10-28-19 CC Reg Mtg Agenda Packet
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, OCTOBER 28, 2019 7:00 P.M.
AGENDA
1. CONVENE CITY COUNCIL MEETING
A. Pledge of Allegiance
B. Roll Call
Mayor Zerby___
Johnson___
Labadie___
Siakel___
Sundberg___
C. 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 October 15, 2019 Minutes
B. City Council Regular Meeting Minutes from October 15, 2019 Minutes
C. Approval of the Verified Claims List Claims List
D. Accept Hennepin County Organics Recycling Grant Recycling Coordinator Memo
E. Grant Agreement with Metropolitan Council Environmental City Engineer Memo
Services for Improvements of Publicly Owned Infrastructure (I&I) Resolution 19-098
F. Approval of 2019 Audit Engagement Letter Finance Director Memo
G. Accept Improvements and Authorize Final Payment for the City Engineer Memo
2018 I & I Abatement Project, City Project 18-12 Resolution 19-099
H. Approve New Hire for Planning Technician City Administrator Memo
3. MATTERS FROM THE FLOOR
(No Council Action will be taken)
4. PUBLIC HEARING
5. REPORTS AND PRESENTATIONS
6. PARKS
A. Report by Commissioner Gallivan on 10-08-19 Park Commission Meeting Minutes
CITY COUNCIL REGULAR MEETING AGENDA – October 28, 2019
Page 2
7. PLANNING
8. ENGINEERING/PUBLIC WORKS
A. Accept Chaska Road Traffic Study City Engineer Memo
B. Miscellaneous City Drainage Structure Repairs City Engineer Memo
Resolution 19-100
9. GENERAL/NEW BUSINESS
10. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. September 2019 General Fund Budget Report Finance Director Memo
B. Mayor and City Council
11. ADJOURN
2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL WORK SESSION MEETING COUNCIL CHAMBERS
TUESDAY, OCTOBER 15, 2019 6:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL WORK SESSION MEETING
Mayor Zerby called the meeting to order at 6:00 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Johnson, Labadie, Siakel, and Sundberg; City
Administrator Lerud; City Attorney Tim Keane; City Clerk Thone; Planning Director
Darling; and Director of Public Works Brown.
Absent: None
B. Review Agenda
Siakel moved, Labadie seconded, approving the agenda as presented. Motion passed 5/0.
2. CODY DIETRICH, DORAN COMPANIES, EASEMENT VACATION REQUEST
City Administrator Lerud explained that Doran Companies has been working with the City of
Tonka Bay to construct an apartment building on land near the Tonka Bay water tower and part
of the existing mall. He reviewed the past discussion regarding the easement area including its
proximity to the Public Works building and potential future complaints from residents in the
building. He stated that Doran had gone to the Tonka Bay City Council with a new concept design
that worked around the easement area, but the Tonka Bay Council preferred the original concept,
so they are now before the Shorewood Council to request that the City vacate the easement. He
stated that this agenda item is for the Council to discuss whether they will call for a public hearing
to consider vacating this easement.
Tony Kuechle, Doran Development, stated that they have met twice with staff regarding this issue.
He stated that they expended almost one-hundred thousand dollars to get the original design
made and approved by the Tonka Bay City Council which was when they were made aware of
the potential problem with the easement. He stated that they did show Tonka Bay that there was
an alternative plan but noted that they would prefer the original plan. He stated that he does not
see a problem with the proximity of the Public Works facility because of the type of glass they use
and the limited amounts the windows can be opened.
Gerry De Le Vega, Mayor for the City of Tonka Bay, stated that Tonka Bay preferred the original
plan for this development and hopes that there is a way to get back to that plan. He stated that
this will also allow the City of Shorewood to have new water and sewer connections as part of
this project which is why, in his opinion, the original plan will be better for both Tonka Bay and
Shorewood.
Councilmember Siakel asked why he preferred the original plan over the alternatives. Mr. De Le
Vega stated they prefer that plan because of the location of the buildings. Councilmember Siakel
CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES
October 15, 2019
Page 2 of 4
stated that it appears as though both options have the same number of units. Mr. De Le Vega
stated that both options have 82 units.
Mr. Kuechle noted that they are still planning to relocate utilities regardless of which plan moves
forward. Mayor Zerby asked if before this process started whether they were aware that there
was an easement in this location.
Mr. Kuechle stated that they did know there was an easement, but in the meeting with City
Administrator Lerud, Planning Director Darling and Public Works Director Brown, he said they did
not believe it would be a problem vacating the easement. Mayor Zerby noted that staff does not
speak make the decision for the Council and asked where the project was when this conversation
with staff occurred. Mr. Kuechle stated that it had not been approved by Tonka Bay at that time,
but it was where they kicked off their design plans.
Councilmember Labadie stated that she is in her second term on Council and never once has
staff gone to a meeting and assured anyone that something like this would not be an issue. She
stated that she has complete faith in the City staff that they would never go ahead and presume
Council actions. She stated that Mr. De Le Vega stated that Tonka Bay has been working on this
project since December of 2018 and that the easement is right in the middle of this property. She
asked why this is coming to Shorewood a year later and has never come before the Council
before tonight.
Mr. Kuechle stated that he stands by his statements that they were told at the meeting that
vacating the easement would not be an issue provided they met certain criteria. He stated that
he takes responsibility for not submitting the application for vacating the easement at that time.
Councilmember Siakel stated that she agrees with Councilmember Labadie but noted that this
project is well on its way. She stated that the communication surrounding this issue was very poor
and this should have come before the Council well before now. She stated that she does not
know which design option will be better because they both have the same density. She stated
that while Tonka Bay is well within their rights to develop this property as they see fit, it would
have been nice to have a little more collaboration and communication between the cities. She
stated that she firmly believes that there will be complaints from residents when the snow plows
are loading up with salt at 2:00 a.m. to go clear the streets. She stated that she also does not
believe that the traffic from this development will not have an impact on County Road 19.
