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08-27-18 CC Reg Mtg Agenda Packet CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, AUGUST 27, 2018 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 August 13, 2018 Minutes B. City Council Regular Meeting Minutes of August 13, 2018 Minutes C. Approval of the Verified Claims List Claims List D. Accept Donation from American Legion for Oktoberfest Clerk Memo Resolution 18-080 E. Approve LMCC Operating and Capital Budgets City Administrator Memo Resolution 18-081 F. Primary Election Update City Clerk Memo 3. MATTERS FROM THE FLOOR (No Council Action will be taken) 4. PUBLIC HEARING 5. REPORTS AND PRESENTATIONS 6. PARKS 7. PLANNING A. Authorization of RPCWD as LGU for WCA Planning Director Memo Resolution 18-082 CITY COUNCIL REGULAR MEETING AGENDA – AUGUST 27, 2018 Page 2 8. ENGINEERING/PUBLIC WORKS A. City Project 17-04, Mann Lane, Riviera Lane, Shorewood Lane Street Reconstruction: Approve Change Order #1 Engineer Memo Resolution 18-083 9. GENERAL/NEW BUSINESS A. Southshore Center Update City Administrator Memo B. Milfoil Harvesting Mayor Memo 10. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Monthly Budget Report Finance Director Memo 2. A. Mayor and City Council 1. 11. ADJOURN 2A CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL WORK SESSION MEETING COUNCIL CHAMBERS MONDAY, AUGUST 13, 2018 5:30 P.M. MINUTES 1. CONVENE CITY COUNCIL WORK SESSION MEETING Mayor Zerby called the meeting to order at 5:30 p.m. A. Roll Call Present. Mayor Zerby; Councilmembers Johnson, Labadie, and Siakel; Planning Commissioners Gorham, Davis, Eggenberger, Maddy, and Reidel; City Administrator Lerud; Planning Director Darling; Director of Public Works Brown; Finance Director Rigdon, and City Engineer Fauske Absent: Councilmember Sundberg B. Review Agenda Labadie moved, Siakel seconded, approving the agenda as presented. Motion passed 4/0. 2. COMP PLAN A. Transportation Planning Director Darling explained that the transportation consultant had a family emergency, so she would be reviewing the PowerPoint slide presentation. She reviewed what was included in the Transportation Chapter and noted the primary components are the roadway system and the non-motorized transportation. She explained the roadway system functional classification and access points. Mayor Zerby noted that he felt that Vine Hill Road, Old Market Road and even Delton Avenue may also be considered collector roads. Planning Director Darling explained that will be discussed in the Implementation Chapter and noted that they are looking to increase the classification of a few roadways. She reviewed the map of the functional classification, jurisdictions and existing traffic volumes as well as the expected traffic volumes. She explained the traffic analysis zones that show the number of people and businesses in these areas. She stated that the non-motorized transportation for the City is essentially the trail system. She gave a very brief explanation of the existing freight and transit services. She reviewed the next steps: revise function classification system; CSAH 19 improvements; development of traffic studies; Highway Seven traffic flow; Smithtown Road/Country Club Road/ Yellowstone Trail/Lake Linden Drive Traffic Committee Recommendations; Roadway Design and ROW Standards Following Subdivision ordinance; traffic calming. Traffic device evaluation process; complete street process; sidewalk and trail locations; sidewalk and trail design. Mayor Zerby noted that he noticed that CSAH 19 that goes in front of the public safety facility has half the traffic count as Highway Seven. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES AUGUST 13, 2018 Page 2 of 5 Commissioner Reidel asked about the long-term plans for Highway Seven and whether it can transition into a freeway at some point. City Engineer Fauske stated that she knows that MN DOT did an extensive study on it years ago when they were considering access control. She knows that they have stated that it is a unique corridor and she is not aware of any plans for widening the road. She has had numerous discussions regarding the intersection at Church and Minnewashta Parkway and the volumes in that area. The feedback the City has gotten from MN DOT is that the numbers are not triggering any changes. Councilmember Siakel stated that she questions the accuracy of some of the numbers regarding traffic volumes especially with some of the large developments that will be going in. Councilmember Labadie agrees with Councilmember Siakel and would like to know how long of a time period was used to determine the road capacity and volume numbers, including what time of the year and what time of the day the data was gathered. She thinks the school traffic needs to be given consideration because a study done in July will be very different than a study done during the school year. Councilmember Johnson stated that the population of our school district between 2012 and now has increased by over 3,000 students and the majority are due to open enrollment. Councilmember Labadie stated that she agrees and there are a lot of open enrollees coming to Minnewashta for Spanish, or driving through to go to Excelsior for Mandarin. City Engineer Fauske stated that she can check with MN DOT on their protocols for taking the counts. Councilmember Labadie stated she is more concerned about the traffic counts from the roads that are not even mentioned such as Church Street, Vine Hill Road, and Eureka Road, for example, that are high traffic roads. Commissioner Reidel stated that he feels technology may greatly change traffic in 20 years. He also stated that he feels that Highway Seven is a very dangerous road because people drive freeway speeds with stoplights and open access to the road. He stated that he would be curious to know mortality statistics for that type of highway versus a freeway. Mayor Zerby reiterated that he would like them to take a closer look at Delton Avenue. Public Works Director Brown noted that Delton Avenue is actually named Brahms Boulevard once it enters Shorewood. Councilmember Labadie stated that she would like to have all the feeder roads from the western edge of Highway Seven up to the first stoplight, be considered in totality, because in her opinion, there needs to be another stoplight in that area. Public Works Director Brown stated that Chanhassen has been asking MN DOT for a signalized intersection at Minnewashta Parkway and suggested that perhaps the Council could band together with Chanhassen and work at lobbying MN DOT. He suggested passing something in resolution form. Councilmember Johnson stated that he would also like to know what criteria is used for a signal versus a roundabout. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES AUGUST 13, 2018 Page 3 of 5 B. Surface Water Management Bill Alms, project manager at WSB gave an overview of the surface water management plan and noted that it had last been updated in 2008. He noted that because the City is relatively flat, as more development and redevelopment happen, drainage issues are more prevalent. He reviewed some of the problem areas in the City, such as the western area including Freeman Park. Councilmember Johnson stated that he has mentioned before the issue at Freeman Park and dealing with the Railroad Authority. He had heard from multiple sources that the Railroad Authority will not allow the City to go in and remove the debris from their ditches that is causing issues. He stated that received a letter from the Railroad Authority as a gentle reminder not to throw stuff onto their property. He stated that he called the name listed on the bottom of the letter and talked through the idea of removing some of the dead vegetation and things that were causing drainage problems. He stated that this individual indicated that there was an openness from the Railroad Authority to work with the City and the watershed district to help make that happen. Mr. Alms reviewed the goals and policies that will be carried over from the 2008 surface water management plan. He reviewed the priority projects for implementation such as: Freeman Park outlet; outlet for landlocked Lake Mary; various street reconstruction projects; slope stabilization for Silver Lake; and projects in conjunction with Minnehaha Creek Watershed District. Mayor Zerby noted the table in the packet that outlined the priority of the projects lists the first project as TBD and $100,000. He stated that seems to say that the City does not know what our top priority is. He noted that the second priority lists storm sewer improvements with a cost of $4.5 million. Mr. Alms stated