03
5
32,000
32,000
Lilac Lane
LR -19 -05
5
46,000
46,000
Strawberry Lane & W 62nd
LR -19 -06
5
1,140,000
1,140,000
Vine Street
LR -19 -07
5
33,000
33,000
Eureka Road N
LR -19 -08
5
260,000
260,000
Birch Bluff Road
LR -20 -01
5
107,000
107,000
Excelsior Blvd
LR -20 -02
5
19,000
19,000
Seamans Drive
LR -20 -03
5
629,000
629,000
West Lane
LR -20 -04
5
32,000
32,000
Christmas Lane E
LR -21 -01
5
21,000
21,000
Christmas Lake Road
LR -21 -02
5
107,000
107,000
Country Club Road
LR -21 -03
5
95,000
95,000
Shady Island Circle, Point & Road
LR -23 -01
5
116,000
116,000
Shady Island Trail
LR -23 -02
5
128,000
128,000
Dellwood Lane
LR -24 -01
5
42,000
42,000
Enchanted Cove
LR -24 -02
5
24,000
24,000
Enchanged Drive
LR -24 -03
5
72,000
72,000
Enchanted Lane
LR -24 -04
5
127,000
127,000
Street Sign Replacement
LR -99 -001
2
7,500
7,800
8,100
8,400
8,700
40,500
Maintenance - Bituminous Sealcoating
LR -99 -100
1
184,000
238,000
305,000
274,000
255,000
1,256,000
404 - Street Reconstruction Fund Total 1,860,500 1,929,800 833,100 1,069,400 2,159,700 7,852,500
405 - MSA Road Reconstruction Fund
Vine Hill Road Intersection Improvements
MSA -1701 nla 200,000
200,000
405 - MSA Road Reconstruction Fund
200,000
200,000
Total
106 - Trails
Galpin Lake Rd Sidewalk
T003 1 1,330,000
1,330,000
Strawberry Lane & W 62nd
T007 1 852,000
852,000
406 - Trails Total
2,182,000
2,182,000
601 - Water Fund
Air Compressor - Replace unit 38
038 3
20,000 20,000
Dump Truck - replace unit 72
072 5 90,450
90,450
Thursday, December 08, 2016
Source Project# Priority
Pick -up - 4 x 4150 Replace Unit 80
080 5
Boulder Bridge Building
W -17 -01 3
Well House Water Meters
W -17 -02 3
SE Well Dehumidifier
W -17 -03 3
Boulder Bridge Well Motor
W -18 -01 3
Boulder Bridge Deumidifier
W -19 -01 3
601 - Water Fund Total
795,450
611 - Sanitary Sewer Fund
87,000
Dump Truck - replace unit 72
072 5
Lift Station 10 Rehab - 4773 Lakeway Terrace
SS -15 -01 3
Lift Station 20 Rehab - 26550 Noble Road
SS -16 -01 3
Lift Station 7 Rehab - 5600 Woodside Road
SS -16 -02 3
Lift Station 18 Rehab - 4996 Shady Island Point
SS -17 -01 3
Infiltration and Inflow Reduction
SS -99 -05 1
611 -Sanitary Sewer Fund Total
452,000
631 - Stormwater Management Fund
4" pump replace unit 50
050 5
Galpin Lake Rd Trail Stormwater
SS003 1
Amlee Road
STM -16 -01 4
Manitou Lane
STM -16 -02 4
Glen Road East
STM -16 -03 4
Riveria Lane
STM -17 -01 4
Shorewood Lane
STM -17 -02 4
Mann Lane
STM -18 -01 4
Maple St
STM -18 -02 4
Eureka Road N
STM -19 -01 4
Strawberry & W 62nd
STM -19 -02 4
Seamans Drive
STM -20 -01 4
631 - Stormwater Management Fund
Total
2017 2018 2019 2020 2021 Total
90,450
27,500
27,500
85,000
135,000
85,000
12,000 6,000
12,000 6,000
36,000
5,000
70,000 70,000 70,000 70,000 70,000
5,000
45,000
795,450
45,000
87,000
5,000
5,000
192,450 51,000
44,500 6,000 20,000
313,950
90,450
90,450
90,000
90,000
135,000
135,000
120,000
120,000
10,000
10,000
70,000 70,000 70,000 70,000 70,000
350,000
260,450 190,000 205,000 70,000 70,000
795,450
GRAND TOTAL 3,454,000 5,442,600 2,405,600 1,682,500 2,766,400 15,751,100
Thursday, December 08, 2016
45,500
45,500
230,000
230,000
78,000
78,000
75,000
75,000
241,000
241,000
87,000
87,000
99,000
99,000
105,000
105,000
24,000
24,000
452,000
452,000
283,000
283,000
148,000
148,000
186,000 642,000
452,000 193,500 394,000
1,867,500
GRAND TOTAL 3,454,000 5,442,600 2,405,600 1,682,500 2,766,400 15,751,100
Thursday, December 08, 2016
PARK CAPITAL IMPROVEMENT FUND
Fund: 402- Park Capital Outlay
REVENUES
Beginning Fund Balance
Park Dedication Fees
Interest Earnings"
Contributions / donations
Concession Sales
Grants
Miscellaneous revenue
Transfers in
TOTAL REVENUES
EXPENDITURES
OTHER SERVICES
Contractrual Services
Miscellaneous Charges
TOTAL OTHER SERVICES
CAPITAL OUTLAY
Machinery and Equipment
Other Improvements
TOTAL CAPITAL OUTLAY
Revenue - Over /(under)
Ending Fund Balance
Requested
Actual Actual Actual Budget Budget
2013 2014 2015 2016 2017
168,427
213,366
536,660
542,278
472,078
55,000
20,000
6,500
300,000
486,500
966
7,172
5,455
2,800
2,800
-
-
-
225,000
-
42,000
325,414
42,000
42,000
42,000
97,966
352,586
53,955
569,800
531,300
53,027
29,292
48,337
640,000
550,000
53,027
29,292
48,337
640,000
550,000
53,027
29,292
48,337
640,000
550,000
44,939
323,294
5,618
(70,200)
(18,700)
213,366 536,660 542,278 472,078 453,378
EQUIPMENT REPLACEMENT FUND
Fund: 403 - Equipment Replacement
CAPITAL OUTLAY
Machinery and Equipment 265,739 229,434 14,114 270,500 204,600
Other Improvements - - - - -
TOTAL CAPITAL OUTLAY 265,739 229,434 14,114 270,500 204,600
TOTAL EXPENDITURES
265,739
229,434
14,114
270,500
Requested
Actual
Actual
Actual
Budget
Budget
REVENUES
2013
2014
2015
2016
2017.
