06-26-17 CC Reg Mtg Agenda CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, JUNE 26,2017 7:00 P.M.
AGENDA
1. CONVENE CITY COUNCIL MEETING
A. Roll Call
Mayor Zerby
Johnson
Labadie
Siakel
Sundberg
B. Review Agenda
Attachments
2. CONSENT AGENDA: Motion to approve items on the Consent Agenda& Adopt
Resolutions Therein:
A. City Council Work Session Minutes of June 12, 2017 Minutes
B. City Council Regular Meeting Minutes of June 12, 2017 Minutes
C. Approval of the Verified Claims List Claims List
D. 2017 Deer Management program City Administrator memo
E. Amendment to development contract for Minnetonka County Club (PUD) Resolution
Location: Country Club Road/Smithtown Road/Yellowstone Trail First Amendment to DA
F. Authorization for Expenditure of Funds; Public Works Equipment- Director of Public Works'
Tractor with Flail Mowers memo
3. MATTERS FROM THE FLOOR
(No Council Action will be taken)
4. PUBLIC HEARING
A. Vacate the Right-of-Way of Northgate Circle
Applicant: Dan Freedland
Location: Between 26525 and 26575 Edgewood Road
5. REPORTS AND PRESENTATIONS
A. Auditor Report
6. PARKS
CITY COUNCIL REGULAR MEETING AGENDA—June 26,2017
Page 2
7. PLANNING
A. Minor Subdivision for two lots Planning Director's
Applicant: Michael Hayes memo; Resolution
Location: 24835 Yellowstone Trail
B. Report on 06-20-17 Planning Commisson Meeting
8. ENGINEERING/PUBLIC WORKS
A. Comprehensive Plan engineering services City Administrator memo
9. GENERAL/NEW BUSINESS
A. Birch Bluff&Pleasant Avenue traffic study City Administrator memo
B. Lake Minnetonka Association request City Administrator memo
10. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1.
A. Mayor and City Council
11. ADJOURN
2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL WORK SESSION COUNCIL CHAMBERS
MONDAY, JUNE 12,2017 5:30 P.M.
MINUTES
1. CONVENE CITY COUNCIL WORK SESSION
Mayor Zerby called the meeting to order at 5:35 P.M.
A. Roll Call
Present: Mayor Zerby; Councilmembers Johnson, Labadie, Siakel` , and Sundberg; City
Administrator Lerud; Director of Public Works Brown; and Engineer Hornby
Absent: None
B. Review Agenda
Labadie moved, Sundberg seconded, approving the agenda as presented. Motion passed 510.
Discussion moved to Item 3 on the agenda.
2. Erick Evenson, Executive Director Lake Minnetonka Association
This was discussed after Item 2 on the agenda.
Mayor Zerby introduced Erie Evenson,Executive Director of the Lake Minnetonka Association(LMA).
Mr. Evenson explained the treatment of CurlylcafPondweed (CLP) in parts of Lake Minnetonka has just
been completed. No,treatment was,done to the water bordering Shorewood. In 2016 Gideon Bay was
treated. Milfoil has returned in the southwest corner of Gideon Bay by Manitou Channel. That area will
need to be treated again in 2017. He spoke with the people at Lake Management PLM who do the
herbicide treatment and they thought the treatment worked fairly well in previous years. The cleanup of
Big Island will be done after Fourth of July. Consideration is being given to doing a lake cleanup of the
old Bayside site.The hope is to do a second cleanup later in the season.
Mr. Evenson noted that prior to his current position with the LMA he had been the Administrator for the
Minnehaha Creek Watershed District(MCWD) for 16 years.
Mr. Evenson explained that in the past most of the Lake Minnetonka treatments were paid for in part by
property owners. Some Lake cities also made contributions toward the treatments. Some cities have been
much more forthcoming than others. Early on the cities of Mound and Minnetrista helped with funding.
Once the milfoil treatment of Phelps Bay was done they no longer contributed to funding the treatment of
Phelps Bay. Shorewood has always contributed its fair share or more.
In 2015 owners of properties that fronted Phelps Bay had committed to pay a certain amount of money
toward the treatment of Phelps Bay. The treatment was done. But, some of property owners did not honor
their commitments because they did not think the treatment was as effective as they thought it should
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June 12,2017
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have been. The LMA came up a little more than $6,000 short. The following year the applicator did some
treatment pro Bono. Yet, the property owners did not pay what they had committed to pay.
Mr. Evenson, on behalf of the LMA, asked Shorewood to help pay some of that shortfall.
He explained that he heard that the applicator had spoken with the Bay Captain for Phelps Bay and
learned that wake boarders like doing that in Phelps Bay because the Bay was somewhat free of milfoil in
the middle of the Bay. The property owners decided they preferred milfoil to wake boarders. Therefore,
they did not want to have the Bay treated.
He noted that the Bay Captains who have tried to raise the funds for treatment are burned out.
He stated he thought the only way to get the funding needed for the treatments is to establish lake
improvement districts.
Evenson reiterated the hope is to treat Gideon Bay again in 2017. The cost to treat the entire Bay for both
CLP and milfoil is about$52,000. Of that$6,000 to $7,000 is for CLP. That will not be done in 2017. The
cost to treat the entire Bay for milfoil would be around $ 6,000. Tonka Bay has contributed about $5,000
in the past. Excelsior has contributed $2,500 in the past. The property owners have committed $5,000 to
$10,000 in the past. He asked Shorewood to contribute $5,000 this year. He clarified the entire Bay will
not be treated this year because funding would not make that possible. The Bay would be spot treated.
Councilmember Labadie asked if the spot treatment would be effective:Mr. Evenson cited the example of
Grays Bay. The entire Bay had been treated and it has beef spot treated for the last couple of years. The
Bay is about 80 - 90 percent free of milfoil.
Mr. Evenson commented he thought all of Lake Minnetonka could be cleared of milfoil if there was an
abundance of funding. It would take several million dollars to treat the entire Lake.
Councilmember Labadie asked if milfoil harvesting is still done in Lake Minnetonka. Mr. Evenson stated
harvesting is not an effective way to,eradicate milfoil. Herbicide treatments are the best way to do that.
The herbicides,are safe for humans,and animals. Over the last few years the applicator has refined the
application, for applying the herbicide to kill milfoil and not kill native plants. In some areas
previously treated to kill milfoil the native plants are coming back with some of them rebounding too
quickly.
Councilmember Labadie stated there is an abundance of CLP in some areas of the Lake. It is at the top of
the water. Mr. Evenson explained the CLP life cycle is very short. CLP should be killed early in the
season so it does not generate seeds for the following season. CLP does not live long; it dies relatively
quickly. Labadie then stated over the last week she has noticed a significant decline in CLP. Mr. Evenson
stated that is dying naturally.
Mr. Evenson reiterated his request for Shorewood to contribute $5,000 toward the treatment of Gideon
Bay and to contribute some funding to reduce the shortfall for previous treatment of Phelps Bay. He
stated going forward property owners will have to pay up front.
Councilmember Labadie asked who pays for the harvesting. Mr. Evenson noted the Lake Minnetonka
Conservation District (LMCD). Mayor Zerby stated he thought the harvesting was done for navigational
purposes where the most boat traffic is. Councilmember Siakel stated she has been skeptical of the
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June 12,2017
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harvesting. Mr. Evenson explained that milfoil establishes itself with a piece of the plant and therefore,
harvesting promotes the spread of milfoil.
Mr. Evenson noted when he first heard about herbicide treatments while he was with the MCWD he was
opposed to them. He explained that over the years he has gained a better understanding of how they work.
The Minnesota Department of Natural Resources (MN DNR) has changed its view of the treatments; it
now believes treatment is the best way to deal with milfoil.
Councilmember Siakel stated she thought there is more than one way to help eradicate weeds in the Lake.
Mayor Zerby noted that a lake improvement district was created for treating St. Albans Bay. Mr. Evenson
noted that if 51 percent of all of the property owners who live around a bay agree a district can be created
and a tax can be levied to pay for treatment.
Mr. Evenson stated that once milfoil is controlled on one side of a bay property, owners don't want to
contribute toward treatment any more.
Mayor Zerby stated he would like Council to have adiscussion about funding. He does not think it is fair
for just some property owners to pay for treatment.
Councilmember Siakel asked about the DNR's involvement. Mr. Evenson stated the DNR is pulling back
on funding. Siakel stated she thought it was,a DNR issue. Lake Minnetonka is a very large recreational
lake. She noted that the property owners did not create the problem of milfoil or other invasive species.
She stated she does not think it is fair for the property owners to pay the entire burden. She noted she
supports the City contributing toward the treatment.
Mr. Evenson stated he would,like the State to contribute toward the treatment. He noted at the Lake
Minnetonka public launches alone there were more than 66,000 boat launches. He stated it is very likely
that non-lakeshore owners brought in zebra mussels and milfoil. He then stated there seems to be a
perspective that people who own property that fronts Lake Minnetonka can afford to pay for treatment.
Mayor Zerby asked Mr. Evenson when he needs to know how much, if any, Shorewood would contribute
toward funding forbideon Bay. Mr. Evenson responded early July. Zerby stated that topic will be placed
on a future agenda for Council,
Councilmember Labadie asked if the LMA solicits funding from businesses. Mr. Evenson responded yes
and noted some contribute. Labadie asked if the LMA solicits from businesses like Minnesota Inboard
which is not near the Lake. Mr; Evenson stated the LMA has not done that and noted one engineering
company has been contributing.
Mayor Zerby stated Lake Tahoe has special stickers for boats that go into that Lake. Can that be
considered for Lake Minnetonka? Mr. Evenson stated the MCWD did that once but the DNR stopped it.
Mr. Evenson stated regional inspections would be more cost effective than what is being done around
Lake Minnetonka. He then stated the DNR is cutting back on its funding for inspections. He has heard
second hand that the LMCD is going to cut back on its efforts.
He explained the aquatic invasive species (AIS) starry stonewort, a matting plant that makes lake
navigation difficult, has been found in five lakes in Minnesota. Three of those lakes are used routinely;
two are remote lakes. He thought all five lakes should be quarantined. Once it gets on a boat in the lake it
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June 12,2017
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stays on until the boat is pulled out of the water for 31 days or pulled off manually. Dr. Sorenson with the
University of Minnesota agrees with the quarantine approach. He thought boat inspections should be done
at entry points into the State because he thought AIS is brought into Minnesota from other states and
going out from Minnesota to other states.
Councilmember Sundberg thanked Mr. Evenson for sharing his thoughts.
Mr. Evenson again asked if Shorewood would be willing to help reduce the funding deficit for Phelps
Bay. He reiterated that in the past Mound and Minnetrista have mostly refused to contribute to funding
treatment and the residents are done funding it. The LMA members are paying the cost.
Council thanked Mr. Evenson for coming.
Discussion moved to Item 4 on the agenda.
3. Perry Forester and Clair Bleser, Riley-Purgatory-Bluff Creek Watershed District
This was discussed after Item 1 on the agenda.
Mayor Zerby introduced Dr. Clair Bleser, District Administrator for the Riley-Purgatory-Bluff Watershed
District(RPBCWD) and Perry Forester,President of the RPBCWD Board of Managers.
Dr. Bleser stated the southeast corner of the RPBCWD is Silver Lake and it is located in Shorewood. She
explained the water quality is still poor because of the amount of phosphorous in the Lake. The
RPBCWD continues to monitor the quality. The wild rice population in the Lake is not abundant enough
to qualify for looking at state standards for wild rice. The RPBCWD hosted the Silver Lake Association's
first annual meeting this year. The RPBCWD's 10-Year Water Management Plan includes future projects
for Silver Lake.
Mayor Zerby stated the Silver.Lake fait sheet for 2016 shows that the clarity in the Lake decreased. Dr.
Bleser noted it has been on a downward trend; but, it is not yet to one meter or below on average for
water clarity.
Zerby inquired on the Lake's current classification. Dr. Bleser explained there had been discussion about
whether,or not the Lake should be classified a shallow lake or a wetland. It could be either. When
classification was discussed with Minnesota Pollution Control Agency (MPCA) representatives, the
agency that decides which classification applies to a water body, the MPCA decided to leave the
classification as a shallow lake and revisit the classification in 10 years. She stated the MPCA is currently
working on developing wetland standards. She noted the Lake is listed as impaired; it needs some
improvement in order to meet shallow lake standards.
In response to a comment from Mayor Zerby, Director Brown explained the outlet from Silver Lake is
checked weekly at a minimum. If beavers are active the outlet is checked twice a day. Zerby asked if
there is a different type of outlet that would be less inviting to beavers. Brown noted the existing structure
is very good. The structure allows for emergency overflow as well as easy access for cleaning.
Dr. Bleser provided an update on the RPBCWD's 10-Year Water Management Plan. The RPBCWD has
solicited input from the public via a survey. The Survey Monkey stated there needed to be more than 385
respondents; 409 responded. It hosted issue identification meetings with the Citizens Advisory Committee
(CAC), the Technical Advisory Committee (TAC), and the Board of Managers. The TAC is made up of
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representatives from member cities. The RPBCWD is currently in the process of reviewing district
boundaries, identifying rule changes and writing the first draft of its Plan. The RPBCWD is going to host
an informational meeting to explain its planning process and what the Plan is. The RPBCWD developed a
prioritization tool to help with its planning process. The tool takes into account all of the water bodies
across all three watersheds (the Bluff Creek Watershed, the Riley Creek Watershed and the Purgatory
Creek Watershed). Staff worked with the CAC, the TAC and the Board to develop the tool. There is a
prioritized wish list of projects but not enough funding to do them all.
Dr. Bleser noted the goal is to release the Plan in late fall or early winter.
Councilmember Sundberg stated she thought the process took into account the entire RPBCWD. She was
pleased to see that. She asked if there is buy in for that approach.
Dr. Bleser stated a concerted effort was made to balance the focus'on ground water, wetlands, and lakes
and creeks. Ground water and wetland are weaker elements.There are no studies that focus on all of the
wetlands in the District. That will be started in the near future. Staff is starting to study ground water in
sensitive areas.
