09-05-19 CC Reg Mtg Agenda Packet
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
THURSDAY, SEPTEMBER 5, 2019 7:00 P.M.
AGENDA
1. CONVENE CITY COUNCIL MEETING
A. Roll Call
Mayor Zerby___
Johnson___
Labadie___
Siakel___
Sundberg___
B. Review and Adopt Agenda
Attachments
2. CONSENT AGENDA
– Motion to approve items on the Consent Agenda & Adopt
Resolutions Therein:
A. City Council Work Session Minutes from August 26, 2019 Minutes
B. City Council Regular Meeting Minutes from August 26, 2019 Minutes
C. Approval of the Verified Claims List Claims List
D. Set Truth-In-Taxation Public Meeting Date Finance Director Memo
Resolution 19-084
3. MATTERS FROM THE FLOOR
(No Council Action will be taken)
4. PUBLIC HEARING
5. REPORTS AND PRESENTATIONS
6. PARKS
7. PLANNING
8. ENGINEERING/PUBLIC WORKS
A. Receive Feasibility Report and Authorize Preparation of Engineer Memo
Plans and Specifications for the Woodside Road and Woodside Lane Resolution 19-085
Street Reclamation and Watermain Extension Project,
City Project 19-04
9. GENERAL/NEW BUSINESS
A. Utility Billing Costs/Commissioner Compensation City Administrator Memo
CITY COUNCIL REGULAR MEETING AGENDA – September 5, 2019
Page 2
10. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. Fall Community Shred Event Recycling Coordinator Memo
B. Mayor and City Council
11. ADJOURN
2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL WORK SESSION MEETING COUNCIL CHAMBERS
MONDAY, AUGUST 26, 2019 5:30 P.M.
MINUTES
1. CONVENE CITY COUNCIL WORK SESSION MEETING
Mayor Zerby called the meeting to order at 5:34 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Labadie, Siakel, and Johnson (arrived at 5:55 PM);
City Administrator Lerud; Director of Public Works Brown; Planning Director
Darling.
B. Review Agenda
Labadie moved, Siakel seconded, approving the agenda as presented. Motion passed 3/0.
2. ENGINEERING FIRM INTERVIEWS
Mayor Zerby said the purpose of the work session this evening was to interview engineers from
two firms. The third interview will be done at the first work session in September.
The council interviewed the following individuals:
Andrew Budde, Bolton & Menk
David Ahrens, Stantec
Following the interviews, Lerud presented a matrix on the proposed retainer fees, as well as
comparative hourly rates for various positions. Lerud said he also provided information about
what the city has paid for engineering services annually since 2016.
3. ADJOURN
Johnson moved, Labadie seconded, to adjourn the meeting. Motion passed 4/0 and the
meeting adjourned at 6:46 P.M.
ATTEST:
Scott Zerby, Mayor
Sandie Thone, City Clerk
2B
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, AUGUST 26, 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, 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
B. Review Agenda
Labadie moved, Siakel seconded, approving the agenda as presented. Motion passed 4/0.
2. CONSENT AGENDA
Mayor Zerby reviewed the items on the Consent Agenda.
Councilmember Johnson commended Planning Assistant Patti Helgeson for her thirty-six years
of service to the City.
Johnson moved, Labadie seconded, Approving the Motions Contained on the Consent
Agenda and Adopting the Resolutions Therein.
A. City Council Work Session Minutes from August 12, 2019
B. City Council Regular Meeting Minutes from August 12, 2019
C. Approval of the Verified Claims List
D. Accept Improvements and Authorize Final Payment for 2017 Street
Improvements on Riviera Lane and Shorewood Lane, City Project 17-04,
Adopting RESOLUTION NO. 19-076, “A Resolution Accepting Improvements
and Authorizing Final Payment 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).”
E. Accept Planning Assistant’s Retirement and Authorize Advertising for
Position
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 26, 2019
Page 2 of 7
F. Approve Hiring Andy Eslinger to Street Inspector Position and Authorize
Advertising for LEO Utilities Position
G. Approve Contribution for AIS Inspection at City Public Access on Christmas
Lake
H. Approve Mowing Contract for Enforcement Mowing, Adopting RESOLUTION
NO, 19-077, “A Resolution Approving a Contract for Enforcement Mowing
and Authorizing Staff to Sign the Contract”
Motion passed 4/0.