Beginning Fund Balance
613,693
413,263
264,324
515,436
352,036
Interest Earnings
6,809
5,495
4,029
2,100
2,100
Miscellaneous Income
-
-
-
-
-
Sale of Old Equipment
-
-
-
-
-
Transfers in
58,500
75,000
261,197
105,000
120,000
TOTAL REVENUES
65,309
80,495
265,226
107,100
122,100
EXPENDITURES
OTHER SERVICES
Engineering Fees
-
-
-
-
-
Contractual Services
-
Miscellaneous Services
-
Bank Charges
TOTAL OTHER SERVICES
-
-
-
-
-
CAPITAL OUTLAY
Machinery and Equipment 265,739 229,434 14,114 270,500 204,600
Other Improvements - - - - -
TOTAL CAPITAL OUTLAY 265,739 229,434 14,114 270,500 204,600
TOTAL EXPENDITURES
265,739
229,434
14,114
270,500
204,600
Revenue over /(under)
(200,430)
(148,939)
251,112
(163,400)
(82,500)
Ending Fund Balance
413,263
264,324
515,436
352,036
269,536
STREET RECONSTRUCTION FUND
Fund: 404 - Street Capital Outlay
REVENUES
Beginning Fund Balance
MSA Maintenance Money
Interest Earnings
Transfers in
Total Revenue
�, 41,1711i1114W
CAPITAL OUTLAY
Other Improvements
TOTAL CAPITAL OUTLAY
TOTAL EXPENDITURES
Revenue over /(under)
Ending Fund Balance
Requested
Actual Actual Actual Budget Budget
2013 2014 2015 2016 2017
1,760,337
2,143,328
1,536,672
1,453,048
1,725,148
9,013
22,741
10,337
7,300
8,600
714,000
725,000
813,924
755,000
770,000
723,013
747,741
824,261
762,300
778,600
340,022 1,354,397 907,885 490,200 1,860,500
340,022 1,354,397 907,885 490,200 1,860,500
340,022
1,354,397
907,885
490,200
1,860,505
382,991
(606,656)
(83,624)
272,100
(1,081,905)
2,143,328
1,536,672
1,453,048
1,725,148
643,243
MSA STREET CONSTRUCTION FUND
Fund: 405 - MSA Capital Outlay
REVENUES
Beginning Fund Balance
MSA Construction Money
Interest Earnings
Transfers in
Total Revenue
EXPENDITURES
MATERIALS & SUPPLIES
General Supplies
TOTAL MATERIALS & SUPPLIES
OTHER SERVICES
Miscellaneous Services
TOTAL OTHER SERVICES
TRANSFERS
Transfer to Trail Fund
TOTAL TRANSFERS
TOTAL EXPENDITURES
Revenue over /(under)
Ending Fund Balance
Requested
Actual Actual Actual Budget Budget
2013 2014 2015 2016 2017
133,937 127,101 127,387 127,019 119,619
- - - - 200,000
568 286 600 600
568 286 - 600 200,600
7,404
- 368
8,000
200,000
7,404
368
8,000
200,000
7,404 -
368
8,000
200,000
7,404
- 368
8,000
200,000
(6,836)
286 (368)
(7,400)
600
127,101 127,387 127,019 119,619 120,219
TRAIL CONSTRUCTION FUND
Fund: 406 - Trail Capital Outlay
EXPENDITURES
CAPITAL OUTLAY
Other Improvements
TOTAL CAPITAL OUTLAY
TOTAL EXPENDITURES
Revenue over /(under)
Ending Fund Balance
1,493,861 263,806 231,850 1,340,000
1,493,861 263,806 231,850 1,340,000 -
1,493,861
263,806
231,850
1,340,000 -
Requested
Actual
Actual
Actual
Budget
Budget
REVENUES
2013
2014
2015
2016
2017
Beginning Fund Balance
(34,576)
(52,437)
464,287
301,698
(317,824)
Interest Earnings
-
3,544
4,126
-
Grants
-
776,986
65,135
-
Abatement Bonds
-
-
-
-
1,000,000
Transfers in
1,476,000
-
-
720,478
-
Total Revenue
1,476,000
780,530
69,261
720,478
1,000,000
EXPENDITURES
CAPITAL OUTLAY
Other Improvements
TOTAL CAPITAL OUTLAY
TOTAL EXPENDITURES
Revenue over /(under)
Ending Fund Balance
1,493,861 263,806 231,850 1,340,000
1,493,861 263,806 231,850 1,340,000 -
1,493,861
263,806
231,850
1,340,000 -
(17,861)
516,724
(162,589)
(619,522) 1,000,000
(52,437) 464,287 301,698 (317,824) 682,176
COMMUNITY INFRASTRUCTURE FUND
Fund: 450 - Community -wide Capital Outlay
EXPENDITURES
OTHER SERVICES
Miscellaneous Services - 175,171 50,000 50,000
TOTAL OTHER SERVICES - 175,171 50,000 50,000
CAPITAL OUTLAY
Other Improvements
3,549
Requested
TOTAL CAPITAL OUTLAY
Actual
Actual
Actual
Budget
Budget
REVENUES
2013
2014
2015
2016
2017
Beginning Cash Balance
1,842,330
369,975
365,931
311,206
262,806
Interest Earnings
7,194
1,493
976
1,600
1,300
Miscellaneous Income
-
-
119,470
-
-
Transfers in
-
-
-
-
-
Total Revenues
7,194
1,493
120,446
1,600
1,300
EXPENDITURES
OTHER SERVICES
Miscellaneous Services - 175,171 50,000 50,000
TOTAL OTHER SERVICES - 175,171 50,000 50,000
CAPITAL OUTLAY
Other Improvements
3,549
5,537 - - -
TOTAL CAPITAL OUTLAY
3,549
5,537 - - -
Transfers out
1,476,000
-
Total
1,476,000
- - - -
TOTAL EXPENDITURES
1,479,549
5,537 175,171 50,000 50,000
Revenue over /(under)
(1,472,355)
(4,044) (54,725) (48,400) (48,700)
Ending Cash Balance
369,975
365,931 311,206 262,806 214,106
SOUTHSHORE COMMUNITY CENTER
Revenue Coding: 201-00 -
Expenditure Coding: 201-00 -
REVENUES
Beginning Cash Balance
3471 Rentals
3480 Class fees
3620 Interest income
3623 Contributions /Donations
3670 Miscellaneous Revenue
3920 Transfers in
TOTAL REVENUES
Approved
Actual Budget Actual Budget
2012 2013 2013 2014
6,678 (40,749) (42,748)
40,765 75,000 30,764 55,000
19,248 2,500 10,955 15,500
- 100 100
1,219 1,000 10,171 1,000
867 1,500 2,152 1,500
13,600 40,700 91,700 47,700
75.699 120.800 145.742 120.800
Approved Requested
Budget Budget Percent Dollar
2015 .2015 Change Change
- 469'.
