03-27-17 CC Reg Mtg Agenda CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, MARCH 27,2017 10:00 A.M.
AGENDA
1. CONVENE CITY COUNCIL MEETING
A. Roll Call
Mayor Zerby
Johnson
Labadie
Siakel
Sundberg
B. Review Agenda
Attachments
2. APPROVAL OF MINUTES
A. City Council Special Meeting Minutes of March 13, 2017 Minutes
B. City Council Regular Meeting Minutes of March 13, 2017 Minutes
C. City Council Special Meeting Minutes of March 20, 2017 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. Proposal for Professional Services—WSB and Associates, Inc for Director of Public
Infiltration and Inflow Study, Sanitary Sewer System. Works Memo
C. Letter from Lake Minnetonka Conservation District Letter from Deborah Zorn
LMCD Representative
D. Shorewood Yacht Club License Planning Director memo
E. Lacrosse Practice Wall Park Director memo
F. NAC Contract for Comprehensive Plan Update City Administrator memo,
Resolution
G. Setting Date for the Appreciation Event City Administrator memo
4. MATTERS FROM THE FLOOR
(No Council Action will be taken)
5. PUBLIC HEARING
6. REPORTS AND PRESENTATIONS
CITY COUNCIL REGULAR MEETING AGENDA—March 27,2017
Page 2
7. PARKS
A. Park Commission Meeting March 14, 2017 Minutes Minutes
8. PLANNING
9.ENGINEERING/PUBLIC WORKS
A. Accept Quotes for Well No. 5 Maintenance Project and Award Contract Director of Public
Works Memo
10. GENERAL/NEW BUSINESS
11. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. Monthly Budget Report Finance Director memo
2. Report on Live Building Burn Opportunity Fire Chief Email
A. Mayor and City Council
12. ADJOURN
2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL SPECIAL MEETING LARGE CONFERENCE RM
MONDAY, MARCH 13, 2017 6:00 P.M.
MINUTES
1. CONVENE SPECIAL CITY COUNCIL MEETING
Mayor Zerby called the meeting to order at 6:00 P.M.
A. Roll Call
Present: Mayor Zerby; Councilmembers Johnson, Labadie, and Sundberg; and, City Administrator
Lerud
Absent: Councilmember Siakel
B. Review Agenda
Sundberg moved, Labadie seconded, approving the agenda as presented. Motion passed 4/0.
2. INTERVIEW CANDIDATE FOR CONSIDERATION OF CITY CLERK POSITION
A. Sandie Thone
3. ADJOURN
Sundberg moved, Labadie seconded;,Adjourning the City Council Special Meeting of March 13, 2017, at
7:00 P.M. Motion passed 4/0.
RESPECTFULLY SUBMITTED?
Christine Freeman,Recorder
Scott Zerby, Mayor
ATTEST:
City Administrator, Greg Lerud
2B
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, MARCH 13,2017 7:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Zerby called the meeting to order at 7:02 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Johnson, Labadie; and Sundberg; Attorney Keane; City
Administrator Lerud; Finance Director DeJong; Planning Director Nielsen; Director of
Public Works Brown; and, City Engineer Hornby '
Absent: Councilmember Siakel
B. Review Agenda
Sundberg moved, Labadie seconded, approving the agenda as presented. Motion passed 4/0.
2. APPROVAL OF MINUTES
A. City Council Work Session Minutes of February 27, 2017
Labadie moved, Sundberg seconded, Approving the City Council Work Session Minutes of
February 27, 2017, as presented. Motion passed with Johnson abstaining due to his absence for
most of the meeting.
B. City Council Special Meeting Minutes of February 27, 2017
Labadie moved, Sundberg'seconded,Approving the City Council Regular Meeting Minutes of
February 27, 2017, as presented. Motion passed 4/0.
C. City Council Regular Meeting Minutes of February 27, 2017
Labadie moved, Sundberg seconded, Approving the City Council Regular Meeting Minutes of
February 27, 2017, as presented. Motion passed 4/0.
3. CONSENT AGENDA
Mayor Zerby reviewed the items on the Consent Agenda.
Sundberg moved, Johnson seconded, Approving the Motions Contained on the Consent Agenda
and Adopting the Resolutions Therein.
A. Approval of the Verified Claims List
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
Page 2 of 15
B. Adopting Resolution NO. 17-020 "A Resolution Adopting The Renewable Energy
Implementation Plan for the City of Shorewood."
C. Adopting Resolution NO. 17-021 "A Resolution Approving Plans and Specifications
and Authorizing Advertisements for Bids for 2017 Crackfill and Seal Coat Project,
City Project 17-01."
D. Accept Donation from the American Legion Post#259
E. Shorewood Yacht Club Multiple Dock Facility License (This item was removed from
the consent agenda.)
Councilmember Sundberg asked that Council be provided with a quarterly progress update on the
Renewable Energy Implementation Plan and that there be a lithe ;greater emphasis on the GreenStep
Cities Program.
Councilmember Labadie noted that the American Legion Post 9259 made a $200 voluntary donation to
Safety Camp. It is greatly appreciated by the City. She stated the per boat slip fee is $2.00 for the Multiple
Dock Facility License. She asked if that is comparable with the fee for other private yacht clubs. Nielsen
stated he was not sure and noted the fee had not been changed for quite some time. He noted staff will
research that. Labadie noted that she does not feel comfortable approving that this evening; she would
like staff to research how the City's fee compares to other, private yacht clubs and marinas.
Councilmember Johnson supported that request.
Motion passed 4/0.
4. MATTERS FROM THE FLOOR
There were no matters from the floor presented this evening.,
Mayor Zerby noted that several mcinhers of the Boy Scouts were in the audience. He asked their leader to
explain why the Scouts were present:
Peter Linden, the Merit Badge.Counselor for Troup 424 Citizen in the Community Merit Badge, noted
that one of the requirements for the Scouts-is to attend a local City Hall meeting and comment on what
went on at the meeting. He stated paying attention is important for the Scouts this evening.
Mayor Zerby asked how many Scouts lived in Shorewood. Three raised their hands. Others indicated they
were from the Cities of Chanhassen and Minnetrista.
5. PUBLIC HEARING
6. REPORTS AND PRESENTATIONS
7. PARKS
A. Report by Justin Mangold on the February 28, 2017, Park Commission Meeting
Park Commission Chair Mangold reported on matters considered and actions taken during the February
28, 2017,Park Commission meeting (as detailed in the minutes of that meeting).
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
Page 3 of 15
Councilmember Labadie noted she was the Council Liaison to the February 28 meeting. She explained
that the information for Item 7.0 on the agenda contains a copy of a photograph of a practice wall for a
lacrosse field in the City of Hopkins. It is two walls with a gap between them. What is being proposed for
Shorewood is one wall that would be 10 feet high. If the gap in between the two walls in Hopkins were
removed that would be what has been proposed for Shorewood. She then noted the Park Commission was
very receptive to including various kinds of playground equipment including equipment that would be
geared toward special needs children and toward various ages. She thought the Park Commissioners were
extremely open minded and considered equipment that would satisfy the long-term needs of the City. She
thanked the Park Commission for its service.
Councilmember Sundberg asked what the condition is of the tennis courts,near City Hall. Chair Mangold
stated the firm that generally resurfaces the courts has indicated that it would not resurface them again. He
noted that the fence posts have heaved away from the court.
B. Approval of Badger Field User fees
Director Nielsen noted that Badger Park User Fees slipped through the cracks at the end of 2016. The
Park Commission discussed them in November 2016 and made a recommendation to increase the user fee
for the new artificial turf field in Badger Park. He also noted that the Minnetonka Lacrosse Association
indicated that Shorewood's fees were quite a bit lower compared,#o what other cities charge. The City's
previous fee was $50 per day. After researching what other cities charge the recommendation is to
increase the fee to $50 per hour and $210 per day. The Association thought those fees would still be
reasonable. Staff recommends Council approve the increase in the fees.
Councilmember Labadie stated if someone wants to use the artificial turf field without reserving it she
sked if that would be free. Director Nielsen confirmed that. Labadie then stated that if someone comes to
use the field because they reserved it she asked if the,person/group without a reservation would have to
leave.Nielsen also confirmed that.
Labadie explained when the City imposed a SOC fee to use its ice rinks the City basically lost
Minnetonka Youth=Hockey because the organization was willing to drive to other nearby cities to avoid
paying the fee. She expressed concern.that charging the proposed rates might force sports organizations to
other cities. She commented that may be appropriate for the use of an artificial turf field that some other
cities may,not have. She clarified that she does not want to discourage organizations from reserving the
artificial turf field.
Director Nielsen stated the proposed update is modeled after the City of Plymouth's ordinance noting the
City looked at ordinances for six cities. The proposed increase is based on the Association's experiences
for where they play. Mayor Zerby noted Plymouth is the only City of the six cities researched that has an
artificial turf field.
Councilmember Sundberg asked if the Association was comfortable with the proposed fees. Director
Nielsen confirmed that.
Mayor Zerby asked if staff has spoken with football organizations that may use the artificial turf field.
Director Nielsen clarified staff has not and noted that the organizations pay the SOC fee so they do not
pay the rates being proposed. The fees are for outside organizations that want to use the City's artificial
turf field.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
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Park Commission Chair Mangold stated the fees proposed are only for events such as an extra tournament
on a weekend. He noted the City charges a SOC fee for every sport but hockey and the other sports have
not been scared away.
Sundberg moved, Labadie seconded, Approving ORDINANCE NO. 540 "An Ordinance Titled
License, Permit Service Charges and Miscellaneous Fees" regarding increasing the hourly fee to
$50 per house and adding a daily fee of$210 for the use of the Badger Park artificial turf field.
Motion passed 4/0.
C. Approval of Practice Wall for Lacrosse at Badger Park
Director Nielsen explained the Minnetonka Lacrosse Association has asked for permission to construct a
lacrosse practice wall adjoining the practice field in Badger Park. There has been a lot of discussion about
where the wall should be located. The proposed location is the northwest corner,of the practice field. It is
likely there would be some type of storage element on the back,of a building. The wall would be 20 feet
long. The Association's representative at the Park Commission meeting indicated the wall would be 8 feet
tall. The Commission recommended the Association provide an escrow in the amount of $2000 for
landscaping on the west side of the wall that faces the��rest of the Park facilities. The players�would use the
wall to shoot the ball off of the wall and practice catching it. There had been some concern about errant
balls going over the wall. There would be quite a bit of space and some landscaping that would keep the
ball from going near the playground equipment. The Commission recommended approval of constructing
the practice wall. The Association would have to overcome whatever soil conditions there are in that
location.
Director Brown expressed concern about what will happen when the wall will have to be repainted to
cover graffiti. Mayor Zerby expressed hope that surveillance equipment similar to that used in Freeman
Pack could be used to held deter,,that. Brown stated that would be helpful after the fact but it would be
difficult to cover the graffiti on that type of surface after the fact.
Councilmember Sundberg asked if the surface of the wall would be a block surface. Director Nielsen
explained it would be concrete, Director Brown stated it appears it would have somewhat of a
decorative face.Nielsen stated for the wall in Hopkins it was a plain concrete block. He explained that in
his staff report he recommended using decorative block (e.g.; exposed aggregate or rock face block or
exposed aggregate block) on the west side of the wall that faces the rest of the Park. The Commission did
not include that in its recommendation. The Association wants the flat block surface.
Mayor Zerby asked if a textured or a flat surface is better to try and cover the graffiti. Director Brown
noted the textured surface absorbs the paint well.
Councilmember Labadic asked Director Brown what type of surface would be less absorbent of graffiti.
Brown explained the school districts have learned that there is an anti-graffiti coating that can be put on
brick structure, but the brick has to be recoated regularly. In response to a question from Labadie, Brown
explained that any improvements to the Park are donated to the City without any strings attached. Labadie
stated it may be premature for Council to approve this before researching alternative surfaces for the wall,
noting the Association wanted to construct the wall as soon as possible.
Councilmember Sundberg stated she like Director Nielsen's idea of having a more aesthetically appealing
surface on the west side of the wall.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
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Councilmember Labadie asked for an estimate of what it would cost to remove or cover the graffiti.
Director Brown explained there is a process for removing graffiti from those types of surfaces called soda
ash blasting and it would cost$300—$700 each time. Labadie asked if the removal cost would vary based
on the type of surface. Brown responded yes.
Mayor Zerby asked if there has been a graffiti problem at any City-owned facilities. Director Brown
stated the one target has been the storage garage for the Southshore Center. Zerby asked if that surface
cleans up easily. Brown stated it usually gets repainted.
Zerby asked Director Nielsen if he could provide Council with more information on surface types for its
March 27 meeting.Nielsen confirmed he could.
D. Approve Professional Services Proposal for Badger Park Phase 2
Director Nielsen noted that the original Phase 1 for Badger Park,hnprovements included the field and the
parking lot; that did not happen. He turned this item over to Engineer Hornby.
Engineer Hornby noted the memorandum for this item outlines what the proposal includes; He explained
that because there is a building that must be demolished an asbestos and regulated material survey must
be done. If those hazardous materials are found those items ,would have to be removed by specialty
methods before the demolition. The services also include project management and coordination as well as
coordination with utility companies. After the building is demolished a new power service line must be
installed for field lighting; the control panel would be located in City,Hall. The final grading of the
parking lot design, storm sewer design, pond design,and wetland permit coordination are included in the
proposal. The wetland coordination is for the ditch which the Minnehaha Creek Watershed District
considers a wetland. The best management practices for the '.design and construction documents,
preparation of plans and specifications, coordination of advertisement and bidding, and construction
observation and survey services are also included in the scope of services. The design services for the
preparation of plans and,specifications and bidding documents will cost about $46,259. The cost for
construction phase services will cost about $52,766. Once plans and specifications are prepared they will
come back to Council for approval and bidding. Il the bids do not meet budgetary requirements the
project would not move forward and therefore the construction services would not be needed. The design
for the sidewalk that would,connect the Southshore Center and City Hall would be included, but not the
internal trails to the Park or the second'crossing of the ditch. Those items could be added back.