3. MATTERS FROM THE FLOOR - NONE
4. PUBLIC HEARING - NONE
5. REPORTS AND PRESENTATIONS - NONE
6. PARKS
A. Commissioner Vassar Report on August 13, 2019 Parks Commission
Meeting/Tour
Commissioner Vassar gave an overview on the August 13, 2019 park tour and meeting. She
noted that Councilmember Johnson came up with an idea of selling the skatepark and staff is
looking into that possibility. She stated that there will be a hockey board painting party on
September 28, 2019. She explained that the Commission is also considering a possible design
change for the picnic shelter in Badger Park because of some increased expenses because of
the roof line.
Councilmember Labadie asked how many people have signed up to volunteer for the hockey
board painting party. Planning Director Darling stated that she believes there are currently four
volunteers that have committed to the event. She stated that it has been published in two
newsletters, the hockey association has been alerted, and the school district has been contacted.
She stated that she is hoping that there will be more responses once school is in session. She
noted that they are looking for high school aged and above for volunteers.
Councilmember Labadie recommended contacting Michelle Seets at the Minnetonka Public
Schools because she coordinates the volunteer opportunities for the students.
B. Authorize Change Order No. 2 for Badger Park Project, City Project 19-01
Planning Director Darling explained that there have been a few cost increases at Badger Park.
She reviewed the items included in Change Order No. 2. She explained that due to the wind load
stress on the design of the shelter, pilings would need to be increased, which would cost about
fourteen thousand dollars in order to remain with the current design. She reviewed some of the
design options that staff has looked at in order to decrease the cost. She stated that any design
change will delay the project so they wanted input from the Council before they moved forward.
She stated that if the design remains the same, there will be no delay, but will have the increased
cost.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 26, 2019
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Councilmember Johnson stated that he would rather there not be a delay in the project. He stated
that he also likes the original roofline design because it mimics City Hall. Councilmember Siakel
stated that she agrees and would be okay with keeping the design the same. Councilmember
Labadie stated that it is a sizable increase in cost but agrees that she likes the design of the more
expensive roofline.
Councilmember Johnson asked for the total budget for Badger Park. Planning Director Darling
stated that she believes it is close to $500,000.
Councilmember Labadie stated that she would also like this project to proceed without a delay.
Johnson moved, Labadie seconded, Approving Option 1 and Adopt RESOLUTION NO. 19-
078, “A Resolution Authorizing Increases in the Budget for Badger Park Project, City
Project 19-01.” Motion passed 4/0.
7. PLANNING
A. Commissioner Eggenberger Report on August 6, 2019 Planning Commission
Meeting
Commissioner Eggenberger gave an overview of the August 6, 2019 Planning Commission
meeting.
B. Variance Application for Setbacks and Substandard Lot: 27120 Edgewood Road
Planning Director Darling explained that the property owner is proposing to demolish the existing
home and construct a new home that requires variance for setbacks and for a substandard size.
She stated that both the Planning Commission and staff recommend approval. She stated that
one neighbor expressed concerns about the project and spoke at the meeting.
Councilmember Siakel stated that she attended this Planning Commission meeting and there was
a robust discussion about this issue and she supports granting this variance.
Councilmember Johnson stated that there is no variance needed for the additional height, so he
supports the variance.
Siakel moved, Johnson seconded, Adopting RESOLUTION NO. 19-079, “A Resolution
Granting Variances for Property Located at 27120 Edgewood Road.” Motion passed 4/0.
8. ENGINEERING/PUBLIC WORKS
A. Appeal of Work in Right-of-Way Request: 27100 Edgewood Road
City Engineer Fauske stated that this is on the property directly adjacent to the previous agenda
item. She explained that the property owner had approached staff with a request to extend their
private irrigation services within the Edgewood Road right-of-way. She stated that both staff and
the City Attorney concurred that this is not a necessary encumbrance. She stated that the
property owner when informed of this interpretation stated that they would like to appeal the
decision which is why it is before the Council at this time.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 26, 2019
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Susie O’Donnell, 27100 Edgewood Road, stated that their lot situation is a little odd because they
own the land that the road is on as well as a portion of land on the opposite side of the road. She
stated that her husband was unable to attend tonight’s meeting and asked her to attend in his
place. She stated that no one at the City has been able to explain how installing a 2-inch PVC
pipe will in any way limit the City’s ability to maintain utility services. She stated that they were
informed that there were other options available but the City had not responded with what those
options would be. She stated that they felt this would be a good time to install the irrigation system
because their road will be resurfaced next month. She stated that they believe the ownership of
private property should trump the right-of-way that the City has in this situation. She stated that
part of the reason that they landscaped across the street was in order to protect their title so the
other neighbor wouldn’t simply mow it and take it over as their own.