Mr. Kuechle stated that regarding the design options, they met with members of the community,
staff and Tonka Bay Council and chose the original design because it allows them to move the
building back a bit and put in some additional landscaping in front as well as more effective
parking. He reviewed some of the original design details as a mixture of two-story townhomes
and apartments. Mr. De Le Vega stated that they listened to feedback when they chose the
original plan designs.
Mayor Zerby stated that at the September 10, 2019 Tonka Bay Council meeting, Mr. De Le Vega
stated that the traffic study had “issues”. He asked what those issues were. Mr. Kuechle stated
that traffic study information can be construed many different ways. He stated that if the retail
space is filled that will have much more of an impact on the traffic than a residential building.
Mr. De Le Vega stated the question right now is whether the City wants to keep their easement
in its same location or let it be moved and have new connections. Mayor Zerby stated that he
CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES
October 15, 2019
Page 3 of 4
doesn’t see the negative aspect to the second design. He stated that to him, this request is similar
to a variance request.
Mr. Kuechle stated that he sees this as coming down to expense for the City, because if
Shorewood needs to replace utilities, they will need to shore up these buildings. Mayor Zerby
stated that he would have to rely on staff and engineering to make that determination.
Councilmember Sundberg stated that she would like more information that is specific to how either
of these designs will affect Shorewood. She asked Public Works Director Brown to share his
concerns about the Public Works building. Public Works Director Brown stated that the two basic
concerns are noise and the stockpiles of materials that are stored on site which essentially make
it an industrial type site.
Councilmember Sundberg asked if there were concerns about residents accessing the area and
causing issues. Public Works Director Brown stated that they have had some theft, but it has
been rare and would not expect residents at this building to be involved in that type of activity.
Councilmember Labadie stated that she had questions that she would like staff to research and
provide answers to the Council at a future meeting. She quoted from a memo sent by Doran on
October 3, 2019 regarding the life cycle of a water/sewer line and asked what the life cycle is of
a water/sewer line. She stated that the water and sewer lines in this area are working perfectly
and asked if it would be more detrimental to disrupt a perfectly working system than allegedly
adding life to the water/sewer lines.
Public Works Director Brown stated that he can answer those questions tonight. He stated that
the lines are twenty-seven years old and were designed specifically for the Public Works facility.
He stated that water and sewer lines typically have a fifty-year life cycle. He stated that the
sanitary sewer has not been televised so he is unsure if there are issues with that line.
Councilmember Sundberg stated that she thinks the City should go ahead and call for a Public
Hearing to give citizens a chance to voice their opinion.
Councilmember Johnson asked if it would be possible to have elevations available at the Public
Hearing. Mr. De Le Vega stated that the design of the project is not the question before the
Council, it is simply about the easements. Mayor Zerby stated that he feels design is relevant to
the discussion regarding the easements because Mr. De Le Vega stated that Tonka Bay has a
preference for the original design which involves the easement. Mr. Kuechle noted that the
architectural designs of the buildings are the same for both designs, it is the site layout that is
different.
Planning Director Darling noted that the earliest a Public Hearing could be held is November 12,
2019.
3. BEV MATHIASEN, REPUBLIC SERVICES RECYCLING CONTRACT
Bev Mathiasen, Republic Services gave an overview of the recycling industry and the trends that
have stressed the industry. She reviewed the reasons for the plunging commodity prices and the
changing business model while end markets are developing. She stated that their pricing
proposal for 2020 is $3.45 for collection and $0.68 for processing, per month, per household. She
stated that the residents in Shorewood are doing a fantastic job with recycling.
CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES
October 15, 2019
Page 4 of 4
Councilmember Sundberg noted that the City has a Recycling Committee and asked if Ms.
Mathiasen had spoken with them. Ms. Mathiasen stated that she had not because Julie Moore
wanted to get the Recycling Committee firmly established before she was brought it. She noted
that there are plans for her to speak to them in the future.
4. ADJOURN
Johnson moved, Siakel seconded, Adjourning the City Council Work Session Meeting of
October 15, 2019, at 6:55 P.M. Motion passed 5/0.
ATTEST:
Scott Zerby, Mayor
Sandie Thone, City Clerk
2B
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
TUESDAY, OCTOBER 15, 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, Siakel, and Sundberg; City
Attorney Keane; City Administrator Lerud; City Clerk Thone; Finance Director
Rigdon; Planning Director Darling; Director of Public Works Brown; and Project
Manager Koscielak
Absent: None
B. Review Agenda
Siakel moved, Labadie seconded, approving the agenda as presented. Motion passed 5/0.
2. CONSENT AGENDA
Mayor Zerby reviewed the items on the Consent Agenda.
Johnson moved, Labadie seconded, Approving the Motions Contained on the Consent
Agenda and Adopting the Resolutions Therein.
A. City Council Work Session Minutes from September 23, 2019
B. City Council Regular Meeting Minutes of September 23, 2019
C. Approval of the Verified Claims List
D. Approval of Tobacco Retailer Licenses, RESOLUTION NO. 19-093, “A
Resolution Approving Licenses to Retailers to Sell Tobacco Products.”
E. LMCIT Liability Waiver form, RESOLUTION NO. 19-094, “A Resolution
Electing to Not Waive Statutory Tort Limits for Liability Insurance.”
F. Approval of Three Rivers District Winter Use Permit, RESOLUTION NO. 19-
095, “A Resolution Approving the Three Rivers Park District Winter Use
Permit.”