Engineer Hornby noted the costs,for the improvements were evaluated and the total is more than what
was budgeted. Administrator Lerud and Director DeJong will talk about that later on the agenda. That
overage could be addressed with the use of surplus General Fund reserves.
Mayor Zerby explained that for years there has been discussion about installing fiber optics between City
Hall and the Southshore Center. He asked if that is part of what has been proposed. Engineer Hornby
clarified not at this timer Zerby noted that he and Administrator Lerud had discussed that and he thought
it would be beneficial to do that as part of this project. Director Brown stated it would at least be
worthwhile to bury the conduit. Zerby stated he thought there was conduit under County Road 19.
Engineer Hornby stated he could add that to the proposal.
Administrator Lerud explained that when the budget was developed at the end of 2016 it was estimated
there would be $700,000 available in reserves in excess of the General Fund Balance Policy requirement.
Staff is seeking direction on how to use the excess. The options proposed are covered under Item 10.13 on
the agenda. It includes allocating $200,000 toward the completion of Badger Park Phase 1.5 and Phase 2
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
Page 6 of 15
improvements. The original budget was about $200,000 and the current estimate is $400,000. That
additional $200,000 would allow the Badger Park Improvements Project currently under way to be
completed in 2017. To make the improvements to the roadways originally included in the 2017 Capital
Improvement Program(CIP)would cost about$475,000 more than what was originally budgeted for. The
improvements to roadways on the Islands would also be more extensive than originally anticipated.
Mayor Zerby clarified that at this time Council is being asked to approve the Professional Services
Proposal for the preparation of construction bidding documents (plans, specifications and bidding) for
Badger Park Improvements and the Asbestos and Regulated Material Survey for an estimated amount of
$46,259.
Councilmember Labadie stated Council had approved the feasibility, study for the roadways on the
Islands. Engineer Hornby confirmed that. Labadie noted that Council has not approved the construction
costs for repairs to the roadways on the Islands. Hornby confirmed that also. Administrator Lerud
clarified that the only part of that feasibility report that has been done is the coring and the cost to do that
was much less than the cost to do the full feasibility report. The feasibility report has been halted.
Labadie asked if the feasibility report has been presented to Council. Engineer Hornby,clarified that has
not even been started.
Park Commission Chair Mangold stated he thought the Badger Park improvements need to be made. He
expressed frustration with the current numbers presented when cbmpared to those presented in 2014.
Although, the concept or the Park has not changed the current costs are about one-third higher. He noted
the 2014 budget to improve the parking lot including the field was about $75,000. Now the estimate is
$100,000 not including the field. The costs for construction are always higher than what had been
estimated.
Engineer Hornby stated he rc iewed the original 'budget for the second part of Phase 1 and some
amenities from Phase 2. The original amount the landscape architect prepared for Concept 1.5 in 2014
came to about $506,044. From an engineering perspective, WSB & Associates ran its own 2017 numbers
and came up with $536,000.,That would account for construction costs only and possibly some indirect
costs. He does not think that is unreasonable given the time period that has gone by. He noted that he is
not aware of where the $400,000 came from for Phase 1. He stated he thought the first phase was about
$600,000. The field portion was about$100,000 and that was for a natural field with no special subgrade.
Another $100,000 was spent with the Minnetonka Lacrosse Association for the artificial turf. He noted
that he isJooking at what is remaining and that is $536,000. He explained an attempt was made to trim
down enoug4 amenities to get the cost down.
Mayor Zerby asked Director Nielsen if the City has enough information to solicit a bid from another firm.
He questioned if it would it be worthwhile to seek a bid from another firm.
Councilmember Labadie stated as the current Council Liaison to the Park Commission she explained that
what Chair Mangold has voiced is not just his personal opinion. The frustration is felt by all of the
Commissioners. The Commission has diligently researched what to do with Badger Park. Yet things do
not seem to be moving forward. She noted that she has suggested to Director Nielsen that Council and the
Commission should meet more than once a year. She recommended Council and the Commission reach
an agreement on what is going to be done.
Mayor Zerby clarified that he was not recommending soliciting another bid. He noted that in the past he
has recommended that the plan be advanced. He explained that part of the reason for that not happening is
the Council did not want to make that investment until the ownership issue of the Southshore Center had
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
Page 7 of 15
been resolved. He noted that he has not changed his commitment to completing the improvements to
Badger Park.
Councilmember Sundberg suggested the City seek another bid so that there is a competitive bid with
WSB.
Engineer Hornby stated if the City wants to solicit RFPs (request for proposals) then WSB would
withdraw its bid because WSB's numbers are now public. He noted the engineering fees are not driving
the cost; construction costs are. He explained that when WSB bids things like this out it bids it hourly
with a not to exceed amount. There are contingencies in the WSB proposal that a competitor in an RFP
format would not know.
Mayor Zerby reiterated he was not suggesting the City seek another bid. He noted he appreciated what
Engineer Hornby stated. He stated that maybe going forward there should be away to compare pricing.
Councilmember Sundberg stated that in the future the City' needs to seek competitive bids.
Councilmember Johnson concurred.
Councilmember Johnson suggested that things such as decorative pavement in the drop-off area at the
Southshore Center should be delayed until there is a better understanding of what the plans for the Center
are. Councilmember Sundberg concurred. Mayor Zerby stated he likes the decorative pavement. Engineer
Hornby explained that most of the decorative items are in the pavement areas between the sidewalk and
the Center. To do them later would require cutting into the pavement section.
Chair Mangold stated from his perspective there is a large concept plan where the type decorative
pavement can be refined. Ultimately, the turnaround area is needed for traffic flow. The decorative
pavement would go into theroundabout area.
Zerby moved, Sundberg, seconded; accepting the Professional Services Proposal from WSB &
Associates for Badger Park Phase 2 improvements subject to adding the conduit design for the
future expansion of fiber optic lines'ta the Southshore Center. Motion passed 4/0.
Councilmember Labadie recapped for the Scouts what has occurred during the meeting up to this point on
the agenda.. She then stated she the Snouts have heard enough to write their report for their merit badge
noting the,time and that it was a school night.
8. PLANNING
A. Report by Dustin Maddy on the March 7, 2017,Planning Commission meeting.
Planning Commission Chair Maddy reported on matters considered and actions taken at the March 7,
2017,Planning Commission meeting (as detailed in the minutes of that meeting).
Attorney Keane asked if there would be any 60 day delay issues with waiting for the traffic report.
Director Nielsen stated the applicant will be sent a 60-day letter.
B. Conditional Use Permit for Accessory Space in Excess of 1200 Square Feet
Applicant: Bradley Hauser
Location: 5640 Covington Road
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
Page 8 of 15
Director Nielsen explained that last year, Mr. Bradley Hauser built a new home at 5640 Covington Road.
At that time, he received a conditional use permit (C.U.P.) for accessory space in excess of 1200 square
feet of floor area. In that process he was required to remove two nonconforming sheds from the property.
He now proposes to replace one of those sheds with a new, 12 by 20 foot, conforming shed, which
requires a new C.U.P. He displayed a graphic showing the location of the proposed shed.
With regard to the analysis of the case, Nielsen noted Section 1201.03 Subd. 2.d.(4) of the Zoning Code
prescribes criteria for granting a C.U.P. for accessory space over 1200 square feet. He reviewed how the
applicant's plan complies with the criteria.
1. The total area of accessory space (1551 square feet) does not exceed the floor area above grade of
the new home (3422 square feet—main level).
2. The total area of accessory space does not exceed ten percent of the minimum lot size for the R-
lA/S zoning district(.10 x 40,000=4000 square feet).
3. The proposed shed complies with setback requirements for the R-lA/S zoning district and the
resulting total hardcover on the site is well below the 25 percent maximum.
4. The architectural character of the proposed shed is considered to be consistent with the character
of the existing home. It will be tucked into a small clearing in the trees on the south side of the
driveway, well away from structures on adjoining properties.
Nielsen noted the Planning Commission held a pubtie'hearing on the request during its March 7, 2017,
meeting and it unanimously recommended granting the C.V.P.
Sundberg moved, Labadie—secontled, Adopting RESOLUTION NO. 17-022, "A Resolution
Granting a Conditional Use Permit for Additional Accessory Space to Bradley Hauser, 5640
Covington Road."
In response to a question from- ouncilmember Labadic, Director Nielsen explained the proposed 12 by
20 foot shed when combined with other structures on the site would still comply with maximum
hardcover requirement for the zoning district.
Director Nielsen noted the applicant is going to have an overhead door on the new shed. The photograph
included in the meeting packet shows a split door that swings out to the sides.
Councilmember Johnson asked if the shed that had been down by the water had a pump in it. Director
Nielsen responded no and explained the applicant obtained a historic preservation classification for an old
pump house that is tucked into the hillside as part of the original C.U.P. in 2016.
Motion passed 4/0.
C. Conditional Use Permit for Accessory Apartment
Applicant: Matt Sobraske
Location: 25855 Smithtown Road
Director Nielsen explained that Matt Sobraske has applied for a conditional use permit (C.U.P.) to build
an accessory apartment on the rear of his home which is located at 25855 Smithtown Road. The
apartment would house his mother. About three or four years ago Council approved an amendment to the
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
Page 9 of 15
Zoning Code Section 1201.03 Subd. 22. which provides for accessory apartments by C.U.P. The
accessory apartments are intended to increase the diversity of housing options for residents (especially
seniors), encourage better utilization of the existing housing stock, while protecting the stability and
character of single-family residential neighborhoods.
He highlighted how the request complies with a few of the criteria listed in the Ordinance for that type of
structure.
➢ The apartment would be located entirely at the rear of the existing„house and therefore there
would be no new front entrance to it. Only a small dormer would be showing from the front of the
house.
➢ The size of it would meet all of the minimum and maximums that are allowed for accessory
structures.
Nielsen noted the Planning Commission held a public hearing on the request during its March 7, 2017,
meeting and based on the analysis of the case it unanimously recommended granting the C.U.P. subject to
the applicant entering into a residential use agreement that would get recorded against the property which
states that it could not be rented out to other than family members.
Sundberg moved, Labadie seconded, Adopting RESOLUTION NO. 17-023, "A Resolution
Granting a Conditional Use Permit for an Accessory Apartment in a Single-Family Residence for
Matt Sobraske the owner of the Property Located at 25855 Smithtown Road. Motion passed 4/0.
9. ENGINEERING/PUBLIC WORKS
A. Accept Feasibility Report for Shorewood Lane and Riviera Lane
Engineer Hornby noted the meeting packet contains a copy of a memorandum (memo) that describes
what the Shorewood Lane and Riviera Lane Street and Utility Improvement Project would entail in
summary as well as some financial and budget considerations. He explained that when street
reconstruction projects are considered watermain extension in the project area is considered. He noted the
2017 Capital Improvement Program (CIP) for Water does not include funding for any watermain
extension. He explained the City held a public informational meeting during which the residents did talk
about water. Some of them were in support of extending watermain and others opposed it while some
were neutral. The memo indicates the total cost for the street improvements (including sanitary sewer and
stormwater management improvements) is $1,287,500. There are two options for the watermain extension
along Yellowstone Trail; one option would cost $1,025.000 and the other $997,300. One option is from
the stub at Club Valley Road east to Riviera Lane. The other is from the stub at Lake Linden Court west
to Riviera Lane. Both options include assessing benefiting properties a total of$307,800 for the portions
in the street and the Water Fund would contribute about $700,000 (plus or minus depending on the
option) for the trunk extension costs. The estimated assessment amount for a single-family residential
parcel would be $11,620 and $17,430 (or$7,500 per duplex unit) for a multi-family parcel.
Shorewood Lane is located north of County Road 19 (Smithtown Road) just east of the public safety
facility in Shorewood. Riviera Lane is located south of Yellowstone Trail between Yellowstone Trail and
Highway 7.
The street and utility improvements would include reconstruction of both streets, the addition of storm
sewer, and minor sanitary sewer improvements (including inflow and infiltration reduction). The streets
would be reconstructed to be 28 feet wide back-to-back of curb resulting in 12-foot-wide driving lanes.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
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There would be a 3-foot excavation of the roadways and the road beds would be rebuilt from that depth
up. Storm sewer installation would improve the area drainage and reduce the amount of standing water
and icing on the streets ultimately reducing pavement deterioration.
The watermain extension would involve extending 8-inch watermain from Echo Road across County
Road 19 to Shorewood Lane, and along Yellowstone Trail from the stub at Club Valley Road east to
Riviera Lane or from the stub at Lake Linden Court west to Riviera Lane. It would also include new f-
inch services to the right-of-way (ROW) line. The property owners would be responsible to extend the
watermain from the curb box at the ROW line to the house. They would also have to obtain a permit from
the City and purchase a meter and accessories.
He highlighted the schedule for the proposed project. The public information hearing would be scheduled
for the April 24 Council meeting. Council would be asked to approve puns and specifications during
June. The bid opening would be in July. The construction contract would be 'awarded in August. If a
decision is made to move forward with the watermain extension as assessment hearing would be held in
September. The final lift of the bituminous wear course would be in the spring or summer of 2018.
He noted staff recommends Council adopt the resolution Receiving the Feasibility Report and calling for
a public improvement hearing for the proposed Project.
Mayor Zerby asked Engineer Hornby to provide Council with an update on the open house.
Engineer Hornby explained that 8 of the 23 properties were represented at,the open house. There was a lot
of good conversation with much of it being about water,; Each time a street reconstruction project is
proposed there are property owners who do not want the street improvements done; that did happen for
this proposed project. Some of them consider the existing roadway surface to be traffic calming. There
was some discussion about drainage. There was:also discussion about the eroded ravine behind
Shorewood Lane. This project does not include that restoration.
Director Brown noted that the two roadways are dramatically different with regard to watermain aspects.
He explained that for Shorewood Lane water is across County Road 19; therefore, the cost for the
extension of watermain would be assessed to the benefiting property owners. A number of years ago the
then Council decided that when watermain was extended to help the City's water system run properly
those costs would not be assessed to the property owners. For this proposed project the watermain that
extends tip;Riviera Lane would,be assessed to the property owners; the trunk system along Yellowstone
Trail would,be paid for out of the Water Fund.