Mayor Zerby asked City Attorney Keane to address her question about why the right-of-way
trumps’ property rights. City Attorney Keane stated that he is not clear about the point Ms.
O’Donnell is making because the right-of-way is the right-of-way and the City is responsible for
the activities that take place within the right-of-way.
Ms. O’Donnell asked what encumbrance there would be to a single PVC pipe going under the
road to their property. Public Works Director Brown explained that the City has the responsibility
to get to the public utilities as efficiently as possible. He explained the usual process of contacting
Gopher State One before work begins and noted that the City would probably end up severing
the irrigation pipe because private “utilities” such as this do not show up in the Gopher State One
information. He stated that irrigation systems are fraught with issues and noted that it could cause
problems with the public roadway should the line burst or freeze.
Mayor Zerby stated that one of their reasons for keeping the area landscaped is a defensive
position in order to keep this as her property. He gave the example of his own home where a
fence was put in the wrong location and three feet of his property is actually on the other side of
the fence. He stated that when he expressed his concern about this situation, he was told that
this area would not become part of his neighbor’s property. He asked City Attorney Keane if there
was some truth to the concern that if the land is not used it is simply forfeited to the neighbor.
City Attorney Keane asked if the O’Donnell’s property was abstracted or if it had a torrens. Ms.
O’Donnell stated that she believes it is a torrens but noted that there is a long history of debate
about their property lines. She stated that their understanding is that if somebody else mowed
this property for ten years that they could eventually say that it is their land. She stated that this
was her husband’s idea after a long arduous legal battle with a previous property owner.
Planning Director Darling noted that she had seen the court case and the registrar of titles and
the results verified that it is a torrens. She stated that this is fairly recent so it may not have
worked its way through the GIS system. City Attorney Keane stated that if the property is
registered as torrens, no other physical activities are necessary to maintain ownership of the
property. He stated that this means that nobody can lay claim to the property in the future by
prescriptive rights.
Ms. O’Donnell stated that the information on this seems to be unclear and noted that they when
the house across the street was being built, they were planning to build a driveway across their
property as well as the neighboring property. She stated that she does not think this information
or knowledge is being shared properly. She stated that after all the confusion and various
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 26, 2019
Page 5 of 7
interpretations of the law, this landscaping was what was suggested to them and now they simply
want to protect it. She reiterated her question about what the other options would be for this
property. City Engineer Fauske stated that there could be a temporary solution of having a hose
go across the road, but there are also low maintenance landscaping options that would not require
constant irrigation. Ms. O’Donnell stated that others in her area were allowed to putdown rock in
the right-of-way but they were not allowed to do that.
Councilmember Siakel stated that issue will be discussed later in the meeting and the Council
needs to have a conversation about encroachment on easements. She stated that some of the
things that have been recently added to Edgewood Road are a concern.
Siakel moved, Labadie seconded, Adopting RESOLUTION NO. 19-080, “A Resolution
Denying the Appeal of Work in Right-of-Way Request for 27100 Edgewood Road.” Motion
passed 4/0.
B. Approve Quote to Replace Culvert Crossing on Lake Linden Drive
City Engineer Fauske explained that earlier this year a sink hole developed on Lake Linden Drive
and it was found that the cause was a failure of the culvert. She stated that staff received quotes
from EJ Mayers, Inc. and G.F. Jedicki, Inc. Because of the timing of the project, as well as not
wanting to close Lake Linden Drive for an open dig replacement, Fauske stated that staff is
recommending awarding the work to EJ Mayers with the work to be completed by October 15,
2019.
Siakel moved, Labadie seconded, Adopting RESOLUTION NO. 19-081, “A Resolution
Accepting Quote and Awarding Contract for the Lake Linden Culvert Replacement
Project.” Motion passed 4/0.