that this language can be updated. City Engineer Fauske explained the process and considerations when staff began to look at the surface water management plan. She stated that the intent was to provide a placeholder within the plan using the average replacement costs. Mayor Zerby stated that he has a problem with the general language of those top two items. Commissioner Reidel stated that it appears that the higher priority items relate to drainage and are probably things that are complained about the most. He stated that the lower priority items appear to be things related to water quality improvement. He would like to see this table broken down by what it is targeting in addition to priority and cost. He noted that he would also like to see a cost/benefit analysis. Councilmember Siakel stated that her biggest question is whether this is a complete list. She stated that in her mind the biggest threat to the City is stormwater management. She stated that she does not want it to become all talk and no action and expressed concern that the City may not be budgeting and planning appropriately for this area. Mr. Alms stated that the Riley Purgatory Watershed District has approved the plan and noted that they now have a fully functioning staff and rules. He stated that in the past they did not have that and the LGU status was transferred to Minnehaha Creek Watershed District. He stated that they are recommending transferring that back to the Riley Purgatory Watershed District for the City. Commissioner Reidel asked about the rules and regulations between the City and the watershed district and noted that sometimes the City has stricter rules. He stated that he feels that should be coordinated better. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES AUGUST 13, 2018 Page 4 of 5 3. CIP – CONTINUE DISCUSSION City Engineer Fauske stated that at the last work session, the Council had a brief opportunity to begin discussion of the Capital Improvement Plan. She explained that staff has gone through and provided the Council with some additional information that they had requested. Public Works Director Brown reviewed the rankings and how they change with sealcoating and mill and overlay. He explained how the pavement ratings were compiled and noted that there are a few discrepancies because he and City Engineer Fauske were working from different year reports. He discussed the competing needs of road rebuilding and watermain access. He stated that there are a lot of factors that are considered in ranking the roads. Mayor Zerby stated that he noticed some of the discrepancies in the rankings and he does not know how to interpret the information. He stated for example, the Enchanted roads are listed as a seven in one place and in the other are listed for consideration of reclamation. He stated that he would like to be able to look at where the money would be best spent. Councilmember Siakel stated that there have been many discussions about water hook ups and she believes that if someone wants water and is willing to sign up, that those projects become priority because it would help the City reach its goals. She stated that this may relate to the next agenda item but asked whether the three streets recommended were the best use of the bonding. City Administrator Lerud explained that the three recommended areas: Glen Road-Amlee Road-Manitou Road; Woodside Road, and the islands, can be completed with no impact to or from the other projects the city needs to consider. He noted that in the other areas being considered, there are other factors to be weighed, such as storm water and sequencing. He stated that the debt service bond was roughly half of what is currently being set aside for street maintenance each year. The City will continue to be able to have funds to do additional project. He said this proposal jump starts road reconstruction plans and gives some time to sequence the other roads. Councilmember Siakel stated that Mayor Zerby had mentioned something at the last meeting that she now feels has some validity. He had questioned why the City is spending the money on infrastructure to put in watermain hook ups and then leaving it up to the residents to choose to hook up or not. She stated that perhaps the shift needs to be towards making sure there is good drainage and stormwater management rather than making sure the City installs water hook ups that people are not going to use. Commissioner Eggenberger asked what the tipping point would be for how many people need to sign up before water is put in. Councilmember Siakel stated that she believes the current rule is two-thirds of the residents on the street need to sign up. She thinks this issue warrants more discussion. Councilmember Labadie stated that at the last meeting, Mayor Zerby talked about some possible incentives for people to hook up to water. She stated that she would prefer to explore that option rather than penalizing residents by not putting in the infrastructure. She stated that she would like to look at this with hard numbers and consider incentive-based programs. 4. WATER CONNECTIONS City Administrator Lerud noted that the next work session on August 23, 2018 is scheduled for discussion of the operating budget and CIP. He suggested that because there was not time at this meeting to discuss this item, that it be put on the August 23 work discussion for discussion. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES AUGUST 13, 2018 Page 5 of 5 5. ADJOURN Johnson moved, Labadie seconded, Adjourning the City Council Work Session Meeting of August 13, 2018, at 7:00 P.M. Motion passed 4/0. ATTEST: Scott Zerby, Mayor Sandie Thone, City Clerk 2B CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, AUGUST 13, 2018 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Zerby called the meeting to order at 7:00 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Johnson, Labadie, and Siakel; City Attorney Keane; City Administrator Lerud; Finance Director Rigdon; Planning Director Darling; Director of Public Works Brown; and City Engineer Fauske Absent: Councilmember Sundberg and City Clerk Thone B. Review Agenda Labadie moved, Johnson seconded, approving the agenda as presented. Motion passed 4/0. 2. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Siakel moved, Johnson seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. City Council Special Meeting Minutes of July 23, 2018 B. Approval of City Council Work Session Minutes of July 23, 2018 C. Approval of City Council Regular Meeting Minutes of July 23, 2018 D. Approval of the Verified Claims List E. Approval of the Change Order No. 4, City Project 17-13, RESOLUTION NO. 18-076, “A Resolution Approving Change Order No. 4, for the 2017 Pavement Reclamation Project (Howards Point Road, Kathleen Court, Oak Ridge Circle, and Summit Avenue)” F. LMCIT Liability Waiver Form, RESOLUTION NO. 18-077, “A Resolution Electing to Not Waive Statutory Tort Limits for Liability Insurance” G. Authorize Job Offer for Building Official position Motion passed 4/0. 3. MATTERS FROM THE FLOOR - NONE CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 13, 2018 Page 2 of 7 4. PUBLIC HEARING - NONE 5. REPORTS AND PRESENTATIONS A. Mike Meehan, South Lake Minnetonka Police Department (SLMPD) Chief Chief Meehan explained that the Coordinating Committee for SLMPD had approved the 2019 budget on July 11, 2018. He noted that there had been $40,000 taken out of 2017 surplus funds to keep the overall budget increase at two and one-half percent. He stated that he was happy to answer any questions that the Council may have about the budget. Councilmember Siakel stated that using surplus revenues to pay for the increase seems to be common and asked if there was something that the Council should have done in the past to ensure nothing is missing from the budget. Chief Meehan stated that in 2017 the budget was $150,000 under and the Board was very generous to help the SLMPD move towards best practices. The additional $40,000 was not needed at that time, so it was kept in reserves until it was needed for this budget cycle. He stated that there was not anything missing in the budget and noted that they are fortunate to be overseen by a board that has really given them a lot of good equipment and has treated the officers well. Mayor Zerby expressed his appreciation for the patrols being more frequent and patrol cars being more visible in the City. He also thanked them for their communication and for keeping the Council informed on the higher profile incidents that effect the City. Councilmember Labadie thanked Chief Meehan for attending the meeting tonight and commended him for the well prepared