Councilmember Johnson stated based on the discussion during the open house he anticipates that there
would be a lively discussion during the public information hearing.
Mayor Zerby asked how much more roadway material (including curb and gutter) would go toward the
homes on the benefitting properties. Director Brown stated about 24 —32 inches and that would be in the
ROW. Councilmember Johnson stated he did not hear much pushback about the ROW encroachment.
Brown stated he thought most property owners would like to have some type of edge control because of
existing drainage concerns. Engineer Hornby explained when Star Lane does not look much different
after it was reconstructed other than there being curb and gutter. There is no longer standing water on the
north end at the intersection.
Mayor Zerby stated the approved 2017 Street Reconstruction CIP slate a total of $826,000 for street
improvements for Riviera Lane and Shorewood Lane combined. The Feasibility Report states that would
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
Page 11 of 15
cost $1,012,000. He asked why the cost has gone up so much. Engineer Hornby stated in the feasibility
stage projects are estimated conservatively. Zerby stated a 20 percent difference is quite large. Engineer
Hornby noted the CIP numbers were taken from the Pavement Management Plan and in the past the
numbers have worked out quite well. Zerby stated that during the upcoming budget process he suggested
the CIP numbers be updated to reflect current construction costs. Administrator Lerud stated staff will be
working on that.
Councilmember Sundberg stated she would like to move this forward to the public information hearing
phase in order to hear public input, clarifying that does not mean she is supportive of what has been
proposed.
Councilmember Labadie stated she also supports moving this to the next stage, clarifying that does not
mean she supports what has be proposed.
Sundberg moved, Labadie seconded, Adopting RESOLUTION NO. 17=024, "A Resolution
Receiving Feasibility Report and Calling for Public Hearing on Proposed Improvements Riviera
Lane and Shorewood Lane Street and Utility Improvement Project, City Project 17-04." Motion
passed 4/0.
B. Pavement Decision Matrix
Director Brown explained that during the February 24, 2017, Council and staff retreat there was
discussion about the Pavement Restoration Flowchart which is used to guide the management of the
City's pavement inventory. Council learned that staff has opted to use the process of asphalt coring of
pavements prior to preparing the design for mill and overlay projects. Council asked staff to update the
Matrix to include the use of that coring process. (A copy of,the revised Matrix was included in the
meeting packet.) The Matrix reflects that if the core samples are good a bituminous overlay would be
done. If not, then Council and staff would discuss moving forward with a reclamation process. The
Matrix reflects that the core samples,would be taken a year in advance of when the mill and overlay
improvement would be done: The goad is to have the coring data available for projects a few years in
advance to help improve the accuracy,of the Capital Improvement Program(CIP).
He stated staff asks that Council approve the revised Flowchart.
Councilmember Labadie stated she thought the revised Flowchart is what Council and staff discussed.
Labadie moved;;,,Zerby seconded, approving the revised Pavement Restoration Flowchart as
presented.
Councilmember Johnson stated the added Consider Reclaim box is decision point as presented. He asked
if there need to be more actions under that box.
Director Brown suggested removing the word consider. There was Council consensus to do that.
Without objection from the maker or seconder, the motion was amended to say subject to removing
the word"Consider"from the "Consider Reclaim" step. Motion passed 4/0.
10. GENERAL/NEW BUSINESS
A. Comprehensive Plan Amendment Consultant Selection
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
Page 12 of 15
Administrator Lerud explained that during its February 27, 2017, work session Council heard
presentations from Northwest Associated Consultants (NAC) and from WSB & Associates about their
proposals to assist with the update to the Shorewood Comprehensive Plan. Staff believes both firms have
the expertise to complete the update. The quotes came in within $600 of each other so cost is not a factor.
He noted Staff recommends Council accept the proposal from NAC and reviewed the reasons why. NAC
focuses exclusively on planning for local governments and it has done so for more than 30 years. WSB
will do all of the engineering components of the update regardless of which firm is selected. Staff believes
having a second firm involved will give the City the best product. Based on its presentation, NAC
demonstrated it is a group of seasoned planners. Staff believes NAC would better represent the City if
there were issues with Metropolitan (Met) Council about the City's Crimp Plan. NAC has assisted the
City before with preparing a housing study a few years ago, and it assisted with the environmental review
for the Minnetonka Country Club project. The service NAC provided and the product it delivered each
time were excellent per Director Nielsen.
Councilmember Sundberg concurred with the rationale staff presented.
Sundberg moved, Zerby seconded, accepting the proposal,from Northwest Associated Consultants
to assist with the Comprehensive Plan Update. Motion passed 4/0.
B. Capital Improvement Expenditures
Administrator Lerud explained the original 2017 Street Reconstruction Capital Improvement Program
(CIP) included Echo Road, Howards Point Road, Kathleen Court,Oak Ridge Circle and Summit Avenue
as well as the reconstruction of Riviera Land and Shorewood Lang; The first five of those roadways are
no longer recommended fora mill and overlay; they Are now recommended for reclamation. That will add
an additional cost of approximately $475,000 to make the improvements which can be funded out of
General Fund reserves. There is also an approximate $200,000 shortfall between budgeted funds and the
cost to make the Phase 2 improvements to Badger Park. An additional $25,000 is needed to make the
improvements to the Southshore Center (primarily the lighting and the ceiling tiles) that were discussed
during the Febr airy 24, 2017, Council and staff retreat. That $25,000 when combined with the $65,000
balance in the Southshore Center Fund should be adequate to cover the costs.
Sundberg moved, Labadie seconded, authorizing the transfer of $475,000 to the Street
Reconstruction Fund, $200,004 to the, Park Improvements Fund and $25,000 to the Southshore
Center Fund out of the General Fund reserves.
Mayor Zerby asked ifthis is going to be the last surprise in the 2017 CIP.
Director DeJong stated it has been determined that the cost to make repairs to the roadways on the Islands
would be approximately $275,000 more than the $509,000 budgeted. Also, the roadways in the original
2017 CIP will cost an approximate $475,000 more than budgeted. The increased transfer will cover
everything needed for 2017. There will be a challenge when it comes time to reconstructing Strawberry
Lane.
Mayor Zerby stated the amount of surplus reserves is being depleted. The fund balance from 2016 was
used to purchase the Southshore Center from the other four cities. He then stated it will be critical to have
tight numbers during the 2018 budgeting process.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
Page 13 of 15
Councilmember Johnson asked if the Southshore Center improvements have already been approved.
Administrator Lerud clarified staff is seeking bids for that work and those bids will come back to the
council for consideration. Johnson noted that he is philosophically opposed to spending money on
something before knowing what the overall plan is.
Motion passed 4/0.
11. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. Utility Rate Increase
Director DeJong explained that previously Council had approved utility rate increases of about $3.00 a
month for stormwater and $2.00 a month for sewer. The average utility bill will go„up about $5.00 per
quarter starting with the next bill that will go out in April. That will be published in the next newsletter.
Other
Director Brown noted staff took delivery of the cabin chassis for the new utility service truck. That has
been delivered to the body builder. He stated there has been discussion amongst staffs about a joint
venture between Shorewood, Excelsior and Tonka Bay for a sanitary,sewer vactor truck. That type of
truck costs about$400,000 to $450,000. There is aii agreement in concepta it is currently in the process of
wordsmithing.
Mayor Zerby asked if more cities could participate in that. Director Brown stated he thought three cities
are about right.
Councilmember Labadie stated when staff presents that to Council she will be expecting a lot of details.
She noted that she has become leery of doing joint ventures with multiple cities.
Councilmember Sundberg she wiltvant assurance that it would be a fair and equitable partnership for
both the upfront cost and;for the upkeep of the truck.
Director'Brown stated as this,time everything is being proposed as a third per city, noting Shorewood
would benefit,from that.
Mayor Zerby thanked Public Works for the good job it did dealing with the previous day's 4-inch snow
fall.
Engineer Hornby stated the installation of the storm sewer for the Minnetonka Country Club development
has been completed with the exception of the restoration. He then stated for the Oppidan project the City
contractor did extend watermain across Highway 7. That work was completed on March 3.
Director DeJong stated the rate tables for utilities are being updated and tested. He then stated
Communications/ Recycling Coordinator Moore asked him to inform Council that the City received a
$1,500 grant from Hennepin County for organics recycling. That will be used to subsidize residents that
will participate in the pilot project.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
Page 14 of 15
Administrator Lerud stated Communications/Recycling Coordinator Moore asked him to let Council
know the 2017 tree sale went very well. Three of the five species sold out within two weeks. She was able
to confirm an order for additional trees which have been sold out. It may be possible to get more trees in
August. That would require that 1,500 trees be delivered to Shorewood.
Lerud asked if Council would be willing to have another special meeting to continue the discussion about
a city clerk position. Councilmember Sundberg stated Council needs more discussion on the matter.
Sundberg moved, Johnson seconded, calling for a special meeting on March 20 immediately
following the Economic Development Authority meeting which starts at 7:00 P.M. Motion passed
4/0.
Mayor Zerby stated that during the February 24 Council and staff retreat there was discussion about
rebranding the Southshore Center and sending out a request for information (BFI). Administrator Lerud
noted that he and Councilmember Johnson met before this meeting.about that, He hopes to have that
ready for Council's March 27 meeting.
Attorney Keane stated that the previous week staff met with representatives from Mattamy Homes to gain
a more complete understanding of what Mattamy's plans and intentions are. Mattamy as the developer
will continue through the completion of the project. Its transaction with the two builders (CalAtlantic and
MI Homes)is a straight lot sale. They are slated to purchase wholesale blocks of lots and proceed with the
buildout. The due diligence on that is continuing. It's anticipated the sale between Mattamy and
CalAtlantic could be completed as early as mid-April. There will not be any assignment of duties and
responsibilities in the Development Agreement to any other;party.
Mayor Zerby stated it is his understanding that Mattamy will be responsible for the amenities in the
development. If Mattamy seeks,authorization to start on the second phase to construct roads and do the
utility work he expressed concern that the City may lose any leverage that it may have about Phase 1
amenities. He explained the original letter of credit was for $4 million and it was reduced to $1 million
because of their work completed to date. He questioned if $1 million would cover the cost of the
remaining infrastructure in Phase.L if the City had to complete them.
Attorney Keane stated there can be internal discussion if there is concern about security issues. There are
additional remedies under the Development Agreement in addition to the financial security. They may
come back with a request to,re-plat the age-targeted units on the west side. They may want a slightly
larger lot size for that block of units.
Mayor Zerby asked if there are any timelines in the agreement. Director Nielsen stated there are for the
first phase.
Zerby stated he would rather be suspicious and be wrong than be generous in his thought and wrong. He
wants to be assured that the City will get everything that was committed to the City in exchange for the
special process and the change in the zoning.
Attorney Keane stated staff communicated to Mattamy that the City intended to hold Mattamy to its
commitments and obligations.
Mayor Zerby stated based on his 14 years of service on Council in the end it seems like the City does not
have a lot of teeth to hold people accountable after a developer has been granted permission to do
something.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
March 13,2017
Page 15 of 15
Attorney Keane stated there is a provision in the Development Agreement that if there is a default that has
not been remedied the City can suspend the issuance of building permits and certificates of occupancy.
Mayor Zerby stated that would only hurt the future land owners; not Mattamy. Keane stated the City will
be very firm.
Councilmember Sundberg asked if the City has a means of getting feedback from other communities
where Mattamy is withdrawing from to find out if Mattamy is honoring its commitments. Attorney Keane
stated staff can find out what other communities' plans are. Keane noted that Mattamy is a large publicly
traded company.
Mayor Zerby asked if the permitting for the second phase is done through the Planning Department.
Director Nielsen clarified the second phase comes back to Council for final plat.
B. Mayor and City Council
Councilmember Sundberg stated the City had contacted its representatives regarding the,bill about
cellular towers and small distributive antenna systems that are proposed to go on either their own
antennas in right-of way(ROW) towers or on utility poles. Representative Pugh was very responsive. The
bill has become very controversial.
12. ADJOURN
Labadie moved, Johnson seconded, adjourning the City,Council Regular Meeting of March 13,
2017, at 9:05 P.M. Motion passed 4/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
ATTEST:
Scott Zerby, Mayor
City Administrator, Greg Lerud
2C
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL SPECIAL MEETING COUNCIL CHAMBERS
MONDAY,MARCH 20,2017 Immediately Following EDA
meeting
MINUTES
1. CONVENE SPECIAL CITY COUNCIL MEETING
Mayor Zerby called the meeting to order at 7:12 P.M.
A. Roll Call
Present: Mayor Zerby; Councilmembers Johnson.,Labadie, Siakel, and Sundberg
Absent:None
B. Review Agenda
Labadie moved, Johnson seconded, approving the'agenda as presented.Motion passed 510.
2. CONDUCT REVIEW OF EMPLOYEE UNDER COUNCIL AUTHORITY
Mayor Zerby noted that Council was,going to enter into closed session pursuant to Minn. Stat. 13D.05
Subd. 3(a) for the purpose oconducting a performance evaluation for Bruce DeJong. The subject of the
review did not request the meeting be open;All present were in attendance.
The closed session started at 7:13 P.M.
The meeting went back into open session at 7:52 P.M.
Siakel moved, Sandberg seconded, authorizing the City Administrator to accept the resignation of
the City Finance Director Brace DeJong which must include eight weeks of severance pay plus
accrued vacation and, sick time subject to a signed and dated separation agreement. If the
separation agreement is not accepted by Mr. DeJong Council authorizes the City Administrator to
take further action that is consistent with Council's discussion. Motion passed 510.
3. CONTINUE DISCUSSION ON CITY CLERK CANDIDATE
Administrator Lerud stated that during the March 13, 2017, Council special meeting Council interviewed
city clerk candidate Sandie Thone. Council was not able to finish up its discussion. He noted that he
wants to move forward one way or the other with Ms. Thone.