40,000 ':40,000:. 0% 0
15,000 ` 15,000 ; 0% 0
4DIV /0! 0
1,000 1,000 0% 0
1,500 1,500.' 09/ 0
70,000 ` 70,000': 0% 0
127.500 '.127300'!. 09/ 0
EXPENDITURES
Personal Services
4101 Regular Salaries
-
17,241
-
17,241
17,971:
55,000
'.55,000:
0
4102 O.T. Salaries
-
3,352
-
3,352
2,691'.
3,000
3,000 `
0
4121 PERA City Share
-
9,042
-
9,042
5;631:
4,060
4,060:
0
4122 FICA City Share
-
1,826
-
1,826
1,508'.
4,208
4,208:!
0
4131 Ins. City Share
-
2,259
-
2,259
1,9491
4,500
4,500:1
0
4151 Workers Compensation
-
! 84 ;
300
300'.
0
Total Personal Services
-
33,720
33,720
29,834
71,068
71,068
0
MATERIALS & SUPPLIES
4200 Office Supplies
190
-
240
240
0
4208 Postage
290
-
23
23
0
4223 Maintenance of Building
2,020
5,000
2,007
5,000
2,007
3,000
I 3,000.
0% 0
4245 General Supplies
1,237
800
1,505
800
1,505
2,057
800
800':
0% 0
4246 Program Expense
10,491
17,000
15,715
13,000
15,715
5,135:
13,000
;13,000;
0% 0
4247 Community Event Expense
4,000
4,000
4,000::
0% 0
TOTAL MATERIALS & SUPPLIES
14,228
22,800
19,490
22,800
19,490
7,192'.
20,800
'.20,800'`
0% 0
OTHER SERVICES
4302 Consulting Fees
72,714
71,000
20,287
71,000
20,287
0
4304 Legal
-
-
-
- '111':
-
0
4321 Communication
1,497
1,500
1,125
1,500
1,125
'268
3,300
3,300
120% 0
4351 Print /Publish
527
1,500
422
1,500
422
x448.
1,500
1,500
185% 0
4360 Insurance -Total
-
1,000
1,000
1,000
! 1,000
0
4380 Utilities
12,976
11,000
14,873
11,000
14,873
9,250 `
11,000
1 11,000
-15% 0
4400 Contractual
10,816
10,000
13,556
10,000
13,556
16,511
15,000
15,000
39% 0
4410 Rentals
3,475
0
4433 Dues & Subscriptions
204
202
202
200
200
0
4437 Taxes /Licenses
728
741
741
1,057
1,200
1,200 `
0
4440 Misc. Services
5,561
2,000
2,000
2,000
2,000::
-64% 0
4450 Bank Service Charges
400
-
61
'61
-
0
TOTAL OTHER SERVICES
108,898
98,000
51,267
98,000
51,267
27,645
35,200
35,200 ;
-68% 0
CAPITAL OUTLAY
4640 Building &Structures
-
-
-
0
TOTAL CAPITAL OUTLAY
-
-
-
0
TOTAL EXPENDITURES
123,126
120,800
104,524
120,800
104,524
64,671.:
127,068
:127,068':
11%
Revenues overl(under)
(47,427)
-
41,218
41,218
(28,477)
433
433
WATER FUND
Revenue Coding: 601 -00
Expenditure Coding: 601 -00-
Approved
Approved
Approved
Dept
Actual
Budget
Budget
Actual
Budget
Actual
Budget
YTD
Request
Percent
Dollar
REVENUES
2013
2013
2014
2014
2015
2015
2016
2016
2017
Change
Change
3710 Water Sales
494,201
630,000
630,000
416,328
600,000
406,438
500,000
189,716
500,000
0%
0
3610 Special Assessments
37,492
35,000
15,000
(5,684)
35,000
134,013
55,000
13,499
35,000
-36%
(20,000)
3711 Permits & Connection Fees
46,020
1,000
15,000
50,665
25,000
5,664
25,000
2,386
25,000
0%
0
3620 Interest Earnings
17,887
35,000
35,000
49,475
25,000
15,800
25,000
0
25,000
0%
0
3713 Water Meter Sales
2,500
2,500
9,600
2,500
3,855
2,500
840
2,500
0%
0
Total Revenues
595,600
703,500
697,500
520,384
687,500
565,77D
607,500
206,441
587,500
-3%
(20,000)
EXPENSES
Personal Services
4101 Regular Salaries
73,949
82,365
79,796
127,097
79,796
125,820
87,451
83,357
89,271
2%
1,820
4102 O.T. Salaries
8,424
3,000
3,000
5,311
3,000
5,277
3,000
2,358
3,000
0%
0
4121 PERA City Share
5,941
6,189
6,003
8,724
6,003
9,810
6,340
6,429
6,472
2%
132
4122 FICA City Share
5,899
6,531
6,334
8,813
6,334
9,291
6,690
6,099
6,829
2%
139
4131 Ins. City Share
12,784
10,501
12,726
7,748
12,726
20,068
13,998
13,460
13,998
0%
0
4151 Workers Compensation
4,585
6,669
4,378
2,167
4,466
88
Total Personal Services
106,997
108,585
107,858
162,278
107,858
176,935
121,857
113,870
124,036
2%
2,179
Supplies
4200 Office Supplies
146
-
-
-
-
615
-
431
-
4208 Postage
1,308
1,300
1,400
2,154
1,400
1,055
1,400
319
1,400
0%
0
4221 Maint- Equipment
4,332
6,500
6,500
3,896
6,500
972
6,500
908
6,500
0%
0
4223 Maint - Buildings
760
1,000
1,000
568
1,000
111
1,000
-
1,000
0%
0
4240 Small Tools
550
550
606
600
1,193
600
1,179
600
0%
0
4245 General Supplies
13,887
10,000
10,000
10,853
12,000
10,949
12,000
6,880
12,000
0%
0
4260 Wtr Purch -Tonka Bay
2,121
3,300
3,500
2,089
3,500
2,979
3,500
1,385
3,500
0%
0
4261 Wtr Purch - Excelsior
18,267
17,500
22,000
16,879
22,000
16,051
22,000
8,236
22,000
0%
0
4262 Wtr Purch - Mtka
881
1,000
1,500
1,134
1,500
882
1,500
430
1,500
0%
0
4263 Wtr Purch - Chan
9,498
12,000
16,000
10,115
16,000
9,322
16,000
5,575
16,000
0%
0
4265 Water Meters
6,926
15,000
15,000
10,146
15,000
3,756
15,000
3,016
15,000
0%
0
Total Supplies
58,126
68,150
77,450
58,440
79,500
47,885
79,500
28,359
79,500
0%
0
Other Services & Charges
4301 Financial & Audit
2,250
2,250
2,500
2,500
2,500
2,500
2,500
1
2,500
0%
0
4303 Engineering
1,327
5,000
5,000
21,093
5,000
31,582
5,000
19,374
5,000
09/
0
4304 Legal Fees
56
-
-
-
-
-
-
-
-
0
4321 Communication
663
2,500
2,800
1,196
2,800
1,265
8,000