and easy to follow budget. Johnson moved, Labadie seconded, to accept the SLMPD 2019 budget, as presented. Motion carried 4/0. B. Scott Gerber, Excelsior Fire District (EFD) Chief Chief Gerber thanked the City for their continued support and explained that the Fire District Board approved the 2019 budget on July 26, 2018. He stated it shows an overall 3.96 percent increase, but the specific amount may be different for each member city. He noted that they have great equipment, facilities and people to provide the services necessary to the community. He stated that he could answer any questions the Council may have regarding the budget. Mayor Zerby asked for an overview on the changes that are happening with staffing and the duty crew. Chief Gerber explained that they are moving towards using a duty crew, which means that each station is staffed with two people. He reviewed examples of how things would work when various types of calls came in with full duty crews. He explained how the computer operated dispatch system works. He noted that he would be happy to come to a work session and discuss staffing in greater detail. Mayor Zerby stated that he would like to see more communication going out to the entire Council and not just the Fire District Board and the City Administrator when there are incidents that may affect the City. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 13, 2018 Page 3 of 7 Siakel moved, Labadie seconded, to accept the EFD 2019 budget, as presented. Motion passed 4/0. 6. PARKS A. Authorize acceptance of bid for professional services (Badger Park) Planning Director Darling stated that staff and the Park Commission has been putting together a potential layout for Badger Park and has done as much as they can without having professional assistance. She noted that staff has solicited proposals from two firms to mold the preliminary concept plans into construction documents as well as provide construction management to complete the project. Staff is recommending entering into an agreement with Loucks. Councilmember Labadie expressed concern that the plans would take six to eight weeks and then would proceed to bid and construction. She asked about the timeframe for project completion. Planning Director Darling stated that some of the grading could be completed this fall, but construction of the buildings would be done next spring. Councilmember Labadie asked if the six to eight-week timeframe was unusually long or normal. Planning Director Darling noted that the other company that submitted a bid had a similar timeframe. She noted that Loucks indicated that they could start work right away and the other company could not begin the planning work until sometime in September. Siakel moved, Zerby seconded, to approve RESOLUTION NO. 18-078, “A Resolution Accepting a Professional Services Proposal with Loucks for Professional Engineering Services for Badger Park Playground Area”, City Project 18-07. Motion passed 4/0. 7. PLANNING A. Report by Commissioner Gorham on 07-17-18 Planning Commission Meeting Commissioner Gorham gave an overview of the discussion at the July 17, 2018 Planning Commission meeting. He stated that regarding the amendment to the P.U.D. allowing it to exceed the height limit, they found the code language is there, but it is confusing compared to another section of the code. He noted that the Commission voted four to zero to recommend approving the amendment. He stated that the other issue on this agenda was disposal of the public property at 22000 Stratford Place and the Planning Commission also voted four to zero to recommend the disposal of the property provided the property is being sold at market value. B. P.U.D. Amendment for Building Height: Minnetonka Country Club Planning Director Darling noted that since the report was prepared, the applicants have sold some of the lots and are reducing the number of lots requested from 40 down to 34. She noted that staff and the Planning Commission are recommending approval of amending the P.U.D. Councilmember Labadie asked why staff was recommending approval of an amendment that affects 34 lots. Planning Director Darling stated that it allows for a greater variety of homes within the subdivision which gives more flexibility to property owners and would take away some of the cookie cutter appearance. She CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 13, 2018 Page 4 of 7 noted that the developer was willing to put this on the lots that are not as visible and either back up to nature areas or other homes in the subdivision. Mark Sonstegard, Lennar Homes, stated that the third addition homes were Gonyea Homes, so he could not speak that to portion of the development. Lennar Homes is in the process of buying the second addition. He stated that the amendment request basically only applies to walk-out lots. He stated that they have sold two or three homes in the second addition, but they are pending approval of this amendment through the City before they can get started. He stated that in the first addition they have done the rambler/one-level homes that meet the current conditions. Councilmember Labadie stated that she sees the benefit to the developer and the potential property owners, but questions the benefit to the City for granting such a large amendment. She stated that she would like more of an explanation as to why this would benefit the City. Planning Director Darling reiterated that this allows for a greater variety of homes and would give a wider variety of options for the housing stock in the City. Mr.Sonstegard, assured the Council that they did review the existing codes before coming into the community, however they missed the portion about the average grade being defined as the lowest grade. He explained the code language for building height being defined as the distance between the peak and eave and the average grade of the lot, which is a normal condition in the Twin Cities. He stated what they missed was a few pages later in the code it states that average grade is defined as the lowest grade. He stated that the benefit of granting the amendment is to keep the project going and not have to wait for six to twelve months while the homes are redesigned. He stated that there is also added benefit in being able to build more than just rambler style homes. He stated that the only place where this amendment will be visible and noticeable is from the back of the home and not from the street side, which is why these particular lots were chosen. Councilmember Labadie questioned why the six lots that were recently sold did not cause a six to twelve- month delay. Mr. Sonstegard noted that those lots are part of Gonyea Homes and they are a custom builder. He stated that they had lowered the eave and created a larger roof line in order to get a better average and are not really lowering the height of the house significantly. City Attorney Keane stated that the uniqueness of the Shorewood calculation for average height is unique to the City. He stated that he has worked with the standards of other communities throughout the metro area and the measurement of the average grade is not usually the lowest elevation. He stated that he understands how the developer got tripped up on that part of the code. Councilmember Siakel asked what the market had turned out to be for the villa homes because it was initially thought it would attract snowbirds. Mr. Sonstegard stated that the main market has been the empty nester that loves the community and wants to stay here and noted that they are expecting many of them to leave for a few months during the winter months. He stated that the villas are located in a maintenance free portion of the development. Councilmember Siakel asked about the price point for these properties. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 13, 2018 Page 5 of 7 Mr. Sonstegard stated that the villas are running between $700,000 and $800,000 and the single-family homes are in the upper $800,000 to $1,000,000 range. Councilmember Labadie asked if the staff was expecting other amendments that are similar in nature to this request. Planning Director Darling stated that she is not expecting anymore amendments to the P.U.D. She noted that the Planning Commission did ask her to take a look the way the City measures height to consider cleaning up the code. Councilmember Labadie stated that she would like to see the code be as clean as possible and allow as few amendments as possible. Siakel moved, Zerby seconded, to approve RESOLUTION NO. 18-079, “A Resolution approving a Third Amendment to the Development Agreement for Minnetonka Country Club P.U.D.”. Motion passed 4/0. 