Dr. Bleser distributed a 2016 Yearly Update brochure summarizing What had been done—She highlighted
the brochure. It included a map showing: where projects (13) were done; where cost share grants (14)
were awarded; where water quality was monitored (39 sites); and,,where workshops/events (13) and
outreach were conducted. There was $300,000 in grants received. The RPBCWD worked with 19 partners
with one of them being Shorewood. The RPBCWD was a financial partner for the floodplain study. It
reviewed how many structures in the District would be at potential risk for water damage for various
rainfall events. The meeting packet contained 6 maps reflecting that information. It was based on models.
Dr. Bleser offered to entertain questions from Council.
Councilmember Labadie asked if the cost share grants that were awarded were primarily for rain gardens
and native plants along the edge of water. Dr. Bleser explained it was for shoreline restoration and rain
gardens. Some cost share funds,were for a reuse system for the City of Eden Prairie to use to capture rain
water that comes off of afire station roof and 'use it to wash firetrucks and irrigate landscaping around the
station. Any elements that can help improve water quality could qualify for a cost share grant.
Mr. Forester stated there is a major reuse water project with the Chanhassen High School that people that
will be rebid because the bids carne in too high. Dr. Bleser stated that would be a capital improvement
project. The District will work in partnership with the City of Chanhassen on that project. It will funded
by Chanhassen and agrant from the Metropolitan(Met) Council.
Councilmember Labadie stated she thought a number of the cost share grants were for private residential
projects. Dr. Bleser confirmed that.
Dr. Bleser highlighted a few of the projects identified on the map in the 2016 Yearly Update brochure.
She noted the RPBCWD is hosting its hands-on shoreline restoration workshop at Mitchell Lake this
year. It will be done in partnership with the Mitchell Lake Homeowners Association.
Dr. Bleser stated Michelle Jordan runs the RBPDWD's cost share program. She has been very active the
last few months with site visits. The District teams up with the Carver County Soil Water Conservation
District to provide technical assistance. She noted that for 2017 the District modified its cost share
program at the city level to go up to a$50,000 grant with a 50150 split in the total cost.
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Councilmember Sundberg asked if residents around Silver Lake have been provided with the information
provided to Council. Dr. Bleser stated some of the Silver Lake Homeowners Association (SLHOA)
members have been able to look at the maps. The maps can be found on the District's website.
Sundberg asked for an update on the RPBCWD's Board of Managers. Dr. Bleser explained each year one
or two Board seats are up for appointment or reappointment. In 2017 there will be two managers that are
up for reappointment; only one is seeking reappointment(President Forster). Four members are appointed
by the Hennepin County Board of Commissioners and the other by Carver County. Hennepin County asks
if current Board members want to reapply. When Hennepin County sends out notices of opening it notes
how many, if any, current members are going to reapply. Cities within the District can forward
recommendations for applicants to the County Board if they want to; To date only Eden Prairie has
submitted recommendations; it sent a total of five applicants' names, all from Eden Prairie, to the County
Board.
Mr. Forester explained that all five applicants have never, served on the District Board before. Eden
Prairie actively recruited the applicants. One of the applicants is or was a member of the Eden Prairie
Planning Commission, another is developer, another is a member of the RBPCWD's CAC and the others
are just members of the public. Dr. Bleser stated one is a former member of the CAC.
Councilmember Sundberg stated it is her understanding that Eden Prairie wants two members of the
RPBDWD's Board to be from Eden Prairie because it is about 50 percent of the Watershed footprint. Dr.
Bleser stated the resolution Eden Prairie submitted to Hennepin County Board indicated it was 56 percent
of the District but it is only 48 percent. She has heard that,a couple of the,County Commissioners want
two people to be from Eden Prairie.
Sundberg explained that when she served on the RPBCWD Board it was dominated by the lake people.
She thought communities,like Shorewood did not receive much attention. Also, that is environmentally
not prudent. She disclosed,that when she was leaving her position on the Board because she was
relocating out of the District she made a concerted effort to help get Mr. Forester reappointed as
President.
Mr. Forester explained that he had served on the RPBCWD Board from 1992 to 2005. He was voted in as
President in 1999 because the previous Board=President had had enough. He resigned from the Board in
2005 because his employer offered him his job of a lifetime which required him to move to London,
England, for 1,5 years. In 2009 she received some phone calls encouraging him to re-apply for a position
on the Board. After some investigation he did re-apply. When he again assumed a position on the Board
efforts were underway to develop the 10-Year Water Management Plan. The Plan was basically a lake
management plan; no one wanted to worry about creeks or waters flowing into the lakes.
Councilmember Sundberg noted that lake management did not include Silver Lake.
Mr. Forester explained the Plan included Lake Susan, Lotus Lake, Mitchell Lake, Red Rock Lake and
Lake Riley. That is all the then Board wanted to focus on. After being appointed to the Board again
Councilmember Sundberg helped orchestrate him being elected to President again. It was apparent some
serious changes had to be made in the administration of the Watershed District. In 2012 the then
lawyer/administrator was removed, a new attorney was found and Dr. Bleser was hired. The Watershed
District has really come along since 2012. He noted that he felt vindicated last fall when the RPBCWD
was named the Watershed District of the Year by the Minnesota Department of Natural Resources (MN
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DNR); there are 43 watershed districts in Minnesota. Some people later asked how much the RPBCW had
to pay to get the award.
Mr. Forester noted his name is not on the list of five names submitted by Eden Prairie for consideration
by the Hennepin County Board for reappointment to the RPBCWD Board. He lives in Eden Prairie.
Mr. Forester explained there are 50,000 square miles, roughly 80,000 residents, roughly 30,000 to 33,000
households in the RPBCWD. The District and the Board should be considering what it can do to benefit
the entire Watershed District. From his perspective Eden Prairie wants as much money as possible to be
spent on things in Eden Prairie. Unfortunately Eden Prairie does not seem to acknowledge that anything
that is done in the Watershed District within the confines of the Riley Creek Watershed and the Purgatory
Creek Watershed benefits Eden Prairie because Eden Prairie is the downstream recipient of it.
In the late 1990s the Watershed District did a chain of lakes project in cooperation with Eden Prairie. The
District paid three fourths of the cost. The project joined a number of lakes through Eden Prairie and
carried the water down to Staring Lake. The Purgatory Creek Recreation Project-cost was around $4
million; the District paid about three fourths of that.
He noted that his property fronts Lake Riley and he has lived there since 1979.
He stated he would like to serve one more term on the RPBCWD Board. He would like to help complete
the 10-year Water Management Plan. There is,a huge learning curve in getting to understand what a
watershed district can do. Bringing two more new people on to the Board would likely bring that effort to
a halt.
He noted he is also speaking to the Minnetonka and Bloomington City Councils as well. He stated he
wants to represent Eden Prairie bait he also wants to represent the entire District. When the watershed law
was written in 1955 the',author of the,law, an attorney, wrote it to be apolitical. It is defined by the
watershed boundaries. e thought what Eden Prairie is trying to do is an encroachment on what
watershed districts should be. Members of watershed district boards should not be political.
Mr. Forester stated he has lived through three 10 year Water Management Plans; two Plans were not very
good. He noted Dr. Bleser is going to present the techniques the RPBCWD used to develop its current
Plan at a national water conference in November. He stated it has been a challenge to consider the needs
of creeks and lakes at the same time.
Mayor Zerby,,expressed his appreciation for the holistic approach people have taken and for Mr.
Forester's years of service. He stated he would personally like to have Mr. Forester continue in his role.
He asked when the application deadline is for people to apply for a position on the RPBCWD Board. Dr.
Bleser stated the application deadline is July 12. If Shorewood wants to recommend someone she
suggested that be done before that date. Applicants typically have to interview with the Hennepin County
Board. Mr. Forester noted his term technically applies on July 31. However, it does not expire until there
is a replacement for him.
Mr. Forester stated on July 31, 2017, the RPBCWD is sponsoring a tour of the entire District. He
encouraged members of Council to take the tour so they can see what is going on in the entire watershed.
Dr. Bleser stated it is a preview of the 10-Year Water Management Plan.
Councilmember Sundberg told Mr. Forester that he will have her personal commitment. She intends on
conveying that to Hennepin County Board of Commissioners Chair Jan Callison.
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June 12,2017
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Mayor Zerby stated there are only two Council meetings before Council would have to recommend
applicants to the County Board or to endorse someone.
Councilmember Sundberg stated there are a lot of politics in play.
Mr. Forester stated Eden Prairie has made it difficult for him, personally, to find out what was going on
so he could tell them that he wanted to be reappointed.
Dr. Bleser noted that he learned from the Hennepin County Commissioners that Eden Prairie has already
met with them prior to knowing whether or not any of the RPBCWD Board of Managers wanted to seek
reappointment.
Mr. Forester thanked Council for their time and attention. Dr. Bleser thanked the Council as well.
Dr. Bleser noted the RPBCWD sponsors a Master Water Stewards Program for people who want to
volunteer. Individuals in that program go through a series of educational sessions and do volunteer work
to keep up with their certification. The two Master Water Stewards from Shorewood have worked with a
church on a program. Students in a fifth grade class helped do the plantings. Two of the Master Water
Stewards worked with a home owner on a shoreline restoration project. It was done in a very savvy way.
Mr. Forester noted the Chair of the RPBCWD CAC is a Master Water Steward.
Councilmember Labadie asked if someone needs a certain,educational background to become a Master
Water Steward. Dr. Bleser stated the Water Master Stewards program is for anyone who has interest in
protecting water resources. A person goes through an application process. The Watershed processes the
application. It provides $2344 to go through the training and the applicant pays $200. This year three high
school students expressed interest in the,program. One from Eden Prairie High School really wanted to do
it. She is building a rain,garden at the High School.
Labadie encouraged Dr. Bleser to reach ont to some ofAhe high schools. The Minnetonka Schools have a
Presidential Service Award and a student's hours spent working with the RPBCWD could count towards
achieving that Award. Dr. Bleser stated a number of Minnetonka High School students volunteer with the
Watershed District.
Discussion returned to Item 2 on the agenda.
4. S�uthshore Center
This was discussed after Item ton the agenda.
Administrator Lerud explained that during its April 10, 2017 meeting Council approved a Request For
Interest(RFI)regarding the vision for and the management of the Southshore Center. The RFI was mailed
directly to 12 businesses that do that type of work. It was also posted on the League of Minnesota Cities
(LMC)website. The City received two responses. One response was from someone local; the other from a
company in the State of Colorado. The two proposals are very different. The local person (Proposal A)
had a good understanding of the facility, its history, the operation of it and its use. Her focus was on how
to expand its current use and what improvements are needed to the Center. The proposal (Proposal B)
from the Company was about how to guide the City through a process to clarify what the City wants to do
with the Center. The Company's history has primarily been focused on recreational facilities. The
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June 12,2017
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Company's proposal was a step by step process and it was open to having the City select elements of the
proposal on an a-la-carte basis.
Councilmember Sundberg asked if Proposal A included a budget. Councilmember Johnson responded no.
Administrator Lerud stated it was about ideas.
Councilmember Johnson clarified the intent of the RFI was to do what Proposal B is suggesting they get
compensated for doing. He stated it is precisely what the City was asking for. He noted that in order for
the City to get a better response the City needs to be out in the marketplace with a much larger brand and
name. A well-established firm would have more of those. Having an article published in the Minneapolis
Business Journal, for example, would generate much broader exposure of what the'City wants to do.
Councilmember Sundberg stated she thought getting an article published in the Business Journal would
be difficult noting she has worked with people from the Journal in the past.
Mayor Zerby stated this is the end of the RFI process; that is 'what Council agreed to pursue. He
recommended scheduling another work session to discuss,next steps.
Councilmember Sundberg stated she would like to meet representatives from the Colorado company. That
could potentially be a next step.
Councilmember Siakel asked if there has been any change in public's,thoughts about the Center. Should
the City do a survey to find out what the community thinks or wants?Maybe the interest in the Center has
declined.
Mayor Zerby stated the senior population is still engaged with programs at the Center. New people are
continually drawn to participate i activities. He thought the SouthShore Senior Partners are dedicated to
maintaining the programs it has there. He then stated the Rotary Club he belongs to holds its weekly
meeting at the Center. He thought it likely that there are other organizations that need a place to meet. He
noted the City has already,invested, more than $1 million in the Center; the $600,000 in original
investment in the construction cost of the Center plus the buyout of the other four member cities and the
more than $444,000,rt has put into„operating the Center since the Friends dissolved). He thought it
important to maximize that investment.;
Councilmember Siakel noted she does not have a perfect answer to what to do. She stated the City had
tried having,someone run and market the Center on a contract basis. She questioned the value of the RFIs.
Mayor Zerby stated when the contractor was hired to run the Center she was put in a difficult situation.
That was at a time when the operation of the Center was transitioned to the five co-owner cities. At that
time there was hostility toward Shorewood for hiring someone to run the Center.
Councilmember Siakel noted she does not expect the City to make money off the Center. Mayor Zerby
stated he would like for the City to lose less money operating it. Siakel concurred.
Councilmember Sundberg expressed her preference for bringing in someone with an outside perspective
who has experience. Someone who can help Council think beyond what is currently going on.
Councilmember Johnson stated Proposal B was to help the City determine and articulate its vision for the
Center. The question is does Council want the City to pay for that. Can the City do that without outside
help?
CITY OF SHOREWOOD WORK SESSION MEETING MINUTES
June 12,2017
Page 10 of 10
5. ADJOURN
Sundberg moved, Labadie seconded, Adjourning the City Council Work Session of June 12, 2017,
at 6:59 P.M. Motion passed 510.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
Scott Zerby, Mayor
ATTEST:
Sandie Thone, City Clerk
2B
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, JUNE 12,2017 7:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Zerby called the meeting to order at 7:03 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Johnson, Labadie, Siakel,', ,and Sundberg; Attorney
Keane; City Administrator Lerud; City Clerk Thone; Planning Director Darling; Director
of Public Works Brown; and, City Engineer Hornby
Absent: None.