CITY OF SHOREWOOD SPECIAL MEETING
March 20,2017
Page 2 of 6
He reviewed the process that was used for all of the applicants. He and former City Clerk Panchyshyn
independently evaluated each city clerk application the City received on a 100 point scale. They then got
together to rank the top five candidates. The top five candidates were interviewed by Personnel
Committee (Administrator Lerud and Councilmembers Siakel and Sundberg) and Panchyshyn. Ms. Thone
was determined to be head and shoulders above the other four. He completed references checks on Ms.
Thone.
He recommended hiring Ms. Thone for the city clerk position.
Councilmember Sundberg stated the Personnel Committee spent many hours going over resumes and
interviewing the five candidates. For the city clerk position Ms. Thone was the clear front runner. There
were two other candidates who would perhaps be okay but they were not as well qualified as Ms. Thone
from the Personnel Committee's perspective and Panchyshyn's,perspective. They all thought Ms. Thone
had all of the credentials. They thought she could quickly assume all of the responsibilities of the
position. Ms. Thone has a different personality than Panchyshyn had; that is not necessarily a bad thing.
She asked Lerud to provide his findings from the reference checks he conducted on Ms. Thone.
Administrator Lerud explained he spoke with three people. The first was David McKnight a former City
Administrator for the City of Mendota Heights and the current Administrator for Farmington. He was the
Mendota Heights Administrator in 2009. At that time Ms. Thone was an employee there in the Police
Department. He promoted her to City Clerk. She was asked to make a commitment to Mendota Heights
before he promoted her; she did that. Mr. McKnight knew she had applied for a job with Shorewood. He
thought she was very professional. She replaced a city clerk that had been there for 30 years and did an
outstanding job. Her quality of work was outstanding. She had high expectations of herself and met
them. He would absolutely hire her back for the same position.
The Election Coordinator for Washington County stated they had no issues with Lakeland and that there
was less handholding there than there was for many,other jurisdictions.
He spoke with Sandra Krebsbach a forger mayor of Mendota Heights. She thought Ms. Thone was
incredibly competent. Ms. Krebsbach is currently working in the private sector. She had hired Ms. Thone
to do some interim work and Ms. Thone did quality work on time. She knew that Ms. Thone she had
applied for a job';with Shorewood. She thought Ms. Thone was always positive and resilient. She
cautioned against hiring Ms. Thone for a boxed-in position. She recommended finding opportunities for
Ms. Thone to do extra work. She did not suggest any areas for improvement. Ms. Thone had earned her
bachelor's degree and was working on her master's degree. She noted she would hire Ms. Thone back and
that she found her to be "an incredible employee" and very ethical. He noted that he had not done
reference checks on any of the other candidates because Ms. Thone was the first choice.
Councilmember Sundberg asked Administrator Lerud how he viewed all of the candidates. Lerud stated
Ms. Thone has a strong personality.
CITY OF SHOREWOOD SPECIAL MEETING
March 20,2017
Page 3 of 6
Administrator Lerud clarified that the City is not replacing Ms. Panchyshyn; it is hiring a city clerk. He
stated he thought Ms. Thone would provide leadership to those reporting to her. He then stated maybe the
City would not fill the finance director position right away and use temporary services to provide some of
those services. Eventually there may be an opportunity for an administrative services position with an
accountant reporting to it. Ms. Thone would have to grow into such a position. He clarified he was not
saying that is the way it would have to be but it is a real possibility.
Councilmember Siakel noted she was not present when Council interviewed Ms. Thone. She stated the
Personnel Committee interviewed a number of candidates and recommended Ms. Thone as the top
candidate. She agreed with Administrator Lerud that Ms. Thone would not be Ms.Panchyshyn. She stated
that Ms.Panchyshyn did not instantaneously become the phenomenal employee she was when she left the
City. Her knowledge grew over time. She then stated she thought Ms. Thone has incredible attention to
detail. Her organization skills stood out. She noted she views-the city clerk as the backbone of the City.
Therefore, having a person with a strong personality for that'position would be valuable_Ms. Panchyshyn
was a silent yet very effective person behind the scenes. She went on to state she thought Ms. Thone
would not need a lot of training or take a long time to get up, to speed: She thought that thc'fact that Ms.
Thone is earning her master's degree related to human resources,and people development is an added
benefit. She commented that she did not think there had been a strong focus on staff development. She
thought Ms. Thone could excel at doing that. She noted that she thought Ms. Thone was well qualified for
the position.
Councilmember Sundberg stated that she had a concern thaf sonic of the other candidates did not have the
same attention to detail as Ms.'Thone appeared to have. Attention to detail is critical for the city clerk
position.
Administrator Lerud stated he thought Ms. Thone was qualified. He then stated during the Council
interview of Ms. Thone concern was expressed that Ms. Thone might not stay with the City for a long
time. It is possible that she might only stay with the City for 3 —4 years and then move on because she is
good. The City should not be afraid of that. He noted that he would rather have a "high flyer" for 3 —4
years rather than someone who is not strongly driven for 10 years.
Councilmember Siakel stated there is an opportunity to shape the staff at City Hall so that it meets the
City's need in the Aiture. There has not been any structural change of the organization for a long time.
Councilmember Labadic stated that on paper she thought Ms. Thone looks good.
Councilmember Siakel stated it is important that Council consider a candidate's skills, qualifications and
work history to determine if they align with the position and with what the City needs. She has not heard
or seen anything that tells her that Mt. Thone does not meet that test. If other Councilmembers do she
would like to hear about that.
Councilmember Johnson stated that during the March 13 interview process those Councilmembers who
were present and Administrator Lerud all knew that Ms. Thone's employment with the Cities of Lakeland
CITY OF SHOREWOOD SPECIAL MEETING
March 20,2017
Page 4 of 6
and Lakeland Shores had ended. For the first 9 questions Ms. Thone continued to state that she was
working for Lakeland and Lakeland Shores; she did not address the elephant in the room until the final
question from Council which was precisely about the news article Council had read. He found that
disconnect to be troubling.
Councilmember Sundberg stated she thought the Personnel Committee was aware of that during its
interview with Ms. Thone. Administrator Lerud clarified he does not recollect that being talked about
during the first interview. Lerud explained that Councilmember Johnson had forwarded a newspaper
article that stated Ms. Thone had a separation agreement with Lakeland. Lerud had asked her about that
toward the end of the Council interview. Ms. Thone indicated at that time that the withdrawal period had
passed for the agreement.
Councilmember Johnson noted that Ms. Thone did explain the situation when asked about it. He found
that situation to be awkward.
Councilmember Sundberg stated during the Personnel 'Committee's, interview with Ms. Thone she
understood that her employment with Lakeland was coming to an end.
Councilmember Siakel stated it was her recollection that during the Committee's interview Ms. Thone
had indicated she was working a number of jobs and going to school"and that she would prefer to have
just one job. Administrator Lerud stated he also recollected that.
Mayor Zerby stated he had negative reaction to some of the personality traits she exhibited and about
some of the statements she made during her interview with Council. He conveyed his trust in the
Personnel Committee and Administrator Lerud who would have to work closely with her. He noted that
he has mixed feelings about Ms. Thone. He noted he had great expectations when he went into the
interview process based on what he had heard from Lerud.
Councilmember Siakel"asked how Tong Council spent with Ms. Thone during the March 13 interview.
Councilmember Johnson stated 45 minutes.
Siakel asked'if it would be inappropriate to ask Ms. Thone to come back for another interview.
Administrator Lerud.stated that could be arranged but Ms. Thone may decide that going through a third
interview would be too much and withdraw.
Administrator Lerud explained that position would be appointed with a six-month probationary period. At
the end of the six months if it is not working the City the probationary employee could be dismissed. The
City has solicited applications for the planning director position twice. If it does that twice for the city
clerk position people looking for jobs that saw that may question why they would want to work for
Shorewood. That would not reflect well on Shorewood.
Councilmember Siakel asked if a six month probationary period is standard for the City. Attorney Keane
responded yes.
CITY OF SHOREWOOD SPECIAL MEETING
March 20,2017
Page 5 of 6
Councilmember Labadie asked if the criteria to terminate someone at the end of a six month probationary
period are as stringent as those that must be met to terminate an employee not on probation. Attorney
Keane responded no.
Attorney Keane noted that he has not met Ms. Thone or any of the other candidates. He stated in a smaller
organization such as the City there is a need for a cultural fit. He hopes that has some bearing on
Council's evaluation. Councilmember Labadie stated she thought that had a huge bearing.
Councilmember Sundberg stated she thought the City's culture is under transition with the number of
personnel changes taking place and that is healthy.
Councilmember Labadie noted that she respects the Personnel Committee's opinion. She stated she
thought if the City solicited additional applications she thought it would receive a more inferior pool of
applicants than it received the first time. She clarified that she is more comfortable accepting the
recommendation because of the probationary period. She commented that it is possible that she had
compared Ms. Thone to Ms. Panchyshyn. She reiterated that on paper she thought Ms. Thone would do
the job just fine. She was uncertain if Ms. Thone would fit in with other employees.
Mayor Zerby stated after the probationary period he asked if Council would have another opportunity to
accept a permanent position. Administrator Lerud at the end of that period he would bring a
recommendation to Council for consideration. He noted that he cannot envision a situation where he
would want to extend the probationary period.
Councilmember Labadie stated she iswilling to take a chance on Ms. Thone and noted she was not
willing to do that one week, ago. Hearing Councilmetnbers Siakel's and Sundberg's, Administrator
Lerud's and Ms. Panchyshyn's perspectives,swayed her:
In response to a question from Councilmember Siakel, Administrator Lerud explained the City could
terminate a.new employee daring the probationary period if it wanted to. Siakel then asked Lerud who
was the last boss of Ms. Thone that the City received a reference from. Lerud stated it was from Ms.
Krebsbach the previous mayor for Mendota Heights. Siakel stated Ms. Thone had a relatively long list of
references. Lerud stated Ms. Thone asked that Shorewood not contact the Cities of Lakeland or Lakeland
Shores and he did not find that troubling for Lakeland because of the separation agreement. And, for
Lakeland Shores she still works there part time and that may be why she does not want them contacted.
Her supervisor at the City of Lake Elmo is no longer there and things are a mess there.
Councilmember Johnson noted that he does not want to clip Administrator Lerud's' wings as a new City
Administrator.
Sundberg moved, Siakel seconded, authorizing City Administrator Greg Lerud to offer the position
of Shorewood City Clerk to Sandie Thone with a six month probationary period and giving him the
latitude to write the offer letter laying out all of the terms. Motion passed 510.
CITY OF SHOREWOOD SPECIAL MEETING
March 20,2017
Page 6 of 6
Other
Mayor Zerby stated there may be a lack of a quorum for the March 27, 2017, Council meeting.
Councilmembers Johnson and Labadie are going to be out of town for sure.
Councilmember Siakel stated if Council can meet during the day she could meet before she has to fly out
to the east coast.
Mayor Zerby asked Councilmembers Johnson and Labadie if they wanted to participate in the meeting.
Labadie noted she had planned on missing that meeting.
Attorney Keane noted that the Statute was amended such that a Person could participate by Skype in a
Council meeting.
Siakel moved, Zerby seconded, rescheduling the 7:00 P.M. March 27, 2017, Council meeting for
10:00 A.M.Motion passed 510.
4. ADJOURN
Sundberg moved, Siakel seconded,Adjourning the City Council Special Meeting of March 20, 2017,
at 8:21 P.M. Motion passed 510.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
Scott Zerby, Mayor
ATTEST:
City Administrator;Greg Lerud
® #3A
MEETING TYPE
City of Shorewood nib Meeting Item Regular Meeting
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Verified Claims
Meeting Date: March 27, 2017
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.
63474-63500 &ACH 299,355.65
Total Claims $299,355.65
We have also included a payroll summary for the payroll period ending March 19, 2017.