738
8,000
0%
0
4331 Travel, Conf,Sch
-
600
800
1,096
800
1,500
800
1,500
800
0%
0
4351 Print /Publish
552
1,000
1,000
543
1,100
638
1,100
638
1,100
0%
0
4360 Insurance -Total
8,000
8,000
8,000
10,500
8,000
8,000
8,000
-
8,000
0%
0
4394 Utilities - Amesbury
12,368
11,000
12,000
10,640
12,000
11,758
12,000
5,827
12,000
0%
0
4395 Utilities - Badger
9,270
11,000
12,500
7,186
12,500
10,514
12,500
4,072
12,500
0%
0
4396 Utilities - Boulder Bridge
21,097
18,500
20,000
18,841
20,000
16,132
20,000
10,482
20,000
0%
0
4398 Utilities - SE Area /Tower
34,917
30,000
33,000
35,514
34,000
33,944
34,000
19,748
34,000
0%
0
4400 Contractual
26,018
30,000
30,000
50,398
30,000
71,394
60,000
30,499
60,000
0%
0
4420 Depreciation
271,166
290,000
290,000
269,295
290,000
289,740
280,000
-
290,000
4%
10,000
4437 Licenses -Sales Taxes
635
3,000
3,000
7,070
3,000
3,000
3,000
533
3,000
0%
0
4440 Misc. Services
17,949
200
200
14,180
200
200
200
-
200
0%
0
4450 Bank Svc Chgs
8
525
1,000
1,000
1,000
1,000
-
1,000
0%
0
Total Other Services & Charges
406,276
413,575
421,800
450,052
422,900
483,167
448,100
93,412
458,100
2%
10,000
Bond Expense
4711 Bond Interest
74,887
103,398
91,303
19,213
77,796
18,303
17,000
18,757
17,000
0%
0
4720 Fiscal Agent Fees
46,908
1,500
800
495
800
495
800
495
800
0%
0
Total Bond Expense
121,795
104,898
92,103
19,708
78,596
18,798
17,800
19,252
17,800
0%
0
Transfers
4820 Transfers Out
-
12,500
12,500
12,500
12,500
12,500
12,500
0%
0
Total Transfers
-
-
12,500
12,500
12,500
12,500
12,500
-
12,500
0%
0
TOTAL EXPENSES 693,194 695,208 711,711 702,978 701,354 739,285 679,757 254,893 691,936 2% 12,179
REVENUES OVER /(UNDER) EXPENSES (97,594) 8,292 (14,211) (182,594) (13,854) (173,515) (72,257) (48,452) (104,436)
SEWER FUND
Revenue Coding: 611-00 -
Expenditure Coding: 611-00 -
Approved Approved Dept
Actual Actual Budget Actual Budget YTD Request Percent Dollar
REVENUES 2013 2014 2015 2015 2016 2016 2017 Change Change
3620
Interest Earnings
14,191
41,743
25,000
15,069
25,000
-
25,000
0%
0
3710
Sewer Sery Charges
831,259
824,234
860,050
853,058
860,050
430,815
860,050
0%
0
3610
Sewer Chg -Cnty Coll
68,010
22,101
69,186
2,831
20,000
13,885
20,000
2%
0
3400
Local SAC Charges
13,200
-
6,000
7,370
50,000
2,485
50,000
0%
0
3712
Sewer Permits
3,060
2,700
700
2,100
14,000
1,500
14,000
0%
0
Total Revenues
861,710
890,778
891,750
880,428
969,050
448,685
969,050
12%
107,350
EXPENSES
Personal Services
4101
Regular Salaries
68,010
105,978
69,186
104,036
75,753
70,429
77,277
2%
1,524
4102
O.T. Salaries
3,139
2,019
2,500
2,500
2,500
2,319
2,500
0%
0
4103
Part Time Salaries
-
-
-
-
5,800
-
5,800
0
4121
PERA City Share
5,092
7,015
5,197
7,943
5,492
5,456
5,603
2%
111
4122
FICA City Share
5,093
7,347
5,484
7,850
6,239
5,375
5,912
-5%
(327)
4131
Ins. City Share
10,293
7,748
10,787
20,068
12,072
13,460
12,072
0%
0
4151
Workers Compensation
3,487
2,500
2,500
3,935
1,539
4,011
76
Total Personal Services
91,627
133,594
95,654
144,897
111,791
98,578
113,175
1%
1,384
Supplies
4200
Office Supplies
146
-
150
579
200
217
200
0%
0
4208
Postage
1,324
2,068
1,500
938
1,500
217
1,500
0%
0
4221
Maint- Equipment
3,382
6
5,000
3,060
5,000
792
5,000
0%
0
4240
Small Tools
732
21
550
255
550
255
550
0%
0
4245
General Supplies
1,293
2,565
2,100
-
2,100
-
2,100
0%
0
Total Supplies
6,877
4,660
9,300
4,832
9,350
1,481
9,350
0%
0
Other Services & Charges
4301
Financial & Audit
2,250
2,500
2,500
2,500
2,500
-
2,500
0%
0
4303
Engineering
10,753
5,418
5,000
-
5,000
-
5,000
0%
0
304
Legal
1,500
130
1,500
448
1,500
740
1,500
0%
0
4313
Engineering - Design Stage
1,701
-
5,000
-
5,000
-
5,000
0%
0
4321
Communication
4,103
4,848
5,500
2,909
5,500
2,312
5,500
0%
0
4331
Travel, Conf,Sch
975
600
1,500
-
1,500
-
1,500
0%
0
4360
Insurance -Total
6,500
12,000
7,000
7,000
7,000
-
7,000
0%
0
4380
Utilities- Gas /Elec
5,588
6,322
7,500
-
7,500
3,539
7,500
0%
0
4385
MCES Service Charges
529,386
543,245
609,180
609,180
590,000
456,885
691,000
17%
101,000
4386
Excelsior Sewer Chg
31,676
43,172
31,000
41,976
40,000
27,801
40,000
0%
0
4400
Contractual
17,940
14,427
20,000
16,319
20,000
12,272
20,000
0%
0
4200
Depreciation
81,329
67,898
225,000
85,424
100,000
-
100,000
0%
0
4437
Licenses -Taxes
23
281
-
-
-
24,796
-
0
4440
Misc. Services
33,960
34,587
150
150
150
-
150
0%
0
4450
Service Charges
-
28
1,500
1,500
1,500
1,500
0%
0
Total Other Services & Charges
727,684
735,456
922,330
767,406
787,150
528,345
888,150
13%
101,000
Transfers
4820
Transfers to General Fund
12,500
12,500
12,500
12,500
12,500
0%
0
4820
Transfers to Storm Water
226,700
500,000
226,700
226,700
0%
0
Total Transfers
-
12,500
239,200
512,500
239,200
-
239,200
0%
0