B. Review Agenda
Director Brown asked that a discussion regarding the City's Tree and Brush Debris Disposal Policy be
added to the agenda.
Mayor Zerby stated that it would be added as Item 8.13 on the agenda.
Director Darling stated the appellants for Item 7.13 on the agenda requested additional time to review the
staff position regarding their appeal"of a zoning violation relating to their dock. Pursuant to Section
1201.05 in the Zoning Ordinance staff recommends Council refer this Item back to the Planning
Commission for the formal appeal process as outlined in the Zoning Code with the intent of placing that
item on the Council's July 24;,2017 meeting agenda. Staff also recommends Council direct staff to clarify
the intent of the Code to conform to City Policy that no accessory structure, including a dock, be
permitted without a principal structure..
Attorney Christine Lake, representing Marty and Ann Davis, owners of the 5460 Howard's Point Road
roe , stated the Davis' properly is located next to parcel that has a dock on it that has been found to be
in violation. She noted they object to continuing Item 7.13 placed on a future Council meeting agenda.
That dock prevents the Davis' from putting in a dock on their property because the dock in violation and
the boats at that dock prevent ingress and egress if another dock were to be installed on the Davis'
property. That would continue to be the case for another month if the item is continued. She noted that as
of 3:00 p.m. that day she had not been advised that a continuation of Item 7.13 would be asked for. She
asked that the appeal be considered by Council this evening and acted upon pursuant to the paper work
and staff's recommendation.
Attorney Keane stated the appellants have the right to ask that the matter be continued and withdrawn
from this meeting agenda. City staff will proceed immediately with prosecuting the setback violation and
seek the correction of that in the location of the dock.
Attorney Lake asked if the correction of the setback violation includes removal of the dock entirely noting
because of the setback rules she does not think there could be a dock there. Attorney Keane stated the
existence of the dock without there being a principal structure will be continued for further discussion.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 2 of 15
Zerby moved, Siakel seconded, approving the agenda as amended and referring the City Code
Violation (Dock Regulations) appeal relating to the parcel located between the 5460 and 5465
Howards Point Road properties back to the Planning Commission for the formal appeal process
and directing staff to clarify the intent of the Shorewood Code to conform to City Policy that no
accessory structure, including a dock,be permitted without a principal structure.
Councilmember Siakel asked when the notice requiring the correction of the setback violation will be sent
out. Attorney Keane responded this week.
Motion passed 510.
2. CONSENT AGENDA
Mayor Zerby reviewed the items on the Consent Agenda.
Siakel moved, Labadie seconded, Approving the Motions Contained on the Consent Agenda and
Adopting the Resolutions Therein.
A. City Council Work Session Minutes of May,22, 2417,
B. City Council Regular Meeting Minutes of May,12,,2017
C. Approval of the Verified Claims List
D. Adopting RESOLUTION NO. 17-051, "A Resolution''Approving Amendment No 1
to Water Tower Space Lease Agreement By and Between The City of Shorewood
(City) and Sprint Spectrum Reality Company, LLC (Lessee) for Premises Located
at 5500 Old Market Road."
E. Approve P-Card Policies
F. Adopting RESOLUTION NO. 17-052 "A Resolution Adopting Personnel Policy
Changes;Pursuant to Minnesota State Statute."
'G. Adopting RESOLUTION NO. 17-053, "A Resolution Accepting Quote and
Awarding Contract for the 2017 Pavement Marking Project."
In response to a comment from Mayor Zerby, Engineer Hornby explained the pavement markings for
roadways that are not on the sealcoat, mill and overlay and reconstruction project schedules will be done
as part of the 2017 Pavement Marking Project; they will be done earlier in the year. Pavement markings
for those roadways that part of other projects will be done as part of the project.
Councilmember Sundberg asked if it is common for employers to allow employees to use sick leave to
care for siblings. Administrator Lerud confirmed it is.
Motion passed 510.
3. MATTERS FROM THE FLOOR
There were no matters from the floor presented this evening.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 3 of 15
4. PUBLIC HEARING
5. REPORTS AND PRESENTATIONS
6. PARKS
A. Making Park Commission Appointment
Mayor Zerby stated on May 22, 2017, Council interviewed two candidates for the open seat on the Parks
Commission.
Councilmember Sundberg stated she thought both candidates are,,excellent: She suggested appointing
Nathanial Gorham to the Park Commission.
Sundberg moved, Johnson seconded, Adopting RESOLUTION"NO 17-054, "A Resolution Making
the Appointment of Nathanial Gorham (June 12, 2017 — February 28, 2019) ,to the City of
Shorewood Park Commission."
Mayor Zerby stated it is difficult to choose when both candidates are so good. Council did ask each
candidate if they would be willing to serve on other committees ascll and both indicated they would.
Motion passed 510.
7. PLANNING
A. Final Plat and Development Contract for Minnetonka Country Club 2°d Addition
Applicant: Mattamy Homes
Location; Country Club Road/Smithtown Road/Yellowstone Trail
Director Darling explained that Mattamy Homes has submitted a request for its final plat for its
Minnetonka Country Club (MCC),planned unit development (PUD 2nd Addition (Phase II). The 2nd
Addition includes 53'lots for single family homes and five out lots. The plans are consistent with the
preliminary plat and plan approval witl'two exceptions.
Mattamy intends to continue with a three-phased approach to developing the site. Mattamy now proposes
to develop more lots in Phase II(53) instead of the 37 originally proposed. The last 16 of the 142 lots will
be developed in Phase III. The 2"'d Addition Development Agreement reflects the change.
The second exception is a request to allow below grade window wells to encroach into the side yard
drainage and utility easements for the 90-foot wide lots. The builder purchasing the lots requested the
change because its models have lower level bedrooms toward the front of the homes with the egress
windows on the side rather than in the back as Mattamy had proposed. The builder's layout allows them
to have different features for their houses (e.g.; sport courts, sun porches).
Staff recommends approval of the change subject to the following conditions.
• Window wells would not be allowed in any easement that contains public utility mains (i.e.:
water, sanitary sewer or storm sewer).
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 4 of 15
• The below grade window wells shall not encroach more than four feet into the easement or
required setback or be greater than five feet wide to ensure there is enough easement left to
accommodate adequate drainage. The applicant is going to propose a slight change to those
dimensions.
• Any window well within an easement must be constructed of materials that are not permanent in
nature such as corrugated metal, landscaping pavers or other approved materials which could be
removed by the homeowner as needed by the City in order to perform work commonly conducted
in drainage and utility easements. The City would not be responsible for restoring window wells
disturbed by the City or on behalf of the City. The City would not be responsible for any damage
to the window wells or foundation walls related to any City projects,consistent with the drainage
and utility purpose of the easement.
Darling noted that change is not retroactive. Therefore, if Council;approves the change staff will draft an
amendment to the Phase I Development Agreement that would allow similar improvements within the ls`
Addition for Council's consideration.
Mayor Zerby noted that most of Shorewood is a clay soil,not a sand soil. That helps perpetuate drainage
issues throughout the City because of the way the water,is directed. He asked if the proposed egress
windows would work well with the clay soil.
Director Darling stated staff believes with six feet of easement remaining the applicant should still be able
to accommodate drainage, especially because of the way the development is designed. If the drainage
could not be accommodated in that six—foot easement area then the applicant would not qualify for a
permit to have the window well in the easement. Mayor Zerby asked if each permit will be reviewed to
ensure adequate drainage. Darling confirmed that:
Councilmember Siakel asked how, many houses and which ones would have egress windows where the
window well would encroach into the easement.
Brian Theis, with Mattamy'Homes, explained the plan into have egress windows in the side yard of the
90-foot-wide lots which are, the standard single-family lots. CalAtlantic has a slightly different
configuration for its basements to accommodate, for example, sport courts and porches. Mattamy would
not have accommodated those types of things into its houses. There are 100 90-foot-wide lots and they are
asking for that for all 100 lots. There are 53 90-foot-wide lots included in Phase IL The plan is to come
back bet`bre I Council and ask, for an amendment for its ls` Addition Development Agreement for
consistencyreasons.
Karen Coune, 5935 Seamans Drive, stated her property backs up to the MCC development. She asked if
the number of lots is going to be increased in Phase II increasing the total number of houses to more than
142. Mr. Theis clarified that essentially the original Phase II and Phase III are being done in reverse order.
The total number of houses will remain at 142.
Mr. Theis stated for the entire development the grading was done in two phases. The platting will be done
in three phases.
Councilmember Siakel asked how many egress windows there will be on a house. Mr. Theis clarified one.
Mr. Theis clarified that all 100 90-foot-wide lots will have a house with an egress window. The window
well will encroach into the drainage and utility easement on 37 of those lots. The shape of some of the
pie-shaped lots does not require any encroachment.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 5 of 15
Councilmember Labadie asked if the window wells for all 100 houses would be required to be
constructed with nonpermanent materials. Director Darling clarified that is a requirement for all of the
window wells that encroach into the easement but not for those that do not encroach.
Councilmember Siakel asked if the houses on the 37 lots with window wells that encroach into the
easements will have varying architecture. Mr. Theis confirmed there would be some variation.
Councilmember Siakel asked Director Darling if the applicant's request is unusual. Darling stated it is not
unusual to request to have a window well six feet from the property line, but it is:a little unusual to have it
encroach into the drainage and utility easements. She thought the City's interests would be protected
because they cannot have an encroachment into an easement where there is,a utility main. And, they have
to be able to accommodate the drainage around the window well. Siakel stated she wants the City to have
some control over that.
Mark Sondstegard, the Vice-President for Land Development with CalAtlantic Homes,,stated he has been
working with Mattamy on the land purchase and to ensure houses fit on the lots CalAtlantic,is going to
purchase. He explained the CalAtlantic houses will be 743 feet wide; that is the same as what Mattamy was
going to build. The only difference is CalAtlantic has a couple of options off the rear of the houses that
would require additional space in the basement. One of the options=is to put a bedroom toward the front to
allow, for example, a sport court. Having the bedroom toward the front requires one egress well for access
and that would make the house a little wider and thereby encroach into the side yard drainage and utility
easement.
CalAtlantic has been working with staff over the last few months to come up with a reasonable
compromise. Cal Atlantic is fine with what staff proposed with the exception that it would like the width
of the egress pit to be five and a half feet wide rather than five feet. The structure CalAtlantic is
considering for a drop in egress pit ,five and a half feet wide. It would be attached to the wall and could
be removed. The pie shaped lots have 'sufficient room; there is no need to encroach into the side yard
easement. The perfectly rectangular 941-foot-wide lots require the encroachment into the easement. There
are about 37 lots in total that would require an easement encroachment for the egress pit; he wants to
confirm that number,
Mr. Sondstegard stated CalAttantic will make a concerted effort to limit encroachment into the easement
as much as possible. He reiterated it would be necessary for the egress pit to encroach into the side yard
easement/setback for the perfectly rectangular lots with parallel lot lines.
Mayor Zerby asked what the side yard setbacks are. Mr. Sondstegard stated 10 feet on each side noting
the encroachment would be four feet into the 10 feet. He explained he thought there has to be two and a
half to three feet of spac)e inside the egress pit to crawl out. In response to a comment from Zerby, Mr.
Sondstegard stated there would be six feet of clear space in the easement so there should not be a drainage
issue.
Sundberg moved, Labadie seconded, Adopting RESOLUTION NO. 17-055, "A Resolution
Approving the Final Plat of Minnetonka Country Club 2°d Addition (PUD)."
In response to question from Councilmember Sundberg, Director Darling stated the egress requirements
are stipulated in the Development Agreement for the Minnetonka Country Club 2nd Addition PUD.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 6 of 15
Mayor Zerby stated he thought there are two motions for Council to consider. One is to adopt the
resolution approving the final plat for the 2nd Addition. The second is to approve the Development
Agreement for the MCC 2nd Addition PUD. Director Darling clarified if Council adopts the Resolution it
is also approving the Development Agreement.
Councilmember Siakel expressed some concern about the egress encroachment. But she can support it as
long as it is implemented as directed by the Planning staff.
Councilmember Labadie stated she thought the houses would be cramped to begin with. With the
easement encroachments it will seem tighter. However, she will rely on Director Darling's expertise.
Without objection from the seconder, the maker amended the motion to subject it to it being
contingent on the Planning Director's recommendations regarding the egress window wells. Motion
passed 510.
B. City Code Violation (Dock Regulations)/;Appeal'
Applicant: Guy Sanschagrin
Location: Howard's Point Road(vacant parcel)
This item was removed from the agenda per staff's recommendation.
8. ENGINEERING/PUBLIC WORKS
A. Accept Quotes and Award Contractfor Public Works Ravine Stabilization
Engineer Hornby explained the meeting packet contains a copy ofthe bid tabulation for the Public Works
Ravine Stabilization Project; The Project actually includes three projects to help alleviate some erosion
drainage issues.
The following improvements are proposed within the Public Works drainage ravine.
• Installing storm sewer pipe from the existing outlet to the stormwater pond.
• Utilizing stockpile materials,located on the Public Works site to fill in the existing ravine.
• Establishing vegetation to control erosion.
The following improvements are proposedwithin the Smithtown Road Storm Sewer Extension.
• Extending storm sewer pipe from the existing outlet on the west side of Star Lane.
• Utilizing stockpile materials located on the Public Works site to fill in the ditch and regrade a
minor swale over the toll of the newly installed storm sewer pipe.
• Establishing vegetation to control erosion.
The following improvements are proposed for on the south side of Star Circle.
• Installing draintile along the south side of Star Circle east of the existing catch basin.
• Utilizing stockpile materials located on the Public Works site to fill in the ditch and regrade a
minor swale over the top of the newly installed storm sewer pipe.
• Establishing vegetation to control erosion.