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: 00002.03.2017-PR-03202017 City Of
CITY OF SHOREWOOD Shorewood
Account Number Debit Amount Credit Amount Description
FUND 101 General Fund
101-00-1010-0000 0.00 51,554.62 CASH AND INVESTMENTS
101-11-4103-0000 1,716.64 0.00 PART-TIME
101-11-4122-0000 131.31 0.00 FICA CONTRIB-CITY SHARE
101-13-4101-0000 7,775.00 0.00 FULL-TIME REGULAR
101-13-4103-0000 325.96 0.00 PART-TIME
101-13-4121-0000 583.12 0.00 PERA CONTRIB-CITY SHARE
101-13-4122-0000 618.42 0.00 FICA CONTRIB-CITY SHARE
101-13-4131-0000 1,200.70 0.00 EMPLOYEE INSURANCE-CITY
101-13-4151-0000 82.84 0.00 WORKERS COMPENSATION
101-15-4101-0000 4,505.22 0.00 FULL-TIME REGULAR
101-15-4121-0000 337.92 0.00 PERA CONTRIB-CITY SHARE
101-15-4122-0000 317.37 0.00 FICA CONTRIB-CITY SHARE
101-15-4131-0000 515.56 0.00 EMPLOYEE INSURANCE-CITY
101-15-4151-0000 22.90 0.00 WORKERS COMPENSATION
101-18-4101-0000 4,756.18 0.00 FULL-TIME REGULAR
101-18-4121-0000 122.18 0.00 PERA CONTRIB-CITY SHARE
101-18-4122-0000 359.23 0.00 FICA CONTRIB-CITY SHARE
101-18-4131-0000 886.42 0.00 EMPLOYEE INSURANCE-CITY
101-18-4151-0000 33.20 0.00 WORKERS COMPENSATION
101-24-4101-0000 4,108.03 0.00 FULL-TIME REGULAR
101-24-4121-0000 297.16 0.00 PERA CONTRIB-CITY SHARE
101-24-4122-0000 258.55 0.00 FICA CONTRIB-CITY SHARE
101-24-4131-0000 515.00 0.00 EMPLOYEE INSURANCE-CITY
101-24-4151-0000 21.54 0.00 WORKERS COMPENSATION
101-32-4101-0000 8,132.78 0.00 FULL-TIME REGULAR
101-32-4102-0000 269.19 0.00 OVERTIME
101-32-4105-0000 302.90 0.00 STREET PAGER PAY
101-32-4121-0000 652.85 0.00 PERA CONTRIB-CITY SHARE
101-32-4122-0000 646.25 0.00 FICA CONTRIB-CITY SHARE
101-32-4131-0000 1,897.80 0.00 EMPLOYEE INSURANCE-CITY
101-32-4151-0000 428.81 0.00 WORKERS COMPENSATION
101-33-4101-0000 2,885.47 0.00 FULL-TIME REGULAR
101-33-4102-0000 363.48 0.00 OVERTIME
101-33-4121-0000 243.68 0.00 PERA CONTRIB-CITY SHARE
PR-G/L Distribution Report(03/20/2017- 3:18 PM) Page 1
Account Number Debit Amount Credit Amount Description
101-33-4122-0000 197.10 0.00 FICA CONTRIB-CITY SHARE
101-33-4151-0000 143.83 0.00 WORKERS COMPENSATION
101-52-4101-0000 3,010.01 0.00 FULL-TIME REGULAR
101-52-4121-0000 225.75 0.00 PERA CONTRIB-CITY SHARE
101-52-4122-0000 243.52 0.00 FICA CONTRIB-CITY SHARE
101-52-4131-0000 874.01 0.00 EMPLOYEE INSURANCE-CITY
101-52-4151-0000 149.85 0.00 WORKERS COMPENSATION
101-53-4101-0000 1,164.77 0.00 FULL-TIME REGULAR
101-53-4121-0000 87.37 0.00 PERA CONTRIB-CITY SHARE
101-53-4122-0000 87.18 0.00 FICA CONTRIB-CITY SHARE
101-53-4131-0000 21.92 0.00 EMPLOYEE INSURANCE-CITY
101-53-4151-0000 35.65 0.00 WORKERS COMPENSATION
FUND Total: 51,554.62 51,554.62
FUND 201 Southshore Center
201-00-1010-0000 0.00 1,531.03 CASH AND INVESTMENTS
201-00-4101-0000 682.25 0.00 FULL-TIME REGULAR
201-00-4102-0000 251.16 0.00 OVERTIME
201-00-4103-0000 432.50 0.00 PART-TIME
201-00-4121-0000 51.17 0.00 PERA CONTRIB-CITY SHARE
201-00-4122-0000 81.94 0.00 FICA CONTRIB-CITY SHARE
201-00-4151-0000 32.01 0.00 WORKERS COMPENSATION
FUND Total: 1,531.03 1,531.03
FUND 601 Water Utility
601-00-1010-0000 0.00 6,716.84 CASH AND INVESTMENTS
601-00-4101-0000 4,809.65 0.00 FULL-TIME REGULAR
601-00-4102-0000 90.31 0.00 OVERTIME
601-00-4105-0000 302.90 0.00 WATER PAGER PAY
601-00-4121-0000 390.18 0.00 PERA CONTRIB-CITY SHARE
601-00-4122-0000 350.70 0.00 FICA CONTRIB-CITY SHARE
601-00-4131-0000 640.15 0.00 EMPLOYEE INSURANCE-CITY
601-00-4151-0000 132.95 0.00 WORKERS COMPENSATION
FUND Total: 6,716.84 6,716.84
FUND 611 Sanitary Sewer Utility
611-00-1010-0000 0.00 5,704.30 CASH AND INVESTMENTS
611-00-4101-0000 3,980.07 0.00 FULL-TIME REGULAR
611-00-4102-0000 44.87 0.00 OVERTIME
611-00-4105-0000 302.90 0.00 SEWER PAGER PAY
611-00-4121-0000 324.59 0.00 PERA CONTRIB-CITY SHARE
611-00-4122-0000 300.85 0.00 FICA CONTRIB-CITY SHARE
PR-G/L Distribution Report(03/20/2017- 3:18 PM) Page 2
Account Number Debit Amount Credit Amount Description
611-00-4131-0000 640.15 0.00 EMPLOYEE INSURANCE-CITY
611-00-4151-0000 110.87 0.00 WORKERS COMPENSATION
FUND Total: 5,704.30 5,704.30
FUND 621 Recycling Utility
621-00-1010-0000 0.00 700.49 CASH AND INVESTMENTS
621-00-4101-0000 548.69 0.00 FULL-TIME REGULAR
621-00-4121-0000 41.14 0.00 PERA CONTRIB-CITY SHARE
621-00-4122-0000 36.35 0.00 FICA CONTRIB-CITY SHARE
621-00-4131-0000 71.81 0.00 EMPLOYEE INSURANCE-CITY
621-00-4151-0000 2.50 0.00 WORKERS COMPENSATION
FUND Total: 700.49 700.49
FUND 631 Storm Water Utility
631-00-1010-0000 0.00 1,095.17 CASH AND INVESTMENTS
631-00-4101-0000 815.71 0.00 FULL-TIME REGULAR
631-00-4102-0000 45.44 0.00 OVERTIME
631-00-4121-0000 64.60 0.00 PERA CONTRIB-CITY SHARE
631-00-4122-0000 61.28 0.00 FICA CONTRIB-CITY SHARE
631-00-4131-0000 99.41 0.00 EMPLOYEE INSURANCE-CITY
631-00-4151-0000 8.73 0.00 WORKERS COMPENSATION
FUND Total: 1,095.17 1,095.17
FUND 700 Payroll Clearing Fund
700-00-1010-0000 67,302.45 0.00 CASH AND INVESTMENTS
700-00-2170-0000 0.00 33,074.50 GROSS PAYROLL CLEARING
700-00-2171-0000 0.00 7,559.07 HEALTH INSURANCE PAYABLE
700-00-2172-0000 0.00 4,635.19 FEDERAL WITHHOLDING PAYABLE
700-00-2173-0000 0.00 1,967.10 STATE WITHHOLDING PAYABLE
700-00-2174-0000 0.00 7,380.10 FICA/MEDICARE TAX PAYABLE
700-00-2175-0000 0.00 6,387.20 PERA WITHHOLDING PAYABLE
700-00-2176-0000 0.00 2,155.00 DEFERRED COMPENSATION
700-00-2177-0000 0.00 1,205.68 WORKERS COMPENSATION
700-00-2181-0000 0.00 1,033.09 DISABILITY INSURANCE
700-00-2183-0000 0.00 1,055.77 HEALTH SAVINGS ACCOUNT
700-00-2184-0000 0.00 543.75 DENTAL DELTA
700-00-2185-0000 0.00 306.00 DENTAL-UNION
FUND Total: 67,302.45 67,302.45
PR-G/L Distribution Report(03/20/2017- 3:18 PM) Page 3
Account Number Debit Amount Credit Amount Description
Report Total: 134,604.90 134,604.90
PR-G/L Distribution Report(03/20/2017- 3:18 PM) Page 4
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MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
Title/Subject: Accept Proposal for Professional Design Services, WSB and Associates, Inc., for
an Infiltration and Inflow Study for portions of the Sanitary Sewer System.
Meeting Date: March 27, 2017
Prepared by: Larry Brown, Director of Public Works
Reviewed by: Paul Hornby, City Engineer
Attachments CIP Excerpt, Site Map, Proposal by WSB and Associates, Inc.
Policy Consideration: Should the City Council award a contract for professional design services, to
conduct a study for infiltration and inflow for the sanitary sewer system to WSB and Associates,
Inc.?
Background/ Previous Action: Each year the requirements by the Metropolitan Council, to
minimize the amount of ground water that either infiltrates into the system or inflows directly to
the system through illicit connections, gets more restrictive and expensive.
The Met. Council does not desire to have to build in extra capacity at the wastewater treatment
facilities to treat "clear water." Infiltration and Inflow (aka "I and I") is an expense that is added to
treating the regular waste stream. Therefore, it is in everyone's best interest to minimize such
flows.
The City of Shorewood budgets $70,000 annually, within the Sanitary Sewer Capital Improvement
Program (CIP), to investigate and perform various repairs that are focused specifically on reducing I
and I. An excerpt of the CIP is shown in Attachment 1.
Therefore, chose a specific area of concern. It is proposed to have two monitoring stations set up
within the S.E. area of the sanitary sewer system, over a one month period, to specifically quantify
the amount of flow and I and I that is generated from the City of Shorewood, and from the sanitary
sewer lines that are owned and operated by the Met Council. City staff is concerned about areas of
Met Council lines that traverse Silver Lake and other low lying areas. It is prudent to quantify each
of the entities flow volumes. Attachment 2 is a site map for the subject area.
Staff solicited a design proposal to have flow meters placed in key locations, collect data for a one
month wet period, and to perform data analysis to quantify the amount of I and I for the key
portions of the system identified.
Financial Impacts:
This study has been budgeted for, as part of the Sanitary Sewer CIP, as shown in Attachment 1.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
Options:
1. Accept the proposal for a one month study period, not to exceed $8,260, as shown in
Attachment 3.
2. Provide Staff with alternative direction.
Recommendation /Action Requested:
1. Staff is recommending Option 1.
Source Project# Priority 2017 2018 2019 2020 2021 Total
Pick-up-4 x 4 150 Replace Unit 80 080 5 27,500 27,500
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
Boulder Bridge Deumidifier W-19-01 3 5,000 5,000
601-Water Fund Total 192,450 51,000 44,500 6,000 20,000 313,950
611-Sanitary Sewer Fund
Dump Truck-replace unit 72 072 5 90,450 90,450
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
y 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 260,450 190,000 205,000 70,000 70,000 795,450
631-Stormwater Management Fund 1
4"pump replace unit 50 050 5 45,500 45,500
Galpin Lake Rd Trail Stormwater SS003 1 230,000 230,000
Amlee Road STM-16-01 4 78,000 78,000
Manitou Lane STM-16-02 4 75,000 75,000
Glen Road East STM-16-03 4 241,000 241,000
Riveria Lane STM-17-01 4 87,000 87,000
Shorewood Lane STM-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 186,000 642,000 452,000 193,500 394,000 1,867,500
Total
GRAND TOTAL 3,454,000 5,442,600 2,405,600 1,682,500 2,766,400 15,751,100
ATTACHMENT 1
CIP EXCERPT
Friday,November 18,2016
CITY OF
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2017 INFILTRATION AND INFLOW
STUDY AREA
ATTACHMENT 2
SITE LOCATION
rrte�,■
WSB
477 Temperance Street I St. Paul,MN 55101 (651)286-8450
February 8, 2017
Mr. Larry Brown
Director of Public Works
City of Shorewood
5755 Country Club Road
Shorewood, MN 55331
Re: Scope of Services for the City of Shorewood Sanitary Flow Monitoring
Dear Mr. Brown:
Attached for your review and approval is our proposed scope of services, fee, and schedule for the City of
Shorewood (City) Sanitary Flow Monitoring. The objective of the study is to quantify inflow and infiltration
(1/1) sources to the City's sanitary collection system. This proposal includes the use of two (2) flow
metering units to be installed within the sanitary system. The scope has been structured to describe
services and fees in weekly and monthly terms so that the City may select a monitoring period that suits
their data objectives.
If you are in agreement with this proposal, please sign where indicated below and return one copy to me.
Please do not hesitate to contact me at 763-512-5240 with any questions.
Sincerely,
WSB &Associates, Inc. WSB &Associates, Inc.
Linnea Henkels Paul Hornby
Environmental Scientist Sr. Project Manager
Attachment
ACCEPTED BY:
Name
Title
Date
Monitoring Duration Requested & Proposed Fee:
One Month -June 2017 ATTACHMENT 3
Estimated Fee - $8,260 PROPOSAL
Equal Opportunity Employer
wsbeng.com
G:\Group Data\WATER RESOURCES\Proposals\Shorewood\Letter Proposal-Shorewood Sanitary Monitoring 020817.docx
Scope of Engineering Services
February 8, 2017
SCOPE OF ENGINEERING SERVICES
FOR
SHOREWOOD SANITARY MONITORING
One-Time Fee Services ($6,335)
Task 1- Project Preparation and Project Management
This task includes an initial review of the study area and project management and coordination with City
staff.
Task 2—Meter Installation and Removal
As part of this task, WSB will install two (2)2150 ISCO area velocity meters within the sanitary sewer.
The sewer entry will be completed in accordance with OSHA regulations for Confined Space Entry.
Safety and gas monitoring equipment will be provided by WSB. At the conclusion of the flow monitoring,
all equipment will be retrieved using the same protocols.
Task 3- Data Review & Reporting
At the conclusion of the monitoring period, the flow data will be reviewed for quality and completeness.
Rainfall data will be obtained from the station closest to the study area and plotted with the flow data.
Data interpretation will include identifying the volume contributed by inflow and infiltration and reviewing
flow hydrograph characteristics to identify possible sources. The deliverable to the City will be a Technical
Memorandum summarizing the findings which will include relevant flow charts and data tables.
Task 4- Data Review Meeting
This task includes one (1) meeting with the City to review the study findings.
Unit Rate Services
The duration of sewer monitoring will be determined based on the City's data objectives and weather
conditions. The weekly and monthly monitoring rates below include maintenance and calibration of the
meters. During these visits, the data will be downloaded and reviewed in the field. The rates described
below also include equipment rental fees for the monitoring period.
Option 1 —Weekly Monitoring Rate ($740)
Option 2—Monthly Monitoring Rate ($1,950)
Deliverables: One Technical Memorandum with charts and tables, One (1) Meeting with City staff to
review report findings.
Schedule and Fee
We propose to complete the Shorewood Sanitary Monitoring in the month of June 2017 for an estimated
fee of$8,260. The technical memorandum will be completed and reviewed with the City in July 2017.