TOTAL EXPENSES 826,188 886,210 1,266,484 1,429,635 1,147,491 628,404 1,249,875 9% 102,384
REVENUES OVER /(UNDER) EXPENSES 35,522 4,568 (374,734) (549,207) (178,441) (179,719) (280,825)
RECYCLING FUND
Revenue Coding: 621-00 -
Expenditure Coding: 621 -00-
EXPENSES
Personal Services
Approved
Approved
Dept
4101 Regular Salaries
Actual
Actual
Budget
Actual
Budget
YTD
Request
Percent
REVENUES
2013
2014
2015
2015
2016
2016
2017
Change
3362 County Recycling Aid
22,989
31,279
23,000
26,198
23,000
13,099
23,000
0%
3362 County Park Recycling Grant
2,841
-
475
708
420
-
429
2%
3610 Special Assessment
6,363
3,997
500
651
443
2,688
452
2%
3620 Interest Earnings
253
763
350
659
350
-
350
0%
3710 Recycling Service Charges
154,265
159,636
155,000
159,197
155,000
80,306
155,000
0%
3732 City Clean -up Fees
5,086
(174)
8,000
12,154
8,000
(940)
8,000
0%
Total Revenues
191,797
195,501
186,350
186,705
186,350
95,153
186,350
0%
EXPENSES
Personal Services
4101 Regular Salaries
69
8,881
5,410
8,548
5,796
5,642
5,912
4102 O.T. Salaries
-
-
1,000
887
1,000
887
1,000
0%
4103 Part Time Salaries
2,296
306
-
198
-
198
-
4121 PERA City Share
166
580
475
708
420
490
429
2%
4122 FICA City Share
176
539
500
562
443
382
452
2%
4131 Ins. City Share
831
630
717
1,230
1,140
998
1,140
0%
4151 Workers Comp
1
21
46
19
47
Total Personal Services
3,538
10,937
8,102
12,154
8,845
8,616
8,980
2%
Supplies
4200 Office Supplies
-
-
100
304
100
156
100
0%
4208 Postage
1,298
1,488
1,400
1,215
1,400
499
1,400
0%
4245 General Supplies
193
-
200
-
200
-
200
0%
Total Supplies
1,491
1,488
1,700
_
1,519
1,700
655
1,700
0%
Other Services & Charges
4400 Contractual
167,345
165,561
117,000
115,845
117,000
77,245
117,000
0%
4440 Misc. Services
9,163
470
8,500
146
8,500
146
8,500
0%
4450 Service Charges
-
-
-
-
-
-
-
Total Other Services & Charges
176,508
166,031
125,500
115,991
125,500
77,391
125,500
0%
TOTAL EXPENSES
181,537
178,456
135,302
129,664
136,045
86,662
136,180
0%
REVENUES OVER /(UNDER) EXPENSES
10,260
17,045
51,048
57,041
50,305
8,491
50,170
STORMWATER MANAGEMENT FUND
Revenue Coding: 631-00 -
Expenditure Coding: 631 -00-
REVENUES
Approved Approved Dept
Actual Actual Budget Actual Budget YTD Request Percent Dollar
2013 2014 2015 2015 2016 2016 2017 Chanee Chanec
3362 Grant Proceeds
-
65,825
-
-
-
- -
0
3610 Special Assessments
9,321
5,256
7,400
798
7,400
3,291 7,400
0%
0
3620 Interest Earnings
582
3,145
1,200
1,123
1,200
- 1,200
0%
0
3670 Miscellaneous Revenue
6
-
-
-
-
- -
1,571
0
3710 Storm Utility Charges
185,622
214,170
224,352
226,860
235,000
114,676 235,000
0%
0
3920 Transfers from Sewer
1,560
452
226,700
500,000
226,700
-
-100%
(226,700)
Total Revenues
195,531
288,396
459,652
728,781
470,300
117,967 243,600
-48%
(226,700)
EXPENSES
Personal Services
4101 Regular Salaries
35,089
56,042
20,523
19,237
21,673
22,458
22,001
29/
328
4102 O.T. Salaries
1,348
2,331
-
0
4121 PERA City Share
2,632
4,115
1,500
1,571
1,571
1,684
429
-73%
(1,142)
4122 FICA City Share
2,644
3,860
1,570
1,658
1,658
1,560
452
-73%
(1,206)
4131 Ins. City Share
2,490
805
2,059
2,850
2,850
1,693
2,850
0%
0
4151 Workers Comp
2,024
351
0
Total Personal Services
44,203
69,177
25,652
25,316
27,752
27,746
25,732
-7%
(2,020)
Supplies
4200 Office Supplies
146
-
100
304
-
156
-
0
4208 Postage
1,298
1,251
1,400
1,215
1,400
499
1,400
0%
0
4421 Maint- Equipment
1,031
-
5,500
4
4,500
-
4,500
0%
0
4240 Small Tools
-
-
300
-
300
-
300
0%
0
4245 General Supplies
706
840
3,000
71
2,000
-
2,000
0%
0
Total Supplies
3,181
2,091
10,300
1,594
8,200
655
8,200
0%
0
Other Services & Charges
4303 Engineering
13,540
19,620
20,000
25,351
20,000
19,030
20,000
0%
0
4304 Legal
518
-
1,000
-
1,000
-
1,000
0%
0
4313 Engineering- Design Stage
5,160
169
5,000
-
5,000
-
5,000
0%
0
4321 Communication
331
604
500
603
500
352
500
0%
0
4351 Print /Publish
129
643
100
142
100
-
100
0%
D
4400 Contractual
4,551
17,820
71,500
2,164
71,500
1,216
71,500
0%
0
4420 Depreciation
33,802
38,850
34,000
44,109
40,000
-
45,000
13%
5,000
4433 Subscrip- Member
6,600
33
6,600
-
6,600
0%
0
4440 Misc, Services
2,520
54,846
1,100
-
1,100
-
1,100
0%
0
4450 Service Charges
4
1,000
-
1,000
-
1,000
0%
0
Total Other Services & Charges
60,551
132,556
140,800
72,402
146,800
20,598
151,800
3%
5,000
TOTAL EXPENSES
107,935
203,824
176,752
99,312
182,752
48,999
185,732
2%
2,980
REVENUES OVER/(UNDER) EXPENSES
87,596
84,572
282,900
629,469
287,548
68,968
57,868
10B
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Non-Union Wage Adjustments for 2017
Meeting Date: December 12, 2016
Prepared by: Greg Lerud
Reviewed by: Bruce DeJong
Attachments: 2017 salary calculations and 2017 salary budget estimate
Background:An informal survey of local governments is showing a 2.5% increase as being the trend for