The City received three quotes for the project. The Engineer's estimate for the project was approximately
$95,000. The low quote for the project was received from G. F. Jedlicki, Inc., for an amount of
$105,445.00.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 7 of 15
Hornby noted staff recommends Council adopt the resolution accepting the quotes and awarding the
construction contract to G. F. Jedlicki, Inc., in the amount of$105,445.00.
Mayor Zerby stated when the Public Safety Facility in Shorewood was built most of the material from the
excavation work was left on the site. He asked if that material could be reused. Engineer Hornby
explained there is a multipurpose function for what is being proposed. Public Works is out of room for the
materials it has stockpiled. Some of the material is excess material dug out during repairs of watermain
breaks. It is better to use that material on site than it is to haul it away. Some of it is also street sweepings.
That material could be depleted by using it for the Public Works ravine and the ditch along Smithtown
Road.
Zerby then stated a pathway has been created that goes from one end of the road to the Lake Minnetonka
Regional LRT Trail. A former Police Chief had at one time proposed putting a trail in near the Public
Safety Facility but later reversed his position. There is still some interest in having that done. Director
Brown stated that is not part of the plan.
Director Brown explained just beyond the right edge of the pond is a common boundary between Public
Works site and the public safety site. There was difficulty with obtaining approval from the Minnehaha
Creek Watershed District to move forward with what was proposed. He stated Public Works is out of
room for storing additional material; it needs to get rid of some of that material. The ravine is about 13 to
15 feet deep in some spots. The installation of a trail could potentially be done as a change order noting it
is important to move forward with this project as proposed.
Mayor Zerby asked if the ravine was impacted by adding soil to the property. Director Brown clarified the
soil Zerby was referring to was on the public safety facility site.
Director Brown explained that when the Public Works site was originally constructed about 23 years ago
people chose to outlet a'stormwater that drains a portion of the site far up the hill. A number of times
Public Works personnel have tried to mitigate the erosion through there. Enough water flows through the
area to require a hard pipe and energy'dissipation that goes down to the pond.
Mayor Zerby'asked what it would cost to haul the stockpiled material away from the Public Works site.
Director Brown explained that in the past it cost approximately $33,000 to haul two years of accumulated
material away. The material:has to be taken to a managed landfill. He estimated that it would cost
$50,000 to'W,000 to haul away what is presently there.
Zerby then asked if.the City budgets $25,000 annually for the removal of street sweepings. Brown
explained that expenditure was cut from the budget a few years ago when budgets had to be reduced; it
should be added back into the budget.
Director Brown stated that a lot of the street sweepings is sand. It gets tested for heavy metals and a
number of other items. He noted the City uses a sand/salt mixture during the winter on its roadways.
Mayor Zerby stated he does not recollect that the cost for disposal of the street sweepings was removed
from the budget.
Councilmember Siakel asked why there is such a big difference between the low quote and the high quote
for the project. Engineer Hornby stated he was not sure why because all contractors bid off of the same
bid form and looked at the same site. He commented that highest quote may have come from a contractor
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 8 of 15
who was not as interested in taking on more work at this time because they are already busy. Siakel then
asked if the City has used G. F. Jedlicki before. Hornby noted the City has and stated the City had good
experiences working with Jedlicki. It is a smaller contractor that does not try and nickel and dime the City
for everything.
Labadie moved, Siakel seconded, Adopting RESOLUTION NO. 17-056, "A Resolution Accepting
Quotes and Awarding Contract for Public Works Ravine Project and Smithtown Road Storm
Sewer Extension, City Project 16-10, to G. F. Jedlicki, Inc., for an amount not to exceed
$105,445.00."
Mayor Zerby stated he is not in favor of moving forward with this. He expressed $100,000 is lot of
money and there are other more pressing drainage issues in the City-that need to be addressed. He
clarified he is not against addressing drainage issues.
Motion passed 4/1 with Zerby dissenting.
B. Accept Letter Report for 2017 Pavement Reclamation Project
Engineer Hornby explained the Letter Report for 2017 Pavement Reclamation Project is-an extension of
the 2017 Mill and Overlay Project. It is a preliminary design similar to a feasibility report. The Project
includes the reclamation of Echo Road, Howards Point Road, Kathleen Court, Oak Ridge Circle and
Summit Avenue. The modified 2017 Capital Improvement Program(CIP) budgeted $808,000 for the
Project. The estimated cost is $809,420. The Project�does not include any major drainage improvements.
He has spoken with a few property owners that would like the City to make some improvements to lessen
the drainage issues. One property owner lives along Howards,Point Road'and one along Echo Road. The
issue on Echo Road is difficult;an attempt will be made to try andreduce impact to a property. There is a
spot on Howard Point Road that needs to be raised to address the issue. Both issues are at a low point.
Councilmember Siakel'asked if the small drainage improvements will be decided on before ground is
broken. Engineer Hornby stated the intent is to try and wbrk them into the plan.
Engineer Hornby stated what is mainly being considered with regard to drainage is the replacement of
culverts, the removal and replacement of a couple of catch basins, and maybe slightly adjusting the grade
(something similar to what is,done for a mill and overlay project).
Mayor Zerby asked when the five roadways were originally scheduled for reclamation. Engineer Hornby
explained they were originally scheduled for a mill and overlay in 2017. Prior to developing the mill and
overlay plans coring samples were taken from the roadways. The cores determined the pavement was in
poor condition and doing a milt and overlay would not have been the best use of City funds. Staff then
recommended the roadwaysbe reclaimed instead.
Engineer Hornby noted staff recommends Council adopt the resolution accepting the feasibility report and
authorizing the preparation of plans and specifications for the Project. He then noted the plans are about
35 to 40 percent complete.
Mayor Zerby asked if there have been any neighborhood meetings regarding this project. Engineer
Hornby stated the City typically does not have neighborhood meetings on this type of project, but they
can be scheduled for each of the five roadways at Council's discretion. Zerby stated the bituminous curb
along Summit Avenue would be replaced with concrete curb and gutter and there will be some spot
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 9 of 15
replacement of curb and gutters in other areas. He thought it would be important for the residents to know
that. Hornby stated that could be added to the scope of services for an additional cost.
Zerby moved, Sundberg seconded, Adopting RESOLUTION NO. 17-057, "A Resolution Accepting
Feasibility Report and Authorizing Preparation of Plans and Specifications for the 2017 Pavement
Reclamation Improvements, City Project 17-13" subject to adding neighborhood informational
meetings to the scope of services. Motion passed 510.
C. Authorization to Obtain Drainage and Utility Easement 4750 Amlee Road
Director Brown explained staff was contacted by Mr. Michael Rodewald,<oivner of the property located at
24770 Amlee Road, a number of times regarding continual erosion that occurs on the side of his property.
Mr. Rodewald is concerned about possibly losing his deck and damaging`his,house structure. The natural
low point for Amlee Road appears to be Mr. Rodewald's side yard: He noted that a number of years ago
the City considered reconstructing Amlee Road, Glen Road and Manitou Lane because they were in bad
shape. That did not happen due to resident resistance.
He met with Mr. Rodewald about his request to stabilize,the area; for now filling in the ruts created by
erosion and reestablishing the turf. The City does not have an easement along Mr. Rodewald's property; it
is an older plat. There is a dedicated 10-foot-wide side yard drainage and utility easement on the property
immediately east of Mr. Rodewald's property. When the City reconstructs Amlee Road it will need to
have an easement on the Rodewald property in order to install a more permanent solution to the drainage
area to the north. At this time Mr. Rodewald is not interested in installing a more permanent solution. He
does want the area restored and is therefore willing to dedicate a 15�-foot-wide drainage and utility
easement. In return the City would fill in the ruts and establish a.turf on the graded area and record the
easement against Mr. Rodewald's property.
Brown noted staff recommends Council authorize 'staff to obtain a 15-foot-wide drainage and utility
easement at 24770 Amlee Road.
Mayor Zerby stated Google Street View shows there are a number of trees along the property line
between the two properties. Director.Brown stated if a storm sewer pipe were to be installed as part of a
larger improvement project it may rcgpire the removal of some of those trees. Zerby asked if the City has
a policy that requires replacing those trees. Brown explained the City has a tree replacement policy for
new development. It is not necessarily for existing lots. He does not believe many of the trees along the
property line would be considered,significant trees.
Councilmember Sakel stated the City has a policy regarding utility easements that says the City does not
have to restore an easement to exactly the way it was before work was done in the easement. It is
extremely important that Mr. Rodewald understands that when the City puts in a more permanent
drainage solution the City does not have to restore the easement to the pre-improvement condition.
Director Brown stated there a number of residents who live along Amlee Road who also have concerns
about where water pools on the roadway. They want that resolved now. He then stated he tried to
convince Mr. Rodewald to allow the City to install a storm sewer pipe now so that it is in place when the
City reconstructs Amlee Road. Mr. Rodewald was not interested in having that done. He informed Mr.
Rodewald that the easement would be permanent. Mr. Rodewald only wants the ruts filled in and the turf
restored.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 10 of 15
Mayor Zerby stated it appears there is a sanitary sewer access cover in the area where water pools on the
roadway. Director Brown confirmed that.
Director Brown stated he was convinced that Mr. Rodewald understands the significance of the easement.
He then stated at some point the City would have to obtain an easement. If the City does not obtain that
now it might be an expense in the future.
Mayor Zerby noted he thought it is the right time to obtain the easement.
Siakel moved, Labadie seconded, authorizing staff to obtain a 15460t-wide easement at 24770
Amlee Road. Motion passed 510.
D. Tree and Brush Debris Disposal Policy Discussion
Director Brown stated after the storms the previous weekend City staff and members of Council received
questions from residents about whether or not the City will provide curb side pickup of tree and brush
debris. He noted the City has a Policy for Disposal of Tree and Brush Debris; it was established by the
then City Council on May 19, 1998. The Policy came about as a result of major storm events. The Policy
does not identify what would trigger the City to provide curb side pickup of debris.
He explained that Mayor Zerby had asked him if the City was going to provide curb side pickup of debris
from the weekend storm events. He informed Zerby he was hesitant to provide the service without
direction from Council. The last time the City provided that curb side pickup service after a storm it cost
the City about$33,000 to $35,000 (that included handling of,,disposal of and so forth). It would require a
dedicated Public Works crew for approximately two and a half to three weeks.
Providing the service is a convenience to residents. Many waste haulers who provide service in the City
also provide that similar service for smaller debris. There is also a site out west that will accept brush and
tree debris.
After the Policy was established in response to a significant storm event the City provided a disposal
service and stored the debris at Freeman Park'. The City caught quite a few contractors leaving off debris
during the Might. There were also contractors the City did not catch. There are also residents who will take
advantage of a curb side pickup by taking existing debris (not from a recent storm) and put it out in the
right-of-wdy for pickup.
Brown stated staff is asking if Council would like staff to refine the Policy for future consideration by
Council. Staff would also like Council to provide direction regarding the recent storm event.
Mayor Zerby inquired whether there would be an environmental benefit for the City to provide the
service. For example, would the City receive any credit towards compliance with its total daily maximum
load (TDML) requirement? Director Brown responded he was not aware of any benefit. Zerby stated
Brown had previously indicated the City would have to do street sweeping again because of all the leaves
that came down so they do not end up in lakes and rivers; that counts toward the TMDL. But, there is no
environmental benefit for the City picking up larger cut-up fallen branches.
Director Brown stated Public Works' goal is to clear the right-of-way as soon as possible. The first is for
safety reasons. The second is the longer the debris is out there the more it multiplies.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 11 of 15
Mayor Zerby stated he was not prepared to have the City spend $30,000 or more to provide curb side
pickup service of storm debris for residents. He agrees that the Policy should be clarified as to when the
City would provide that service.
Councilmember Siakel indicated she considers the Policy to be somewhat like a disaster policy. She
stated there needs to be discussion about when the City needs more help for a cleanup; the Public Works
staff was working on cleanup from 8:00 a.m. to 8:00 p.m. She then stated she understands Director Brown
to be saying the City needs a policy for when something extreme happens.
Mayor Zerby noted that Public Works helped public safety after the storm_ He asked if that was
Shorewood specific. Director Brown stated it was for Shorewood and noted the other public safety
member cities also had staff helping.
Director Brown stated the Public Works relationship with Hennepin County Emergency Management is
much better than it was a number of years ago after heavy storms. The County,is now much more
receptive to helping out if roadways are blocked for days.
Councilmember Johnson asked Director Brown what percentage of property owners with downed trees
have had them taken care of professionally. Brown stated when he was out and about earlier in the day he
only saw one tree contractor. In the past there have been many more for similar storm events.
Director Brown stated one of the prime reason for updating the Policy is so both staff and residents know
what to expect.
Councilmember Labadie stated on Sunday she received two phone calls about what the City's policy was.
She also had an inquiry from her neighbor. She then contacte'a,'Mayor Zerby to find out what it was.
Zerby then called Director Brown: When she learned that residents were responsible for removal from
their properties she let the three residents know that. They did not have any issue with the Policy.
Councilmember Siakel stated she also thought the Policy should clarify what constitutes an extreme
weather event. She then stated,a number of people called her to find out if she knew when their power
would come backs on. She asked it if would be possible to have a recording at City Hall letting people
know where power is out and possibly some idea of when power would be restored.
Councilmember Sundberg noted Xcel Energy does provide updates on outages via text and email if
people ask f'or,the updates. She received an erroneous one that indicated she would not have power until
June 14.
Director Brown stated in the past Xcel has provided good time estimates. Xcel had told him that it was
bringing in about 8,000 workers from other states to help with the outages.