G. Pledge of Allegiance
H. Approval of Property Restriction for a Portion of Badger Park, RESOLUTION
19-096, “A Resolution Approving Badger Park Deed Restriction
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
October 16, 2019
Page 2 of 6
Requirements for the Department of Natural Resources Outdoor Recreation
Grant.”
Motion passed 5/0.
3. MATTERS FROM THE FLOOR - NONE
4. PUBLIC HEARING - NONE
5. REPORTS AND PRESENTATIONS - NONE
6. PARKS - NONE
7. PLANNING
A. Variance for Front and Bluff Setbacks, Refined Remodeling, Inc. for 5875 Ridge
Road
Planning Director Darling gave an overview of the variance request and noted that the applicant
has requested a front and bluff setback in order to construct additions to the home and garage for
the homeowner’s changing medical needs. She explained that the entire property is located within
a bluff. Staff and the Planning Commission recommend approval of the request based on the
findings, that the criteria for the variance have been met, and that it is the minimum variance
necessary to alleviate the practical difficulty.
Johnson moved, Labadie seconded, Adopting RESOLUTION NO. 19-097, “A Resolution
granting variances for property located at 5875 Ridge Road, subject to conditions as listed
in the staff report.” Motion passed 5/0.
8. ENGINEERING/PUBLIC WORKS - NONE
9. GENERAL/NEW BUSINESS
A. Engineering Firm Proposal and Interview Follow-Up
City Administrator Lerud explained that over the last few months, the Council has interviewed and
gathered information regarding three engineering firms. He stated that staff has concluded that
all three firms considered have the technical skills and resources to adequately provide
engineering services to the City so the ultimate decision will be up to the Council.
Councilmember Sundberg stated that she comes back to the cost and noted that there is a
substantial difference between WSB and the other two firms. She asked City Administrator Lerud
to explain how the retainer process works.
City Administrator Lerud explained that the relationship the City has with the retainer is fairly
unique. He stated that Bolton & Menk and Stantec were asked to submit what would be required
to provide dedicated hours for staff here at City Hall. He stated that they were not given the option
to charge back any of the work that they may do on other projects during that time. He stated
that he does believe that there is work that will be done that will be charged to other projects. He
stated that in the staff evaluation, they found that the cost of the engineering services will be
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
October 16, 2019
Page 3 of 6
relatively competitive with each other over the course of a year. Councilmember Siakel asked if
the City would be able to negotiate some of these costs. City Administrator Lerud stated that the
plan is to negotiate once a firm is selected. Councilmember Sundberg stated that she is not
understanding the apples to apples comparison.
Councilmember Siakel stated that there is not an apples to apples comparison, which is why it is
confusing. She stated that she is leaning towards the Council choosing a firm and leaving staff
to work on negotiating the details surrounding the fees. She stated that in her opinion, this
decision is more about staff and Council and residents feeling that the engineering firm that the
City has on board is the one that can meet the needs of the City. She stated that while she
appreciates the work done by WSB in the past, she is in favor of making a change. She stated
that she is in favor of choosing Bolton & Menk and having Andrew Budde as the City Engineer.
She gave an overview of why she feels that Mr. Budde is the best fit for the City.
Councilmember Sundberg asked who would be senior to Mr. Budde and to what degree he would
be involved with the City’s work. City Administrator Lerud stated that Dave Martini would be senior
to Mr. Budde.
Dave Martini, stated that he believes Mr. Budde is competent to handle all the City’s day to day
needs, however, he would be involved to whatever extent may be necessary. He reiterated that
they are confident that Mr. Budde will be able to take care of the City’s day to day issues without
any problems.
Councilmember Johnson stated that he is not opposed to making a change. He asked whether
the Council should be taking the Grant Street situation into consideration. He asked if all the legal
issues had been resolved. City Attorney Keane stated that as far as he was concerned the City
has managed it through its next steps and does not see any decision impacting future alternatives
to the situation.
Councilmember Labadie stated that she agrees with Councilmember Siakel that it would be
beneficial for the City to have fresh eyes in this position. She stated that she also felt that Mr.
Budde interviewed well and noted that she liked that he attended one of the Council meetings
after the interview process. She stated that she also felt that the candidate with Stantec was also
competent. She stated that while she would feel comfortable with either candidate, she was
leaning towards Mr. Budde with Bolton & Menk.
Mayor Zerby stated that he has been very pleased with the work from WSB in the past. He stated
that there have been some challenges over the last few years that have made it difficult to work
with WSB. He stated that he has heard from both Councilmembers and residents that trust for
WSB has been broken for a while. He stated that he understands that WSB has worked hard in
the last few months to regain the City’s trust, however, he could support a change as well and
could support either of the other two firms.
Councilmember Sundberg stated that she thinks all three firms could do a good job, but is
uncomfortable not having a better and more clear financial picture before a choice is made. She
asked if the City could get that information before making a decision. City Administrator Lerud
stated that there will be a contract, so the Council would have that information before making a
final decision.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
October 16, 2019
Page 4 of 6
Councilmember Siakel stated that she does not think there is a huge cost difference so she feels
it comes down to what the Council thinks is best for the City. She reiterated that she feels Bolton
& Menk best fits the needs of the City.
Siakel moved, Labadie seconded, to direct staff to enter into negotiations with Bolton &
Menk to provide engineering services for the City with the contracts to be ready by the first
Council meeting in December.
Councilmember Sundberg stated that she will oppose this motion because she is uncomfortable
with only negotiating with one firm, so there is not an accurate comparison between the other two
firms.
Motion passed 4/1 (Sundberg).
10. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. August General Fund Report
Finance Director Rigdon gave a brief overview of the August General Fund Report.
He noted that licenses and permits are currently at one-hundred fifty-four percent
of budget. He stated that expenditures are very close to budget so he expects the
City to be in a positive situation by the end of the year.
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2. Investments 3 Quarter 2019 Report
Finance Director Rigdon noted that the City’s investment policy has been in place
since 2013. He reviewed the details of the investments and noted that there has
been a slight decrease in the yield due to the current market conditions. He stated
that there is approximately $150,000 in earned interest thus far this year.
3. MNDCP Employee Option
City Clerk Thone stated that this item is an informational item that offers a second
option for retirement investments for employees with the Minnesota Deferred
Compensation Plan (MNDCP).
Other
Public Works Director Brown stated that on September 23, 2019, staff was directed to begin
pumping Mary Lake on a twenty-four-hour basis. He stated that the pump has been installed and
has been pumping for twenty-one full days and the elevation has been dropped by one foot. He
stated that he believes the level will be dropped down to the perceived high-water line well before
the permit with Hennepin County expires.
Mayor Zerby thanked Public Works Director Brown for his creative solution in rerouting this water
and asked if he had thoughts on the driveway restoration for the two homes at the end of Elder
Turn.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
October 16, 2019
Page 5 of 6
Public Works Director Brown stated that when the water level drops further, the City will be
restoring the affected driveways before freeze up. He stated that there was also a virtual meeting
of the DNR, Minnehaha Creek Watershed District and Barr Engineering to discuss the permanent
solution to this issue.
Councilmember Johnson stated that a resident had passed along a question to him. He stated
that they wanted to know that by the time the City gets to the level back to the ordinary high-water
line if there would once again by three bodies of water, as opposed to one.
Public Works Director Brown stated that he does not have an exact answer yet because there are
still additional surveys that need to be completed. He stated that per the DNR, there has never
been a high-water line or an ordinary high-water line established for Mary Lake. He stated that
the City has requested that this be established and hopes to have that answer back from the DNR
in the next month. He stated that he expects the City to pump Mary Lake down about another
foot.
Mayor Zerby stated that he received a few calls regarding the potholes on Sweetwater.
Public Works Director Brown stated that Project Manager Koscielak had the most up to date
information on that area.
Project Manager Koscielak stated that she spoke with the contractor today and assuming the rain
stops, will start the milling operations for all of the streets identified for the 2019 mill and overlay
projects on October 16, 2019. She noted that it also includes going over Sweetwater Curve and
removing the segment of potholes referred to by Mayor Zerby. She stated that the paving
operations may start as early as Thursday afternoon.
Planning Director Darling highlighted the work that was done at the painting party for the hockey
boards at Cathcart Park. She thanked the following volunteers: M Carlson Painting – Jamie,
Grant, Kyle, Shanna, Matt and Candace; Gloria Aaranson; Lance Detrude; Dave and Zach
Eisenmann; Tim Keane; Jennifer Labadie; Rick and Julie Moore; and Ed Rock and family. She
stated that M Carlson Painting was amazing and supplied additional supplies and equipment as
well as doughnuts and coffee for the volunteers.
Planning Director Darling gave an update on work that has happened at Freeman South Park
playground. She stated that it is ready for the new equipment and noted that the engineered
wood fiber should be installed sometime within the next two or three weeks.
Planning Director Darling stated that most of the subsurface work has been completed at Badger
Park. She stated that the restroom facility is up and the shelter building should be up this week.
B. Mayor and City Council
Councilmember Siakel asked that staff bring back an item to the Council to discuss enforcement
of the code regarding fire lane access. She stated that she would like there to be a monument at
Birch Bluff Road that states it is pedestrian only before the winter season ensues. She stated
that she would like the City to enforce the code that is currently in place and then take some time
to review the whole fire lane issue.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
October 16, 2019
Page 6 of 6
Mayor Zerby stated that he attended a meeting hosted by the Chamber of Commerce regarding
the Minnehaha Steamboat and ways to take the boat in and out for storage. He explained that
this service had previously been donated but that will no longer happen at that location, so there
are some concerns about how this will be resolved. He stated that the meeting was well attended
and was essentially a listening session so people could start thinking about the issue and try to
come up with a solution. He stated that he also attended the Fire and Police Open House that
was also well attended despite the rain. He stated that he would also like to see the City conduct
a Public Works Open House in conjunction with this event.
Councilmember Johnson noted that he had stopped into Public Works recently with his daughter
and she got an impromptu tour and loved it, so he agrees that there would be interest from the
community.
11. ADJOURN
Sundberg moved, Siakel seconded, Adjourning the City Council Regular Meeting of
October 15, 2019, at 7:40 P.M. Motion passed 5/0.
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: October 28, 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.
65761 65786 & ACH 553,670.01
Total Claims $553,670.01
We have also included a payroll summary for the payroll period e October 13, 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.
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City of Shorewood Council Meeting Item
2D
Title/Subject: 2019 Hennepin County Organics Grant
Meeting Date: October 28, 2019
MEETING
Prepared By: Julie Moore, Communications and Recycling Coordinator
TYPE
REGULAR
Background:
The City of Shorewood received $1,566 for the organics recycling program as
part of the Hennepin County Recycling Grant. This grant money is to be used specifically to
increase participation in organics recycling. Activities recommended include:
Promote existing city program or hauler options
Offset the cost of current participation in an organics program
Offer a discounted price for new participants
Provide general education and outreach
Past use of the organics grant has been to offer one year of free service to new participants.
Only one Shorewood refuse hauler, Randy’s Environment Services, offers the organics
recycling program, so only customers of that hauler can take advantage of the program at this
time.