9. GENERAL/NEW BUSINESS
A. Ordinance Amendment for Chapters 900, 1201, and 1202 Removing Bonds
as an Acceptable Financial Guarantee
Planning Director Darling stated that this is a draft ordinance amendment to remove bonds as an
acceptable form of financial guarantee. She explained that bonds are difficult to seize and many
cities no longer accept them as financial guarantees. She stated that rather than bonds, the City
will look for cash deposits or letters of credit. She reviewed the additional amendments suggested
by the Planning Commission.
Siakel moved, Johnson seconded, Adopting ORDINANCE 569, “An Ordinance Adopting an
Amendment to Chapters 900, 1201 and 1202 of City Code to Remove Bonds as an
Acceptable Financial Guarantee.” Motion passed 4/0.
Johnson moved, Labadie seconded, Adopting RESOLUTION NO. 19-082, “A Resolution
Approving Publication of Ordinance No. 569 by Title and Summary.” Motion passed 4/0.
B. Demolition of House at 5965 Grant Street
City Administrator Lerud noted that earlier this year, the City purchased this property for the
purpose of constructing a storm water retention pond. He stated that in order to construct the
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 26, 2019
Page 6 of 7
pond, the existing structure will need to be demolished and removed. He stated that the City
received two bids for the project and staff is recommending acceptance of the low bid from Bollig
and Sons.
Johnson moved, Labadie seconded, to Approve Demolition of the House at 5965 Grant
Street and award the project to Bollig and Sons. Motion passed 4/0.
C. Begin Process to Vacate Maple Avenue Right-of-Way
Planning Director Darling explained that Maple Avenue is a 300 plus foot long gravel street that
functions as a driveway. She explained that staff is proposing reorienting the driveway to Church
Road, removing the unnecessary gravel, vacating the right-of-way back to the adjacent property
owners, and retaining a drainage and utility easement of the right-of-way.
Johnson moved, Siakel seconded, Adopting RESOLUTION NO. 19-083, “A Resolution
Initiating the Vacation Process for Maple Avenue.” Motion passed 4/0.
10. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. July 2019 General Fund Budget Report
Finance Director Rigdon gave a brief overview of the July 2019 General Fund Budget Report.
2. Update on Sanitary Sewer Repair at 19990 Sweetwater Curve
Public Works Director Brown stated that Valley Ridge came out and repaired the sanitary sewer
at 19990 Sweetwater Curve. He stated that the homeowner is very pleased and the City had put
a temporary patch on the road for the time being.
Other
Director Brown stated that Public Works is working on road patching, tree work and flood
mitigation. He stated that there is a meeting scheduled with the City, the Minnehaha Creek
Watershed District and the DNR to talk about the Mary Lake area and some possible long-term
alternatives.
City Engineer Fauske stated that there will be a pre-construction meeting for the resurfacing
project in the Lake Linden, Edgewood Road, Birch Bluff, Country Club Road and Sweetwater
Curve area. She noted that she was contacted by the City of Minnetonka about a pavement
failure on Vine Hill Road that appears to be due to a culvert failure. She will update the Council
on this as she gets more information.
City Administrator Lerud stated that fiber was installed at City Hall last week and they are still
working on the Community Center and Public Works. He stated that there is an Open House for
the Riley Purgatory Bluff Creek on August 28, 2019 and asked that Councilmembers interested
in attending let him know so he can R.S.V.P. He stated that copies of the report from Barr
Engineering were distributed to the Council regarding Manor Pond. He asked if the Council
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
August 26, 2019
Page 7 of 7
wanted to consider scheduling a special work session meeting for the last meeting in September
or a separate date.
City Administrator Lerud stated that he will send out a message with some possible dates for a
special work session regarding Manor Pond. He stated that there will be an alum treatment this
week and another in September.
B. Mayor and City Council
Councilmember Siakel stated that she would like the Council to have a discussion on the
encroachments into the City’s easement and right-of-way areas. She stated that she drove down
Edgewood Road and noticed the addition of many new boulders that are right on the edge of the
road. She stated that there was a similar boulder project that went in on Noble Avenue. She
stated that by putting these things in the right-of-way, it may affect public safety, snow storage,
access to utilities and plows being able to navigate around them. She stated that she thinks there
needs to be communication with residents that this cannot be done. She stated that the City
needs to protect the easements and this kind of thing is a violation.