9. GENERAL/NEW BUSINESS
A. Birch Bluff Road and Pleasant Avenue
Administrator Lerud explained earlier this year the Tonka Bay City Council heard a report from a citizen
group about its desire to have Tonka Bay close Pleasant Avenue and Birch Bluff Road at the border with
Shorewood. That proposal has generated a lot of angst among residents on both sides of the border. He
sent Tonka Bay a letter outlining Shorewood's concerns and some of the issues with the conclusions
provided in the report. The Tonka Bay has since requested that the two Cities participate in a formal
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 12 of 15
traffic study to determine if there are issues on those two roadways. The two cities use WSB & Associates
to provide engineering services. Both city administrators met with their engineers. Tonka Bay requested a
proposal from WSB to conduct a traffic study. The cost of the study is estimated to range between $8,854
and $14,952 depending on options selected. Shorewood has not budgeted for its share of that cost in
2017. Shorewood has requested that the study be done after school is back in session.
Lerud stated Council can consider one of three options: 1) accept the proposal and determine
Shorewood's level of participation; 2) reject all or part of the proposal; and, 3) defer its decision until the
Tonka Bay Council makes a decision.
Councilmember Labadie noted she was totally opposed to closing the roadways at the border. She
suggested waiting to make a decision until the Tonka Bay Council has made a decision.
Mayor Zerby stated if Shorewood does not have a say in what is going on in Tonka Bay then he does not
think Shorewood should pay. He agreed with waiting to make a decision. Councilmember Johnson
concurred.
Councilmember Sundberg stated she agrees with waiting and noted she wants to keep all options on the
table. She stated if Shorewood helps fund the study she assumes Shorewood would have an equal say.
Councilmember Siakel stated she considers this as the privatization of a public road. She thought doing
that would be fundamentally wrong. She noted she does not understand why Shorewood is being asked to
share in the cost of the study when it will have no say in the outcome. She asked how much of the cost
Tonka Bay wants Shorewood to pay. She noted she wants to keep the dialogue open. She reiterated she
believes privatizing a public road is not right no matter what city a road is located in.
Mayor Zerby stated he thought there a number of issues along the roadways that should be addressed.
Closing access to them isnot one of them.
There was Council consensus,not to tike.action at this time.
B. 140 Street Reconstruction and Capital Improvement Program
Administrator Lerud explained during its April 24, 2017 meeting Council held a public hearing for the
Riviera Lane and Shorewood Lane Street and Utility Improvement Project. During the meeting questions
were raised about the timing of"the proposed reconstruction of roadways and about the off-site costs to
bring municipal:water to both streets. Council directed staff to discuss the issues and come up with
recommendations<
Director Brown, Engineer Hornby, the former finance director as well as himself met a number of times
to discuss the issues. Tht City also received feedback from local residents. Staff's discussion revolved
around the following four points.
1. The City needs to get out of the schedule for doing these types of construction projects. The
schedule has typically been to plan in the spring and construct in the fall. Going forward the
intent would be begin the process in the fall preceding of the year before the construction work
would be done, bid the project in the spring and have the construction work done in the summer.
2. There is only one street reconstruction project scheduled for 2018; that is Mann Lane. That makes
it easy to move the Riviera Lane and Shorewood Lane Street and Utility Improvement Project to
2018 along with the allocated dollars to pay for the work.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 13 of 15
3. There is quite a bit of off-site work required to get water main to Riviera Lane along Yellowstone
Trail. The City has committed funds from the Water Fund for: 1) a loan to the Excelsior Fire
District for the purchase of a new ladder truck; and, 2) for the Shorewood Landing Senior Living
Project. That has brought the fund balance down to a level such that there is not sufficient cash to
fund this $1 million Street and Utility Improvement Project.
4. Staff believes that addressing some of the stormwater management issues is a higher priority than
making some of the street repairs.
Lerud noted staff is recommending Council authorize that the Riviera Lane and Shorewood Lane Street
and Utility Improvement Project be pushed out beyond 2017. Staff will let the residents in the area know.
Lerud stated staff will come back to Council in late July or early August with three or four options on
how to proceed with those types of projects.
Johnson moved, Labadie seconded, postponing the planned 2017 Riviera Lane and Shorewood
Lane Street and Utility Improvement Project until a revised Capital Improvement Program has
been completed and accepted by the City Council.Motion passed 510.
10. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
Director Brown stated there are two water valves that are leaking; one in Shorewood Oaks and the other
near Strawberry Lane. They are very minor leaks; they:have been leaking for a few days.
Engineer Hornby stated he has received a few drainage complaints.He then stated staff is trying to get the
contractor back for the waterniain extension along Chaska Road. The storms on June 11 caused a lot of
erosion particularly on Park Street:The contractor needs to do more clean up and improve the erosion
control to prevent that from happening again.
In response to a question from Mayor Zerby, Engineer Hornby explained he thought he has figured out
which contract has to deal with the fiber optic line along Smithtown Road. That has to be done before the
City can have its contractor,come back to complete the roadway.
Engineer Hornby stated there 4s,one contractor that still has some cleanup work to do along Smithtown
Road near the new trail.
Councilmember Sundberg asked for an update on the franchise fee agreements. Administrator Lerud
stated the Xcel Energy,and the CenterPoint Energy Agreements have been given to Attorney Keane.
Sundberg stated when utility companies do not respond to the City's needs and that ends up costing the
City she thought that should be reflected in the Agreements. Keane stated Council needs to decide what
the number should be in the Agreements. He thought Administrator Lerud was working with engineering
to determine options.
In response to a question from Mayor Zerby, Director Brown explained the County has installed its speed
awareness display sign on northbound Mill Street. He thought there is agreement about where to locate
the southbound sign. Hennepin County will install that sign when all of the parts are in which is hopefully
by June 15.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 14 of 15
Director Darling stated the Park Commission is going to have its first park tour on June 13. People are to
meet at Eddy Station in Freeman Park at 6:00 p.m. The tour will start at 6:15 p.m. Mayor Zerby noted he
planned on going.
Administrator Lerud stated he and Councilmember Siakel attended the Excelsior Fire District (EFD)
Board meeting on May 24, 2017. He explained the bonds for the Public Safety facilities were refunded in
2016 and that generated an approximate $93,000 surplus in EFD's Fire Facilities Fund for bond
payments. The Board discussed what to do with those funds. After lengthy discussion there was Board
consensus to have Chair Erickson and Chief Gerber will bring a proposal on what to do with the surplus
back to a future meeting. There was also discussion about the concrete repair work that needs to be done
at the Facility in Shorewood. The South Lake Minnetonka Police Department (SLMPD) is responsible to
paying one half of the cost for the repairs which are estimated to' be over $100,000. The City
Administrators/Manager were encouraged to bring that need forward to their cities.
He noted there is a joint EFD Board and member City Councils,budget work session scheduled for 6:00
P.M. June 28, 2017, at Station 1. He also noted the Excelsior Firefighters Relief Association's annual
fund raising dance will be on Friday, July 21, 5:00 p.m. to midnight at Station 1.
He stated that earlier in the day he and David Drown, the City's financial advisor, met with Minnetonka
Public Schools Superintendent Peterson regarding tax abatement for amenities near the Minnetonka
County Club redevelopment area. The intent is to call the public hearing for the abatement in 2017.
Lerud noted the meeting packet contained a copy ofthe May 2017 Monthly Budget Report.
Mayor Zerby asked if the plan is to use come of the surplus EFD Operating Fund reserves to help fund
the 2018 Budget. Administrator Lerud stated he did not think so Councilmember Siakel explained the
EFD does not have a fund to pay for significant capital improvements to the facilities. The plan is to
establish a fund with funds from three different areas and possibly from the Fire Facilities Fund surplus.
Zerby stated he would like to know the level of reserves.
Councilmember Johnson thanked Director Brown and the Public Works staff for all of their efforts
dealing with storm cleanup.
Councilmember Sundberg stated the Partners in Energy group will give a report to Council in early July
regarding its recommendations. Administrator Lerud stated that is scheduled for the July 10, 2017
Council meeting.
B. Mayor and City Council
Mayor Zerby noted Council was going to enter into a closed session pursuant to Minn. Stat. 13d.05 Subd.
3(a). The purpose of the session was to conduct a six month performance evaluation for City
Administrator Greg Lerud. Mayor Zerby; Councilmembers Johnson, Labadie, Siakel, and Sundberg;
Attorney Keane; and Administrator Lerud were in attendance.
Council entered into closed session at 8:47 P.M
11. ENTER INTO CLOSED SESSION TO CONDUCT PRFORMANCE REVIEW UNDER
THE COUNCIL'S AUTHORITY
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June 12,2017
Page 15 of 15
Council went back into open session at 9:17 P.M.
Sundberg moved, Labadie seconded, accepting the performance review of Greg Lerud who met all
expectations. Motion passed 510.
Mayor Zerby stated that Administrator Lerud has done a great job and Council appreciates his service.
12. ADJOURN
Sundberg moved, Labadie seconded, Adjourning the City Council Regular Meeting of June 12,
2017, at 9:18 P.M. Motion passed 510.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
ATTEST:
Scott Zerby, Mayor
Sandie Thone, City Clerk
® #2C
MEETING TYPE
City of Shorewood nib Meeting Item Regular Meeting
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Verified Claims
Meeting Date: June 26, 2017
Prepared by: Michelle Nguyen, Senior Accountant
Greg Lerud, City Administrator
Attachments: Claims lists
Policy Consideration:
Should the attached claims against the City of Shorewood be paid?
Background:
Claims for council authorization.
6319—63746&ACH 112,928.66
Total Claims $112,928.66
We have also included a payroll summary for the payroll period ending June 11, 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: 00001.06.2017-PR-06092017 City Of
CITY OF SHOREWOOD Shorewood
Account Number Debit Amount Credit Amount Description
FUND 101 General Fund
101-00-1010-0000 0.00 56,602.45 CASH AND INVESTMENTS
101-13-4101-0000 10,306.71 0.00 FULL-TIME REGULAR
101-13-4103-0000 292.14 0.00 PART-TIME
101-13-4121-0000 794.89 0.00 PERA CONTRIB-CITY SHARE
101-13-4122-0000 833.82 0.00 FICA CONTRIB-CITY SHARE
101-13-4131-0000 3,701.56 0.00 EMPLOYEE INSURANCE-CITY
101-13-4151-0000 94.66 0.00 WORKERS COMPENSATION
101-15-4101-0000 1,824.50 0.00 FULL-TIME REGULAR
101-15-4121-0000 136.84 0.00 PERA CONTRIB-CITY SHARE
101-15-4122-0000 142.07 0.00 FICA CONTRIB-CITY SHARE
101-15-4131-0000 156.00 0.00 EMPLOYEE INSURANCE-CITY
101-15-4151-0000 11.00 0.00 WORKERS COMPENSATION
101-18-4101-0000 8,798.24 0.00 FULL-TIME REGULAR
101-18-4121-0000 416.21 0.00 PERA CONTRIB-CITY SHARE
101-18-4122-0000 682.29 0.00 FICA CONTRIB-CITY SHARE
101-18-4131-0000 888.44 0.00 EMPLOYEE INSURANCE-CITY
101-18-4151-0000 46.86 0.00 WORKERS COMPENSATION
101-24-4101-0000 4,263.98 0.00 FULL-TIME REGULAR
101-24-4121-0000 319.83 0.00 PERA CONTRIB-CITY SHARE
101-24-4122-0000 277.38 0.00 FICA CONTRIB-CITY SHARE
101-24-4131-0000 515.00 0.00 EMPLOYEE INSURANCE-CITY
101-24-4151-0000 27.21 0.00 WORKERS COMPENSATION
101-32-4101-0000 9,547.29 0.00 FULL-TIME REGULAR
101-32-4102-0000 209.99 0.00 OVERTIME
101-32-4105-0000 311.10 0.00 STREET PAGER PAY
101-32-4121-0000 755.11 0.00 PERA CONTRIB-CITY SHARE
101-32-4122-0000 755.04 0.00 FICA CONTRIB-CITY SHARE
101-32-4131-0000 1,899.66 0.00 EMPLOYEE INSURANCE-CITY
101-32-4151-0000 507.63 0.00 WORKERS COMPENSATION
101-33-4101-0000 131.05 0.00 FULL-TIME REGULAR
101-33-4121-0000 9.83 0.00 PERA CONTRIB-CITY SHARE
101-33-4122-0000 9.01 0.00 FICA CONTRIB-CITY SHARE
101-33-4151-0000 1.97 0.00 WORKERS COMPENSATION
101-52-4101-0000 5,062.39 0.00 FULL-TIME REGULAR
PR-G/L Distribution Report(06/09/2017- 12:46 PM) Page 1
Account Number Debit Amount Credit Amount Description
101-52-4121-0000 379.68 0.00 PERA CONTRIB-CITY SHARE
101-52-4122-0000 412.50 0.00 FICA CONTRIB-CITY SHARE
101-52-4131-0000 876.39 0.00 EMPLOYEE INSURANCE-CITY
101-52-4151-0000 179.25 0.00 WORKERS COMPENSATION
101-53-4101-0000 845.89 0.00 FULL-TIME REGULAR
101-53-4121-0000 63.46 0.00 PERA CONTRIB-CITY SHARE
101-53-4122-0000 66.06 0.00 FICA CONTRIB-CITY SHARE
101-53-4131-0000 22.28 0.00 EMPLOYEE INSURANCE-CITY
101-53-4151-0000 27.24 0.00 WORKERS COMPENSATION
FUND Total: 56,602.45 56,602.45
FUND 201 Southshore Center
201-00-1010-0000 0.00 1,555.20 CASH AND INVESTMENTS
201-00-4101-0000 960.96 0.00 FULL-TIME REGULAR
201-00-4102-0000 65.52 0.00 OVERTIME
201-00-4103-0000 322.50 0.00 PART-TIME
201-00-4121-0000 72.06 0.00 PERA CONTRIB-CITY SHARE
201-00-4122-0000 97.83 0.00 FICA CONTRIB-CITY SHARE
201-00-4151-0000 36.33 0.00 WORKERS COMPENSATION
FUND Total: 1,555.20 1,555.20
FUND 601 Water Utility
601-00-1010-0000 0.00 8,143.51 CASH AND INVESTMENTS
601-00-4101-0000 5,920.60 0.00 FULL-TIME REGULAR
601-00-4102-0000 545.22 0.00 OVERTIME
601-00-4121-0000 484.96 0.00 PERA CONTRIB-CITY SHARE
601-00-4122-0000 435.90 0.00 FICA CONTRIB-CITY SHARE
601-00-4131-0000 588.79 0.00 EMPLOYEE INSURANCE-CITY
601-00-4151-0000 168.04 0.00 WORKERS COMPENSATION
FUND Total: 8,143.51 8,143.51
FUND 611 Sanitary Sewer Utility
611-00-1010-0000 0.00 3,255.05 CASH AND INVESTMENTS
611-00-4101-0000 2,261.70 0.00 FULL-TIME REGULAR
611-00-4121-0000 169.61 0.00 PERA CONTRIB-CITY SHARE
611-00-4122-0000 172.88 0.00 FICA CONTRIB-CITY SHARE
611-00-4131-0000 588.79 0.00 EMPLOYEE INSURANCE-CITY
611-00-4151-0000 62.07 0.00 WORKERS COMPENSATION
FUND Total: 3,255.05 3,255.05
FUND 621 Recycling Utility
PR-G/L Distribution Report(06/09/2017- 12:46 PM) Page 2
Account Number Debit Amount Credit Amount Description
621-00-1010-0000 0.00 623.09 CASH AND INVESTMENTS
621-00-4101-0000 416.49 0.00 FULL-TIME REGULAR
621-00-4103-0000 67.50 0.00 PART-TIME
621-00-4121-0000 31.23 0.00 PERA CONTRIB-CITY SHARE
621-00-4122-0000 33.58 0.00 FICA CONTRIB-CITY SHARE
621-00-4131-0000 71.93 0.00 EMPLOYEE INSURANCE-CITY
621-00-4151-0000 2.36 0.00 WORKERS COMPENSATION
FUND Total: 623.09 623.09
FUND 631 Storm Water Utility
631-00-1010-0000 0.00 1,300.75 CASH AND INVESTMENTS
631-00-4101-0000 1,064.76 0.00 FULL-TIME REGULAR
631-00-4121-0000 79.87 0.00 PERA CONTRIB-CITY SHARE
631-00-4122-0000 75.03 0.00 FICA CONTRIB-CITY SHARE
631-00-4131-0000 48.02 0.00 EMPLOYEE INSURANCE-CITY
631-00-4151-0000 33.07 0.00 WORKERS COMPENSATION
FUND Total: 1,300.75 1,300.75
FUND 700 Payroll Clearing Fund
700-00-1010-0000 71,480.05 0.00 CASH AND INVESTMENTS
700-00-2170-0000 0.00 35,151.30 GROSS PAYROLL CLEARING
700-00-2171-0000 0.00 7,357.03 HEALTH INSURANCE PAYABLE
700-00-2172-0000 0.00 5,336.68 FEDERAL WITHHOLDING PAYABLE
700-00-2173-0000 0.00 2,294.48 STATE WITHHOLDING PAYABLE
700-00-2174-0000 0.00 7,986.78 FICA/MEDICARE TAX PAYABLE
700-00-2175-0000 0.00 6,932.02 PERA WITHHOLDING PAYABLE
700-00-2176-0000 0.00 1,929.52 DEFERRED COMPENSATION
700-00-2177-0000 0.00 1,197.69 WORKERS COMPENSATION
700-00-2180-0000 0.00 526.16 LIFE INSURANCE
700-00-2182-0000 0.00 326.90 UNION DUES
700-00-2183-0000 0.00 2,441.49 HEALTH SAVINGS ACCOUNT
FUND Total: 71,480.05 71,480.05
Report Total: 142,960.10 142,960.10
PR-G/L Distribution Report(06/09/2017- 12:46 PM) Page 3
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#2D
MEETING TYPE
City of Shorewood Council Meeting Item REGULAR
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Deer Management Program—Approve Hunt Dates
Meeting Date:
Prepared by: Greg Lerud
Policy Consideration: Should the City continue its Deer Management program for 2017 and set dates
for hunt weekends?