8. ENGINEERING/PUBLIC WORKS - NONE 9. GENERAL/NEW BUSINESS A. Noise Study for area south of Badger Park Planning Director Darling reminded the Council that at the June 12, 2018 meeting, the homeowner at 5790 Echo Road, Ron Goetz, expressed his concern with the noise level during practices and games at the multi- purpose field at Badger Park. At that time, staff contracted with WSB to perform a noise study in the area. It was found that the difference in the noise level on Mr. Goetz’s property is higher than the neighbor to the west, however, it is within the State Statute for allowed noise levels. She stated that WSB did present some options that may help to reduce noise. The options were: construct a six to eight-foot berm; construct a noise barrier/sound wall; increase the plantings. The consultant noted that you need a depth of 200 feet of forest to absorb sound, so that option was unlikely to reduce noise levels in this location. She noted that the other two options also have drawbacks, for the berm it would be that it would complicate the construction of the ADA trail that is being planned for the park and the drawback for the noise wall is the cost at $36 per square foot. Councilmember Siakel stated that she took a drive over to the area to take a look and it appears to already be pretty well forested between the properties. She asked if Mr. Goetz was willing to have more plantings on his property in order to create a noise barrier. Planning Director Darling noted that there were excess trees after the tree sale and those were planted on Mr. Goetz’s property. Councilmember Labadie stated that Mr. Goetz reported this in June and asked if the consultant was comfortable that they actually caught some loud games on the field. Planning Director Darling noted that a boy’s game was monitored. Councilmember Siakel asked how many nights a week the field was being used for lacrosse games and whether the usage extends beyond 8:00 or 9:00 p.m. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 13, 2018 Page 6 of 7 Planning Director Darling stated that she believes the field is booked about five nights per week. Public Works Director Brown stated that from what he has observed, the games usually end by about 9:00 p.m. and people are usually cleared out by about 9:30 p.m. Councilmember Siakel stated that it is hard to control noise at a park. Her only idea is some additional trees to create greater density. Mayor Zerby stated that the City needs to be careful with the precedent this may create and noted that it is below the State statute noise levels from the EPA. Administrator Lerud noted that a copy of the noise study was sent to Mr. Goetz. 10. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Public Alert Administrator Lerud gave an overview of the public alert system and how it can be used. He expects there will be an initial test next week to see how the system is functioning. 2. Administration of the Wetland Conservation Act Planning Director Darling stated that in 2008, the City had a joint powers agreement with the Minnehaha Creek Watershed District to provide Wetland Conservation Act administration. She explained that at this point, Riley Purgatory Creek Watershed District has talked to staff about taking back the Wetland Conservation Act jurisdiction over the portion of the properties that are within their jurisdiction. She stated that it would be far simpler if each property owner only had one watershed district jurisdiction to work with. She noted that there will be an item on the agenda at the next meeting to consider rescinding the resolution that created the joint powers agreement with the Minnehaha Creek Watershed District and reauthorizing the Riley Purgatory Creek Watershed District. Other Public Works Director Brown stated that staff is continuing to work with Xcel Energy on the lighting issue brought up at the LRT meeting. Staff is trying to avoid the addition of another power pole, which is what Xcel is proposing, so they are working on exploring all other alternatives. He noted that the property at 19245 State Highway Seven, also known as the Starbuck’s site, had the second building demolished today. He noted that this property used to receive its water supply from the back side of the lot by the City of Minnetonka and explained that their policy for any service that is disconnected and will no longer be used is to be removed at the main. He noted that this should happen next week and will require a detour along Vine Hill Road. He stated that sealcoating is scheduled to begin August 21, 2018 with Allied Blacktop and will be completed by September 30, 2018. Mayor Zerby asked about the light that is out at Badger Park and the installation of the monitor system. Public Works Director Brown stated that the Badger Park light is on the electrician’s list. He stated that the monitoring system is on-line with the SCADA systems. He noted that the contracts have been signed CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 13, 2018 Page 7 of 7 for the replacement of the motor control center for Boulder Bridge. He explained the plans for uninterrupted water supply while the work is being completed. Mayor Zerby asked about the cosmetic work on the building in that area. Public Works Director Brown stated that the Boulder Bridge HOA has requested that the side of the building match the side of what was the old milking parlor. He is hoping this project will happen in the next few weeks and will include both siding and cedar shakes. City Engineer Fauske stated that there has been a road closure in the Yellowstone Trail area as the watermain installation moves forward. She stated that they are also continuing to work on Riviera Lane. She stated that she had also attended a meeting today with Hennepin County regarding the Mill Street overlay. She stated that Valley Paving is planning to start work late next week, so there will be some delays in that area as well. She noted that some of the concrete replacement at Badger Park had been completed and a list of some of the trees and vegetation that are showing some stress has been shared with the contractor and will need to be replaced as part of the warranty. She stated that the sidewalk connecting the South Shore Center with the lacrosse field was also installed late last week. Mayor Zerby stated that the MCES project appears to be done, but there is still caution tape along the area. Public Works Director Brown stated that this appears to be a popular spot for cars to park. He explained that they wanted the vegetation to establish itself before it was opened up for routine traffic, which is why the caution tape is still in place. Mayor Zerby noted that the gas main in front of Cub Foods has been painted, but they also appear to be digging more and doing some work. City Engineer Fauske stated that she was not sure what they were working on. Finance Director Rigdon noted that staff is working on the 2019 operating budget and will be bringing it to the Council for consideration in two weeks. Planning Director Darling noted that there are a lot of new homes being constructed and believes that six new house permits went out on Friday. B. Mayor and City Council - NONE 11. ADJOURN Labadie moved, Johnson seconded, Adjourning the City Council Regular Meeting of August 13, 2018, at 8:17 P.M. Motion passed 4/0. ATTEST: Scott Zerby, Mayor Sandie Thone, City Clerk #2C MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Verified Claims Meeting Date: August 27, 2018 Prepared by: Michelle Nguyen, Senior Accountant Greg Lerud, City Administrator Joe Rigdon, Finance Director Attachments: Claims lists Policy Consideration: Should the attached claims against the City of Shorewood be paid? Background: Claims for council authorization. 64698 - 64769 & ACH 292,905.85 Total Claims $292,905.85 We have also included a payroll summary for the payroll period ending August 19, 2018. Financial or Budget Considerations: These expenditures are reasonable and necessary to provide services to our residents an budgeted and available for these purposes. Options: The City Council is may accept the staff recommendation to pay these claims or may r expenditure it deems not in the best interest of the city. Recommendation / Action Requested: Staff recommends approval of the claims list as presented. 