G.Group D.,WA TER RESOURCES Proposals Shorewood Letter Proposal-Shorewood Sanitcuy Monitoring 020817 docx
Scope of Engineering Services
February 8, 2017
Task No Description Estimated Fee Direct Billing
One-Time Services Fee
1 Project Preparation and Project Management $750
2 Equipment Installation and Removal $1,900
3 Data Review & Reporting $3,175
4 Data Review Meeting $510
Subtotal for One-Time Monitoring Fee $6,335
Option 1 -Weekly Monitoring Rate
1 Equipment Maintenance $500
E u. Rent 2 x ISCO 2150 Area Velocity Meters $240
Subtotal for Weekly Monitoring $740
Option 2— Monthly Monitoring Rate
1 E ui ment Maintenance $1,225
E u. Rent 1 2 x ISCO 2150 Area Velocity Meters $700
Subtotal for Monthly Monitoring $1,925
Project Duration Examples:
1 Week: $6,335 + $740 = $7,075
2 Weeks: $6,335 + $740 + $740 = $7,815
1 Month: $6,335 + $1,925 = $8,260* Selected for this proposal
Actual fees will be based on the hourly rates and the actual time spent by the team members working on
the project. Any additional services requested which are beyond the scope of work can be provided and
charged at the hourly rates in effect for the individuals performing the work, after authorization by the City
Council.
Thank you for this opportunity to provide professional consulting services to Shorewood. If this proposal is
acceptable, please execute the signature block on the cover page and return as our authorization to
proceed.
G.Group Data WA TER RESOURCES Proposals Shorewood Letter Proposal-Shorewood Sanitcuy Monitoring 020817 docx
#3C
MEETING TYPE
City of Shorewood Council Meeting Item REGULAR
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Update Letter from Deborah Zorn and LMCD Board
Meeting Date: March 27, 2017
Prepared by: Greg Lerud
Attachments: Letter from LMCD Board of Directors
Background: Attached is a letter from Deborah Zorn and the LMCD Board of Directors on the LMCD
projects and activities update for the second half of 2016.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Pagel
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DATE: March 14, 2017 MAR '16 2017
TO: Member Cities
C,ff"b"OF
FROM: LMCD Board of Directors
Dan Baasen, Bill Cook, James Doak,Jay Green, Ann Hoelscher, Gary Hughes,
Chris Jewett, Dennis Klohs, Gregg Prest, Dave Rahn, Sue Schuff,
Gregg Thomas, Deborah Zorn
Vickie Schleunla`ig;WCD Executive Director
SUBJECT: Second Half 2016 LMCD Project and Activities Update
The following is a brief summary of the organization and activities for the Lake Minnetonka
Conservation District (LMCD) for the second half of 2016. Your representative may have already
shared some activities with you, but we understand there are some new City representatives
that may appreciate an overview. If you have questions, please contact the LMCD Executive
Director Vickie Schleuning or your city's LMCD representative. We look forward to working with
you in 2017. Thank you.
1. OVERVIEW OF LMC®
• The board includes fourteen members appointed by the City Councils of the fourteen
cities surrounding Lake Minnetonka.
• There are three and a half staff comprised of an Executive Director (1), Administrative
Technician (1) Vacant, Administrative Assistant/Code Enforcement (1), and
Administrative Clerk (0.5).
• The LMCD was established by enabling Legislation--Minnesota State Statute 1036.611
(1967) to protect the lake and manage its use.
• The budget for 2017 consists of a levy of$326,343, license fees, grants, court fines, and
contributions for certain activities.
2. HIGHLIGHT OF PROJECTS FROM JUNE-THROUGH DECEMBER
The Harvest Program for Aquatic Invasive Species (AIS) operates from June-August and
harvests approximately 391 acres for public navigation.
www.1mcd.org IR Inncd(c 1rncd,org
To preserve and entrance the"Lake Minnetonka experience"
Mi,irch 14, 2017
Page
® The LMCD partnered with various agencies for AIS programs such as the Three Rivers
Park District for Watercraft Inspection Program to help prevent spread of existing and
new AIS. Funding partners included MN DNR, MCWD, TRPD and cities.
Public Safety
• Hennepin County and various partners installed an emergency access dock on County-
owned land near the Arcola Bridge (June 2016).
• A number of solar lights, provided and maintained by the Save the Lake Fund, were not
working or had been vandalized. New lights were ordered and installed (June 2016).
• The Board approved amendments to the ordinance regarding public nuisances and
liquor restrictions. The definition of loud noise for was defined as 1) exceeds the levels
established by the MPCA when measured from any property abutting the Lake; 2)
unreasonably annoys, disturbs, injures, or endangers the comfort, repose, health,
peace, safety, or welfare of any person; or 3) unreasonably interferes with or precludes
the use of enjoyment of property, or negatively affects property value. Quiet hours
were established as 10:00 pm —7:00 am, restricting plainly audible noise at a distance of
150 feet from shore. The definition of liquor was changed from beer to an alcoholic
beverage. (July 2016)
• The Board approved a request from the Caribbean Marina (Tonka Bay) for a second
minimum wake buoy to be placed within their current setback area. (Sept 2016)
• The LMCD created a Facebook page (October 2016) to provide additional ways to share
information with stakeholders www.facebool<.corr laernirnetonkacor�servationdistrict,
• The LMCD managed numerous inquiries and concerns about dock requirements, de-
icing operations, temporary structures, special events, and general lake use in
association with its partners such as the Water Patrol, MCWD, MN DNR, lake
associations, cities, and other agencies.
Applications
• The Board approved Lindbo Landing's (Tonka Bay) request to reconfigure their 42 boat
storage units utilizing the Qualified Commercial Marina Ordinance. The changes include
1) increasing the dock length to 200 feet; 2) converting 10 slides to slips; and 3)
reconfiguring several slips to a uniform 32 feet. (June 2016)
• The Board approved a policy for the City of Deephaven's request to allow powerboats to
use their District Mooring Area. (June 2016)
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The Board approved a request from Jerry Martin, 10 Crabapple Lane, Tonka Bay, for a
side setback and adjusted dock use area variance. The request is for 1) a 47.7 foot by
four-foot long dock; 2) a northerly adjusted dock use area (up to 17 degrees); and 3) a
proposed deck over the 929.4 foot shoreline. The City of Tonka Bay also would also
need to approve the proposed deck. The approval was subject to the following
conditions 1) restrict future use of a canopy; 2) all appropriate permits must be
obtained; 3) submission of an as-built survey; and 4) filing of the variance with the
County Recorder. (August 2016)
• The Board approved Howard's Point Marina's (Shorewood) request to reconfigure their
dock under the Qualified Commercial Marina Ordinance. There is no change in the
number of boat storage units (96). (Sept 2016)
• The Board approved the following reconfigurations and/or expansions for multiple dock
structures, including approving the Environmental Assessment Worksheets (EAW) and
finding an Environmental Impact Statement was not required for:
0 5th Street Venture Qualified Commerical Marina license (Spring Lake Park).
(October 2016, December 2016). The applicant proposed to expand from 13
boat storage units to 41 boat storage units. The Board approved a Qualified
Commercial Marina license in December 2016. The dock facility expanded from
13 boat storage units to 30 boat storage units. 5 of those BSUs are dependent on
environmental studies.
o City of Excelsior. (December 2016 and January 2017)The City of Excelsior PUD
and Municipal Dock license was approved to: 1) expand Piers 3, 4, and 5 within
their "Commons" area to just under 200' out from shore utilizing the Municipal
Planned Unit ordinance; 2) add an estimated 36 additional boat storage units;
and 3) congregate their transient watercraft storage to a specific area.
o Brown's Bay Marina (Site 2, Orono). (December 2016) Browns Bay Marina was
approved in January 2017 to reconfigure their existing dock structures using the
Qualified Commercial Marina ordinance. The site will extend out to 200 feet and
decrease their width to meet side setback requirements. The BSUs will remain
the same.
The Board denied a variance request for watercraft density for 3116 West edge
Boulevard, Halstead Bay, Mound (December 2016).
LMCD Administration
A new Executive Director, Vickie Schleuning, was appointed. Ms. Schleuning has more
than 20 years of experience in local government and 6 years in education. (September
I.IVI(::D Update
�CVlar'h :14, 2(7:1.7
2016). An introduction and feedback meeting was also held with the city
representatives.
® The Board approved an update to the LMCD Bylaws (written in 1967).
The Board approved a new Vision and Mission Statement. The vision is--Lake
Minnetonka is a highly valued year-round asset with vibrant aesthetic, recreational,
commercial, and natural qualities. These qualities and values will be protected and
preserved for future generations. The new mission statement is--To preserve and
enhance the "Lake Minnetonka experience." This is accomplished by providing
leadership in protecting, improving, and managing lake use.
The Board approved the law firm of Kennedy and Graven to assist with the
recodification of the Code of Ordinances to reorganize the code. The process will take
up to a year to complete but will result in clearer, more understandable ordinances. It
will also facilitate the next phase of the process, a more comprehensive analysis of the
criteria and standards in the code.
The Board approved a process to annually establish a Nominating Committee that
would recommend a slate of candidates for the chair, vice-chair, secretary and treasurer
positions. The process would include potential nominations "from the floor." (Sept
2016)
The Board approved a code amendment regarding Section 2.015, "Reconfiguration of
Non-Conforming Structures," to allow the LMCD office to approve requests to replace
the dock fingers between slips with dolphin poles to accommodate wider boats. The
Board also asked the attorney to draft additional language that would allow greater
flexibility for reconfiguration under this section based on linear measurements of the
slips.
The Board reviewed an analysis and status of the 2016 budget for General
Administration, Aquatic Invasive Species, Equipment Replacement, and Save the Lake in
October 2016. There was discussion regarding use of staff time for Save the Lake
activities, appropriate use of the contributions, and potential uses of the Reserve Fund.
Further discussion is planned at future meetings.
3. HIGHLIGHT OF INITIATIVES IN 2017
• Recodification
• Stakeholder Engagement
• Communication
• Finalize Strategic Plan
#3D
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Proposed Dock License Fees-Update
Meeting Date: 27 March 2017
Prepared by: Brad Nielsen
Reviewed by: Patti Helgesen
Policy Consideration: Should the City consider updating its current fee schedule with respect to dock
licenses, and should the 2017 dock license for Shorewood Yacht Club be approved?
Background: At its last meeting,the City Council continued the matter of Shorewood Yacht Club's 2017
annual dock license, pending a review of the current fee schedule. Staff has researched what other
nearby cities require for dock license fees. Following is a summary:
Annual License Fees for Commercial Marinas
City Base Fee Fee per dock slip
Greenwood $110 $5
Mound None $30
Orono $200 plus inspection fee None
Spring Park None None
Tonka Bay $270 $5
Wayzata None None
Shorewood currently charges$2 per slip for commercial dock licenses. This fee has not been adjusted
for several years, and as you can see from the above, we are substantially lower than what some other
cities are charging. Similarly,there may be other fees in our fee schedule that are in need of update.
Financial or Budget Considerations: The current fees charged by Shorewood are not considered
adequate to cover annual inspections and processing of the dock license. The fees charged by
Greenwood and Tonka Bay appear to be reasonable. It is recommended that staff be directed to bring
back an ordinance updating not just the dock license fees, but various other fees charged for services.
Regarding the Shorewood Yacht Club 2017 license, staff recommends its approval under the current fee
schedule.
Options: Approve the SYC 2017 dock license under the current fee schedule and direct staff to bring
back an updated fee schedule for future use; approve the SYC license and leave the fee schedule alone;
or do nothing.
Recommendation/Action Requested: Doing nothing is not really an option—staff recommends
approval of the license with direction to bring back an update fee schedule at a future meeting.
Next Steps and Timelines: Depending on other staff, a revised fees schedule could be put on the 24
April agenda.
#3F
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Lacrosse Practice Wall
Meeting Date: 27 March 2017
Prepared by: Brad Nielsen
Reviewed by: Patti Helgesen
Cc: Greg Lerud
Larry Brown
Policy Consideration: What type of anti-graffiti coating should the City require for the lacrosse practice
wall proposed for Badger Field?
Background: A request from Lacrosse representatives for a practice wall in Badger Park was continued
to the 27 March Council meeting when Public Works Director Brown brought up the issue of graffiti.
Staff was directed to recommend a coating for the wall that would be graffiti-resistant and/or easy to
clean. There are essentially two types of coatings available: 1) sacrificial; and 2) non-sacrificial. The
sacrificial products are designed to be pressure washed off and then recoated. The non-sacrificial
products are more permanent and the graffiti is pressure washed, leaving the coating in place. The City
Engineer’s office has recommended a product called PERMACLEAN, which is a non-sacrificial coating.
Financial or Budget Considerations: It is recommended that the cost of the coating be a stipulation in
the building permit required for the wall.
Options: Require PERMACLEAN coating for the wall; require a sacrificial coating; or do more research.
Recommendation / Action Requested: Staff recommends the use of PERMACLEAN, to be made a
requirement of the building permit.
Next Steps and Timelines: Lacrosse has expressed an interest in getting going on the wall as soon as
possible.
Connection to Vision / Mission: Attractive amenities, sound financial management.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
#3F
MEETING TYPE
City of Shorewood Council Meeting Item REGULAR
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Approve Contract with NAC for Comprehensive Plan Update
Meeting Date: March 27, 2017
Prepared by: Greg Lerud
Reviewed by: Tim Keane and Brad Nielsen
Attachments: Proposed contract with NAC and Resolution
Background: At the February 27 work session,the City Council heard proposals from two firms,
Northwest Associated Consultants (NAC) and WSB,to assist the City with the city's comprehensive plan
update. At the March 13 City Council meeting,the Council selected NAC to assist with the update.
Financial or Budget Considerations: NAC's proposal to do the work was in the amount of$37,900, and
the contract is consistent with that amount.
Recommendation/Action Requested: Staff recommends adopting the Resolution approving the
contract with NAC.
Next Steps and Timeline: We will schedule a kick off meeting with NAC in the near future. The City's
RFP broke out the engineering components of the comprehensive plan update. Those elements are
planned to be completed by the city's engineer,WSB. Paul Hornby will be at the kick off meeting to
discuss with NAC the requirements related to water, traffic, and infrastructure the Met Council is
requiring to be in the comprehensive plan update and the logistics for completing those components.
Following that meeting WSB will prepare and submit for council approval a proposal to prepare those
parts of the comprehensive plan update.