Background: At the January 23 meeting,the council received a summary of the 2016 hunt, during which
17 deer were harvested. Staff has discussed this year's program with representatives of the MBRB to
discuss dates for this year's removal efforts. Staff has requested the annual aerial survey from Three
River's Park District, but received notice that there was not a survey done this past winter due to lack of
snow cover preventing an accurate count. MBRB proposes four weekend hunts (Fridays thru Sundays):
Sept. 22-24
Oct. 6-8
Oct. 20-22
Nov. 3-5
Back up: Nov. 17—19
Financial or Budget Considerations: The MBRB provides its services free of charge. Staff time and
related mailing expenses are minimal. This is the second year in a row that an aerial survey has not
been done due to lack of snow, saving the city a budgeted amount of$1,000.
Options: Approve the dates, change the dates, or cancel the removal effort.
Recommendation/Action Requested: Based on information from the previous Planning Director,
there remains interest in maintaining the program.
Next Steps and Timeline: Representatives from MBRB and city staff will continue to look for suitable
hunting sites. Permission slips will be sent in August to previous participating property owners and any
new ones identified.
Connection to Vision/Mission: Maintaining a healthy environment.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Pagel
#2E
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Minnetonka Country Club – Amendment to Development Agreement
Meeting Date: 26 June 2017
Prepared by: Marie Darling
Reviewed by: Patti Helgesen
Attachments: Resolution Approving an Amendment to the Development Agreement
Development Agreement
Policy Consideration: Should the City approve the amendment to the Development Agreement for the
Minnetonka Country Club PUD as proposed by Mattamy Homes?
Background: Mattamy Homes has submitted a request to allow below-grade window wells to encroach
into side yard setbacks and easements. On June 12, 2017, the City Council approved the requested
encroachments for the 2nd Addition as part of the final plat and development agreement. This
amendment to the Development Agreement for the Minnetonka Country Club PUD (first addition)
nd
would allow the same encroachments as approved in the 2 Addition.
Financial or Budget Considerations: NA.
Options: Approve, modify, or deny the amendment.
Recommendation / Action Requested: Staff recommends approval of the amendment.
Next Steps and Timelines: The Developer shall record the amended development agreement prior to
issuance of a building permit for any home with the proposed encroachment.
Connection to Vision / Mission: Attractive amenities, sustainable tax base, 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.
S:\Pacific Data\User Data\Planning\2016 Cases\Minnetonka Country Club (MCC)\CAF development agreement 170620.doc
CITY OF SHOREWOOD
RESOLUTION NO. ________
A RESOLUTION APPROVING A FIRST AMENDMENT TO THE DEVELOPMENT
AGREEMENT FOR MINNETONKA COUNTRY CLUB P.U.D.
WHEREAS
, in 2016, the City of Shorewood approved a final plat and Development
Agreement for the Minnetonka Country Club (the Project), located at the southwest corner of the
intersection of Smithtown Road and Country Club Road, and includes lots legally described as:
Lots 1-7, Block 1; Lots 1-5, Block 2; Lots 1-10, Block 3; Lots 1-13, Block 4; Lots
21-24, Block 5; Lots 1-4, Block 6; and Lots 1-10, Block 7, Minnetonka Country Club,
Hennepin County, Minnesota according to the recorded plat thereof; and
WHEREAS
, the Project is subject to a Development Agreement (Agreement), dated
August 2, 2016 which outlines required setbacks for the Project; and
WHEREAS
, Mattamy Homes, (Applicant), has requested an amendment to the
Agreement, that would allow encroachments into the side-yard setbacks and easements for below-
grade window wells; and
NOW, THEREFORE, BE IT RESOLVED
that the City Council of the City of
Shorewood has approved a First Amendment to Development Agreement, as follows:
1.The Applicant's request for approval of this First Amendment to the Development
Agreement (Exhibit A) allowing certain side-yard setback and easement encroachments is hereby
approved, subject to the following:
2.Prior to the issuance of any permits for homes with the approved encroachments, the
Applicant must record the First Amendment to Development Agreement with the Hennepin
County Recorder.
3.This Resolution authorizes the Mayor and City Administrator to execute the First
Amendment to Development Agreement.
th
Adopted by the City Council
of the City of Shorewood this 26 day of June, 2017.
Scott Zerby, Mayor
ATTEST:
Sandie Thone, City Clerk
S:\Pacific Data\User Data\Planning\2016 Cases\Minnetonka Country Club (MCC)\1st Amendment to DA\resolution.doc
CITY OF SHOREWOOD
FIRST AMENDMENT TO
DEVELOPMENT AGREEMENT
MINNETONKA COUNTRY CLUB
PLANNED UNIT DEVELOPMENT
THIS FIRST AMENDMENT TO DEVELOPMENT AGREEMENT
, dated August
2, 2016 (the “Development Agreement”) made this ___ day of _______, 2017, by and between
CITY OF SHOREWOOD
the , a Minnesota municipal corporation, (the “City”), and
MATTAMY MINNEAPOLIS LLC
, a Delaware limited liability company, (the “Developer”)
setting forth the amended rights and obligations of the parties relating to the Minnetonka Country
Club (the “Project”).
RECITALS
1.The Developer has an interest in certain lands legally described as;
Lots 1-7, Block 1; Lots 1-5, Block 2; Lots 1-10, Block 3; Lots 1-13, Block 4;
Lots
21-24, Block 5; Lots 1-4, Block 6; and Lots 1-10, Block 7, Minnetonka Country
Club, Hennepin County, Minnesota, according to the recorded plat thereof, (the
“Property”); and
2.The Developer and City agree to allow certain encroachments into the required
side-yard setbacks and easements, for the lots listed in the above Planned Unit Development
("PUD") and propose to amend Paragraph 1A as indicated below; and
3.The Developer and City agree that all other provisions in the Development
Agreement shall be unchanged and remain in effect.
In consideration of the mutual covenants and guarantees contained herein, the parties
hereto agree to the following amendment. Language underlined identifies the amendment:
AGREEMENT
1. General Conditions of Approval. The Developer shall comply with the conditions
of approval as adopted by the City Council and set forth in Resolution No. 15-073 and Resolution
No. 16-013. In addition, development of the PUD is subject to the requirements of the R-1C,
Single-Family Residential zoning district, as may be modified herein.
A. Minimum setbacks (for all structures) shall be as follows*:
(a) Front: 35 feet
(b) Rear: 40 feet
(c) Side: 10 feet
(d) Side yard abutting a street: 35 feet
(e) Wetland buffer/Setback: 35/15 feet
Exhibit A
1
*Setbacks and exceptions to those set forth above are illustrated in a Setback Map,
attached hereto and incorporated herein as Exhibit G.
Below grade window wells will be allowed to encroach into the ten-foot, side-yard
setbacks and the standard side-yard drainage and utility easements for those lots
with a minimum of 90 feet of lot width, subject to the following restrictions:
(a)The affected easement shall not contain any public utility mains (water,
sewer or storm sewer).
(b)The below grade window well shall not encroach more than four feet into
the easement or required setback and shall not be greater than five feet in
width.
(c)The applicant for a building permit on the affected lot shall indicate on the
survey that any storm-water drainage around the window well may be
accommodated in the remaining easement.
(d)The window well shall not be constructed of poured concrete or otherwise
part of the foundation wall for the home. The below grade window well
shall be constructed of corrugated metal, landscaping pavers, or with other
approved materials which may be removed by the homeowner as needed
for work commonly conducted in drainage and utility easements by the
City of Shorewood or its contractors. The City of Shorewood shall not be
responsible for restoring window wells disturbed by the City or a City
permitted contractor or private utility.
(e)The City of Shorewood shall be held harmless for any damage to the
window wells or foundations walls related to any City of Shorewood
projects consistent with the drainage and utility purpose of the easement.
2
IN WITNESS WHEREOF
, the parties hereto have caused these presents to be executed
on the day and year first above written.
MATTAMY MINNEAPOLIS, LLCCITY OF SHOREWOOD
By: By:
Its: Its: Mayor
ATTEST:
By:
Its: City Administrator
STATE OF MINNESOTA
ss.
COUNTY OF HENNEPIN
On this ___day of ___________, 2017, before me, a Notary Public within and for said
County, personally appeared Scott Zerby and Greg Lerud to me personally known, who, being
each by me duly sworn, did say that they are respectively the Mayor and City Administrator of the
municipal corporation named in the foregoing instrument, and that said instrument was signed and
sealed on behalf of said corporation by authority of its City Council, and said Mayor and City
Administrator acknowledged said instrument to be the free act and deed of said corporation.
Notary Public
STATE OF MINNESOTA
ss.
COUNTY OF HENNEPIN
On this ____ day of ______________, 2017, before me, a Notary Public within and for
said County, personally appeared _______________________, the _____________ of Mattamy
Minneapolis LLC, a Delaware limited liability company, the Developer, described in and who
executed the foregoing instrument and acknowledged that it executed the same as the free act and
deed of said limited liability company.
Notary Public
Prepared by:
Shorewood Planning Dept.
Shorewood City Offices
5755 Country Club Road
Shorewood, MN 55331
S:\Pacific Data\User Data\Planning\2016 Cases\Minnetonka Country Club (MCC)\1st Amendment to DA\Amendment.doc
3
FEE OWNER CONSENT
TO
DEVELOPMENT CONTRACT
_______________________________________________________, fee owners of all or
part of the subject property, the development of which is governed by the foregoing First
Amendment to Development Agreement, affirm and consent to the provisions thereof and agree
to be bound by the provisions as the same may apply to that portion of the subject property
owned by them.
Dated this _______ day of _______________, 2017.
_________________________________________
By: ______________________________________
Its: ______________________________________
STATE OF MINNESOTA )
( ss.
COUNTY OF HENNEPIN )
The foregoing instrument was acknowledged before me this _____ day of
_____________, 2017, by ______________________________________________________.
________________________________________
NOTARY PUBLIC
4
MORTGAGE CONSENT
TO
DEVELOPMENT CONTRACT
_______________________________________________________, which holds a
mortgage on the subject property, the development of which is governed by the foregoing First
Amendment to Development Agreement, agrees that the development contract shall remain in full
force and effect even if it forecloses on its mortgage.