2017. The contract negotiated with the union approved a 2.5% increase for 2017, and the 2017 budget
approved last Monday night included a 2.5% increase for all non-union employees. A new pay and
classification plan was presented in November. But given the timing of the plan,the council has not had
an adequate opportunity to consider it, so it cannot be implemented for salary determinations in 2017.
However,these increases are still below the top step proposed in that scale except for one position -
Assistant Planner. It should also be remembered that as current employees transition to part time
positions or retirements,these annual salary amounts could be lower that presented.
Financial or Budget Considerations:
Wages & Health Insurance
A total of$60,000 was approved in the 2017 budget for salary increases and increases in the city
contribution toward health insurance. The cost of a 2.5 percent salary increase and an additional $30
per month toward insurance coverage totals$40,995 for the general fund, and $49,670 across all city
funds (for all employee groups.)
Recommendation/Action Requested:
The recommend approving the salary adjustments as proposed in this memo and on the attached sheet.
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
2017 Non-Union Compensation Proposal for Full-time Employee
Calculations
2016 2017
Position Actual Proposed
Director of Public Works 104,892 107,514
Finance Director 97,115 99,550
Rec. Coord/Admin. Asst. 59,078 60,555
Asst. Planner 68,867 70,589
Communications/Recycling 57,667 59,119
Coordinator
Sr. Acct. 66,109 67,762
Planning Director 98,755 101,224
City Clerk 79,305 81,288
Bldg. Inspector 811737 83,780
Admin. Asst. 59,078 60,555
2017 Salary Expense Estimate
12/07/2016
Salaries * PERA FICA Health Work Comp Total 2016
Administration $
311,465 $
23,360 $
23,827 $
45,050
$ 2,492 $
406,193
Finance
117,118
8,784
8,960
17,304
$ 784
152,949
Planning and Zoning
145,575
10,918
11,136
20,394
$ 953
188,977
Protective Inspections
101,956
7,647
7,800
15,450
$ 620
133,472
Engineer
0
0
0
0$
-
0
Public Works
360,044
24,498
27,543
64,890
$ 22,241
499,216
Snow and Ice
40,800
2,832
3,121
8,034
$ 2,460
57,248
Parks Maintenance
75,972
8,431
5,812
15,450
$ 4,588
110,253
Recreation
24,222
1,817
1,853
400
$ 194
28,485
General Fund Subtotal $
1,177,152 $
88,286 $
90,052 $
186,972
$ 34,331 $
1,576,794 $ 1,535,799 $ 40,995
Water
89,482
6,711
6,845
15,697
$ 4,483
123,218
Sewer
77,488
5,812
5,928
13,349
$ 4,028
106,604
Recycling
5,912
443
452
1,236
$ 47
8,091
Storm Sewer
22,107
1,658
1,691
3,090
$ 536
29,082
Total Salary Expenditures $ 1,372,140 $ 102,911 $ 104,969 $ 220,344 $ 43,426 $ 1,843,789 $ 1,794,119 $ 49,670
10C
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: The Waters Senior Housing Project Annexation-Detachment agreement
Meeting Date: December 12, 2016
Prepared by: Greg Lerud
Reviewed by:
Attachments: Proposed agreement and TIF information
Background:At the November 28 Shorewood City Council meeting,the Council considered the
comprehensive plan amendment and the proposed annexation-detachment agreement("agreement").
The Council approved the comprehensive plan amendment at that meeting, but not the agreement.
The stated council position was that any approval was predicated on a future split of property tax
proceeds is 70 percent-Shorewood, 30 percent— Excelsior. At their meeting last Monday night,the
Excelsior City Council agreed to the 70/30 split and approved the attached agreement.
Shorewood staff also requested, and just received today, details about the terms of the proposed tax
increment district Excelsior will be setting up. Shorewood does have a significant interest in what those
terms provide because the longer the TIF district payoff term,the longer it is before Shorewood realizes
its share of the property taxes generated by the development.
Recommendation/Action Requested:
1. Refer the TIF plan to staff and fiscal advisor to evaluate impact to City of Shorewood to be
reported back at January 9 meeting.
2. Recommend approving the annexation-detachment agreement as proposed.
3. Deny the agreement as proposed.
Next Steps and Timelines:
We are still waiting to receive Met Council approval for the Comprehensive plan amendment approved
at the last city council meeting. Once that is received, the council can consider a Resolution formally
approving the comp plan amendment.
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
ANNEXATION-DETACHMENT AGREEMENT
This Annexation-Detachment Agreement ("Agreement") is entered into this day
of , 2016 between the City of Excelsior ("Excelsior") and the City of
Shorewood ("Shorewood").
