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05-13-19 CC Reg Mtg Agenda Packet CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, MAY 13, 2019 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 from April 22, 2019 Minutes B. City Council Regular Meeting Minutes from April 22, 2019 Minutes C. Approval of the Verified Claims List Claims List D. Polling Place Resolution City Clerk Memo Resolution 19-045 E. Copier Purchase Recommendation City Clerk Memo F. Approve Regular Appointment of Andy Eslinger to Public Works Director Memo Light Equipment Operator-Utilities Position, Public Works G. Approve Agreement Between SLMPD and City of Excelsior for City Administrator Memo 2019 Dock and Park Patrol Services 3. MATTERS FROM THE FLOOR (No Council Action will be taken) 4. PUBLIC HEARING 5. REPORTS AND PRESENTATIONS A. Fall/Winter Photo Contest Winners City Clerk Memo B. Minnetonka Community Education/Tour de Tonka Sally Belgum-Blad, Tim Litfin Jenny Bodurka, Elizabeth Hayward CITY COUNCIL REGULAR MEETING AGENDA – May 13, 2019 Page 2 6. PARKS A. Accept Bids and Award Contract for Badger Park Planning Director Memo Playground Site Work, City Project 19-01 Resolution 19-046 7. PLANNING 8. ENGINEERING/PUBLIC WORKS A. Accept Quotes and Award Construction Contract for the 2019 City Engineer Memo Pavement Marking Project Resolution 19-047 9. GENERAL/NEW BUSINESS A. Potential Hazardous Building City Administrator Memo 10. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Report on Mill Street Trail Meeting 2. Report on Stratford Place Lot 3. Ferncroft Drive/Minnetonka Blvd Street Light Update B. Mayor and City Council 11. ADJOURN 2A CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL WORK SESSION MEETING COUNCIL CHAMBERS MONDAY, APRIL 22, 2019 6:30 P.M. MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Zerby called the meeting to order at 6:30 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Johnson, and Labadie; City Administrator Lerud; Planning Director Darling; Director of Public Works Brown; and, City Engineer Fauske Absent: Councilmembers Siakel and Sundberg B. Review Agenda Johnson moved, Labadie seconded, approving the agenda as presented. Motion passed 3/0. 2. 2019 Street Overlay Project, City Project 19-02 Public Works Director Brown stated that based on information received from the archeologist, the planned street reclamation projects on the islands are on hold until there is clarification on next steps for the project. He stated that the roads this year really suffered over the winter time and staff has discussed the idea of overlaying several streets to improve rideability and extend the life of the road until reconstruction or reclamation. He stated that they would like the Council to consider: Birch Bluff Road from Grant Lorenz to the eastern City boundary; Edgewood Road from Howard’s Point Road to Grant Lorenz Road; Lake Linden Drive from the southwest entrance to Cub Foods Lot to Yellowstone Trail; Country Club Road from 100 feet south of Echo Road to 100 feet south of Mary Lake Trail; Excelsior Boulevard from St. Alban’s Bay Road to easterly City boundary. He stated that staff is recommending the $280,000 budgeted for sealcoating in 2019 and the $285,000 budgeted in 2020 be reallocated to the 2019 bituminous overlay program. Councilmember Johnson asked if moving these projects forward would postpone other projects that are next in line, such as a reconstruction project for Edgewood Road. Public Works Director Brown stated that this project would not delay any of the roads in the CIP and the money will not be wasted because some of these roads will need to be strengthened in the meantime to get them to the point where they can be reconstructed. He stated that the material that will be put down to strengthen the roads and will be recycled as part of the reclamation on the future projects. Mayor Zerby stated that he knows that Edgewood Road residents have expressed interest in having water services, so he is happy to hear that this will not push out that project for those residents. Public Works Director Brown stated that he thinks the City may need to be more conservative on the use of the roadway funds and some projects may need to be done as a reclamation project CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 22, 2019 Page 2 of 3 rather than a reconstruction project. The Council discussed upcoming reclamation and reconstruction projects in the City and the trend for increasing prices. Public Works Director Brown stated that the City has started doing directional boring projects for water hook ups which opens up the door for the possibility of hooking up during a reclamation project rather than only be an option during a full reconstruction project. City Administrator Lerud stated that the City will have significant infrastructure costs between now and 2027. He stated that the City will be bonding for a great deal of that work, but the plan calls for no debt to be issued after 2026, and the infrastructure CIP program will be self-sufficient with property tax dollars, municipal state aid money, and the franchise fees. Mayor Zerby asked about pushing some projects forward. Public Works Director Brown stated that is where it can cause trouble because of the new communication policy. He stated that staff can push these projects forward but it is hard to get the process completed and not drop the ball with communication and design. He reminded the Council that what is being proposed tonight is switching one maintenance item for another maintenance item. Councilmember Labadie asked if the proposed roadways were chosen based on the number of people that could benefit, state of deterioration, or number of complaints. Public Works Director Brown explained that staff considered all three factors that she mentioned when making their recommendation. Councilmember Labadie asked how long Lake Linden Drive will be affected as part of the mill and overlay project. Public Works Director Brown stated that it will be passable during the construction process but should only take one or two days from start to