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Background: Shorewood is planning its annual Oktoberfest event for Friday, October 12, 2018. The American Legion, Clarence Clofer Post has been a generous donor for many of the city’s events over many years. The following persons or entities have offered to contribute the cash amounts set forth below, for the purpose of the 2018 Oktoberfest Event being held on October 12, 2018: Name of Donor Amount American Legion, Clarence Clofer Post $100.00 Financial Considerations: This donation will help to cover expenses incurred for the 2018 Oktoberfest Event. Action Requested: Staff respectfully recommends the city council approve the Resolution Accepting Donations as delineated in the Resolution to the 2018 Oktoberfest Event and direct staff to send a thank you note to all donors. Motion, second and two-thirds majority vote required. Connection to Vision/Mission: Consistency in 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. 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 RESOLUTION 18-080 A RESOLUTION ACCEPTING A DONATION TO THE CITY OF SHOREWOOD 2018 OKTOBERFEST EVENT WHEREAS, the City of Shorewood is generally authorized to accept donations of real and personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens, and is specifically authorized to accept gifts for the benefit of their public recreational services pursuant to Minnesota Statutes section 471.17; and WHEREAS, the following persons and entities have offered to contribute the cash amounts set forth below to the city: Name of Donor Amount American Legion: Clarence Clofer Post $100.00 WHEREAS, the terms or conditions of the donations are to be used for the 2018 Oktoberfest Event; and WHEREAS, all such donations have been contributed to the city for the benefit of its citizens, as allowed by law; and WHEREAS, the City Council finds that it is appropriate to accept the donations offered. NOW THEREFORE , BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD, MINNESOTA AS FOLLOWS: 1. The donations described above are accepted and shall be used to establish and/or operate services either alone or in cooperation with others, as allowed by law. 2. The city clerk is hereby directed to issue receipts to each donor acknowledging the city’s receipt of the donor’s donation. Passed by the City Council of Shorewood, Minnesota this 27th day of August 2018. __________________________ Scott Zerby, Mayor Attest: ___________________________ Sandie Thone, City Clerk # 2E MEETING TYPE City of Shorewood Council Meeting Item REGULAR Title / Subject: Lake Minnetonka Communications Commission 2019 Budget Meeting Date: August 27, 2018 Prepared by: Greg Lerud, City Administrator Attachments: LMCC memo, Resolution Attached please find a cover memo from Jim Lundberg, Operations Manager of the Lake Minnetonka Communications Commission (LMCC) along with proposed 2019 operating budget and five-year capital th plan. This budget and five-year plan were approved at the August 9 Commission meeting. Council Action As a member of the LMCC JPA, the City Council is required to annually approve the budget. Staff recommends approval of the budget and five-year capital plan as presented. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD RESOLUTION NO. 18 - A RESOLUTION APPROVING THE PROPOSED 2019 LAKE MINNETONKA COMMUNICATIONS COMMISSION BUDGET WHEREAS , the City of Shorewood (“City”) is a member of the Lake Minnetonka Communications Commission (“LMCC”); and WHEREAS , the Joint Powers Agreement governing the LMCC requires that an annual budget be proposed and that it shall be adopted unless rejected by a majority of members within 45 days; and WHEREAS , the City Council has reviewed the proposed 2019 LMCC Budget. NOW, THEREFORE, BE IT RESOLVED that the City Council approves the 2019 LMCC budget. th ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 27 day of August, 2018. ___________________________ Scott Zerby, Mayor ATTEST: ________________________________ Sandie Thone, City Clerk Lake Minnetonka Communications Commission 2019 LMCC Budget - Final 2018201820192019 Code #:QuarterlyAnnualizedQuarterlyAnnualized Budget Revenues Franchise fees 990.1$ 55,268.03 $ 221,072.11$ 56,000.00 $ 224,000.00 PEG fees 915.2$ 25,000.00 $ 100,000.00$ 23,500.00 $ 94,000.00 Mound Usage fees Code 925.20 925.20$ 10,575.00 $ 42,300.00$ 10,400.00 $ 41,600.00 Studio Rental/DVD Dubs 930.1$ 625.00$ 2,500.00$ 625.00$ 2,500.00 All other(VOD Services)950$ 1,150.00$ 4,600.00$ 1,150.00$ 4,600.00 Total Budgeted revenues$ 92,618.03 $ 370,472.11 $ 91,675.00$ 366,700.00 Franchise SalariesFranchise 101$ 112,360.57$ 115,731.38 PEG Production SalariesPEG 102$ 80,262.29$ 82,670.16 Franchise PERA ContributionsFranchise 121$ 8,458.34$ 8,712.09 PEG Production PERA ContributionsPEG 120$ 5,920.84$ 6,098.47 Franchise FICA ContributionsFranchise 122$ 8,246.38$ 11,153.16 PEG Production FICA ContributionsPEG 123$ 5,772.60$ 7,924.54 Franchise Health InsuranceFranchise 131$ 15,012.69$ 15,012.69 PEG Production Health InsurancePEG 132$ 10,508.91$ 10,508.91 Franchise Worker's Compensation InsuranceFranchise 151$ 384.50$ 441.50 PEG Prod. Worker's Compensation InsurancePEG 152$ 384.50$ 441.50 Total Budget - Personnel Expenses$ 247,311.62 $ 258,694.40 Office SuppliesFranchise 200$ 1,400.00$ 1,500.00 Special Events/MeetingsFranchise 210$ -$ - Repairs & Maintenance SuppliesPEG 220$ 500.00$ 500.00 Studio ExpendablesPEG 221$ 2,500.00$ 650.00 Audit/Accounting FeesFranchise 301$ 6,000.00$ 6,500.00 Access ContractorsPEG 302$ 13,000.00$ 15,600.00 Legal FeesFranchise 304$ 4,000.00$ 4,000.00 Copier ExpenseFranchise 309$ 4,150.00$ 1,000.00 Payroll ServicesFranchise 314$ 1,250.00$ 1,250.00 Janitorial ServicesFranchise 318$ 3,200.00$ 3,200.00 Security ServicesFranchise 319$ 300.00$ 300.00 Telephone/CommunicationsFranchise 321$ 1,500.00$ 1,500.00 PostageFranchise 322$ 1,200.00$ 1,000.00 Computer ConsultingFranchise 325$ 2,000.00$ 2,000.00 TrainingFranchise 326$ -$ - TravelFranchise 331$ -$ - MileageFranchise 332$ 1,000.00$ 1,000.00 Printing & PublishingFranchise 350$ 400.00$ 400.00 InsuranceFranchise 360$ 2,900.00$ 3,400.00 UtilitiesFranchise 380$ 10,500.00$ 10,500.00 Refuse & RecyclingFranchise 384$ 700.00$ 750.00 Bank Finance FeesFranchise 395$ -$ - Contracted Building RepairPEG 401$ 2,000.00$ 1,000.00 Maintenance Repair EquipmentPEG 404$ 2,000.00$ 1,000.00 Equipment RentalPEG 413$ -$ - AdvertisingFranchise 440$ -$ - Van OperationPEG 441$ 1,500.00$ 500.00 Web streaming/BroadbandFranchise 442$ 8,800.00$ 4,000.00 LicensesFranchise 443$ 500.00$ 1,100.00 Other Expenses / ContingencyFranchise 740$ 500.00$ 3,326.31 Capital Building ImprovementsPEG 445$ -$ - Expenses Total$ 71,800.00$ 65,976.31 Capital equipment expenditures budgetPEG720$ 35,158.71$ 40,739.29 Capital SoftwarePEG722$ 2,633.43$ 1,290.00 Total Capital Expenses$ 37,792.14$ 42,029.29 Total All Expenses$ 356,903.76 $ 366,700.00 Total Income$ 370,472.11 $ 366,700.00 Total All Expenses$ 356,903.76 $ 366,700.00 Annual Funding Balance after All Expenses$ 13,568.35$ - City of Shorewood Council Meeting Item 2F Title / Subject: Primary Election Update Meeting Date: Monday, August 27, 2018 MEETING TYPE Prepared by: Sandie Thone, City Clerk Regular Meeting Reviewed by: Greg Lerud, City Administrator August 14, 2018 Primary Election Update: The Primary Election was held on August 14, 2018 at four precincts in the City of Shorewood. The City currently has the following four precincts open for Election Day Voting:  Precinct 1: LaBore Residence at 4445 Enchanted Point  nd Precinct 2: Minnewashta Church at 26710 West 62 Street  Precinct 3: Southshore Center at 5735 Country Club Road  Precinct 4: Excelsior Covenant Church at 19955 Excelsior Blvd In addition, the City administers Absentee (Early) Voting at City Hall during regular business hours, extended hours in the week leading up to Election Day and additional extended hours for candidate filing periods. The early voting period for the Primary Election ran from June 29, 2018 through August 13, 2018 in which August 7 through August 14 was Direct Balloting (where the voter feeds their ballot directly into the Ballot Counter). Shorewood processed a total of 206 Absentee Ballots during this period as follows: Precinct 1: 2 Absentee Ballots Precinct 2: 62 Absentee Ballots Precinct 3: 60 Absentee Ballots Precinct 4: 82 Absentee Ballots Total: 206 Absentee Ballots Voters registered at 7:00 a.m. the day of the Primary were as follows: Precinct 1: 147 Registered Voters Precinct 2: 1642 Registered Voters Precinct 3: 1459 Registered Voters Precinct 4: 2059 Registered Voters Total: 5307 Registered Voters at 7:00 a.m. on Election Day 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 Voters Voting on Election Day in Shorewood: Precinct 1: 38 Voters (25.9%) Precinct 2: 389 Voters (23.7%) Precinct 3: 326 Voters (22.3%) Precinct 4: 535 Voters (26%) Total: 1288 Voters on Primary Election Day (24.3%) Candidate Filing for City Council: Four candidates filed for two City Council seats that will be on the