Option:
Staff recommends using the grant money to purchase the organics blue bags for public space
organics recycling and to continue with the free first year of organics service to residents who
take advantage of the organics service for their home (while dollars last). This will hopefully
continue to increase the number of participants, thereby increasing the grant money that will be
awarded to City of Shorewood in 2020, as the grant dollars are based on the number of
participants in curbside organics collection. Our efforts in 2019 resulted in an increase from
$981 grant dollars in 2018 to $1,566 in 2019.
Recommendation:
Motion to use Hennepin County grant funds to purchase organic blue bags for public space
organics collection and recycling, and to continue to offer first year free organics service to new
residents who take advantage of the organics for their home, while grant dollars last.
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
#2E
MEETING TYPE
Regular Meeting
City of Shorewood Council Meeting Item
Title / Subject: MCES I&I Grant Agreement
Meeting Date: October 28, 2019
Prepared by: Katie Koscielak, Project Manager
Reviewed by: Alyson Fauske, City Engineer
Attachments: Resolution
Background: The City of Shorewood applied to the Metropolitan Council Environmental
Services (MCES) for grant funding in 2017 with estimated project costs for public sanitary
sewer system improvements to reduce inflow and infiltration (I&I). The 2017 MCES
Municipal I&I Grant Program consisted of $8.739M in bonding bill funding for the purpose of
providing grants to municipalities for capital improvements to public infrastructure to mitigate
I/I. MCES identified the City of Shorewood as a contributor of excessive I/I, and eligible to
receive grant funding. Based on the estimated project totals, MCES determined the
estimated reimbursement to the City for eligible project expenses is $34,567.
Prior to November 1, 2019, the final project costs and documentation of work will be
submitted to MCES to determine the final grant funding.
Financial or Budget Considerations: The City of Shorewood will be submitting final
eligible project expenses totaling $43,172.44.
Options: Staff recommends that the Council consider the following actions:
1. Approve the attached resolution to Enter into a Grant Agreement Between the
City of Shorewood and the Metropolitan Council Environmental Services for the
Improvement of Publicly Owned Infrastructure.
2. Take no action at this time.
Recommendation / Action Requested: Staff recommends the City Council approve the
attached resolution to Enter into a Grant Agreement Between the City of Shorewood and
the Metropolitan Council Environmental Services for the Improvement of Publicly Owned
Infrastructure.as identified above.
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
RESOLUTIONS 19-098
A RESOLUTION TO ENTER INTO A GRANT AGREEMENT
BETWEEN THE CITY OF SHOREWOOD AND THE
METROPOLITAN COUNCIL ENVIRONMENTAL SERVICES FOR THE
IMPROVEMENT OF PUBLICALLY OWNED INFRASTRUCTURE
WHEREAS
, the 2017 Municipal I/I Grant Program consists of $8.739M in
bonding bill funding for the purpose of providing grants to municipalities for
capital improvements to public infrastructure to mitigate I/I; and
WHEREAS
, the MCES has identified the City of Shorewood as a contributor of
excessive inflow and infiltration to the MCES metropolitan sanitary sewer
disposal system and thus an eligible applicant for grant funds under the I/I
Municipal Grant Program; and
WHEREAS
, grant monies will be awarded to pre-approved municipalities for a
pre-determined amount up to 50% of the cost for eligible improvements
completed between May 31, 2017 and November 1, 2019; and
WHEREAS
, the City of Shorewood has submitted an application to the MCES for
grant funding for improvements to the publically owned sanitary sewer system to
reduce inflow and infiltration; and
WHEREAS
, the MCES has determined the amount available for reimbursement
to the City for eligible project expenses is $34,567; and
WHEREAS
, the eligible project expenses for grant funding based on final project
costs is $43,172.44; and
WHEREAS
, the MCES may allocate remaining funds proportionally to grant
participants, determined based on eligible project expenses submitted and
available remaining grant program funds.
NOW THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SHOREWOOD, MINNESOTA AS FOLLOWS:
1. The City of Shorewood has budgeted and completed the City’s portion
of the improvements as set forth in the agreement; and
2. The City Council agrees to enter into an agreement between the City
of Shorewood and the MCES for the work completed; and
3. The City Council hereby authorizes the City Administrator and the City
Clerk to enter into an agreement for and on behalf of the City of
Shorewood.
Passed by the City Council of Shorewood, Minnesota this 28th day of October
2019
Scott Zerby, Mayor
ATTEST:
Sandie Thone, City Clerk
#2F
MEETING TYPE
City of Shorewood Council Meeting Item
Regular
Title / Subject: 2019 Audit Engagement Letter
Meeting Date: October 28, 2019
Prepared by: Joe Rigdon, Finance Director
Reviewed by: Greg Lerud, City Administrator
Attachments: 2019 Audit Engagement Letter
Policy Consideration:
For Minnesota cities with over 2,500 in population, an annual financial statements audit in accordance
with generally accepted accounting principles is required.
Background:
The attached 2019 proposed audit engagement letter from Abdo, Eick & Meyers LLP (AEM) details the
audit objective, audit procedures, management responsibilities, and engagement-related
administration, fees and other.
The chart below details AEM base audit fees and Office of the State Auditor’s (OSA) reporting form fees
for the past several years. An overall increase of 2.2% has been proposed by AEM for 2019.
OSA
AuditAuditReporting
YearFeesFormTotalIncrease
2015$27,359$660$28,019
2016$28,112$680$28,7922.8%
2017$29,200$710$29,9103.9%
2018$29,750$750$30,5002.0%
2019 Proposed$30,400$775$31,1752.2%
Financial or Budget Considerations:
The proposed cost of the 2019 financial statement audit, including the 2019 Office of the State Auditor’s
reporting form is $31,175. The City’s 2020 proposed General Fund budget includes $32,000 for 2019
audit and related 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.