Public Works Director Brown stated that it is a City-wide problem and noted that they had spoken
with a few of the residents about this issue. He stated that the answer they have gotten is that
they are trying to protect what they perceive as being their lawn. He stated that if the Council
would like, they can start a communication campaign to let people know about the issue and what
is allowed.
Planning Director Darling noted that there was an article in the newsletter a few months ago
regarding what is acceptable in the right-of-way. Councilmember Labadie stated that she would
like to address this City-wide and try to come up with a way to educate the citizens.
Mayor Zerby noted that he had attended the Northern Lights Lacrosse Festival on August 24,
2019 which was a really nice event.
11. ADJOURN
Labadie moved, Johnson seconded, Adjourning the City Council Regular Meeting of
August 26, 2019, at 8:13 P.M. Motion passed 4/0.
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: September 5, 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.
65649 65660 & ACH 53,126.12
Total Claims $53,126.12
We have also included a payroll summary for the payroll period e August 18, 2019.
Financial or Budget Considerations:
These expenditures are reasonable and necessary to provide servi
budgeted and available for these purposes.
Options:
The City Council is may accept the staff recommendation to pay t
expenditure it deems not in the best interest of the city.
Recommendation / Action Requested:
Staff recommends approval of the claims list as presented.
Next Steps and Timelines:
Checks will be distributed following approval.
#2D
MEETING TYPE
City of Shorewood Council Meeting Item
REGULAR
Title / Subject: Setting the Truth-in-Taxation Public Meeting Date
Meeting Date: September 5, 2019
Prepared by: Joe Rigdon, Finance Director
Reviewed by: Greg Lerud, City Administrator
Attachments: Resolution: Selection of the Truth-in-Taxation Public Meeting Date
Background:
The Truth-in-Taxation process for property taxes payable in 2020 is similar to
prior years. In the past, the City of Shorewood has held its Truth-in-Taxation meeting on the
first Monday in December. In 2019 that date is December 2. This meeting provides an
opportunity for residents and others to comment on the planned 2020 property tax levy and
operating budget. The Council will then hold their regular meeting on December 9, at which
time the Council will approve a final 2020 property tax levy and budget.
Financial or Budget Considerations:
This process allows residents an opportunity to provide
input or ask questions about the budget and proposed property tax levy.
Options:
Holding the public meeting is mandatory, but the council can change the date on the
attached Resolution if it wishes.
Recommendation / Action Requested:
Staff recommends holding the public meeting on
Monday, December 2, 2019, at 7:00 pm and passing the Resolution as presented.
Next Steps and Timeline:
Staff will communicate the date and time of the Truth-in-Taxation
meeting to Hennepin County so it can be included on the Truth-in-Taxation notices mailed to
property owners.
Connection to Vision / Mission
: This process contributes to sound financial management
through public involvement in the process to determine the property tax levy and budget for City
services.
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-
SELECTION OF THE TRUTH-IN-TAXATION PUBLIC MEETING DATE
WHEREAS
, Minnesota State law requires local governments to hold public meetings
on their proposed budgets and property tax levies; and
WHEREAS
, the traditional date for the budget public meeting is the first Monday in
December; and
WHEREAS
, it is in the spirit of full and open disclosure of the City’s financial condition
to provide as much information as necessary for the City Council, residents, and property
owners to evaluate the budget and property tax levy;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SHOREWOOD AS FOLLOWS:
1. The Truth-in-Taxation public meeting for property taxes levied in 2019,
collectible in 2020, is set for Monday, December 2, 2019 at 7:00 pm.
2. A continuation date if necessary is set for Monday, December 9, 2019 at
7:00 pm.
3. The Finance Director is hereby instructed to transmit the Truth-in-Taxation
meeting date information to Hennepin County for inclusion on the parcel
specific notices to be mailed in November.
th
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 5 day of
September, 2019.