finish. Councilmember Johnson stated that he expects residents to ask about Strawberry Lane. Councilmember Labadie stated that someone brought up Strawberry Lane to her this morning. Public Works Director Brown stated that the big picture is that this current proposed project is simply trading maintenance projects and Strawberry Lane in not schedule for a few years. Councilmember Johnson stated that he believes the people in the room understand that point but is unsure if the public will understand the bigger picture. City Engineer Fauske noted that one thing that will be needed is right-of-way and acquisition easements for Strawberry Lane. Councilmember Johnson suggested that this information be communicated to residents. Mayor Zerby stated that he thinks it will be a good idea to put a Strawberry Lane update on the website that outlines the steps the City is taking to make those improvements. He asked if Cardinal would also be added to the project list for 2019. Public Works Director Brown noted that this item will be on the regular Council agenda tonight. 3. ADJOURN Johnson moved, Labadie seconded, Adjourning the City Council Work Session Meeting of April 22, 2019, at 7:00P.M. Motion passed 3/0. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 22, 2019 Page 3 of 3 ATTEST: Scott Zerby, Mayor Sandie Thone, City Clerk 2B CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, APRIL 22, 2019 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, and Labadie; City Attorney Keane; City Administrator Lerud; City Clerk Thone; Finance Director Rigdon; Planning Director Darling; Director of Public Works Brown; and, City Engineer Fauske Absent: Councilmembers Siakel and Sundberg B. Review Agenda Labadie moved, Johnson seconded, approving the agenda as presented. Motion passed 3/0. 2. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Councilmember Johnson asked how people could suggest future sites for the Deer Management Program. City Administrator Lerud stated that if residents would like to offer their property for the program, they just need to contact him. Johnson moved, Labadie seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. City Council Regular Meeting Minutes of April 8, 2019 B. Approval of the Verified Claims List C. 2019 Deer Management Program Motion passed 3/0. 3. MATTERS FROM THE FLOOR Greg Miller, 335 College Lake, Excelsior, noted that he is a member of the Excelsior City Council. He thanked the Council for their assistance in past projects. He stated that there has been discussion about making both Excelsior and Shorewood more pedestrian friendly. He distributed maps of some of the City of Excelsior’s proposed street projects with the possible inclusion of sidewalks. He asked if Excelsior completes sidewalks in this area whether the City would consider completing sidewalks in this area to create a pedestrian loop connecting the cities. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 22, 2019 Page 2 of 5 Mayor Zerby confirmed that he was talking about sidewalks in the area of Grant Street and Academy Avenue. Councilmember Labadie asked where Mr. Miller had gotten the traffic count information he shared. Mr. Miller stated that WSB provided the traffic count information. Councilmember Labadie asked if Mr. Miller was here as an official representative of the Excelsior City Council or if this was his individual opinion. Mr. Miller stated that he is here as an individual and did not ask the Excelsior Council for authorization to go and ask the City for their support. Mayor Zerby stated that he supports creating a walkable community. He noted that the City is not prepared to discuss this or move forward with it this year, but can add it to the list to discuss for future years projects. 4. PUBLIC HEARING - None 5. REPORTS AND PRESENTATIONS A. Jan Callison, Hennepin County Commissioner Jan Callison, Hennepin County Commissioner, gave an overview of what has been happening in the County. She reviewed the assessments and market values and noted that this is the sixth straight year of growth in property values. She reviewed the planned discussions regarding future road projects and bridge construction projects. She stated the County is hoping to get some more money for transportation and County program aid. Councilmember Johnson asked about tax reform and the changes to the amount of State tax that can be deducted. He asked if there were any plans at the County level to try to address those issues. Ms. Callison stated that property tax can no longer be deducted and only the federal government has the authority to change that and the state has the authority over state income tax. She stated that the only thing the County can do is to try to slow the growth in property taxes. B. 2018 Audit Finance Director Rigdon introduced Auditor, Justin Neilson of Abdo, Eick and Meyers. Mr. Neilson gave an overview of the 2018 Audit results and noted that the City had received a clean, unmodified audit and noted that there are no audit findings for 2018. He reviewed the findings from 2017 that have both been addressed. He gave a brief overview of the fund balances. Councilmember Labadie asked why there has been a steady increase in the recycling fund. Mr. Neilson stated that the simple answer is that the charges and fees that are coming in exceed the actual costs for the services. Finance Director Rigdon explained that the fund itself is actually very flat and the charges and the costs that the City is paying out are almost flat and is a highly predictable operational result of the fund. City Administrator Lerud noted that the recycling contract will be up for negotiating so the City will anticipate a higher cost associated with recycling moving forward. Mr. Neilson briefly reviewed the tax rates and overall debt per capita for the City. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 22, 2019 Page 3 of 5 Mayor Zerby thanked staff and especially City Administrator Lerud and Finance Director Rigdon for helping achieve one of his personal goals, which was to have no findings during the audit. He explained that the accounting word “findings” simply means red flags, so he is happy that there are no red flags in the City’s finances. 