WHEREAS, Excelsior has given PUD General and Final Plan approval to a
development (the "Development") proposed for a parcel of property located at 723 Water
Street in Excelsior, PID #34-117-23-42-0045 (the "Excelsior Parcel") and parcels of
property located at 22920 Trunk Highway 7 in Shorewood, PID #s 34-117-23-42-0053 and
34-117-23-42-0067 (the "Shorewood Parcels") (collectively the "Development Parcels");
and
WHEREAS,the PUD General and Final Plan approval of the Development have been
conditioned on, among other things, annexation of the Shorewood Parcels into Excelsior;
and
WHEREAS, Excelsior and Shorewood are entering into this Agreement to facilitate
detachment of the Shorewood Parcels from Shorewood and annexation of the Shorewood
Parcels into Excelsior.
NOW, THEREFORE, in consideration of the mutual promises made herein, Excelsior
and Shorewood agree as follows:
1. Property Description. A depiction of and legal description for the Shorewood
Parcels is attached hereto as Exhibit A.
2. Agreement to Detach and Annex. Excelsior and Shorewood agree to detach
the Shorewood Parcels from Shorewood and annex them into Excelsior (the "Annexation-
Detachment"). To facilitate this Annexation-Detachment, Excelsior agrees to approve and
execute the Resolution attached hereto as Exhibit B, and Shorewood agrees to approve and
execute the Resolution attached hereto as Exhibit C. Both cities agree to authorize the City
Attorney for the City of Excelsior to submit said resolutions to the Minnesota Office of
Administrative Hearings - Municipal Boundary Adjustment Unit along with the appropriate
application materials necessary to seek approval of Concurrent Annexation-Detachment
pursuant to Minnesota Statutes section 411.061.
3. Conditions of Agreement to Detach and Annex. The agreement made in
paragraph 2 above is conditioned upon the following:
A. Final Approval of the Development. This Agreement is contingent
upon the Development receiving PUD Final Plan approval from the
Excelsior City Council. Shorewood and Excelsior shall execute this
Agreement and the attached resolutions prior to Excelsior's
consideration of the Development's PUD Final Plan application but
shall not submit an application for concurrent Annexation-
Detachment until the Development's PUD Final Plan application has
been approved by the Excelsior City Council. Upon such approval,
Excelsior shall submit the executed versions of the resolutions
attached hereto as Exhibits B and C and application for concurrent
Annexation-Detachment to the Minnesota Office of Administrative
Hearings ("OAH"). Shorewood agrees to support said application and
cooperate in Excelsior's efforts to obtain approval of the same by the
OAH.
B. Future Real Estate Tax Revenues. After the Shorewood Parcels are
annexed into Excelsior, Excelsior shall share city tax revenues
generated by the Development Parcels with Shorewood as follows:
i. Prior to Redevelopment. Excelsior shall pay Shorewood
19.68% of the city share of the real estate taxes paid by the
Development Parcels beginning in 2017. This percentage is
based upon the current assessed values of the Development
Parcels (the Shorewood Parcels are currently assessed at
$489,000 and the Excelsior Parcel is assessed at $1,996,000).
ii. Post-Redevelopment. Subject to the provisions of paragraph
3.B.iii.below,beginning the calendar year after the
Development is completed (as evidenced by the issuance by
Excelsior of a Certificate of Occupancy), Excelsior shall pay
Shorewood 70% of the city share of the real estate taxes
generated by the Development Parcels. This percentage
reflects the percentage of the post-construction value the
county assessor anticipates will be located on the Shorewood
Parcels after the Development is completed.
iii. Tax Increment Financing. Excelsior has received a request for
Tax Increment Financing ("TIF") for the Development. In the
event it approves the request, Excelsior's obligation to make
payments to Shorewood under paragraph 3.B.ii.above shall be
postponed until the TIF District expires or is terminated.
During the term of any TIF District approved by Excelsior for
the Development, Excelsior shall pay Shorewood 19.68% of the
city share of the real estate taxes paid on the base value (i.e.,
the pre-redevelopment value of the parcels -- $2,485,000) of
the Development Parcels. Excelsior shall be responsible for all
approval and administration of any TIF District for the
Development.
iv. Timing. All payments Excelsior is obligated to make under this
paragraph 3.13 shall be made within 20 days after Excelsior
receives real estate tax payments from Hennepin County.
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C. Other Payments to Shorewood. In addition to the payments provided
for in paragraph 3.13. above, Shorewood shall receive:
i. Park Dedication Fees. Excelsior agrees to pay Shorewood
$18,850 to compensate for the park dedication fees it would
have received from the Developer in conjunction with approval
of the Development. Excelsior shall make such payment within
thirty (30) days of receiving park dedication fees from the
Developer.
ii. Administrative Fees. Excelsior agrees that Shorewood may
have up to $10,000 in administrative expenses (including
attorneys fees) reimbursed by the Developer. Such
reimbursement shall be limited to expenses actually incurred
as a result of activities related to the Development and shall be
documented by invoices submitted by Shorewood to Excelsior.
Excelsior shall include a requirement in its Development
Agreement that such properly documented costs shall be
reimbursed by the Developer.
D. No Other Future Obligations. The payment obligations in paragraph
3.13. and 3.C. above constitute the complete obligation of Excelsior to
Shorewood in conjunction with the Annexation-Detachment of the
Shorewood Parcels.
E. Excelsior Responsible for Permitting,Approvals,Administration, and
Inspection. Excelsior shall be solely responsible for all regulatory
approvals, permitting, and evaluation of the proposed Development
including consideration and approval of the PUD Final Plan
application, Final Plat Application, TIF Application, and any future
applications.
F. Fees,Assessments, Charges. Except as provided above, any fees,
assessments, or charges of any kind generated from the Development
Parcels (including application fees, park dedication fees, special
assessments,Water Access Charges, Sewer Access Charges, etc.),
whether in conjunction with the Development or in the future, shall
be retained by the City of Excelsior.
G. Adjustment to Public Safety Funding Formulas. Beginning the
calendar year after Excelsior issues a Certificate of Occupancy for the
Development, Excelsior and Shorewood agree that 70% of the
population,tax capacity, and ICR's from the Development shall be
attributed to Shorewood for purposes of calculating the funding
formula for the South Lake Minnetonka Police Department and the
Excelsior Fire District provided, however,that in the event Excelsior
approves the request for TIF referenced in paragraph 3.B.iii. above,
only 19.68% of population,tax capacity, and ICR's from the
3
Development shall be allocated to Shorewood until the TIF District
expires or is terminated.