Options:
1.Authorize the signing and returning of the 2019 audit engagement letter.
2.Do not authorize the signing and returning of the 2019 audit engagement letter.
Recommendation / Action Requested:
Staff recommends that the City Council authorize the Finance Director to sign and return the 2019 audit
engagement letter.
Next Steps and Timeline:
If authorized, City personnel will confirm 2019 audit fieldwork dates in December 2019 and March 2020.
Connection to Vision / Mission:
The mandatory annual audit of the City’s financial statements is a component of sound financial
management.
October 15, 2019
Management, Honorable Mayor and City Council
City of Shorewood
Shorewood, Minnesota
We are pleased to confirm our understanding of the services we are to provide the City of Shorewood (the City) for the
year ended December 31, 2019. We will audit the financial statements of the governmental activities, the business-type
activities, each major fund and the aggregate remaining fund information, including the related notes to the financial
statements, which collectively comprise the basic financial statements of the City as of and for the year ended
December 31, 2019. Accounting standards generally accepted in the United States of America provide for certain required
the City
financial statements. Such information, although not a part of the basic financial statements, is required by the
Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the
basic financial statements in an appropriate operational, economic, or historical context. As part of our engagement, we
will apply certain limited procedures to the City
United States of America. These limited procedures will consist of inquiries of management regarding the methods of
the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We
will not express an opinion or provide any assurance on the information because the limited procedures do not provide us
with sufficient evidence to express an opinion or provide any assurance. The following RSI is required by U.S generally
accepted accounting principles and will be subjected to certain limited procedures, but will not be audited:
1)Manag
2)Schedule of Funding Progress, Employer's Share of Net Pension Liability and Employer's Contributions
We have also been engaged to report on supplementary information other than RSI that accompanies the City
statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the
financial statements and certain additional procedures, including comparing and reconciling such information directly to
the underlying accounting and other records used to prepare the financial statements or to the financial statements
themselves, and other additional procedures in accordance with auditing standards generally accepted in the United
States of America, and we will provide an opinion on it in relation to the financial statements as a whole, in a report
l statements:
1)Combining and Individual Fund Financial Statements and Schedules
The following other information accompanying the financial statements will not be subjected to the auditing procedures
applied in our audit of the financial statements, and ance on
that other information.
1)Introductory Section
2)Statistical Section
October 15, 2019
Page 2
Audit Objective
The objective of our audit is the expression of opinions as to whether your financial statements are fairly presented, in all
material respects, in conformity with generally accepted accounting principles and to report on the fairness of the
supplementary information referred to in the second paragraph when considered in relation to the financial statements as
a whole. Our audit will be conducted in accordance with auditing standards generally accepted in the United States of
America and will include tests of the accounting records and other procedures we consider necessary to enable us to
express such opinions. We will issue a written report upon completion of our audit of the City
report will be addressed to the City Council of the City. We cannot provide assurance that unmodified opinions will be
expressed. Circumstances may arise in which it is necessary for us to modify our opinions or add emphasis-of-matter or
other-matter paragraphs. If our opinions are other than unmodified, we will discuss the reasons with you in advance. If, for
any reason, we are unable to complete the audit or are unable to form or have not formed opinions, we may decline to
express opinions or may withdraw from this engagement.
Audit Procedures - General
An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial
statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to
be tested. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of
significant accounting estimates made by management, as well as evaluating the overall presentation of the financial
statements. We will plan and perform the audit to obtain reasonable assurance about whether the financial statements are
free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or
(4) violations of laws or governmental regulations that are attributable to the government or to acts by management or
employees acting on behalf of the government.
Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and because we
will not perform a detailed examination of all transactions, there is a risk that material misstatements may exist and not be
detected by us, even though the audit is properly planned and performed in accordance with U.S. generally accepted
auditing standards. In addition, an audit is not designed to detect immaterial misstatements, or violations of laws or
governmental regulations that do not have a direct and material effect on the financial statements. However, we will inform
the appropriate level of management of any material errors, fraudulent financial reporting, or misappropriation of assets
that comes to our attention. We will also inform the appropriate level of management of any violations of laws or
governmental regulations that come to our attention, unless clearly inconsequential. Our responsibility as auditors is
limited to the period covered by our audit and does not extend to any later periods for which we are not engaged as
auditors.
Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may
include tests of the physical existence of inventories, and direct confirmation of receivables and certain other assets and
liabilities by correspondence with selected individuals, funding sources, creditors, and financial institutions. We will
request written representations from your attorneys as part of the engagement, and they may bill you for responding to
this inquiry. At the conclusion of our audit, we will require certain written representations from you about the financial
statements and related matters.
Audit Procedures - Internal Control
Our audit will include obtaining an understanding of the government and its environment, including internal control,
sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and
extent of further audit procedures. An audit is not designed to provide assurance on internal control or to identify
deficiencies in internal control. Accordingly, we will express no such opinion. However, during the audit, we will
communicate to management and those charged with governance internal control related matters that are required to be
communicated under AICPA professional standards.
Audit Procedures - Compliance
As part of obtaining reasonable assurance about whether the financial statements are free of material
misstatement, we will perform tests of the City compliance with the provisions of applicable laws,
regulations, contracts, and agreements. However, the objective of our audit will not be to provide an
opinion on overall compliance and we will not express such an opinion.