6. PARKS A. Report by Commissioner Vassar on April 9, 2019 Park Commission Meeting Planning Director Darling explained that Commissioner Vassar had an unexpected conflict arise and asked her to give a summary of the April 9, 2019 Park Commission meeting on her behalf. She gave a brief overview of the April 9, 2019 minutes as reflected in the minutes. She explained that the Park Commission is very interested in moving forward on the tennis courts at Badger Park, but staff asked the Commission for more time to review the budget for future projects until the bids are received for the Badger Park/Freeman Park project. 7. PLANNING A. Report by Commissioner Riedel on April 2, 2019 Planning Commission Meeting Commissioner Riedel gave a brief overview of discussion and recommendations from the April 2, 2019 Planning Commission Meeting, as reflected in the minutes. B. Bosworth P.U.D. Amendment to Allow Tattoo Services Applicant: Jonathan Higgins Location: 6140 Lake Linden Drive Planning Director Darling explained that the applicant would like to lease 300 square feet in the building. She explained that this would require a P.U.D. amendment and noted that both staff and the Planning Commission recommend approval subject to the conditions listed in the resolution. Johnson moved, Labadie seconded, Approving Ordinance 564, an Amendment to the Bosworth P.U.D. and Adopting RESOLUTION NO. 19-040, “A Resolution Approving an Amendment to the Bosworth P.U.D. for 6140 Lake Linden Drive.” Motion passed 3/0. C. Special Home Occupation Permit (woodworking) Applicant: Thomas Ramy Location: 5825 Country Club Road Planning Director Darling explained that this application is to allow a home occupation permit for a woodworking business in the attached garage. She noted that there is no record of complaint against the request. She reviewed the recommended conditions and indicated that the Planning Commission recommended approval unanimously. Labadie moved, Johnson seconded, Adopting RESOLUTION NO. 19-041, “A Resolution Approving a Special Home Occupation Permit for a Woodworking Business to be Conducted out of the Attached Garage at 5825 Country Club Road.” Motion passed 3/0. D. C.U.P. for Public Recreation Buildings Applicant: City of Shorewood Location: 5745 Country Club Road (Badger Park) CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 22, 2019 Page 4 of 5 Planning Director Darling gave an overview of the proposed locations of the picnic shelter, restroom facilities and the new playground equipment. She noted that the Planning Commission recommended approval with the added condition that the light fixtures be full cut-off and not cast any light on adjacent properties. Johnson moved, Labadie seconded, Adopting RESOLUTION NO. 19-042, “A Resolution Approving a Conditional Use Permit for Public Recreation Buildings in Badger Park at 5745 Country Club Road.” Motion passed 3/0. E. Front Setback Variance Applicant: Ayman Abdelsamie Location: 5960 Grant Street Planning Director Darling gave an overview of the variance request and plans to improve the home’s functionality and appearance and stated that Planning Commission recommended approval. Labadie moved, Johnson seconded, Adopting RESOLUTION NO. 19-043, “A Resolution Approving a Front Setback Variance for Ayman Abdelsamie for Property Located at 5960 Grant Street.” Motion passed 3/0. 8. ENGINEERING/PUBLIC WORKS A. Authorization to Prepare Plans and Specifications for 2019 Street Overlay Project, City Project 19-02 Public Works Brown explained that Council had discussed this item in greater detail at the work session held earlier this evening. He gave a brief overview of the proposed revisions and additions to the street projects for the year. He explained that the revisions are due to the fact that the islands projects are being held up by the presence of Native American sacred artifacts. He noted that in addition to the streets listed in the staff report, Cardinal will also be added to the project. Zerby moved, Labadie seconded, Adopting RESOLUTION NO. 19-044, “A Resolution to Authorize Preparation of Plans, Specifications and Engineer’s Estimate for the 2019 Mill and Bituminous Overlay Improvements, City Project 19-02. Motion passed 3/0. 9. GENERAL/NEW BUSINESS - None 10. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Monthly Budget Report Finance Director Rigdon stated that building permits are up again this year. He noted that overall, general fund revenues are at five point seven percent of the budget and expenditures are on schedule at about twenty-seven percent of the budget. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 22, 2019 Page 5 of 5 Mayor Zerby noted that the City has already used up about eighty percent of its budget for snow and ice removal for the year and hopes that there will be a quiet November and December. Public Works Director Brown stated that the City has a full salt shed so he is hoping to spread the costs out a bit over the next season. Other Public Works Director Brown stated one of the largest focus factors in Public Works right now is monitoring the Boulder Bridge Pond and Mary Lake because of the high lake levels. He stated that Public Works is well aware of the culvert at Academy and Park, but noted that it is continuing to flow. He noted that Public Works has finished the street sweeping on the east side of town and will now move to the west side of town and also continue patching roads. He noted that Councilmember Johnson had raised the question about sanitary sewer issues at Sweetwater Curve. He explained that this is the City’s responsibility because it is in the public right-of-way and will likely be taken care of once weight restrictions are lifted. Mayor Zerby asked about the pink dots on the sidewalk along Smithtown Road that appear to be marking cracks. City Engineer Fauske stated that those dots are marking needed repair work along the sidewalk. She noted that because of the road restrictions, they still have not been able to get the contractors in to finish up