ATTEST:Scott Zerby, Mayor
___________________________
Sandie Thone, City Clerk
#8A
MEETING TYPE
Regular Meeting
City of Shorewood Council Meeting Item
Title / Subject: Receive Feasibility Report and Authorize Preparation of Plans and
Specifications for the Woodside Road and Woodside Lane Street
Reclamation and Watermain Extension Project, City Project 19-04
Meeting Date: September 5, 2019
Prepared by: Katie Koscielak, Project Manager
Reviewed by: Alyson Fauske, City Engineer
Attachments: Feasibility Report, Resolution
Background: On May 28, 2019, the Shorewood City Council authorized the preparation of
an engineering Feasibility Report for the Woodside Road and Woodside Lane Street
Reclamation and Watermain Extension Project, City Project 19-04. The proposed project
consists of reclamation of the existing street section, full-width bituminous overlay and minor
drainage improvements as feasible along the following roadways:
Woodside Road from Howards Point Road to the southwest terminus
Woodside Lane from Woodside Road to the north terminus
Utility improvements include sanitary sewer rehabilitation to reduce inflow and infiltration
and the extension of new watermain, including services, along Woodside Road from
Howards Point Road to Boulder Bridge Drive, Woodside Lane and Kathleen Court.
The streets proposed for the project are part of the City of Shorewood’s Street Improvement
Program and have been budgeted within the City’s Capital Improvement Plan (CIP) for
2020.
The street and watermain improvements described in the Feasibility Report are necessary,
cost effective, and feasible.
Financial or Budget Considerations: The total estimated project cost is summarized on
the following page.
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
Woodside Road and Woodside Lane Street Reclamation
and Watermain Extension Project
City of Shorewood, MN
Project Costs and Proposed Funding
Proposed ImprovementsCost
1
$464,000.00
Schedule A. - Street Reclamation Improvements
2
$34,000.00
Schedule B. - Sanitary Sewer Improvements
Schedule C. - Watermain Improvements$873,000.00
Total Proposed Improvements$1,371,000.00
Notes:
1
- costs include minor drainage improvements where feasible.
2
- existing sanitary sewer to be televised during final design to
address improvements, if necessary.
Costs identified for the watermain improvements within the report are estimated higher than
the CIP budget for the following reasons:
Increase in unit price for directional drill of watermain (CIP based on unit prices
provided for Riviera Lane watermain extension)
Increase unit price for copper service pipe as the surface improvements are
reclamation and not full reconstruction.
Additional hydrants necessary due to homes being set back further from the road
than in a typical project
Additional lateral watermain including services for extension to Kathleen Court
Additional lateral watermain for the interconnect to Boulder Bridge creating a
necessary loop to provide sufficient water pressure distribution
Disturbance and restoration of the boulevard are identified as watermain costs given
the nature of the reclamation improvements. Under reconstruction conditions, these
costs would typically be associated with the surface improvements
Options: Staff recommends that the Council consider the following actions:
1. Approve the attached resolution Receiving the Feasibility Report and Authorize
the Preparation of Plans and Specifications for the Woodside Road and
Woodside Lane Street Reclamation and Watermain Extension Project.
2. Direct staff to modify feasibility report.
3. Take no action at this time.
Recommendation / Action Requested: Staff recommends the City Council approve the
attached resolution Receiving the Feasibility Report and Authorize the Preparation of Plans
and Specifications for the Woodside Road and Woodside Lane Street Reclamation and
Watermain Extension Project, City Project 19-04, as identified above.
Next Steps and Timelines:
Accept Feasibility Report/Authorize Preparation of
Plans and Specifications ............................................................ September 5, 2019
Approve Plans and Specifications/Authorize Ad for Bid .................... January 13, 2020
Open Bids .......................................................................................... February 13, 2020
Award Construction Contract ............................................................. February 24, 2020
Begin Construction.................................................................................. April/May 2020
Construction Complete ............................................................................... August 2020
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTIONS 19-
A RESOLUTION RECEIVING FEASIBILITY REPORT
AND AUTHORIZING PREPARATION OF PLANS AND SPECIFICATIONS FOR
THE WOODSIDE ROAD AND WOODSIDE LANE STREET RECLAMATION
AND WATERMAIN EXTENSION PROJECT, CITY PROJECT 19-04
WHEREAS
, the City Council authorized preparation of a Feasibility Report for
the Woodside Road and Woodside Lane Street Reclamation Project and
Watermain Extension Project, City Project 19-04, on May 28, 2019; and
WHEREAS
, WSB prepared a Feasibility Report which was received by the City
Council on September 5 th, 2019; and
WHEREAS
, the report provides information regarding whether the proposed
improvements are necessary, cost-effective, and feasible; whether it should best
be made as proposed or in connection with some other improvement; and the
estimated cost of the improvement as recommended; and
NOW THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SHOREWOOD, MINNESOTA AS FOLLOWS:
1. The Council receives the Feasibility Report prepared by WSB; and
2. The Council will consider the improvement of the Woodside Road and
Woodside Lane Street Reclamation Project and Watermain Extension
Project, City Project 19-04, in accordance with the report at an estimated cost
of $1,371,000; and
3. Authorizes the preparation of plans and specifications for the Woodside Road
and Woodside Lane Street Reclamation Project and Watermain Extension
Project, City Project 19-04
Passed by the City Council of Shorewood, Minnesota this 5 th day of September,
2019
Scott Zerby, Mayor
ATTEST:
Sandie Thone, City Clerk
City of Shorewood Council Meeting Item
9A
Title/Subject: Utility Billing Costs/Commissioner Compensation
Meeting Date: September 5, 2019
MEETING
Prepared By: Greg Lerud, City Administrator
TYPE
REGULAR
Attachments:
Utility Billing Analysis, Spreadsheet
Background:
At the annual retreat earlier this year, City Council and staff discussed
two items; transitioning to monthly utility billing and providing a stipend to
commissioners.