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. Pagel
CONSULTANTS"NORTHWEST ASSOCtATED IIINCI
4150 Olson Memorial Highway, Ste, 320, Golden Valley, MN 55422
4
Telephone: 763.957.1100 Website: www.nacplanning.com
March 20, 2017
I
AGREEMENT FOR PROFESSIONAL PLANNING SERVICES
This AGREEMENT entered into by and between SHOREWOOD,
MINNESOTA
COUNTY OF HENNEPIN, MINNESOTA, hereinafter referred to as the "City", and
NORTHWEST ASSOCIATED CONSULTANTS, INC., hereinafter referred to as the
Consultant, relating to the employment of Consultant as follows:
i
A. OBJECTIVE AND SCOPE OF SERVICES
1. The Consultant has completed and submitted a proposal dated February [
13, 2017 for updating the Shorewood Comprehensive Plan, and the City,
after due consideration, has authorized the execution of this Agreement in
order to obtain the products described in detail in the proposal.
2. The Proposal is attached hereto as Exhibit A and incorporated herein by
reference. For purposes of determining the scope of services to be
performed, the proposal is considered to be an integral part of this
Agreement.
B. PRODUCTS TO BE PROVIDED BY CONSULTANT
Consultant shall provide the products and services as described in the proposal which is
attached as Exhibit A of this Agreement.
C. PRODUCTS TO BE PROVIDED BY CITY
The following products are to be furnished to the Consultant by the City:
1. Available relevant material pertaining to completion of the project.
2. Background information and Consultant product review through meetings
and interviews with officials, staff and designated citizens and other
interest groups as specified by Exhibit A.
3. GIS mapping and inventory information.
f
D. PROJECT SCHEDULE f
F
The Consultant shall begin work on the project within one week following the City's
approval of this Agreement, and shall be completed within twelve (12) months from the
date of work initiation, unless delayed for reasons of unexpected emergencies, forces
beyond the control of the parties, or by request by either party in writing.
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E. DELAY CAUSED BY CITY
In the event the Consultant's performance of services hereunder is delayed due to acts
of the City or at the request of the City and such delay exceeds sixty (60) days, the
Consultant shall have the right to renegotiate the contract to account for rising costs
before resuming work and shall not be penalized for any delay resulting therefrom. In
the event Consultant's work is delayed due to acts of the Consultant and such delay
exceeds sixty (60) days, the City shall have the right to withhold a sum not in excess of
ten (10) percent of the total of this Agreement.
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F. COST OF SERVICES
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The City shall pay the Consultant:
1. On a monthly basis, based upon invoices submitted on a time and
expense basis pursuant to the fee schedule included in Exhibit A, for work
completed to an amount not to exceed thirty seven thousand nine hundred
dollars ($37,900) for production work described within Exhibit A of this
Agreement.
2. All costs incurred will be due and payable to the Consultant upon receipt
of an invoice showing the work completed and the cost of said work. For
any invoice not paid within thirty (30) days, the Consultant will have the
option of interrupting work without termination of the contract. A service
charge of one and one-half (1.5%) percent per month will be added to
each invoice not paid within thirty (30) days from the date of invoice.
3. For any work authorized by the City, documented in writing, which is
beyond that described in this Agreement, such work shall not be included
as part of the maximum dollar limit stated in paragraph F.1 above, but
shall be compensated at established billing rates as described in the
Standard Rate Schedule (Exhibit A).
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G. OTHER PARTIES
1. It is mutually agreed that this Agreement is not transferable by either party
to a third party without the written consent of the other.
2. The Consultant's reports and other materials prepared in the performance E
of this Agreement are instruments of services and remain the property of
the City. However, any further distribution of these reports by the City must
note the Consultant as the source.
H. TERMINATION
t
1. This Agreement may be terminated by either party delivering to the other
party written notice of termination, in which case this Agreement shall be
terminated as of 9:00 AM on the tenth (10th) day following receipt of said l
written notice (termination date). I
2. The Consultant shall have the right to retain those materials which are the
direct result of work performed by Consultant for which Consultant is due
payment from City. Consultant shall deliver to City all such materials upon
payment by City for such work performed.
3. In the event of termination by the Consultant, the Consultant shall forward
to the City on or prior to the termination date any unearned fees or
retainers held by the Consultant. All materials held by the Consultant shall
be returned to the City within seven (7) days of the termination date.
4. In the event of termination, the Consultant shall be paid only for work
actually performed prior to the Consultant's receipt of the Notice of
Termination. Payment shall be based upon the hourly rate set forth in
Exhibit A of this Agreement. Total payments shall not exceed, however,
the "not to exceed" amounts set forth in paragraph F.1 of this Agreement.
I
NORTHWEST ASSOCIATED CONSULTANTS, INC.
ell-
Aia,n'-R. Brixi s, Prin ipal D e
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Conditions Herein Agreed To:
3
SHOREWOOD, MINNESOTA
Scott Zerby, Mayor Date
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Greg Lerud, City Administrator Date
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Please Sign and Return One Copy
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CITY OF SHOREWOOD
RESOLUTION NO. 17 -
A RESOLUTION APPROVING CONTRACT WITH NORTHWEST ASSOCIATED
CONSULTANTS TO UPDATE THE CITY'S COMPREHENSIVE PLAN
WHEREAS, the City Council has heard proposals to assist the city in updating its
comprehensive plan; and
WHEREAS, at the March 13 City Council meeting, the Council accepted the proposal
from Northwest Associated Consultants (NAC) to assist the city in the update process.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of
Shorewood as follows:
1. That the City Council hereby approves the contract as presented and the Mayor
and City Administrator are hereby authorized and directed to sign the contract on behalf of the
City and return one signed copy to NAC.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 27th
day of March, 2017.
ATTEST: Scott Zerby, Mayor
Greg Lerud, City Administrator
#3G
MEETING TYPE
City of Shorewood Council Meeting Item REGULAR
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Setting the Date for the Appreciation Event
Meeting Date: March 27, 2017
Prepared by: Greg Lerud
Background:
Councilmember Siakel worked with staff to selecte a date for the Council's annual appreciation event.
Between staff and Council,the date(s) selected are August 4 or 5. The exact activity has not yet been
determined, but will be communicated once it is determined. As in the past,the event will recognize
volunteer commissioners and representatives; and staff.
The past budget for the event and appreciation activities has been $2,500. It is expected the cost will be
under that amount.
Recommendation: Designate those dates for the event so people can include it in their schedules.
Event activities and selected date will be communicated as soon as they are determined.
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. Pagel
#7A
CITY OF SHOREWOOD 5755 COUNTRY CLUB RD
PARK COMMISSION MEETING SHOREWOOD CITY HALL
TUESDAY, MARCH 14, 2017 7:00 P.M.
MINUTES
1. CONVENE PARK COMMISSION MEETING
Chair Mangold convened the meeting at 7:00 p.m.
A. Roll Call
Present: Chair Mangold, Commissioners Vassar, Rock (arrived at 7:10 p.m.), and
;
BarrCity Council Liaison Labarie; City Planner Nielsen; Public Works
Director Brown; Finance Director DeJong
Absent: Kobs
B. Review Agenda
Mangold moved to approve the agenda as amended: Mangold stated he would like to talk about the park
liaison from the Public Works Department and his possible attendance at the park tours. Vassar seconded
the motion. Motion carried 3-0.
2. APPROVAL OF MINUTES
A. Park Commission Meeting Minutes of February 28, 2017
Barr moved to approve the minutes of the February 28, 2017 meeting as written. Mangold seconded the
motion. Motion carried 3-0.
3. MATTERS FROM THE FLOOR
There were none.
4. REVIEW MAINTENANCE STANDARDS
Nielsen discussed the maintenance standards created two years ago and its purpose to establish
maintenance levels at every park in Shorewood. Levels of service were established depending on the kind
of park.
Brown stated there are a lot of differences between what Public Works does and what a level of service
entails. He stated they do not dedicate one person to work in the parks. He stated there is a park lead
person. He stated there are a number of areas that are maintained surrounding the parks. Most of it
involves mowing, weed whacking, and general maintenance. They mow ball fields twice a week as weather
allows. Other areas are mowed once a week. Exceptions include city-owned lots which are often mowed
once every two weeks rather than weekly. He discussed herbicide applications done by an outside
contractor. He discussed vandalism to restroom facilities and the need for daily cleaning. He stated the
parks are a representation of the city, and he stated the residents notice the overall aesthetics. With the
addition of a new employee, it is hoped the upkeep can continue at a high level.
PARK COMMISSION MINUTES
TUESDAY, MARCH 14, 2017
4
PAGE 2 OF
Mangold discussed ballfield maintenance. Brown stated it may be possible that some ballfields don’t need to be
maintained as often. He indicated he would like the opportunity to revise the list and have input. Mangold
stated there needs to be level of services, but they don’t need to be complicated. He stated he would like to
identify areas that should be priorities.
Vassar agreed there is need for prioritizing the standards.
Rock believed maintenance-free installations should be considered. Mangold believed that would be a long-
term win for the city. Nielsen stated weather impacts all decisions on maintenance. When Public Works
has other priorities, that is also a concern. Budget is the third concern.
Mangold stated moving forward, it would be important to get guidelines from Public Works. Brown stated
he would like to revise the levels of service and bring the list back for review. He discussed areas in parks
that are used more frequently than others.
Vassar asked for identification of levels for each use. Nielsen stated that was the intent to have that
information in place by the time the park tours take place. He discussed the timing of the park tours and
the importance of scheduling them later in the season.
Mangold discussed the goal to have standards that meet everyone’s needs and identify what is expected in
the parks. He stated there is also a need to identify areas that won’t continue to be a problem for the Park
Commission during every annual tour. He would like the levels of service identified which relate to what is
being done now. He stated he would also like to see what the practices are for tree removal. Brown stated
that will be addressed as part of the newly-adopted tree management plan.
Nielsen stated staff will try to have feedback and mapping for the next meeting.
Public Works – Park Liaison
Mangold stated the Commission would like to have a Public Works employee who is dedicated to parks.
Brown stated the Public Works Department will be restructured, and there is now Brett Bauman the new
lead supervisor who will be this contact. He can be reached by e-mail, and he is responsible for delegating
the work.
Nielsen asked if he could come on the park tours. Brown stated Bauman could certainly attend the park
tours.
Mangold discussed the importance of keeping the maintenance of Badger Park at a high level. Brown
stated we are not that far off from entering into next year’s budget cycle and have discussed adding an
additional Public Works employee or seasonal employee. He stated right now there is one, usually two
employees, dedicated to Parks.
PARK COMMISSION MINUTES
TUESDAY, MARCH 14, 2017
4
PAGE 3 OF
5. REVIEW/UPDATE CIP
DeJong stated there is a discrepancy between the cost of completing Phase I of Badger Park and what is in the
CIP. Reserve funds will be transferred into the Park Improvement Fund to cover this overage. He stated there
also won’t be enough money to fund the second phase of the park improvements. Mangold stated the City
Council is very open to meeting with the Park Commission to discuss this issue. He asked if we also need to be
concerned for the other two parks in the CIP. DeJong stated that is a question for the City Council as Parks are
not the only items of concern. He discussed problems with roadway improvements and reconstruction. He also
discussed the need for an increase in the annual amount budgeted for the Park Fund.
Nielsen stated something always comes up that is not included in the CIP. When something comes up that is
nowhere on the radar, one of the questions that needs to be asked is where the money is coming from. The ideal
way would be to include the item in the CIP.
Nielsen suggested a joint meeting with the City Council be held sometime in April. Mangold stated that would
need to be done before a City Council meeting. Staff will confirm a date with the City Administrator.
Mangold stated the mainstay project, Badger Park, should not be set aside and short changed. Commissioners
discussed projects earmarked for 2018 and whether they can be postponed to free up funds for Badger Park.
Nielsen stated if it is a new project, maybe we need to find funding for it.
Barr suggested the tot lot at Cathcart and pickle ball be postponed in the 2018 schedule. Mangold stated the tot
lot needs to be done before 2020 and suggested a true inspection of the current equipment.
6. SOUTHSHORE COMMUNITY PARK – PICKLE BALL
Nielsen reviewed a quote for installing a 10’ fence around a pickle ball court. The quote was $20,000 for
chain link and $30,000 for black vinyl. The court would cost $37,000 for building the court which ends up
$7,000 over budget.
Vassar asked how much taller the court would need to be to include tennis. Nielsen stated it would need to
be 20’ x 20’. He also suggested fencing only three sides. He stated there would be more quotes coming,
but the one received tends to be the lowest.
Mangold suggested tabling this item for now and bring it back to a future meeting.
Nielsen stated we were hoping to get started on this project. It could be brought back to the April meeting.
Mangold asked when the skate park would be removed. Brown stated there is a party interested in it who
will take all the equipment out by May 1.
7. MOVIE IN THE PARK
Commissioners discussed options for the Movie in the Park in September. Mangold stated one of the newer
movies should be selected.
PARK COMMISSION MINUTES
TUESDAY, MARCH 14, 2017
4
PAGE 4 OF
Mangold moved, Barr seconded to recommend Sing as the movie selection. Motion carried 4-0.
8. NEW BUSINESS
None
9. STAFF AND LIAISON REPORTS/UPDATES
A. City Council
Mangold updated the Commission on the previous night’s meeting. Labarie stated it is important for the City
Council and Park Commission to get together more than once a year as information gets lost.
Labarie stated the City Council discussed the lacrosse wall and the concern that the material would be too porous
and would be a problem for graffiti removal. Staff was asked to provide alternative surfaces before a motion was
made to approve the Park Commission’s recommendation. Brown discussed the problems with graffiti removal,
materials, and costly removal.
B. Staff
None
10. ADJOURN
Rock moved, Vassar seconded, to adjourn the Park Commission Meeting of March 13, 2017 at 8:29
p.m. Motion carried 4-0.