last year’s street projects but are working on a schedule moving forward. Planning Director Darling noted that she had heard from the Comprehensive Plan consultant that the Met Council has asked for specific information on which housing programs the City is most likely to be using to create affordable housing and staff will incorporate some additional language into the draft Comprehensive Plan to avoid a situation where the plan is deemed incomplete for this issue. City Administrator Lerud stated that the light pole at the entrance to the mall on County Road 19 that was knocked over has been reinstalled and was paid for by the private insurance company of the driver. B. Mayor and City Council Councilmember Johnson suggested that the City may want to take a look at the signage that is allowed for home occupations. He stated that it appears as though some home occupations have installed signage and others have signage placed on their trucks to advertise the business. ADJOURN Johnson moved, Labadie seconded, Adjourning the City Council Regular Meeting of April 22, 2019, at 8:15 P.M. Motion passed 3/0. ATTEST: Scott Zerby, Mayor Sandie Thone, City Clerk #2 C MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Verified Claims Meeting Date: May 13, 2019 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. 65377 - 6540 & ACH 30,383.03 Total Claims $30,383.03 EFT 04/24/2019 4M Fund to Bank-Checking $500,000.00 We have also included a payroll summary for the payroll period ending April 29, 2019. 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. 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Background: The law requires each city and school district to designate polling places for 2020 by December 31, 2019. The law requires that a resolution be passed even if there are no polling place changes and even if the jurisdiction does not have a scheduled election during that year. Staff is recommending no changes to the existing polling places for the year 2020. MN State Statute §204B.16, subdv.1 allows the city to change a polling place in the event of an emergency or if that polling place becomes unavailable. Action Requested: Staff respectfully recommends the city council approve the Resolution Designating 2020 Polling Precinct Locations for the City of Shorewood pursuant to MN statute §204B.16 as follows: Precinct 1: LaBore Residence 4445 Enchanted Point, Shorewood, MN 55331 nd Precinct 2: Minnewashta Church 26710 West 62 Street, Shorewood, MN 55331 Precinct 3: Shorewood Community/Event Center 5735 Country Club Rd, Shorewood, MN 55331 Precinct 4: Excelsior Covenant Church 19955 Excelsior Blvd, Shorewood, MN 55331 Precinct 5: Cathcart Park 3121 Westwood Drive, Chanhassen, MN 55317 Motion, second and simple majority vote required. Connection to Vision/Mission : Consistency in providing residents quality public services, a healthy environment, 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 CITY OF SHOREWOOD COUNTY OF HENNEPIN STATE OF MINNESOTA RESOLUTION 19-045 A RESOLUTION DESIGNATING 2020 POLLING PRECINCT LOCATIONS FOR THE CITY OF SHOREWOOD WHEREAS, the City Council of the City of Shorewood, pursuant to Minnesota State Statute §204B.16, is required to designate election precinct polling locations by st resolution or ordinance within the municipality by December 31 of each year; and WHEREAS, the polling places designated in the resolution apply to the following calendar year; and WHEREAS, if the situation arises in the following year that the City of Shorewood needs to change a polling place location in the event of an emergency or if the polling place becomes unavailable MN State Statute §204B.16, subdv.1 allows the city to change a polling place following the required process to do so. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Shorewood does hereby designate the 2020 Polling Precinct Locations as follows: Precinct 1: LaBore Residence 4445 Enchanted Point, Shorewood, MN 55331 nd Precinct 2: Minnewashta Church 26710 West 62 Street, Shorewood, MN 55331 Precinct 3: Shorewood Community/Event Center 5735 Country Club Rd, Shorewood, MN 55331 Precinct 4: Excelsior Covenant Church 19955 Excelsior Blvd, Shorewood, MN 55331 Precinct 5: Cathcart Park 3121 Westwood Drive, Chanhassen, MN 55317 ADOPTED by the City Council of the City of Shorewood this 13th day of May 2019. _______________________________ ATTEST: Scott Zerby, Mayor ____________________________________ Sandie Thone, City Clerk 2E MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title/Subject: Copier Purchase Meeting Date: Monday, May 13, 2019 Prepared by: Sandie Thone, City Clerk/Human Resources Director Reviewed by: Greg Lerud, City Administrator Background: The city’s main copier has reached its tenth year of serving the city. We have been discussing the replacement of the copier for the past two years as it has become problematic and is experiencing increased servicing. In 2018 we made the decision to put it in the 2019 budget for replacement. The following considerations support the purchase of a new copier at this time: Existing B/W Konica Copier  Poor image and print quality  Unreliability  Increased down time and excessive service calls  Parts are outdated and are increasingly more difficult to get  Outdated parts may put service times in jeopardy in the future  Reuse option to place at the Community Center (less volume) while still operational New Color Copier  Increased copy and scan speed 65ppm  Greater efficiency and increased productivity (currently we have to use two machines – one to Z fold and one for color) for the agenda packets  Color  Print and image quality 1200 x1200 dpi print resolution  Multi-Fold Unit including Z-fold and Tri-fold, and hole-punch  Large 10.1 Customizable color touch screen  New DADF enhanced reader sensor reduces feeding errors and paper jams  Automatic paper size measurement  Cloud connectivity and mobile printing  Scanning options including compact PDF  Booklet finisher  In the door response time of under four (4) hours for service calls  Local parts and supplies available – no waiting  Excellent product quality and