ballot in November but ultimately one withdrew before the deadline on August 16, 2018. The following candidates are running for the two open 4-Year Term (January 2019 through December 2022) City Council seats: Jennifer Labadie Debbie Siakel Katharine “Avi” Mulhern` I wish you the best! Election Judges and Election Staff: We had 43 Election Judges from the community working the Primary Election. Many of our judges were newly recruited judges this year. They made a great addition to our already experienced and talented team. They picked up things quickly and already are proving to be quite an asset to the team! All of the Shorewood Election Judges were awesome and should be proud of their dedication and hard work! We had five staff members administering absentee voting, working tirelessly behind the scenes in preparing for the election and supporting the election judges on election day. They were terrific – everything you all do is so appreciated! We had Public Works employees delivering voting equipment and setting up the day before and picking up the day after. They were great – we could not do this without them! Our precinct and polling location staff are priceless – their help in pulling off elections cannot be minimized. They were so helpful! I cannot thank everybody enough for their hard work, dedication, and civic-mindedness! What a collaborative and successful community effort! Special Thanks to the following for all of your hard work, positive attitude, and commitment to this year’s Primary Election: CITY ELECTIONS STAFF PUBLIC WORKS STAFF Brenda Pricco Brad Mason Twila Grout Chris Heitz Julie Moore Scott Schroeder Crisy Schmidt Chris Pounder James Hardenbergh Thomas Kiecker ELECTION JUDGES PRECINCT 1 PRECINCT 2 Carla LaBore Miechelle Norman Lori Schuenke Diane Klimowicz Michael McDonald Shannon Emil Pamela McDonald Dianne Aslesen Jerry Brecke Bill O’Neil Nate Schilling Carol Paulsen Tena Brandhorst Lois Berg Court Queen Doug LeGault PRECINCT 3 PRECINCT 4 Laurie Sacchet Marlys Bucher Jane Stein Virgil Smeltzer Catherine DeMars Bill Erickson Karen Boynton James Berdahl Marilyn Gagne Charles Niles Ralph Ballard Phyllis Skinner Marianne Kilker Kerry Noyes Matthew Wells Gordon Levack Ken Huskins Michael Thorsen Claudia Ringate Mary Morseth Jeanne Schwartz Karen Petron Patricia Hauser Aaron Olson Mary O’Keefe Roxanne Martin Kris Diller Action Requested: No action – Informational Purposes Only Connection to Vision/Mission: Consistency in 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. CITY OF SHOREWOOD RESOLUTION NO. 18-082 A RESOLUTION REGARDING THE ADMINISTRATION OF THE MINNESOTA WETLAND CONSERVATION ACT AND OTHER DUTIES WHEREAS, the Minnesota Wetland Conservation Act of 1991 (WCA) requires local government units (LGUs) to implement the rules and regulations promulgated by the Board of Water and Soil Resources (BWSR) pertaining to wetland draining, filling and excavation; and WHEREAS, Minnesota Rules, chapter 8420 have been adopted by BWSR in accordance with the rulemaking provisions of Minnesota Statutes, chapter 14, for the purpose of implementing WCA; and WHEREAS, Minnesota Rules 8420.0200, Subpart 1, Item E allows a county, city, or town to delegate implementation of chapter 8420 and the Act to another governmental entity by the passage of resolutions by both parties; and WHEREAS, both parties must provide notice to BWSR, the Department of Natural Resources, and the Soil and Water Conservation District of the delegation, including a copy of the resolution and a description of the applicable geographic area, within 15 business days of adoption of the resolution. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood defers the authority and administrative responsibility to implement the WCA as the LGU to the Riley Purgatory Bluff Creek Watershed District for those areas within the legal boundaries the Riley Purgatory Bluff Creek Watershed District as of this date in accordance with Minnesota Rules, Chapter 8420; AND FURTHER, that the Riley Purgatory Bluff Creek Watershed District may review certain Public Waters work projects within the Riley Purgatory Bluff Creek Watershed District as allowed by their General Permit through the Minnesota Department of Natural Resources. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 27th day of August, 2018. ___________________________ Scott Zerby, Mayor ATTEST: ________________________________ Sandie Thone, City Clerk #8A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Approve Change Order No. 1 for the 2018 Reconstruction of Riviera Lane, Mann Lane and Shorewood Lane, and Watermain Extension along Yellowstone Trail (Club Valley Road to Riviera Lane), Riviera Lane, State Highway 9 (Riviera Lane to Lake Linden Drive) and Lake Linden Drive (State Highway 7 to 6140 Lake Linden Drive), City Project 17-04 Meeting Date: August 27, 2018 Prepared by: Katie Koscielak, Project Engineer Reviewed by: Alyson Fauske, City Engineer Attachments: Change Order No. 1 and Resolution Approving Change Order No. 1 Background: The City Council awarded the construction contract for the 2018 Reconstruction of Riviera Lane, Mann Lane and Shorewood Lane, and Watermain Extension along Yellowstone Trail (Club Valley Road to Riviera Lane), Riviera Lane, State Highway 9 (Riviera Lane to Lake Linden Drive) and Lake Linden Drive (State Highway 7 to 6140 Lake Linden Drive), City Project 17-04, on June 25, 2018. During the progress of construction, staff had coordinated with Midwest Civil Constructors to complete the following additional work items to facilitate construction.  Watermain repair at the intersection of Club Valley Road and Yellowstone Trail.  Value engineering change in material (HDPE) to directional drill storm sewer on Riviera Lane.  Addition of two (2) 12-inch RCP storm sewer aprons at the intersection of Club Valley Lane and Yellowstone Trail.  Addition of wet tap watermain connection on Lake Linden Drive to avoid disrupting water service to Cub Foods. Midwest Civil Constructors has submitted a change order detailing the additional work items which have been reviewed by staff with regard to the work scope and additional costs and have been determined to be appropriate for the work performed. Financial or Budget Considerations: The project construction contract as bid was awarded by the Council in the amount of $1,708,509.00. Change Order No. 1 will increase the construction contract in Change Order No. 1 will increase the contract by the amount of $10,801.73 to $1,719,310.73. approximately 0.63% which is within contingency expectations for similar projects. Recommendation: Staff recommends the City Council approve the attached resolution “Approve Change Order No. 1 for the 2018 Reconstruction of Riviera Lane, Mann Lane and Shorewood Lane and watermain extension along Yellowstone Trail (Club Valley Road to Riviera Lane), Riviera Lane, State Highway 9 (Riviera Lane to Lake Linden Drive) and Lake Linden Drive (State Highway 7 to 6140 Lake Linden Drive, City Project 17-04”. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CHANGE ORDER NO. 1 2018 STREET AND UTILITY IMPROVEMENT PROJECTAugust 2, 2018 CITY OF SHOREWOOD, MN WSB PROJECT NO. 2925-24 OWNER:CONTRACTOR: MIDWEST CIVIL CONSTRUCTORS, LLC CITY OF SHOREWOOD 100 S FULLER ST, SUITE 130 5755 COUNTRY CLUB ROAD SHAKOPEE, MN 55379 SHOREWOOD, MN 55331 YOU ARE DIRECTED TO MAKE THE FOLLOWING CHANGES IN THE CONTRACT DOCUMENT DESCRIPTION: ALL LABOR, MATERIALS, AND EQUIPMENT NECESSARY TO COMPLETE THE FOLLOWING ITEMS AS DIRECTED BY THE CITY ENGINEER: - WATERMAIN REPAIR AT CLUB VALLEY ROAD AND YELLOWSTONE TRAIL - DIRECTIONAL DRILL STORM SEWER CHANGE IN MATERIAL - ADDITION OF 2-12" RCP STORM APRONS - WET TAP CONNECTION OF WATERMAIN ON LAKE LINDEN DRIVE IT IS UNDERSTOOD THAT THIS CHANGE ORDER INCLUDES ALL ADDITIONAL COSTS AND TIME EXTENSIONS WHICH ARE IN ANY WAY, SHAPE, OR FORM ASSOCIATED WITH THE WORK ELEMENTS DESCRIBED ABOVE. CHANGE IN CONTRACT PRICE:CHANGE IN CONTRACT TIME: ORIGINAL CONTRACT PRICE:$1,708,509.00ORIGINAL CONTRACT TIME:6/15/2019 $0.00 PREVIOUS CHANGE ORDERS: NET CHANGE FROM PREVIOUS CHANGE ORDERS:N/A CONTRACT PRICE PRIOR TO THIS CHANGE ORDER:$1,708,509.00CONTRACT TIME PRIOR TO THIS CHANGE ORDER:6/15/2019 NET INCREASE OF THIS CHANGE ORDER:$10,801.73NET INCREASE WITH CHANGE ORDER:N/A CONTRACT PRICE WITH ALL APPROVED CHANGE ORDERS:$1,719,310.73CONTRACT TIME WITH APPROVED CHANGE ORDERS:6/15/2019 APPROVED BY:APPROVED BY: ALYSON FAUSKE, PE, PROJECT MANAGERCONTRACTOR SIGNATURE WSB & ASSOCIATES, INC.MIDWEST CIVIL CONSTRUCTORS, LLC. ENGINEERCONTRACTOR APPROVED BY: CITY ENGINEERCITY ADMINISTRATOR DATEDATE K:\02925-240\Admin\Construction Admin\Change Orders\Change Order No. 