October 15, 2019
Page 3
Other Services
We will also prepare a general ledger trial balance for use during the audit. Our preparation of the trial balance will be
limited to formatting information in the general ledger into a working trial balance. As part of the audit, we will assist with
preparation of your financial statements of the City in conformity with U.S. generally accepted accounting principles based
on information provided by you. We will also use the financial statements to complete the Office of the State Auditors'
Reporting Forms.
Management Responsibilities
You are responsible for designing, implementing and maintaining effective internal controls relevant to the preparation and
fair presentation of financial statements that are free from material misstatement, whether due to fraud or error, including
monitoring ongoing activities; for the selection and application of accounting principles; and for the preparation and fair
presentation of the financial statements in conformity with U.S. generally accepted accounting principles.
You are also responsible for making all financial records and related information available to us and for the accuracy and
completeness of that information. You are also responsible for providing us with (1) access to all information of which you
are aware that is relevant to the preparation and fair presentation of the financial statements, (2) additional information
that we may request for the purpose of the audit, and (3) unrestricted access to persons within the government from
whom we determine it necessary to obtain audit evidence.
Your responsibilities include adjusting the financial statements to correct material misstatements and confirming to us in
the management representation letter that the effects of any uncorrected misstatements aggregated by us during the
current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to
the financial statements taken as a whole.
You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for
informing us about all known or suspected fraud affecting the government involving (1) management, (2) employees who
have significant roles in internal control, and (3) others where the fraud could have a material effect on the financial
statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud
affecting the government received in communications from employees, former employees, regulators, or others. In
addition, you are responsible for identifying and ensuring that the government complies with applicable laws and
regulations.
You are responsible for the preparation of the supplementary information in conformity with U.S. generally accepted
accounting principles. You agree to include our report on the supplementary information in any document that contains
and indicates that we have reported on the supplementary information. You also agree to include the audited financial
statements with any presentation of the supplementary information that includes our report thereon. Your responsibilities
include acknowledging to us in the representation letter that (1) you are responsible for presentation of the supplementary
information in accordance with GAAP; (2) you believe the supplementary information, including its form and content, is
fairly presented in accordance with GAAP; (3) the methods of measurement or presentation have not changed from those
used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any
significant assumptions or interpretations underlying the measurement or presentation of the supplementary information.
With regard to the electronic dissemination of audited financial statements, including financial statements published
electronically on your website, you understand that electronic sites are a means to distribute information and, therefore,
we are not required to read the information contained in these sites or to consider the consistency of other information in
the electronic site with the original document.
You agree to assume all management responsibilities for financial statement preparation services and any other nonattest
services we provide; oversee the services by designating an individual, preferably from senior management, with suitable
skill, knowledge, or experience; evaluate the adequacy and results of the services; and accept responsibility for them.
October 15, 2019
Page 4
Engagement Administration, Fees, and Other
We may from time to time, and depending on the circumstances, use third-party service providers in serving your account.
We may share confidential information about you with these service providers, but remain committed to maintaining the
confidentiality and security of your information. Accordingly, we maintain internal policies, procedures, and safeguards to
protect the confidentiality of your personal information. In addition, we will secure confidentiality agreements with all
service providers to maintain the confidentiality of your information and we will take reasonable precautions to determine
that they have appropriate procedures in place to prevent the unauthorized release of your confidential information to
others. In the event that we are unable to secure an appropriate confidentiality agreement, you will be asked to provide
your consent prior to the sharing of your confidential information with the third-party service provider. Furthermore, we will
remain responsible for the work provided by any such third-party service providers.
We understand that your employees will prepare all cash, accounts receivable, or other confirmations we request and will
locate any documents selected by us for testing.
The audit documentation for this engagement is the property of Abdo, Eick & Meyers, LLP and constitutes confidential
information. However, subject to applicable laws and regulations, audit documentation and appropriate individuals will be
made available upon request and in a timely manner to any Regulator or its designee. We will notify you of any such
request. If requested, access to such audit documentation will be provided under the supervision of Abdo, Eick & Meyers,
LLP personnel. Furthermore, upon request, we may provide copies of selected audit documentation to any Regulator or
its designee. The Regulator or its designee may intend or decide to distribute the copies or information contained therein
to others, including other governmental agencies.
We expect to begin our audit in March 2020 and to issue our reports no later than June 30, 2020. Andrew K. Berg, CPA is
the engagement partner and is responsible for supervising the engagement and signing the report or authorizing another
individual to sign it.
Our fee for these services will be as follows:
Audit $ 30,400
2019 775
Total $ 31,175
You may also be billed for travel and other out-of-pocket costs such as report production, typing, postage, etc if not
included in the fee listed above. The fee is based on anticipated cooperation from your personnel and the assumption that
unexpected circumstances will not be encountered during the engagement. If significant additional time is necessary, we
will discuss it with you and arrive at a new fee before we incur the additional costs. Our invoices for these fees will be
rendered each month as work progresses and are payable on presentation. Amounts not paid within 30 days from the
invoice date will be subject to a late payment charge of .66 percent per month (8 percent per year). If for any reason the
account is turned over to collections, additional fees will be added to cover collections cost. In accordance with our Firm
policies, work may be suspended if your account becomes 60 days or more overdue and may not be resumed until your
account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be deemed to have been
completed upon written notification of termination, even if we have not completed our report. You will be obligated to
compensate us for all time expended and to reimburse us for all out-of-pocket costs through the date of termination. The
above fee is based on anticipated cooperation from your personnel and the assumption that unexpected circumstances
will not be encountered during the audit. If significant additional time is necessary, we will discuss it with you and arrive at
a new fee estimate before we incur the additional costs.