service history with AIS and Konica  AIS is local and a family owned business  $0 install and delivery fee 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 Staff received six copier quotes from three companies including three Konica quotes (current model that we are proposing replacement of) submitted by Advanced Imaging Solutions (AIS), two Ricoh quotes (second model at City Hall in service since 2013) submitted by Metro Sales, and one Toshiba quote submitted by Toshiba Business Solutions. All were considered and reviewed. Both AIS and Metro Sales have provided excellent service and assistance over the life of the copiers. Staff narrowed the copier quotes to two (2) that most closely matched our list of needs for the product. The Toshiba was ruled out since the technology does not include an integrated folding unit but an add-on unit to the existing copier. Three models were not considered due to the copier speeds not meeting or exceeding the speed of our current copier. Two models and quotes were left for consideration as follows: Konica Minolta C658 Digital Ricoh IM C6000 MFP Copier Price $12,729 $13,388 Maintenance Service on 20K copies/month B/W .0065 Color .055 B/W .0080 Color .0625 Speed 65ppm digital color imager 60ppm Staff is recommending the purchase of the Konica Minolta C658 Copier from Advanced Imaging Solutions (AIS) for the purchase price of $12,729. It should be noted that these quotes are extremely competitive and staff negotiated the best prices available for the best quality product(s). The city spent just under this amount in 2010 for a B/W 60ppm copier costing $12,587. In addition, the maintenance agreement is under our current contract pricing of B/W .01089 (AIS) and B/W .013/Color .069 (Metro Sales) compared to the proposed .0065/.055 respectively. Financial or Budget Considerations: The 2019 budget includes $15,000 for the purchase of a new copier. The recommendation of $12,729 is significantly under the budgeted amount. Recommendation/Action Requested: Staff respectfully recommends the city council approve the purchase of a new copier as budgeted and recommended by staff of the Konica Minolta C658 Copier from Advanced Imaging Solutions (AIS) for the purchase price of $12,729. Motion, second, and simple majority vote required. Connection to Vision/Mission : Consistency in providing the community with quality public services, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Prepared Exclusively For PREPARED BY: Alex Savre Account Executive (952) 516-7755 th May 82019 asavre@ais-mn.com Why AIS: AIS is a local and family owned. We take pride in what we do, an made in the Twin Cities. Live Local dispatch-After the call is placed your technician will call the user back with in 1 hour and confirm he or she has received the call and c We have and can consistently provide in the door response time o we average 2.7 hours. Technicians have parts with them and we warehouse additional par locally in our two Twin Cities warehouses. Local parts & supplies means if you need supplies today, they are available. System performance guarantees- Lifetime training at no additional cost-your employees will know how to efficiently process their jobs. Monthly/Quarterly account reviews -to make sure we have the right system for the right department, and we are meeting your service expectations. Regularly scheduled preventative maintenance with most common co replacement parts kept onsite at client location to increase upt Long tenure of AIS employees, great stability in a partnership. Ability to set-up automatic toner fulfilment (networked devices only). t©¦;7 {Ò·z C©t Proposed Solution : Konica Minolta C658 Digital MFP 65ppm digital color imager 10.1 inch color touch screen 300 sheet single pass document feeder 2 x 500 sheet paper deck+ 150 sheet bypass tray + 2,500 bottom sheet tray 5 ½ x 8 ½ up to 12 x 18 paper size Up to 240 ppm scan speed 50 sheet staple finisher, 20 sheet booklet finisher. Z Fold, Tri Fold and 3 hole punch capabilities *Images may not reflect actual configuration Network PCL Print & PS3 Adobe Print Network color scanning-scan to email, desktop, file, HDD 250 GB Hard Drive, 4 GB Memory 1200 x 1200 dpi print resolution Mobile print capabilities 3 All information enclosed within this document is confidential an addressee without the express, written consent of Advanced Imagi t©¦;7 {Ò·z C©t Proposed SolutionPurchase Price Konica Minolta Bizhub C658$12,729 Includedinpriceabove ZU-609Z-Fold Unit PK-523Punch Kit (2 or 3 hole) TDM (Total Document Management): $130 Includes the Full Service Maintenance Agreement (FSMA) with 20,000 black and white impressions at .0065 and 0 Color. FSMA includes delivery, set-up, network connection, on going training on the equipment as configured above and full including all parts, labor, supplies, shipping and toner. AIS is waving install and delivery fee. Overage black are billed at $.0065 Overage color are billed at $.055 2F MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Regular Appointment of Andy Eslinger to Light Equipment Operator-Utilities Position, Public Works. Meeting Date: May 13, 2019 Prepared by: Larry Brown, Director of Public Works Attachments None Policy Consideration: None. Background:OnOctober 9, 2018, the City Council approved the probationary appointment of Mr. Andy Eslinger to the position of Light Equipment Operator (LEO) Utilities, within the Department of Public Works. Upon completion of a six month probperiod, Mr. Eslinger was to have a performance review with recommendation being made as to regular appointment to the positon. An evaluation has been completed with a strong recommendation for permanent appointment of Mr. Eslinger to the position. Mr. Eslinger has displayed a very strong work ethic, excellent customer service skills, and brings great experience to the position. Financial or Budget Considerations: Having successfully completed the probation period, Mr. Eslingers rate will be increased to the union scale wage of $28.48 per hour. Options 1.Make a motion making regular appoint of Mr. Andy Eslinger to the position of Light Equipment Operator, Utilities for the Department of Public Works. 