1\Change Order No. 1CO-1 CHANGE ORDER NO. 1 DETAIL 2018 STREET AND UTILITY IMPROVEMENT PROJECTAugust 2, 2018 CITY OF SHOREWOOD, MN WSB PROJECT NO. 2925-24 ADDED ITEMS Qty Price Extended Amount Item No.Mat. No.DescriptionUnit 1182504.60318" PVC PIPE SEWER (DIRECTIONAL DRILL)L F-$295.00-$56,050.00 190 1272504.60320" WATERMAIN HDPE (DIRECTIONAL DRILL)L F190$273.00$51,870.00 1282504.602CONNECT TO EXISTING WATERMAIN (SPEC)$3,756.73$3,756.73 EACH1 1292504.6028" X 6" WET TAPEACH1$9,425.00$9,425.00 1302501.50212" RC PIPE APRON$900.00$1,800.00 EACH2 TOTAL ADDED ITEMS CHANGE ORDER NO. 1 $10,801.73 TOTAL ADJUSTMENT TO ORIGINAL CONTRACT AMOUNT$10,801.73 K:\02925-240\Admin\Construction Admin\Change Orders\Change Order No. 1\Change Order No. 1CO1 Detail CITY OF SHOREWOOD RESOLUTION NO. 18 -___ A RESOLUTION APPROVING CHANGE ORDER NO 1 FOR THE 2018 RECONSTRUCTION OF RIVIERA LANE, MANN LANE AND SHOREWOOD LANE, AND THE WATERMAIN EXTENSION ALONG YELLOWSTONE TRAIL (CLUB VALLEY ROAD TO RIVIERA LANE), RIVIERA LANE, STATE HIGHWAY 7 (RIVIERA LANE TO LAKE LINDEN DRIVE) AND LAKE LINDEN DRIVE (STATE HIGHWAY 7 TO 6140 LAKE LINDEN DRIVE) CITY PROJECT 17-04 WHEREAS , the City of Shorewood City of Shorewood Council awarded the contract for the on June 25, 2018 Street and Utility Improvement Project, City Project 17-04, 2018; and WHEREAS, Change Order 1 is necessary to facilitate construction operations within the project corridor; and WHEREAS, Change Order 1 will increase the project construction costs in the amount of $10,801.73 to $1,719,310.73. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Shorewood as follows: 1. Change Order 1 in the total amount of $10,801.73 is hereby approved. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD th this 27 day of August, 2018. ATTEST: Scott Zerby, Mayor Sandie Thone, City Clerk # 9A MEETING TYPE City of Shorewood Council Meeting Item REGULAR Title / Subject: Southshore Center Update Meeting Date: August 27, 2018 Prepared by: Greg Lerud, City Administrator Reviewed by: Twila Grout, Park and Rec Coordinator/Administrative Assistant; Julie Moore, Communications and Recycling Coordinator; Joe Pazandak, Building Official Attachments: Project spreadsheet, Signage Background: The SSC renovation started late last year with the replacement of the shingles. Work has continued inside. The biggest items remaining to be done for the renovation are the ceiling tile in the banquet room, library, and entry, the patio area outside the banquet room, and window treatments for the banquet room windows. One other remaining item is what to do with circular area in the lobby ceiling. A chandelier has not been ordered. Staff has discussed the idea of a mural in that area that is representative of Shorewood. To that end, I contacted the Minnetonka Senior High Art teacher last spring, and she said she thought it was a great idea to involve the kids and to contact her this fall. I will do that in September. An informal survey of users of the SSC have said they prefer it to remain white. Staff is not yet prepared to make a recommendation to the council for that area. The building will be substantially complete by the Oktoberfest held on October 12. Financial or Budget Considerations: Joe Pazandak prepared the attached spread sheet at the beginning of the project. Budget changes are shown in red. Some work has been paid to date, and the invoices and work that remains is anticipated to come in at or under the budget proposed last year. One building related item that was not included when the project scope was developed was signage. (Please see discussion in the next paragraph. Signage will be an added cost.) There are just a couple of non-building related items that were not part of the project budget but will need to be purchased – some furniture for the lobby, a TV for the lobby area, a TV for presentation in the library room, and a four-camera security system. The total of those items is estimated to around $5,000. For these additional expenses, staff will be recommending a small portion of the excess fund balance be transferred to the project fund to complete the work. That action will be requested at a future meeting. Recommendation / Action Requested: One item that staff is requesting a council decision tonight is the new name. Twila Grout and Julie Moore contacted several other cities that have a similar facility that serves the function as the SSC does for Shorewood. Their finding was that in almost all circumstances the facility had the city’s name. In the future, rooms within the building could have a unique name, but staff is recommending the facility be renamed the Shorewood Community and Event Center. A copy of some proposed lettering is attached to this memo. 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 # 9B MEETING TYPE City of Shorewood Council Meeting Item REGULAR Title / Subject: Milfoil Harvesting Meeting Date: August 27, 2018 Prepared by: Mayor Scott Zerby Attachments: Pictures Background: Lake Minnetonka lakeshore residents are upset over the excess milfoil left behind by the mechanical harvesting process. They are also questioning the areas that are being harvested. Kathy and Dave Dalsin, 26860 Edgewood Rd, Shorewood have complained they spend $1500 on average cleaning excess milfoil generated by the harvesters from their property. Erik Evenson from the LMA said other homeowners have similar milfoil removal costs ranging from $500-2000. The City of Orono discussed this issue at their August 13th meeting. During the meeting, LMCD stated that about 20 percent of the plants cut is not recovered by the harvesters (floats loose). They spend about $80,000 a year to operate and maintain the harvester program. They have been operating the program since 1989, and now have 3 harvesters. “LMCD cannot harvest them (Milfoil plants) unless they are impeding boat navigation in compliance with the permit that is obtained from the MN DNR for aquatic plant management.” According to the DNR permit, the LMCD must also collect the fragments as part of the process, however they admit this is not practical given the size of the lake and the amount of boat traffic on the lake. Studies from various groups show mixed results on the effectiveness of mechanical harvesting programs. University of Minnetonka report, Effects of Harvesting on Plant Communities Dominated by Eurasian Watermilfoil in Lake Minnetonka, MN WENDY CROWELL - “Harvested plots had significantly higher relative growth rates over the remaining field season.” https://experts.umn.edu/en/publications/effects-of-harvesting-on-plant-communities-dominated-by- eurasian- Other communities will not use mechanical harvesting: Moultonborough Lake Winnipesaukee: “Mechanical Harvesting/Removal is not recommended in any area of Lake Winnipesaukee due to the threat of spreading variable milfoil to uninfested areas of the lake through the generation of fragments.” Marina owner, Gabe Jabbour is filing a formal complaint with the DNR claiming they LMCD is in default of their permit to harvest. The Shorewood Yacht Club equipment has also been hampered by amount the loose fragments. A former member of the LMCD, he believes harvesting to be ineffective and a waste of taxpayer funds. 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 Some Orono residents are considering bringing suit against the LMCD using the State of Minnesota Nuisance Ordinance which protects owner from being unable to enjoy their property from government interference. The question I would like the Council to consider is: Should the City of Shorewood consider requesting that the harvesting program be stopped for a year so the LMCD and interested parties can determine the effectiveness of harvesting milfoil? 