Dated this ______ day of _______________, 2017.
_________________________________________
By: ______________________________________
Its: ______________________________________
STATE OF MINNESOTA )
( ss.
COUNTY OF HENNEPIN )
The foregoing instrument was acknowledged before me this _____ day of
_____________, 2017, by ______________________________________________.
________________________________________
NOTARY PUBLIC
5
® 2F
MEETING TYPE
City of Shorewood nib Meeting Item Regular Meeting
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Authorization for Expenditure of Funds, Public Works Equipment—Tractor
with Flail Mowers
Meeting Date: June 26, 2017
Prepared by: Larry Brown, Director of Public Works
Attachments: Excerpt CIP, Proposal by Lano Equipment of Norwood
Policy Consideration: None
Background/ Previous Action:The 2017 Capital Improvement Equipment Replacement
schedule has funds dedicated for replacement of one 1988 Ford Tractor with side and rear flail
mowers. Attachment 1 is an excerpt from the 2017 Capital Improvement Program (CIP).
The existing tractor is twenty nine years of age, and has experienced major mechanical break
downs every year, for the past five years. Typically, this has resulted in large spills of hydraulic
fluid or transmission fluid on the roadways. In addition, two crew members have been injured
during operation of the tractor, due to flying debris, with no cab being present to protect the
operator. Despite efforts to protect the operators with dust masks and personal protective
equipment, often times, the health of the operators is also impacted, due to dust, allergens,
and debris that is propelled airborne during roadside mowing operations. Therefore, not only is
the equipment performance warranting replacement, but also the safety aspects of the
operations.
The City of Shorewood is a member of the National Joint Powers Alliance (NJPA), which is a
state purchasing program that allows cities to take advantage of contracts that have already
been competitively bid and let through the JPA. This permits cities to take advantage the
competitive public bidding process that has already been performed. In addition, these
alliances receive a lower bid price, due to economies of scale.
Attachment 2 is the proposal provided by Lano Equipment, under the NJPA contract, for the
tractor, side flail and rear flail mower units, with credit given for trade in of the existing tractor.
The net amount of the purchase equates to $74,642.10. This falls well under the total
budgeted amount in the CIP- Equipment Replacement Fund of$96,500 ($55,300+41,200).
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
Recommendation
Staff is recommending approval of the motion that authorizes the expenditure of funds, not to
exceed $74,642.10 for purchase of the tractor and flail mowers, as outlined in Attachment 2, in
addition to authorizing the trade in the existing tractor and flail mowers.
City of Shorewood, Minnesota
Capital Improvement Program
2017 thru 2021
PROJECTS BY FUNDING SOURCE
Source Project# Priority 2017 2018 2019 2020 2021 Total
402-Park Improvements
Freeman Plaza P0100 5 5,000 5,000
Freeman North Playground Equipment P0102 4 100,000 100,000
Freeman South Parking Lot P0103 5 60,000 60,000
Freeman Skating Lights,Warming House&Grading P0104 5 40,000 40,000
Cathcart Park-Resurface Tennis/Basketball Courts P0200 1 9,000 9,000 18,000
Cathcart Park Hockey Boards P0201 3 150,000 150,000
Cathcart Park Tot Lot P0202 5 100,000 100,000
Badger Park-Phase I P0300 3 400,000 400,000
Badger Park Tennis Courts P0301 2 200,000 9,500 209,500
Badger Park-Phase 2 P0302 n/a 747,000 747,000
Manor Park-Shelter Outside Floor&Stoops P0402 1 5,400 5,400
Silverwood Park-Resurface 1/2 court P0500 2 2,500 2,500 5,000
Skate Park Rehab for Pickleball P0600 3 50,000 50,000
402-Park Improvements Total 550,000 311,500 752,000 255,400 21,000 1,889,900
403-Equipment Replacement Fund
UTV-replace unit 34 034 5 14,100 14,100
Tractor-Ford 3910 035 5 55,300 40MEMENEEMENEEMO 55,300
Flatbed-4 x 2 Replace unit 49 049 5 39,200 39,200
Trailer 18'replace unit 59 059 5 15,700 15,700
Sand Pro 3000-replace Unit 64 064 2 9,000 9,000
Trailer 12'replace unit 69 069 5 5,000 5,000
Groundsmaster Mower-Toro 328D-replace unit 75 075 2 27,100 27,100
Pickup 44-Replace Unit 78 078 3 27,800 27,800
Mower-Replace Unit 86 086 4 32,000 32,000
20104x4 Ford F350 090 5 33,600 33,600
Groundsmaster Mower replace unit 93 093 5 28,000 28,000
Skid Steer-replace unit 97 097 5 37,600 37,600
Cab for mower-replace A02 A02 3 7,600 7,600
Ag Tractor&Flail Mower A06 4 41,200 41,200
Attach-Plow for Groundmaster A08 4 6,200 6,200
Engine/Transmission Analysis Station A09 n/a 4,500 4,500
Replace Sander A10 3 9,500 9,500
South Shore Community Center PF-11-01 n/a 43,000 41,000 2,000 86,000
Public Works Roof PF-12-01 n/a 81,000 81,000
Color Copier Replacement T-13-03 2 10,000 10,000
800 Mhz Radio Replacement T-19-01 2 9,500 9,800 10,100 29,400
Computer Upgrades T-99-99 1 10,000 10,000 10,000 10,000 10,000 50,000
403-Equipment Replacement Fund 204,600 136,300 119,000 88,200 101,700 649,800
Total
Friday,November 18,2016
ATTACHMENT 1- CIP EXCERPT
1015 Hwy.212-P,O,Box 299
LANO Equipment NORWOOD YOUNG AMERICA,MN 55368
of Norwood (952)467-2181 Fax(952)467-3259
Bill to: CITY OF SHORE WOOD j AUK IJLN 0
Contact Brett Baumann Quote/Order? quote
Address: Cate: 6/20/2017
City, State & Zip-, Shorewood Mn Confirmed:
Phone Number:
Fax Number: Terms:
Ship to:
9gLntitX Description List Price guote Price
1 New Holland T4,90 tractor. FWA,Cab wi heat and A/C.
12x12 power shuttle transmission. $63,994.00
11.2Rx24 R1 front fires $11,158.00
16.9Rx30 R1 rear tires $2,511.00
deluxe cab opt. incl rear wiper and washer,internal mirror,
instructor seat, and radio $795.00
NJPA contract discount 30% ($20,537.40)
NH,frei2ht, " $1,084.00
dealer prep and delive $1,000.00
$50,004.60
1 roof mounted beacon $197.00
1 Tiger mid mount Side Flail mower w/75" standard cut head
and 90" threepoint rear flail mower $37,786.00
Ph state bid contract disc. 25% ($9,445.50)
$28,340.50
freight from Tiger to Norwood $1,000.00
,opt. 1 16.9x30 and 11.2x24 r3 turf tires. + $600,00 $600.00
Note. This is a swa2,we make after the tractor comes.
Ground clearance will stay around the 8 Inches.
Additional Comments:
Option to trade Ford 3910 tractor and mowers,
Quote Price: $80,142.110
Trade Allowanc( -$5,500.010
Net Price,
Phis Tax if applicable
Quote Total: $74,642.10
Sign here to Accept Order Date (If and per terms
ATTACHMENT 2
PROPOSAL
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#8A
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Michael Hayes – Minor Subdivision
Meeting Date: June 26, 2017
Prepared by: Marie Darling, Planning Director
Reviewed by: Patti Helgesen
Attachments: Planning Director’s Memorandum
Draft Resolution
Policy Consideration: Should the City approve a minor subdivision for Michael Hayes (on behalf of the
property owner, Charlie Bennett)?
Background: The subject property is located at 24835 Yellowstone Trail and was originally platted as
two lots. At some time in the past, a previous owner combined the two lots into one. The applicant has
requested a minor subdivision to return the two lots back their original configuration. Similar
applications for the property were approved in both 2005 and 2015.
At its June 6, 2017 meeting, the Planning Commission unanimously voted to recommend approval of the
application, subject to conditions listed in the Planning Director’s memorandum. A draft resolution has
been included in your packet.
Financial or Budget Considerations: The fee paid by the applicant covers the cost of processing. The
division will generate $1,200 in local sanitary sewer access charges and $6,500 in park dedication fees.
Options: Approve, deny or modify the attached resolution.
Recommendation / Action Requested: Approval per the Planning Commission’s recommendation.
Next Steps and Timelines: After certification of the resolution, the applicant has 30 days to record the
division with Hennepin County.
Connection to Vision / Mission: Sustainable tax base.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership.
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CITY OF SHOREWOOD
RESOLUTION NO. 17-
A RESOLUTION APPROVING MINOR SUBDIVISION OF REAL PROPERTY AT
24835 YELLOWSTONE TRAIL
WHEREAS
, Michael Hayes (Applicant) on behalf of the property owner (Charlie
Bennett) has applied for a minor subdivision in the City of Shorewood, legally described as:
Lot 3 and Lot 4, Block 1, Deerfield Addition, Hennepin County, Minnesota; and
WHEREAS
, the Applicant has applied to the City for a subdivision of said real property
into two parcels legally described in Exhibit A; and,
WHEREAS
, the application was considered by the Planning Commission at a regular
meeting held on June 6, 2017, the minutes of which meeting are on file at City Hall; and
WHEREAS
, the City Council considered the application at its regular meeting on June
26, 2017, at which time the Planner's memorandum and the Planning Commission's
recommendations were reviewed and comments were heard by the Council from the Applicant
and from the City staff; and
WHEREAS
, the subdivision requested by the Applicant complies with the Shorewood
Zoning Code.
NOW, THEREFORE, BE IT RESOLVED
by the City Council of the City of
Shorewood as follows:
1.The real property legally described above is hereby approved for division into two
parcels, legally described in Exhibit A.
2.Prior to recording the subdivision approval, the Applicant shall submit the
following consistent with city code:
a.Ten-foot drainage and utility easements along each property line for each new
parcel.
b.A title report, current within 30 days.
c.The following fees: 1) park dedication for one new lot and 2) local sanitary
sewer access charges for one new lot.
3. The Applicant shall record a certified copy of this resolution and the easements
with the Hennepin County Recorder or Registrar of Titles within thirty (30) days of the date of
the certification. Proof of recording shall be submitted prior to issuance of any permits.
-1-
th
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 26 day of
June, 2017.
Scott Zerby, Mayor
ATTEST:
Sandie Thone, City Clerk
-2-
EXHIBIT A
Parcel A: Lot 3, Block 1, Deefield Addition, Hennepin County, Minnesota
Parcel B: Lot 4, Block 1, Deerfield Addition, Hennepin County, Minnesota
(References to Parcel A and Parcel B are illustrative only); and,
-3-
#8A
MEETING TYPE
City of Shorewood Council Meeting Item REGULAR
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Engineering Component of Comprehensive Plan Update
Meeting Date: June 26, 2017
Prepared by: Greg Lerud, City Administrator
Reviewed by: Larry Brown, Public Works Director
Attachments: Proposal from WSB
Policy Consideration: Should the city enter into an agreement with WSB to complete the engineering
components of the Comprehensive Plan update?
Background: Earlier this year,the city solicited RFPs from firms to assist the City with the required
Comprehensive plan update. The decision was made to keep out the engineering aspects from the RFP
primarily because the city had the desire to engage with a company that was exclusively engaged in
planning. For that reason, if we required engineering to be included with the RFP, firms would have had
to receive proposals from engineering firms,the city would have paid more for those services because
the firm submitting the RFP would have had to mark up the cost the engineering firm was charging.
The city accepted the proposal from NAC to lead the comprehensive planning update and staff
requested a proposal from WSB to update the engineering components.
Financial or Budget Considerations:
The 2017 budget included $80,000 for the comprehensive plan update. NAC's proposal was$37,900.
This proposal is$51,100, bringing the total to $88,000.
Options:
1. Accept the proposal from WSB.
2. Reject the proposal from WSB.
3. Give other direction to Staff.
Recommendation/Action Requested:
Staff recommends accepting the proposal from WSB for the following reasons:
1. They are the city engineer and have more knowledge about the city's infrastructure than a new
firm could gain by the deadline for the comp plan.
2. We believe the price is reasonable.
3. Some of the storm water engineering being done as a part of this update will become the basis
of a future project and not have to be redone at that time.
4. The proposal provides the minimum necessary scope to meet the Metropolitan Council's
Comprehensive Plan requirements.
Next Steps and Timeline:
We will notify WSB and NAC of the council decision, and if it is to move forward with them.
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
Connection to Vision/Mission:
A well-crafted Comprehensive Plan is essential because it forms the basis for decisions regarding the
future development of the city, as well as providing guidance for planning and infrastructure
development for the next 20 years.
WSB
477 Temperance Street I St. Paul,MN 55101 1 (651)286-8450
June 21, 2017
Mr. Greg Lerud
City Administrator
City of Shorewood
5755 Country Club Road
Shorewood, MN 55331
Re: Comprehensive Plan Engineering Support
City of Shorewood, MN
WSB Project No. 02925-360
Dear Mr. Lerud:
WSB is pleased to present this proposal to provide engineering services and associated costs to update
the Transportation and Local Surface Water Management Plan (LSWMP) components to Shorewood's
2040 Comprehensive Plan (Plan). We have also included costs to update the comprehensive Sanitary
Sewer and Water plans. This scope does not include any meetings with the Planning Commission or City
Council or any agency coordination, but simply an update of the language in the Plan to conform to
Metropolitan (Met) Council's policy plans. This proposal also assumes using Met Council generated maps
for those maps they have in their local planning handbook but includes creation of all maps required, but
not provided by the Met Council. WSB understands that City staff will be responsible for combining and
coordinating submittal of all plans to the Met Council and other reviewing agencies, as well as being
responsible for coordinating and attending all meetings, and gathering and communicating feedback and
comments to WSB for incorporation in documents as needed.