2.Take no action. 3.Provide staff alternative direction. Recommendation / Action Requested: Staff recommends that the City Council pass a motion making regular appoint of Mr. Andy Eslinger to the position of Light Equipment Operator, Utilities for the Department of Public Works. Connection to Vision / Mission: Providing adequate and quality staff directly impacts the quality of public services. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustai management through effective, efficient, and visionary leadershi Page 1 City of Shorewood Council Meeting Item #2G Title/Subject: Excelsior Approve Agreement between SLMPD and City of for summer dock and park patrol services Meeting Date: May 13, 2019 MEETING Prepared by: Greg Lerud, City Administrator TYPE REGULAR Attachments: Memo from Chief Meehan & 2019 Park and Dock Patrol Services contract Background: Each year, the City of Excelsior enters into an agreement with the SLMPD for dock and park patrol services. The Joint Powers Agreement allows a member community to contract with the SLMPD for additional services provided these services do not use existing SLMPD staff. All costs are the responsibility of the contracting city and the other member cities must approve the agreement. Financial or Budget Considerations: There are no financial considerations. Options: Approve the agreement between Excelsior and the SLMPD, deny approval, or request additional information. Recommended Action: Staff recommends the Council approve the agreement between Excelsior and the SLMPD for the 2019 summer dock and park patrol services. Next Steps and Timeline: Staff will notify the SLMPD and the City of Excelsior of the Council’s decision. 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 5A MEETING TYPE Regular Meeting City of Shorewood Council Meeting Item Title/Subject: Fall and Winter Photo Contest Winners Meeting Date: Monday, May 13, 2019 Prepared by: Sandie Thone, City Clerk Attachments: Power Point Presentation On November 16, 2017 the city rolled out its first photo contest and nearly one and a half years later we have just completed our third bi-annual Community Photo Contest. The goal of the latest contest was for participants to submit photos that show off the splendor of living in Shorewood in the Fall and Winter months. The contest entrants submitted photos in the following four categories:  People of Shorewood  Pets and Wildlife  Fall Splendor  Winter Splendor Winners in each category will have their photos framed and displayed at City Hall and will each receive a framed print. Submissions were due on March 22, 2019. Voting took place between th April 4th through April 15. Winners were notified on April 24, 2019. Thank you to all the participants! The winners have been invited to attend the city council meeting and view the presentation. The winners of the contest are as follows: People of Shorewood Category: Photo: Honoring Public Service Submitted by Sandie Thone Pets/Wildlife Category: Photo: White Squirrel Submitted by Maybeth Sheridan Fall Splendor Category: Photo: Autumn Camouflage Submitted by Kara Schmitz Winter Splendor Category: Photo: Snow World Submitted by Christine Hall No Action Needed: For informational purposes only. 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 #6A MEETING TYPE City of Shorewood Council Meeting Item Regular Title / Subject: Accept Bids and Award Contract for the Site Improvements at Badger Park Location: Badger Park Meeting Date: May 13, 2019 Prepared by: Marie Darling, Planning Director Attachments: Bid Tablulation Summary Site Plan Resolution Background: The work includes all the site work to complete the improvements proposed between the multipurpose field and the tennis courts, including: grading, trails, sidewalks, playground curbs, utility extensions and other related improvements as shown on the attached site plan. The City estimated about $167,000 for this work in the 2017 grant application and this figure was also used within the CIP estimate for the project. The City’s consultant (Loucks) prepared plans and specifications for the project and estimated the project would be about $206,000 including necessary stormwater improvements which were previously not anticipated and alternates 1 and 2 (discussed below). The City Council accepted the plans and specs and authorized the advertisement of bids for this project on March 25, 2019. The bids also included three alternates (two of which are shown on the site plan):  Alternate 1 : To install additional sidewalk/trail along the south and west sides of the playground in Badger Park consistent with the Badger Park Concept Plan  Alternate 2 : Substituting concrete sidewalk for an asphalt trail connecting the multipurpose field and the shelter  Alternate 3 : Installing curb around the Freeman south playground Budget Impacts: Three bids were received and opened on May 1, 2019, a bid tabulation is attached. The lowest bid was submitted by Blackstone Contractors, LLC. for $179,157.50 for the primary project and alternates as follows:  Alternate 1 : $10,500  Alternate 2 : $4,500  Alternate 3 : $15,000 S:\Parks\Council Staff reports\2019\190513\CAF Badger Park - Award Contract.docx If approved, construction would begin around June 1. Financial or Budget Considerations: The funds for this project are from Fund 402, with the exception of donations to install the memorial benches near the lacrosse field and in Freeman Park. Original CIP estimate: $375,000 Awarded grants: $175,000 Excess fund reserves: $120,000 (Surfacing) Recommendations : Staff recommends accepting the bids and awarding the contract for the 2019 Badger Park project to Blackstone Contracting, LLC. Staff further recommends accepting Alternate 2: to install the connection from the multipurpose field to the shelter as concrete instead of asphalt. Staff recommends not accepting Alternative 1 because the trail segment duplicates and parallels another sidewalk on the opposite side of the playground. The additional trail would connect very close to the other sidewalk near the parking lot and would