Monthly utility billing: Following the retreat presentation about future utility rates, staff
suggested that the city may want to consider going from a quarterly bill because it could
make it easier for residents to budget on a smaller bill each month, than a larger one
four times per year. As you can see from the attached analysis, the cost to do monthly
billing is significantly higher than the current billing structure. Based on this analysis,
staff cannot recommend billing monthly.
However, staff will be looking at options with the billing software where a quarterly billing
could be broken out to a monthly auto-debit. Utility customers can already divide up
their quarterly bill into thirds on their own and pay on a monthly basis. Once we
determine if it will do a 1/3 auto debit each month, it will determine how we will publicize
options to the customers.
Stipends for Parks and Planning Commissioners: At the retreat, Staff raised the idea of
compensating planning and parks commission members for their meeting time. A small
meeting stipend was discussed to offset childcare or other costs commissioners, or
potential commissioners, may have to pay to serve on the boards. I contacted nine
other area cities and the results are on the attached spread sheet.
Next Steps and Timeline:
This memo is for informational purposes only unless the city
council would like to provide different direction than the city’s present practices.
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
QUARTERLY COST TO PRINT AND PROCESS UTILITY BILLS
COST OF BILLS $ 175 ($600 for 10,000 bills)
PROCESSING/MAILING $1,800
COST OF PRINTING $ 35 (2750 bills x .013)
QUARTERLY TOTAL $2,010
ANNUAL TOTAL $8,040
MONTHLY COST TO PRINT AND PROCESS UTILITY BILLS
ANNUAL COST FOR MONTHLY BILLING: $24,120
(Quarterly cost above multiplied by 12)
PLUS ADDITIONAL EXPENSE:
Additional staff (10 hrs per week @$15x 52) $ 7,800
Additional per credit charge cost (est.) $ 2,500
ANNUAL TOTAL $34,420
One-time costs for monthly billing:
Work station and computer $ 1,500
STIPENDS TO COMMISSION MEMBERS
CITYPLANNINGPARKS
Spring Park$0$0
Minnetrista$0$0
Deephaven$0$0
Excelsior$0$0
Tonka Bay$0$0
Orono$0$0
Wayzata$0$0
Mound$0$0
Minnetonka$0$0
Shorewood$0$0
City of Shorewood Council Meeting Item
10A.1
Title/Subject: Fall Community Shred Event
Meeting Date: Thursday, September 5, 2019
MEETING
Prepared By: Julie Moore, Communications/Recycling Coordinator
TYPE
Reviewed By: Greg Lerud, City Administrator REGULAR
The popular community shred event is scheduled to take place Saturday, October 5
from 9 a.m. to Noon in the city hall parking lot. The city is contracting once again with
Shred-N-Go for one truck at a cost of $600. The capacity of shredding is 10,000
pounds. During the last two fall shred events 4,000-9,500 pounds have been shredded.
Shredded paper is not allowed in curbside recycling containers. This service gives
residents an option to shredding at home and bringing to the event; it helps reduce the
risk of identity theft having personal papers; offers a great opportunity for city staff to
educate residents and have one-on-one contact with our city customers.
A bin will be provided for residents who shred paper at home to drop off pre-shredded
paper.
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