RESPECTFULLY SUBMITTED,
Clare T. Link
Recorder
® 9A
MEETING TYPE
Ity of Shorewood nl Meeting l Item Regular Meeting
Title/Subject: Accept Quotes for Boulder Bridge Well Removal, Inspection, Repairs and
Reinstallation
Meeting Date: March 27, 2017
Prepared by: Larry Brown, Director of Public Works
Reviewed by: Paul Hornby, City Engineer
Attachments Abstract of Bids, Excerpt Water Operations Budget
Policy Consideration: Should the City Council award a contract to remove, inspect, make repairs
and reinstall the Boulder Bridge Submersible Well?
Background/ Previous Action: Programmed into the Water Operating Budget is the routine
removal, inspection, repair and reinstallation of one well each year, as shown in Attachment 1.
This year the well that is to be pulled is the Boulder Bridge submersible well.
Quotes were solicited from three firms. Results of the quotes are shown below in Table 1.
i
Base Quote $19,661.00
EH Renner and Sons Alternate 1 $24,600.00
Alternate 2 $6,355.40
Total Quote $50,616.40
Base Quote $23,725.00
Traut Companies Alternate 1 $25,450.00
Alternate 2 $7,397.00
Total Quote $56,572.00
Base Quote $27,490.00
Bergerson Caswell, Inc. Alternate 1 $23,550.00
Alternate 2 $7,243.50
Total Quote $58,283.50
Base Quote $26,600.00
Engineer's Estimate Alternate 1 $24,300.00
Alternate 2 $7,766.00
Total Quote $58,666.00
Table 1
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
The Base Quote includes the basic services of furnishing all labor, materials and machinery for
pulling the submersible well pump, performing inspection of the pump, and reinstallation of the
pump. In this case, the pump motor sits at a depth of 123 feet below grade, with a 12 inch casing
pipe that is 399 feet of deep, and a total well depth of 640 feet.
Quote Alternative 1 includes a video inspection of the well casing, including a cleaning of the
casing. This type of inspection has not been performed previously to this well. Therefore, it is
prudent have the well casing inspection services performed, along with this well pump inspection.
Quote Alternative 2 is an attempt at obtaining competitive pricing on the most common repairs for
this type of well pump. It is unknown as to what may be needed ultimately, until such time as the
well is actually pulled, and the pump inspected. Again, by listing out the more common items used
in repairs results in competitive pricing for the more expensive items.
Staff Recommendation
Staff is recommending that the award of quote, including both alternative quotes one and two, be
awarded to EH Renner and Sons, as specified and shown in the Bid Abstract of Attachment 2.
Financial or Budget Considerations:The current Water Operating Budget has $60,000
programmed into budget line item 601-00-4400, as shown in Attachment 1. This amount was
programmed into the budget in anticipation of this project. However, it is anticipated that this line
item may be overrun by the end of the year, due to the contractual costs already incurred for the
watermain break which occurred earlier this year on County Road 19, adjacent the Shorewood
Apartments.
Having stated that, this project is prudent and has been budgeted for, and the Municipal Water
Fund. This fund has sufficient funds to cover the anticipated total amount at the end of the year.
Options:
1. Award the quote to EH Renner and Sons.
2. Provide Staff with alternative direction.
Recommendation /Action Requested:
1. Staff is recommending Option 1.
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 S9S,600 703,500 697,500 520,384 687,500 S6S,770 607,500 206,441 S87,S00 -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,S8S 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,SS0 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 0% 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
4460'Contractual 16,O18 301¢000 30,000 50,398 80,000 41,394 66,400 80,499, 66,0001 0% 6� l
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,S7S 421,800 4SO,OS2 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,S1S) (72,257) (48,452) (104,436)
ATTACHMENT 1
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CITY OF MEETING TYPE
REGULAR
SHOREWOOD
5755 Country Club Road • Shorewood, Minnesota 55331 • 952-960-7900
Fax:952-474-0128•www.ci.shorewood.mmus•cityhall @ci.shorewood.mn.us
Date: March 27, 2017
To: Mayor and City Council Members
From: Bruce DeJong, Finance Director
Attachments: February, 2017 General Fund Monthly Budget Report
The 2017 budget looks much like the same time in the previous year—no trends can be identified and there
are some significant timing differences based on when we receive payment for invoices or are billed for
certain services.
Please remember that the city receives its primary revenues from property taxes which the first half are
distributed in June, July, and the second half in December.
Permits are have continued to stay high even without the Minnetonka Country Club property being very
actively developed.
Miscellaneous Revenues are high because of timing differences for the receipt for the water tower leases.
Expenditures are higher than 2016. The total expenditures are still under budget in total.
Council—Other Services and Charges are higher because of timing difference with the LMCD 1st quarter
payment.
Park Maintenance—Personal Services are higher because more time has been coded here rather than in the
Public Works Service. This is not a problem for the overall General Fund budget because total salaries are
still below budget.
Recreation—Personal Services are higher because more time has been coded here rather than in the
Administration. This is not a problem for the overall General Fund budget because total salaries are still
below budget.
Please contact me or Mr. Lerud if you have any questions.
Attachment: February Budget Spreadsheet
General Ledger
Revenue and Expense vs Budget
Through February 28,2017
%Collected One Year
Description Budget Period Amt YTD Budget %Expended Prior Actual
General Fund Revenues
Taxes $ 5,180,996.00 $ - $ 863,499.33 0.00% $ -
Licenses&Permits $ 239,180.00 $ 39,134.42 $ 39,863.33 16.36% $ 32,442.42
Intergovernmental $ 90,751.00 $ 43,434.00 $ 15,125.17 47.86% $ 44,507.25
Charges for Service $ 42,200.00 $ 3,778.63 $ 7,033.33 8.95% $ 6,065.00
Fines&Forfeits $ 60,000.00 $ 8,305.54 $ 10,000.00 13.84% $ 3,871.60
Misc Revenues $ 210,400.00 $ 124,696.52 $ 35,066.67 0.00% $ 70,225.04
Other Financing Sources $ 25,000.00 $ - $ 4,166.67 0.00% $ -
General Fund $ 5,848,527.00 $ 219,349.11 $ 974,754.50 3.75% $ 157,111.31
General Fund Expenditures
Council
Personal Services $ 22,600.00 $ 3,695.90 $ 3,766.67 16.35% $ 3,695.90
Supplies $ 2,000.00 $ 472.29 $ 333.33 23.61% $ 381.12
Other Services and Charges $ 116,500.00 $ 11,014.75 $ 19,416.67 9.45% $ 3,213.00
Other Financing Use $ 70,000.00 $ - $ 11,666.67 21.69% $ -
Council $ 211,100.00 $ 15,182.94 $ 35,183.33 7.19% $ 7,290.02
Administraton
Personal Services $ 402,154.00 $ 62,843.71 $ 67,025.67 15.63% $ 40,306.86
Supplies $ 20,900.00 $ 3,385.71 $ 3,483.33 16.20% $ 2,906.40
Other Services and Charges $ 42,550.00 $ 12,519.86 $ 7,091.67 29.42% $ 9,877.35
Administraton $ 465,604.00 $ 78,749.28 $ 77,600.67 16.91% $ 53,090.61
Finance
Personal Services $ 142,273.00 $ 24,594.62 $ 23,712.17 17.29% $ 24,010.89
Supplies $ 15,600.00 $ - $ 2,600.00 0.00% $ 7,118.03
Other Services and Charges $ 17,300.00 $ 139.60 $ 2,883.33 0.81% $ 1,835.21
Finance $ 175,173.00 $ 24,734.22 $ 29,195.50 14.12% $ 32,964.13
Professional Services
Other Services and Charges $ 236,400.00 $ 69,222.50 $ 39,400.00 29.28% $ 61,297.50
Professional Services $ 236,400.00 $ 69,222.50 $ 39,400.00 29.28% $ 61,297.50
Planning
Personal Services $ 178,797.00 $ 32,579.14 $ 29,799.50 18.22% $ 32,964.97
Supplies $ 450.00 $ 400.00 $ 75.00 88.89% $ 406.74
Other Services and Charges $ 97,000.00 $ 3,924.82 $ 16,166.67 4.05% $ 2,066.60
Planning $ 276,247.00 $ 36,903.96 $ 46,041.17 13.36% $ 35,438.31
Municipal Buildings
Supplies $ 21,300.00 $ 1,182.81 $ 3,550.00 5.55% $ 2,239.04
Other Services and Charges $ 180,000.00 $ 76,080.02 $ 30,000.00 42.27% $ 91,625.96
Other Financing Use $ 102,913.00 $ - $ 17,152.17 0.00% $ -
Municipal Buildings $ 304,213.00 $ 77,262.83 $ 50,702.17 25.40% $ 93,865.00
%Collected One Year
Description Budget Period Amt YTD Budget %Expended Prior Actual
Police Protection
Supplies -
Other Services and Charges $ 1,180,050.00 $ 196,250.00 $ 196,675.00 16.63% $ 183,965.60
Capital Outlay $ 214,000.00 $ 53,451.75 $ 35,666.67 24.98% $ 53,583.00
Debt Service -
Police Protection $ 1,394,050.00 $ 249,701.75 $ 232,341.67 17.91% $ 183,965.60
Fire Protection
Other Services and Charges $ 372,976.00 $ 93,234.87 $ 62,162.67 25.00% $ 92,137.19
Capital Outlay $ 256,648.00 $ 64,161.94 $ 42,774.67 25.00% $ 67,655.05
Fire Protection $ 629,624.00 $ 157,396.81 $ 104,937.33 25.00% $ 159,792.24
Protective Inspections
Personal Services $ 126,299.00 $ 21,218.83 $ 21,049.83 16.80% $ 20,069.10
Supplies $ 200.00 $ - $ 33.33 0.00% $ 245.00
Other Services and Charges $ 10,550.00 $ 1,779.06 $ 1,758.33 16.86% $ 1,016.58
Protective Inspections $ 137,049.00 $ 22,997.89 $ 22,841.50 16.78% $ 21,330.68
City Engineer
Other Services and Charges $ 89,725.00 $ - $ 14,954.17 0.00% $ -
City Engineer $ 89,725.00 $ - $ 14,954.17 0.00% $ -
Public Works Service
Personal Services $ 516,365.00 $ 51,496.09 $ 86,060.83 9.97% $ 50,906.59
Supplies $ 160,200.00 $ 8,918.01 $ 26,700.00 5.57% $ 11,624.56
Other Services and Charges $ 166,100.00 $ 16,712.53 $ 27,683.33 10.06% $ 12,168.54
Other Financing Use $ 890,000.00 $ - $ 148,333.33 0.00% $ -
Public Works Service $ 1,732,665.00 $ 77,126.63 $ 288,777.50 4.45% $ 74,699.69
Ice&Snow Removal
Personal Services $ 61,465.00 $ 10,259.10 $ 10,244.17 16.69% $ 17,282.29
Supplies $ 44,000.00 $ 13,711.53 $ 7,333.33 31.16% $ 1,169.78
Other Services and Charges $ - $ - $ - $ -
Ice&Snow Removal $ 105,465.00 $ 23,970.63 $ 17,577.50 22.73% $ 18,452.07
Park Maintenance
Personal Services $ 115,022.00 $ 23,911.63 $ 19,170.33 20.79% $ 23,935.06
Supplies $ 23,300.00 $ 215.77 $ 3,883.33 0.93% $ 446.90
Other Services and Charges $ 40,500.00 $ 3,985.57 $ 6,750.00 9.84% $ 3,889.83
Park Maintenance $ 178,822.00 $ 28,112.97 $ 29,803.67 15.72% $ 28,271.79
Recreation
Personal Services $ 41,575.00 $ 11,189.92 $ 6,929.17 26.92% $ 12,213.74
Supplies $ 7,700.00 $ - $ 1,283.33 0.00% $ -
Other Services and Charges $ 13,900.00 $ 4,829.02 $ 2,316.67 34.74% $ 5,486.30
Other Financing Use $ 42,000.00 $ - $ 7,000.00 0.00% $ -
Recreation $ 105,175.00 $ 16,018.94 $ 17,529.17 15.23% $ 17,700.04
General Fund $ 6,041,312.00 $ 877,381.35 $ 1,006,885.33 14.52% $ 788,157.68
Revenue Total $ 5,848,527.00 $ 219,349.11 $ 974,754.50 $ 157,111.31
Expense Total $ 6,041,312.00 $ 877,381.35 $ 1,006,885.33 $ 788,157.68
Net Income/(Loss) $ (192,785.00) $ (658,032.24) $ (32,130.83) $ (631,046.37)
I I .A.2
Greg Lerud
From: Scott Gerber[SGerber @excelsiorf ire.org]
Sent: Monday, March 20, 2017 8:17 AM
To: Greg Lerud
Cc: Craig Zaim; Kim Stern; Kim Stern
Subject: Live Burn Training for EFD
Good Day!
We have secured the opportunity for us to conduct a live burn training at a home in Shorewood-25830 Birch Bluff
Road. This home is being torn down and a rebuild on site.
I met on site with the homeowner and walked the site (inside and out). The home has multiple area opportunities for
live burn events and other types of training. The homeowners are excited about the opportunity to provide us training.
I have also spoken with neighbors—(one side is a close neighbor) and they are all ok with moving ahead based on the
info that I have shared with them.
The purpose of this email is to make sure the City of Shorewood is ok with us moving forward.
Here is the detail—
• Dates: Training dates April 5—April 15
o We will not be on site every day, but we will use the site multiple dates.
® We will be using some Saturday and Sunday's
• Water Supply—
o We will need to use Tanker Operations as there are no hydrants in the area.
• Parking
o We will have some parking on the street in the area during training times.
• Training Opportunities
o We will likely conduct the following on site:
• Search/rescue
• Save yourself—breeching walls
• Roof(low angle roof for parts of the home)
• Live Burn evolutions
• We will need to be clear about expectations on site to avoid the possibility to extension
and issues with the neighbors
• Needs:
• We are working on all of the various permit needs we need to get
• We are developing a specific training plan
• Specific dates and training opportunities
• Coordinating training resources—instructors, pump operators,tanker operators,etc.
Can you please share with Council and let me know if you or council have any concerns.
Thanks in advance for your considerations
Scott
Scott Gerber, Fire Chief
Excelsior Fire District
24100 Smithtown Road
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