not result in inconvenience to park users. Staff also recommends not accepting Alternative 3 as the estimate is twice what staff originally estimated for concrete edge control at Freeman Park south playground. A less expensive option would be to expand the playground as recommended by the Parks Commission by using the same type of timbers that are currently used for edge control to reduce the cost of the playground retrofit. The cost for improving Freeman Park south playground would be about $72,000 without the concrete edge control. Concrete curbs were recommended as edge control by the Parks Commission, but could be added when a full playground replacement is considered in the future. A resolution is attached which reflects the staff recommendation, but the City Council could also modify the resolution to add one or both the alternates staff did not recommend. Action on the resolution requires a simple majority. BADGER PARK IMPROVEMENTS BID SYNTHESIS BLACKSTONEG.L. CONTRACTINGNORTHLAND EXCAVATING ItemUnitEst. QtyAverageEnter Unit PriceEnter Total CostEnter Unit PriceEnter Total CostEnter Unit PriceEnter Total Cost Description A. GENERAL COSTS 1.$20,000.00$20,000.00$5,172.00$5,172.00$7,000.00$7,000.00 MobilizationLS1$10,724.00 SubtotalSubtotalSubtotal $20,000.00$5,172.00$7,000.00 B. DEMOLITION 1.Strip Sod & TopsoilLS1$3,750.00$3,750.00$4,712.80$4,712.80$2,900.00$2,900.00 $3,787.60 2.Tree RemovalEA4$450.00$1,800.00$589.10$2,356.40$500.00$2,000.00 $513.03 3.Remove Bituminous TrailSF960$1.25$1,200.00$1.20$1,152.00$2.50$2,400.00 $1.65 4.Remove Wood Play EdgerLF280$7.50$2,100.00$5.90$1,652.00$4.50$1,260.00 $5.97 5.Remove Existing Play Equipment & SurfacingLS1$5,000.00$5,000.00$3,770.20$3,770.20$2,000.00$2,000.00 $3,590.07 6.Remove Existing Abandoned Electrical LineLS1$1,250.00$1,250.00$1,570.90$1,570.90$500.00$500.00 $1,106.97 SubtotalSubtotalSubtotal $15,100.00$15,214.30$11,060.00 C. EROSION CONTROL 1.Silt FenceLF1,660$2.50$4,150.00$3.20$5,312.00$4.10$6,806.00 $3.27 2.Rock Entrance PadEA1$1,250.00$1,250.00$1,290.00$1,290.00$1,500.00$1,500.00 $1,346.67 4.CB Inlet ProtectionEA3$150.00$450.00$268.80$806.40$150.00$450.00 $189.60 SubtotalSubtotalSubtotal $5,850.00$7,408.40$8,756.00 D. EARTHWORK 1.Common Excavation$13.00$5,525.00$11.80$5,015.00$16.00$6,800.00 CY425$13.60 2.$3,500.00$3,500.00$4,712.80$4,712.80$2,000.00$2,000.00 Fine GradingLS1$3,404.27 SubtotalSubtotalSubtotal $9,025.00$9,727.80$8,800.00 E. UTILITY CONNECTIONS 1.$23.00$2,254.00$26.70$2,616.60$34.26$3,357.48 1" Type K Water ServiceLF98$27.99 2.$21.00$2,058.00$24.40$2,391.20$12.00$1,176.00 4" SDR 40 Sewer PipeLF98$19.13 3.$500.00$500.00$507.20$507.20$175.00$175.00 Sanitary CleanoutEA1$394.07 4.$60.00$1,800.00$54.30$1,629.00$85.00$2,550.00 8" HDPE Culvert with ApronsLF30$66.43 SubtotalSubtotalSubtotal $6,612.00$7,144.00$7,258.48 F. STORMWATER MODIFICATIONS Sand Filter Trench Including Excavation, Draintile, 1.$75.00$19,125.00$64.10$16,345.50$165.00$42,075.00 LF255$101.37 and Cleanouts 2.$2,500.00$2,500.00$4,712.80$4,712.80$1,500.00$1,500.00 DewateringLS1$2,904.27 3.$10,000.00$10,000.00$12,154.50$12,154.50$5,000.00$5,000.00 Outlet StructureLS1$9,051.50 SubtotalSubtotalSubtotal $31,625.00$33,212.80$48,575.00 G.SITE PLAN 1.Concrete Sidewalk with 4" BaseSF3,195$8.50$27,157.50$8.90$28,435.50$12.10$38,659.50 $9.83 2.Thickened Edge SidewalkLF103$28.00$2,884.00$32.30$3,326.90$29.00$2,987.00 $29.77 3.Picnic Shelter Slab with 4" BaseSF668$8.50$5,678.00$8.90$5,945.20$12.10$8,082.80 $9.83 4.Asphalt Trail - 6' Wide with 6" BaseLF862$30.00$25,860.00$27.90$24,049.80$30.57$26,351.34 $29.49 5.$10.00$320.00$8.90$284.80$21.00$672.00 Concrete Bench Pad with 4" BaseSF32$13.30 6.$15.00$480.00$74.10$2,371.20$21.00$672.00 Concrete Bench Pad with 4" Base at Freeman ParkSF32$36.70 7.$150.00$300.00$392.70$785.40$2,000.00$4,000.00 Surface Mount BenchEA2$847.57 7.$45.00$12,240.00$53.80$14,633.60$45.00$12,240.00 Playground CurbingLF272$47.93 8.$10.00$3,950.00$19.40$7,663.00$8.00$3,160.00 Playground 4" Draintile with Rock and FabricLF395$12.47 9.$350.00$1,050.00$360.20$1,080.60$175.00$525.00 Draintile CleanoutEA3$295.07 SubtotalSubtotalSubtotal $79,919.50$88,576.00$97,349.64 H. LANDSCAPING 1.$17.00$1,530.00$13.40$1,206.00$30.00$2,700.00 Steel Landscape EdgingLF90$20.13 2.$12.00$996.00$6.50$539.50$25.00$2,075.00 River Rock Stone MulchSF83$14.50 3.$5,000.00$5,500.00$7,525.00$8,277.50$1,500.00$1,650.00 Turf SeedingAC1.1$4,675.00 4.Native Grass Seeding$4.00$3,000.00$4.30$3,225.00$5.00$3,750.00 SY750$4.43 SubtotalSubtotalSubtotal $11,026.00$13,248.00$10,175.00 PROJECT TOTAL $179,157.50$179,703.30$198,974.12 ALTERNATE 1 ItemUnitEst. QtyEnter Total CostEnter Total CostEnter Total Cost Description Install 1,205 SF of sidewalk and 41 LF of asphalt trail around SW perimeter of playground. Sidewalk to 1.1 LS include 170 LF of thickened edge. Deduct 170 LF of playground curb included in base bid. ALTERNATE 1 TOTAL $10,500.00$11,456.00$19,665.00 ALTERNATE 2 ItemUnitEst. QtyEnter Total CostEnter Total CostEnter Total Cost Description Substitute 1,010 SF of concrete sidewalk in leiu of 1.1 LS 167 LF of asphalt paving ALTERNATE 2 TOTAL $4,500.00$6,337.60$12,500.00 ALTERNATE 3 ItemUnitEst. QtyEnter Total CostEnter Total CostEnter Total Cost Description Install 320 LF of concrete playground curb around 1.1 LS playground at nearby Freeman Park ALTERNATE 3 TOTAL $15,000.00$18,215.00$16,600.00 RESOLUTION NO. 19-046 CITY OF SHOREWOOD A RESOLUTION ACCEPTING BIDS AND AWARDING THE CONTRACT FOR THE BADGER PARK PLAYGROUND SITE WORK CITY PROJECT 19-01 WHEREAS , the City of Shorewood (“City”) previously requested bids for Badger Park Playground Site Work, City Project 19-01; and WHEREAS , the bids were publicly received, opened and read aloud on May 1, 2019 NOW, THEREFORE, IT IS RESOLVED that the City Council of the City of Shorewood, Minnesota: 1. All bids for the Badger Park Playground Site Work, City Project 19-01 have been received and tabulated. 2. The bid from Blackstone Contractors, LLC. in the amount of $179,157.50 is in accordance with the plans and specifications and is the lowest responsible bid. 3. The cost of the City improvements included in the bid submitted by Blackstone Contractors, LLC. is $179,157.50. 