H. Completion of Project. The parties to this Agreement intend for it to
only be effective in the event the Development is actually completed.
Accordingly,the Annexation-Detachment agreed to herein shall only
become effective upon issuance by Excelsior of a certificate of
occupancy for the Development. In the event that a certificate of
occupancy is not issued by December 31, 2018,this Agreement and
any Annexation-Detachment approved by OAH shall be null and void.
4. Remedy for Default. In the event of a default by either party of any of the
items of this Agreement,the non-defaulting party shall provide notice of such alleged
default to the other party pursuant to the requirements of paragraph 5 below. Said notice
shall describe the events that have created the default and provide the allegedly defaulting
party with thirty (30) calendar days to cure the default. If said default is not cured within
that time period (or within a longer cure period agreed to by the parties to this
Agreement),the non-defaulting party shall be entitled to enforce the terms of this
Agreement in the Hennepin County District Court.
S. Notices. Whenever in this Agreement it shall be required or permitted that
notice or demand be given or served by either party to this Agreement to or on the other
party, such notice or demand shall be delivered personally or mailed by United States
certified mail (return receipt requested) to the addresses set forth below. Such notice or
demand shall be deemed timely given when delivered personally or when deposited in the
mail in accordance with the above.
Notice to City of Excelsior Notice to City of Shorewood
City of Excelsior City of Shorewood
Attn: City Manager Attn: City Administrator
339 Third Street 5755 Country Club Road
Excelsior, MN 55331 Shorewood, MN 55331
6. Amendment. This Agreement, and the provisions and terms contained
herein, may only be amended in a writing signed by Excelsior and Shorewood.
7. Waiver. Failure of either party at anytime to require performance of any
provision of this Agreement shall not affect its right to require full performance thereof at
any time thereafter and the waiver by either party of a breach of any such provision shall
not be taken or held to be a waiver of any subsequent breach thereof or as nullifying the
effectiveness of such provision.
8. Severabilitv. In the event that any provision of this Agreement shall be held
invalid, illegal or unenforceable by any court of competent jurisdiction, such holding shall
4
pertain only to such section and shall not invalidate or render unenforceable any other
provision of this Agreement.
9. Governing Law. This Agreement shall be governed and construed in
accordance with the laws of the State of Minnesota.
10. Counterparts. This Agreement may be executed simultaneously in any
number of counterparts, each of which shall be an original and shall constitute one and the
same Agreement.
IN WITNESS WHEREOF,the Excelsior and Shorewood have caused this Agreement to be
duly executed on the day and year first above written.
CITY OF EXCELSIOR
By: By:
Mark Gaylord, Mayor Kristi Luger, City Manager
STATE OF MINNESOTA )
) ss.
COUNTY OF HENNEPIN )
The foregoing instrument was acknowledged before me this_day of , 2016,
by Mark Gaylord and Kristi Luger, Mayor and City Manager of the City of Excelsior, a
Minnesota municipal corporation and said instrument was executed on behalf of the City.
Notary Public
5
CITY OF SHOREWOOD
By: By:
Scott Zerby, Mayor Greg Lerud, City Administrator
STATE OF MINNESOTA )
ss.
COUNTY OF HENNEPIN )
This instrument was acknowledged before me this—day of , 2016 by
Scott Zerby and Greg Lerud, Mayor and City Administrator of the City of Shorewood
on behalf of said City.
Notary Public
This document has been drafted by:
Kevin Staunton
City Attorney
City of Excelsior
5277 Lochloy Drive
Edina, Minnesota 55436
6
Brenda Pricco
From: Greg Lerud
Sent: Friday, December 09, 2016 10:25 AM
To: Brenda Pricco; Jean Panchyshyn
Subject: for Agenda item 10C
From: Jay Jensen [mailto:jay(&thewaters.com]
Sent: Friday, December 09, 2016 8:07 AM
To: Keane, Timothy J.; Greg Lerud
Cc: Kristi Luger; Pat Smith; Mikaela Huot (mhuot(cbspringsted.com); Jay Jensen; Kevin Staunton
(kevin@stauntonlaw.com)
Subject: The Waters of Excelsior TIF
Greg and Tim,
Per your request, attached is the structure for the Waters of Excelsior'l.'IF Loan. This will be a
Redevelopment District with tip to a 25 yearTIF term. 'I'he 'FTF eligible underground parking cost
is estimated to be $2,275,000 and more than exceeds the $2,008,866 (the total of the offsite public
improvements and the undergroUnd p arIcing
'Fhe,rTF Loan will be placed at Bridgewater Bank with. a scheduled 25 year term loan.. 'I'he11F
I.oan will. be underwritten by Bridgewater Bank. -\vith a 1,1.5X debt service coverage.
It is ass-Limed that the property taxes will increase by 3% per year. The '1'1F riot used to pay the
,scheduled $195,567 annual debt, service will be used to prepay principal. Tic net impact of the
principal prepayments Will be to shorten. the amortization from 25 years to approximately 16 years.
Please let me know if you have any questions. Sorr for my delayed. response.
y I I
Thanks
Jay
Jay Jensen I Principal
Direct (952) 358-5110 1 Main (952) 358-5100 1 Fax (952) 358-5010 1 1600 Hopkins Crossroad, Minnetonka, MN 55305
C
it -#*
Senior Living Communities: www.thewatersseniorliybg.com I Multi Family Communities: www.sheitercorD.com
Waters of Excelsior TIF
Proposed Valuation 115 UNITS
New Market Value ($164,000/unit per Assessor) $18,900,000
New Tax base (1.25% of value) $236,250
Less existing tax base ($30)988)
Captured Net Tax Base $209,637
Annual Gross tax increment at property tax rate of 1.0975 $230,077
City Administration &State Auditor cost subtracted ($5,800)
Net TIF $224,277
BRIDGEWATER BANK TIF LOAN TIF Loan $2,500,000
25 Amoritization (years) Annual Bank Loan Payment ($195)567)
6% Interest Rate Bank Loan coverage ratio 1.15
USES OF THE TIF LOAN,
Bank loan Costs (4%) ($100)000)
Capitalized Interest (two years) ($391)133.59)
Off site public improvements - sidewalks &intersection ($413)000)
Waters TIF assistance - underground parking ($1,595,866)
Total $2,500,000