Transportation Chapter Update
Traffic Analysis Zones (TAZs) and Travel Forecasting: WSB staff will allocate Met Council 2010,
2020, 2030, and 2040 population, employment, and housing data by Traffic Analysis Zone (TAZ) based
on an approved City of Shorewood Land Use Plan. WSB staff will also run the Met Council 2040 regional
travel demand to develop a 2040 travel demand forecast for Shorewood Principal Arterial, Minor Arterial,
and Collector roadways.
Roadway Component: WSB staff will prepare a Roadway Component of the overall Transportation
Plan. The Roadway Component will include existing and planned functional classification, existing
roadway lanes, and existing/forecasted traffic volumes. Forecasted traffic will be compared to existing
roadway capacity to determine any potential future congestion problems. Access management guidelines
will be discussed and incorporated into the final plan document along with any future needs for right-of-
way preservation.
Transit Component: WSB staff will prepare a Transit Component of the overall Transportation Plan. The
Transit Component will include a summary of existing service and transit infrastructure and any proposed
strategies to improve or expand service.
Bicycling and Walking Component: WSB staff will prepare a Bicycling and Walking Component of the
overall Transportation Plan.
Aviation Component: WSB staff will prepare a short narrative explaining existing City of Shorewood
policies regarding protection of aviation airspace and how cell towers and other potential airspace
obstructions are regulated.
Building a legacy—your legacy.
Equal Opportunity Employer I wsbeng.com
K:\02925-360\Admin\Docs\LTR PROP-PTH_GLerud-062117-Shorewood Comp Plan-FINAL.docx
Mr. Greg Lerud
June 21, 2017
Page 2
Freight Component: WSB staff will prepare a Freight Component of the chapter. The Freight
Component will include heavy commercial traffic on Principal Arterial, Minor Arterial, and Collector
Roadways (to be provided by Hennepin County and MnDOT). Existing freight infrastructure, such as
railroads, major truck routes, and freight generators, will also be mapped and potential projects and
strategies to improve freight mobility will be identified.
Final Document: WSB staff will prepare a tracked changes version of your current transportation
chapter, incorporating all the Met Council required components.
Fee: $8,500
LSWMP Chapter Update
Collect Available Background Information: This task consists of gathering relevant water resources-
related information for the City. A project kickoff meeting with City staff and communication with agencies
will facilitate collection of this information. This task also includes two meetings with City staff to discuss
project status. We anticipate collecting the following data:
• Floodplain, bluff, shoreland, wetland, erosion control, and other City Ordinances related to
surface water management (as available)
• Water resource-related agreements
• Existing LSWMP
• Climate and precipitation data
• Soils information
• Groundwater and well information
• List and description of known water resource problem areas
• City parks, trails, and open space plan
• FEMA's floodplain maps and letters of map amendments
• City's Comprehensive Land Use Plan and land use mapping
• National Wetland Inventory mapping
• Previous reports or studies related to storm water management or water quality issues
• Information related to impaired waters within the City
• Monitoring and modeling data
• TM DL or WRAPS Studies
Address Surface Water Requirements: The water resource data collected will be analyzed,
interpreted, and summarized in the Plan to provide an indication of the present status and possible trends
concerning surface water resources within the City, and to assist in the development of surface water
management policies.
Minnesota Statute 103B requires a LSWMP to define drainage areas, volumes, and paths of storm water
runoff. However, it does allow incorporating this information via reference to the watershed
management organization or other approved plans. We have not included costs for generating a Citywide
hydrologic/hydraulic model as it is assumed that we will reference the existing models completed by
MCWD.
Goals and Policies: Based on the results of the previous tasks and associated analysis, goals, and
policies for the management of water resources in the City will be included. These goals and policies will
be in compliance with state and local requirements, including but not limited to; NPDES, MPCA, and the
needs of the City. Input from the City staff, Council, Commissions and the public will be used to
formulate these policies. The water resource management goals and policies will include cooperation
and coordination with other regulatory agencies, internal operation and maintenance practices, and
regulation of new development and redevelopment.
K:\02925-360\Admin\Docs\LTR PROP-PTH_GLerud-062117-Shorewood Comp Plan-FINAL.docx
Mr. Greg Lerud
June 21, 2017
Page 3
Policies in the following areas will be included:
• Rate control
• Flood control
• Water quality
• Volume control
• Wetland protection and management
• Wildlife habitat and recreation
• Public education
• Public ditch and creek systems management
• Groundwater protection
• Erosion and sediment control
It is assumed that many of the goals and policies included in the previous plan will not change.
WSB will generate additional goals and policies to comply with updates in regulations in coordination
with City staff.
Problem and Corrective Actions: Water resource management problems identified within the City
during the data collection process will be outlined and corrective actions for each problem will be
developed. Problems may be identified in the following areas:
• Lake, stream, and wetland water quality problems
• Flooding or rate control concerns in the City or between adjoining communities
• Impacts of storm water management on recreational opportunities
• Impacts of storm water management on fish and wildlife resources
• Erosion and sediment control problem areas
• Impacts of land use practices on storm water management
• Adequacy of the existing regulations to address storm water management
• Adequacy of capital improvement programs to address storm water management issues
• Adequacy of in place systems to generate revenue to pay for necessary improvements
Identified problems will be included in the Plan. Corrective actions for each item will be developed, as
needed, and incorporated into an implementation plan.
Develop Implementation Plan: Through the Plan development process, a number of water resource
studies, programs, and capital improvements will be identified either through the inclusion of goals and
policies or through addressing problems with corrective actions. These programs, studies, and capital
improvements will be prioritized with City staff and Council and developed into a clear implementation
plan. This Implementation Plan will provide a road map to help the City implement the Plan for the next
ten years.
Prepare Draft Report: This task focuses on the direct preparation of the plan document. The Plan will
be formatted as a comprehensive set of water resource information and implementation priorities. We will
combine the results from various programmatic-based inventories and analyses as described in this work
plan. The Plan document will contain the following sections:
• Executive Summary: Will generally summarize the content and purpose of the local plan.
• Land and Water Resource Inventory: Will contain information that is relevant to the development
of this document.
• Agency Coordination: Contains information regarding other agencies and organization relevant
to the Plan.
• Goals and Policies: Will state specific goals and corresponding policies related to the purpose of
the Plan and are consistent with the policies and goals of the regional, state, and federal goals
and programs that are currently in place.
• Assessment of Problems and Corrective Actions: Will contain a summary assessment of existing
and/or potential water resource-related problems that affect the community along with
nonstructural, programmatic, and/or structural solutions to the problems.
K:\02925-360\Admin\Docs\LTR PROP-PTH_GLerud-062117-Shorewood Comp Plan-FINAL.docx
Mr. Greg Lerud
June 21, 2017
Page 4
• Implementation Priorities: Will prioritize implementation components to make the best use of
available local funding and prevent future water management problems from occurring to the
maximum practical extent.
• Financial Considerations: Will contain an analysis of the financial impact of implementation of the
proposed regulatory controls and programs identified in the previous section.
• Amendment Procedures: Will contain the year the Plan shall extend to and establish the process
by which amendments may be made.
A preliminary draft of the Plan will be prepared and reviewed with City staff prior to submitting to the
Watershed Districts and Met Council for review.
Submit to Agencies for Review and Incorporate Comments: This task includes submitting the draft
LSWMP to MCWD, RPBCWD, and Met Council for review, and will be conducted by City staff. The Met
Council has a 45-day review period that runs concurrently with the 60-day review period of the
watersheds.
Prepare Final Report: After agency review, the final LSWMP will be prepared and submitted to the City
Council for review and approval. Upon final approval of the plan, two printed copies and a PDF document
of the Plan will be made and provided to the City.
Following return of agency comments on the draft that require additional, unexpected changes and/or
work, a separate scope and fee estimate proposal will be prepared for that work for consideration and
approval prior to starting the work.
Fee: $20,000
The Proposed update to Shorewood's LSWMP includes the minimum required tasks needed to meet the
MCWD and BSWR requirements. If desired, WSB will provide an optional task to provide an update to the
City Wide Hydraulic Model which would incorporate the latest information from the Freeman park
drainage area analysis, additional storage and basic overland flow route updates to accommodate Atlas-
14 design storm events, and other updates that may have been complete by MCWD.
Sanitary Sewer Plan Update and I & I Program and Statement
The previous Comprehensive Plan will be analyzed and updated as needed to comply with Metropolitan
Council requirements. The updated Plan will rely on information from the City's 2030 Comprehensive
Plan to maximize efficiency and minimize cost.
The tasks that will be completed in this update include a review of previously completed projects to
account for sanitary sewer service planning efforts; an update to the previously completed capacity
analysis based on revised land use assumptions; an identification of goals and strategies for the sanitary
sewer plan, including loading requirements and needed improvements; and the preparation of GIS maps
of the existing system, needed infrastructure and pipe size ranges, and proposed future system. The Plan
will also include detailed management strategies to address inflow and infiltration from public and private
sources.
Fee: $16,100
Water Comp Plan Update
The water chapter will outline the main findings of the DNR Water Supply Plan (to be completed as
separately) and will summarize the goals and strategies of the City to ensure users are provided with
sufficient quality and quantity of potable water. General design recommendations will be included, but no
specific distribution system analysis will be conducted as a part of this project.
Fee: $6,500
K:\02925-360\Admin\Docs\LTR PROP-PTH_GLerud-062117-Shorewood Comp Plan-FINAL.docx
Mr. Greg Lerud
June 21, 2017
Page 5
This letter proposal represents our understanding of the project scope to support the City Planning
Consultant in preparing the 2018 Comprehensive Plan. The fees for the scope and tasks identified above
are proposed on an hourly not to exceed basis, unless prior authorization is approved by Council for
changes in scope. The combined fees total $51,100 for this scope of services. NAC provided a scope of
service and fees for the comprehensive plan update in the amount of$37,900 and the City budgeted
$80,000 for the plan update.
If you have any questions concerning the work plan or fee as discussed herein, please feel free to contact
me at 651-325-6849. We look forward to working with you and greatly appreciate the opportunity to assist
you and your staff in the completion of this project.
Sincerely,
WSB &Associates, Inc.
Paul Hornby, PE
City Engineer
ACCEPTED BY:
City of Shorewood, MN
Name
Title
Date
K:\02925-360\Admin\Docs\LTR PROP-PTH_GLerud-062117-Shorewood Comp Plan-FINAL.docx
#9A
MEETING TYPE
City of Shorewood Council Meeting Item REGULAR
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Birch Bluff Pleasant Avenue traffic study
Meeting Date: June 26, 2017
Prepared by: Greg Lerud, City Administrator
Policy Consideration: Should the City of Shorewood participate in a traffic study for Birch Bluff and
Pleasant Avenue?
Background: At the June 12 Shorewood City Council meeting,the Council reviewed a proposal from
WSB to Tonka Bay and Shorewood for a traffic study to look at the effects of closing Birch Bluff Road
and Pleasant Avenue in Tonka Bay. The decision of the Council that night was to take no action and wait
for the Tonka Bay City Council to decide if they wanted to move forward with the study. The Tonka Bay
council met on June 13 and unanimously voted to participate in the study at 50%of the base study cost.
The total base study cost proposal is$8,856. Under Tonka Bay's decision, each city would pay$4,428.
Financial or Budget Considerations: The City of Shorewood did not approve any amount in the budget
for a traffic study in 2017, neither did Tonka Bay.
Options:
1. Approve participation in the study and paying half the cost.
2. Approve participation in the study and approve a different amount, or condition approval on the
city's ability to have a say in actions following the study.
3. Decide to not participate in a traffic study.
4. Give some other direction to staff.
Recommendation/Action Requested: The issue of closing these streets is a long term effort being lead
by a group of Tonka Bay residents. But any decision to close streets that serves both cities and connects
residents to the larger community must be undertaken only when the effects of closure will be studied
in an impartial manner. The initiative for closing the road is originating in Tonka Bay and staff believes
that Tonka Bay should pay a much more significant amount, or the entire, cost to do the study than their
council has proposed. It should be noted if Tonka Bay proceeds independently with the study, or decide
not to do the study,the City of Shorewood should not expect to have input in what is decided by the
City of Tonka Bay.
Next Steps and Timeline: Staff will communicate the City Council's decision to the City of Tonka Bay.
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
#9B
MEETING TYPE
City of Shorewood Council Meeting Item REGULAR
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Lake Minnetonka Association
Meeting Date: June 26, 2017
Prepared by: Greg Lerud, City Administrator
Reviewed by: Larry Brown, Public Works Director,Joe Rigdon, Interim Finance Director
Policy Consideration: Should the City of Shorewood approve a contribution to the Lake Minnetonka
Association (LMA)for Aquatic Invasive Species (AIS) control?
Background: At the June 12 work session,the City Council received a request from Eric Evenson,
Executive Director of the Lake Minnetonka Association,for a contribution to assist with prior year
expenses in removing Milfoil from Phelps Bay, as well as planned 2017 AIS removal work in Gideon Bay.
The request was specifically for$5,000 for prior year unreimbursed work done in Phelps Bay. The
second request was for 2017 Milfoil treatment in Gideon Bay.
The City has paid the LMA for AIS treatment in the past. In 2015, the city paid a total of$12,000 for
2014 and 2015 Milfoil treatment($6,000 each year.) In 2016,the City paid $1,800.
Financial or Budget Considerations: There is not a specific amount in this year's budget for this
purpose. However, in 2016 the city budgeted $16,500 in Parks-Contractual Services and was under
budget(spent$11,830). The same about was budgeted in 2017 under this line item.
Options:
1. Grant the request in full.
2. Deny the request.
3. Approve another contribution amount.
Recommendation/Action Requested: The City has a history of contributing to the control of AIS in
waters in and around the city. Staff recommends a contribution of$2,500 for the prior year
unreimbursed work, and $6,000 for the work planned in 2017.
Next Steps and Timeline: Staff will inform LMA of the City Council's decision.
Connection to Vision/Mission: Control of AIS in waters in and around the city, and maintaining
healthy lakes are in the City's interest.
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