10A.1 MEETING TYPE Regular Title / Subject: July 2018 General Fund Monthly Budget Report Meeting Date: August 27, 2018 Prepared by: Joe Rigdon, Finance Director Reviewed by: Greg Lerud, City Administrator Attachments: July 2018 Budget Spreadsheet Policy Consideration: A General Fund budget report is provided to the City Council for Alternative formats and topics for future reports are being considered. Background: July 31, 2018. Comparisons between year-to-date amounts through July for revenues and expenditures are included to assist in gauging fund performance. General Fund Revenues: Property tax revenues for the General Fund were $3,254,650 throuJuly 2018, which represents the first half of 2018 property tax collections, and 2018 property tax levy of $5,369,245. The first half 2018 taxes than the first half taxes received in 2017. This appears to be number of 2018 property tax prepayments in late 2017 for potenti income taxes. The second half property taxes will be received i Licenses and permits amounted to 111.4% of budget, or $273,048 tJuly of 2018. The majority of the revenue consisted of building permits and pl comparison, licenses and permits revenues through July of 2017 were $152,307. Intergovernmental revenues were $99,449 through 07/31/18, increasing from $89,959 recorded in the prior year comparable period. The change was due to an increase in Municipal State Aid (MSA). Fines and forfeitures of $35,542 were recorded through 07/31/18 compared to $35,290 through 07/31/17. Miscellaneous revenues totaled $171,108 through 07/31/18. Anten component, and amounted to $156,469 through July 31, 2018. No investment interest earnings are typically allocated to the General Fund until the f az­­zš“ {··;’;“·t w; /z·ä šE {wš©;ޚš7 z­ -š’’z··;7 ·š ¦©šÝz7z“m ©;­z7;“·­ ¨ÒŒz· w;Œ·wä ;“Ýz©š“’;“·r  Ý©z;·ä šE ··©-·zÝ; ’;“z·z;­r  ­Ò­·z ’“m;’;“· ·w©šÒmw ;EE;-·zÝ;r ;EEz-z;“·r “7 Ýz­zš“©ä Œ;7;©­wz Qbhf!2! Budgeted 2018 transfers in from utility funds of $25,000 were recorded in Janu8. These include $12,500 from the Water fund, and $12,500 from the Total General Fund revenues (excluding transfers in) amounted to3,862,834, or 64.0% of budget through 07/31/18. Revenues through July for 2018 were $723,113 higher than prior year revenues through July 2017, largely due to the increase in first half property taxes received from the County. Expenditures: General government expenditures through July 2018 were $802,775 (58.9% of budget), or 4.9% lower than the comparable prior period. Administration costs were at 56.3% of budget through July 2018 and were 2.7% o lower than the prior year. Finance department expenditures were at 56.8% of budget through July 2018. o The Professional Services department expenditures were at 59.7% of budget o through July 2018. Planning expenditures were at 72.9% of budget, including approximately $29,000 o of comprehensive plan costs. Expenditures were significantly lower through July 2018, as compared to July 2017, largely attributable to 2017 employee separation payments. Municipal building expenditures were at 60.3% of budget, noting the inclusion of o annual insurance costs recorded early in 2018. Public safety expenditures were $1,571,003 through 07/31/18 (70.8% of budget), increasing 4.0% from $1,510,436 through 07/31/17. Police expenditures were 3.9% higher than the prior year through July 31. o Fire expenditures were 3.5% higher than the prior year through J o Protective inspections were at 67.1% of budget through July 2018. o Public works expenditures totaled $541,058 through 07/31/18 (44.2% of budget), increasing from $375,515 through 07/31/17. General public works operating costs were higher through June 2018, but were at o just 40.3% of budget. Ice and snow removal expenditures were $99,994 (87.8% of budget) through July o 2018, as compared to $40,792 through July 2017. Parks and recreation expenditures amounted to $138,567 through July 2018, decreasing $6,882 from the comparable prior period. Budgeted transfers out to other funds were $1,163,895 through July 2018, as compared to $1,104,913 through July 2017. Additionally, $700,000 of 2017 transfers from the General Fund were authorized by Council action and recorded in M The General Fund exhibited an overall 6.2% increase in expenditures (not including transfers out) from $2,875,640 through 07/31/17, as compared to $3,053,403 through 07/31/18. Financial or Budget Considerations: This report is intended to provide budget to actual and comparative financial information for the General Fund. Options: 1. Accept the monthly budget report. 2.Do not accept the monthly budget report. Recommendation / Action Requested: Staff recommends that the City Council accept the monthly budget Next Steps and Timeline: The General Fund budget report for August 2018 will be prepared and distributed in September 2018. Connection to Vision / Mission: The review of periodic reporting of financial information is a c management. General Fund Revenues and Expenditures vs Budget Through July 31, 2018 % Collected/ One Year DescriptionBudgetPeriod AmtYTD Budget% ExpendedPrior Actual General Fund Revenues Taxes5,369,2453,254,6503,132,06060.6%2,648,984 Licenses & Permits245,155273,048143,007111.4%152,307 Intergovernmental91,25099,44953,229109.0%89,959 Charges for Service53,88527,10931,43350.3%41,024 Fines & Forfeits60,00035,54235,00059.2%35,290 Special Assessments01,9280#DIV/0!0 Miscellaneous Revenues215,000171,108125,41779.6%172,157 Total General Fund Revenues6,034,5353,862,8343,520,14564.0%3,139,721 Other Financing Sources Transfers In 25,00025,00014,583100.0%25,000 Total Revenues and Other Financing Sources6,059,5353,887,8343,534,72964.2%3,164,721 General Fund Expenditures General Government Council Personal Services22,60012,93613,18357.2%12,936 Supplies2,0001,1491,16757.5%1,221 Other Services and Charges59,50032,00234,70853.8%27,211 Council84,10046,08749,05854.8%41,368 Administration Personal Services382,474213,800223,11055.9%224,230 Supplies21,0008,82812,25042.0%11,230 Other Services and Charges43,55029,01725,40466.6%23,058 Administration447,024251,645260,76456.3%258,518 Elections Personal Services14,70008,5750.0%0 Supplies4,10002,3920.0%0 Other Services and Charges3,17501,8520.0%0 Elections21,975012,8190.0%0 Finance Personal Services62,98339,26936,74062.3%73,045 Supplies15,6007,8499,10050.3%7,560 Other Services and Charges93,90050,79654,77554.1%28,525 Finance172,48397,914100,61556.8%109,130 Professional Services Other Services and Charges240,000143,219140,00059.7%133,854 Professional Services240,000143,219140,00059.7%133,854 Planning Personal Services177,511106,040103,54859.7%148,587 Supplies450804263178.7%449 Other Services and Charges12,40031,8697,233257.0%24,671 Planning190,361138,713111,04472.9%173,707 General Fund Revenues and Expenditures vs Budget Through July 31, 2018 % Collected/ One Year DescriptionBudgetPeriod AmtYTD Budget% ExpendedPrior Actual Municipal Buildings Supplies22,0004,13712,83318.8%4,452 Other Services and Charges185,600121,060108,26765.2%123,211 Municipal Buildings207,600125,197121,10060.3%127,663 Total General Government1,363,543802,775795,40058.9%844,240 Public Safety Police Protection Supplies000N/A0 Other Services and Charges1,237,133825,632721,66166.7%788,033 Capital Outlay212,797159,598124,13275.0%160,355 Police Protection1,449,930985,230845,79368.0%948,388 Fire Protection Other Services and Charges353,998284,978206,49980.5%279,705 Capital Outlay271,955203,966158,64075.0%192,486 Fire Protection625,953488,944365,13978.1%472,191 Protective Inspections Personal Services127,81385,47974,55866.9%77,938 Supplies0160N/A0 Other Services and Charges16,45011,3349,59668.9%11,919 Protective Inspections144,26396,82984,15367.1%89,857 Total Public Safety2,220,1461,571,0031,295,08570.8%1,510,436 City Engineer Other Services and Charges89,50029,63452,20833.1%31,614 City Engineer89,50029,63452,20833.1%31,614 Public Works Service Personal Services622,997266,945363,41542.8%204,279 Supplies156,50084,94691,29254.3%36,385 Other Services and Charges240,30059,539140,17524.8%62,445 Public Works Service1,019,797411,430594,88240.3%303,109 Ice & Snow Removal Personal Services73,93069,62843,12694.2%14,065 Supplies40,00030,36623,33375.9%26,727 Ice & Snow Removal113,93099,99466,45987.8%40,792 Total Public Works1,223,227541,058713,54944.2%375,515 Parks and Recreation Park Maintenance Personal Services128,43285,90974,91966.9%86,029 Supplies23,5007,51713,70832.0%6,474 Other Services and Charges45,00013,97126,25031.0%21,180 Park Maintenance196,932107,397114,87754.5%113,683 General Fund Revenues and Expenditures vs Budget Through July 31, 2018 % Collected/ One Year DescriptionBudgetPeriod AmtYTD Budget% ExpendedPrior Actual Recreation Personal Services44,28920,13425,83545.5%22,104 Supplies7,7004,1964,49254.5%2,725 Other Services and Charges13,9006,8408,10849.2%6,937 Recreation65,88931,17038,43547.3%31,766 Total Parks and Recreation262,821138,567153,31252.7%145,449 Total General Fund Expenditures5,069,7373,053,4032,957,34760.2%2,875,640 Other Financing Uses Transfers Out - Southshore Center - Building38,00038,00022,167100.0%0 Transfers Out - Southshore Center - Operations70,00070,00040,833100.0%95,000 Transfers Out - EDA Debt City Hall93,89593,89554,772100.0%102,913 Transfers Out - Equipment Replacement135,000135,00078,750100.0%120,000 Transfers Out - Street Improvements785,000785,000457,917100.0%1,245,000 Transfers Out - Park Capital42,00042,00024,500100.0%242,000 Total Other Financing Uses1,163,8951,163,895678,939100.0%1,804,913 Total Expenditures and Other Financing Uses6,233,6324,217,2983,636,28567.7%4,680,553 General Fund, Net(174,097)(329,464)(101,557)(1,515,832) 189.2%