4. The City Council has also accepted the price of Alternate 2 in the amount of $4,500. 5. The Mayor and the Clerk are hereby authorized and directed to enter into a contract with said bidder for the construction of said improvements for and on behalf of the City of Shorewood. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 13th day of May, 2019. ___________________________ Scott Zerby, Mayor ATTEST: ________________________________ Sandie Thone, City Clerk #8A MEETING TYPE City of Shorewood Council Meeting Item Regular Meeting Title / Subject: Resolution Accepting Quotes and Award of Construction Contract for the 2019 Pavement Marking Project Meeting Date: 5/13/2019 Prepared by: Alyson Fauske Reviewed by: Katie Koscielak Attachments: Resolution, Letter of Recommendation, Quote Summary Background: The City annually provides for maintenance of City street pavement markings. The pavement markings consist of roadway and parking lot striping, crosswalks, stop bars and directional pavement messages such as turn arrows and crosswalks. Historically, the City has applied pavement markings in the form of latex paint. Following the winter season, it has been identified that various areas where the pavement markings were applied the previous year are non-existent in the spring. Staff has requested the pavement markings along Smithtown Road to be applied with epoxy as a “test” case to determine if epoxy markings provide a longer service life. The City received quotes on Thursday, May 9th, 2019, and WSB has prepared a bid results letter with recommendation for awarding the project and summary of quotes received. The Lowest responsive quote received is from Sir Lines-A-Lot, LLC of Edina, Minnesota, with their grand total quote of $47,362.50. The additional cost for the installation of epoxy markings versus paint markings along Smithtown Road account for $6,416.80. The Contractor indicated, prior to solicitation of quotes, that pavement markings are approximately 10%-30% higher than previous years due to the rise of material cost. Options: 1.Approve the resolution accepting quotes and awarding the contract to the lowest responsible and responsive quote for the 2019 Pavement Marking Project. 2.Reject all quotes for the 2019 Pavement Marking Project. 3.Take no action on this item at this time. Recommendation: Staff recommends the City Council approve the attached resolution “Accepting Quotes and Awarding the Contract for the 2019 Pavement Marking Project” 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. 19-047 A RESOLUTION ACCEPTING QUOTE AND AWARDING CONTRACT FOR THE 2019 PAVEMENT MARKING PROJECT WHEREAS , pursuant to an invitation to provide quotes for local improvements designated as the 2019 Pavement Marking Project, quotes were received, opened on May 9, 2019, and tabulated according to law; and WHEREAS, the City Council has determined that Sir Lines-A-Lot the lowest quote in compliance with the quote documents in the amount of $47,362.50. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Shorewood as follows: 1. That the Mayor and City Clerk are hereby authorized and directed to enter into a contract with Sir Lines-A-Lot in the name of the City of Shorewood, according to the plans and specifications therefore approved by the City Council on file in the office of the City Clerk. 2. That the City Clerk is hereby authorized and directed to return forthwith to all contractors providing quotes the deposits made with their quotes, except for the deposits of the successful quote and the next two lowest quotes, which shall be retained until a contract has been signed. th ADOPTED BY THE CITY COUNCILOF THE CITY OF SHOREWOOD this 13 day of May, 2019. ____________________________ Scott Zerby, Mayor ATTEST: ______________________________ Sandie Thone, City Clerk K:\014097-000\Admin\Construction Admin\014097-000 Bid Summary 050919 City of Shorewood Council Meeting Item 9A Title/Subject: Hazardous Building Meeting Date: May 13, 2019 MEETING Prepared By: Greg Lerud, City Administrator TYPE Reviewed By: Marie Darling, Director of Planning; Tim Keane, City Attorney REGULAR Attachments: Notice to property owners Background: On October 9, 2018, staff reported to the City Council that they had not been successful in obtaining permission from the owners of 5815 Club Lane to allow access to conduct a building code compliance inspection and structural engineering inspection. The decision to call for formal inspections was based on staff’s previous visit to the property and seeing potentially serious building code issues. At that meeting, the Council directed staff to obtain an administrative warrant to gain access. On February 26, 2019 staff notified the property owners that an administrative warrant had been obtained and scheduled the inspections. Those inspections occurred on March 21, 2019. A copy of the inspection reports are attached. Based on the issues detailed in the inspection reports, on April 4, 2019, staff sent a notice to the property owners in a certified letter, that included copies of the inspection reports, advising them of the conditions and requested a response within 30 days. I received an email on May 3, 2019 from an attorney representing the property owners. He stated they will be working on a plan and are requesting to meet with staff in the next two weeks to discuss. Next Steps and Timeline: The next step in the process to determine if a building meets the definition of a hazardous building is for the city council to call for a hearing on the issue. The property owners, their representatives, as well as any lien holders receive notice of the hearing. Financial or Budget Considerations: . None at this point Recommended Action: In staff’s judgement, the conditions outlined in the inspection reports compel the City Council to call for a hearing. Staff recommends setting the hearing for the June 24, 2019 at 7:00 p.m. Staff will notify all parties of the Council’s decision and the date of the hearing. 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