October 15, 2019
Page 5
Except in the event of your failure to make a payment when due, in the event of a dispute related in any way to our
services, our Firm and you agree to discuss the dispute and, if necessary, to promptly mediate in a good faith effort to
resolve. We will agree on a mediator, but if we cannot, either of us may apply to a court having personal jurisdiction over
us initiating
litigation. In order to allow time for the mediation, any applicable statute of limitations shall be tolled for a period not to
exceed 120 days from the date either of us first requests in writing to mediate the dispute. The mediation shall be
confidential in all respects, as allowed or required by law, except our final settlement positions at mediation shall be
n
the event you fail to make a payment for services or to reimburse for costs advanced by the Firm on your behalf, the Firm
reserves the right to take all legally permissible action, including commencement of litigation in lieu of mediation, and shall
have the rig
activities.
In connection with this engagement, we may communicate with you or others via email transmission. As emails can be
intercepted and read, disclosed, or otherwise used or communicated by an unintended third party, or may not be delivered
to each of the parties to whom they are directed and only to such parties, we cannot guarantee or warrant that emails
from us will be properly delivered and read only by the addressee. Therefore, we specifically disclaim and waive any
liability or responsibility whatsoever for interception or unintentional disclosure of emails transmitted by us in connection
with the performance of this engagement. In that regard, you agree that we shall have no liability for any loss or damage
to any person or entity resulting from the use of email transmissions, including any consequential, incidental, direct,
indirect, or special damages, such as loss of revenues or anticipated profits, or disclosure or communication of
confidential or proprietary information.
We have the right to withdraw from this engagement, at our discretion, if you do not provide us with any information we
request in a timely manner; refuse to cooperate with our reasonable requests or misrepresent any facts; we have reason
to believe you may have engaged, or may be planning to engage, in conduct that is unethical and/or unlawful; you engage
in conduct directed toward or affecting firm personnel that is disrespectful, inappropriate, and/or potentially unlawful; or we
determine that continuing the engagement is not in the best interests of the firm or threatens legal or reputational harm to
the firm. In the event of withdrawal under any of these circumstances, such withdrawal will release us from any obligation
to complete your report and will constitute completion of our engagement.
We appreciate the opportunity to be of service to the City and believe this letter accurately summarizes the significant
terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement
as described in this letter, please electronically sign this letter
Sincerely,
ABDO, EICK & MEYERS, LLP
Certified Public Accountants & Consultants
RESPONSE:
City of Shorewood
This letter correctly sets forth the understanding of the .
By:{{_es_:signer1:signature}}
Title: {{_es_:signer1:title}}
October 28, 2019
Mr. Greg Lerud
City Administrator
City of Shorewood
5755 Country Club Road
Shorewood, MN 55331
Re: Construction Pay Voucher No. 1 (Final) and
Final Project Close-Out Documents
2018 Sanitary Sewer Lining Project
Cities of Excelsior, Minnetrista, Shorewood, and Tonka Bay, MN
WSB Project Nos. R-013082-000, R-012956-000,
R-012957-000, and R-012958-000
Dear Mr. Lerud:
Please find enclosed Construction Pay Voucher No. 1 and final for the above-referenced project
in the amount of $184,118.95. The Shorewood portion due is $64,857.10, as shown below. This
final payment request represents all quantities completed and the release of the retainage on the
contract. The quantities completed have been reviewed and agreed upon by the contractor, and
we hereby recommend that the City of Shorewood approve Construction Pay Voucher No. 1 and
final for Visu-Sewer, Inc.
City TOTAL DUE TO DATE
City of Excelsior (Schedule A) $37,553.00
TOTAL EXCELSIOR $37,553.00
City of Minnetrista (Schedule B) $50,359.60
TOTAL MINNETRISTA $50,359.60
City of Shorewood (Schedule C) $64,857.10
TOTAL SHOREWOOD $64,857.10
City of Tonka Bay (Schedule D) $31,349.25
TOTAL TONKA BAY $31,349.25
Also enclosed is the documentation required for releasing final payment for the above-referenced
project as listed below:
1. Satisfactory showing that the Contractor has complied with the provisions of Minnesota
Statutes 290.92 requiring withholding state income tax (IC134 Forms).
2. Evidence in the form of an affidavit that all claims against the Contractor by reasons of
the Contract have been fully paid or satisfactorily secured (lien waivers).
3. Consent of Surety to Final Payment Certification
4. One-year maintenance bond.
K:\012958-000\Admin\Construction Admin\Pay Vouchers\PV #1 & FINAL\R-012958-000 CST LTR VO 1 & FNL CTY-g lerud-102819.docx
Mr. Greg Lerud
October 28, 2019
Page 2
Please keep one executed copy for your records, include one executed copy with the payment to
Visu-Sewer, Inc., and return one executed copy to our office for our file. If you have any questions
or comments regarding this voucher, please contact me at 763.287.8537. Thank you.
Sincerely,
WSB
Nick Preisler, PE
Project Manager
Attachments
cc: Sandie Thone, City of Shorewood
srb
K:\012958-000\Admin\Construction Admin\Pay Vouchers\PV #1 & FINAL\R-012958-000 CST LTR VO 1 & FNL CTY-g lerud-102819.docx
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 19-
A RESOLUTION ACCEPTING IMPROVEMENTS
AND AUTHORIZING FINAL PAYMENT FOR THE 2018 I&I ABATEMENT
PROJECT
CITY PROJECT 18-12
WHEREAS
, the City of Shorewood Council awarded the contract for the 2018
Inflow and Infiltration Abatement Project (City Project 18-12), on January 14,
2019 to Visu-Sewer, Inc.; and
WHEREAS
, the Contractor has completed the project work and has requested
City acceptance of the project and final payment for the work performed and
documented to date; and,
WHEREAS
, the City Engineer has made final inspection of the project and
recommends acceptance and final payment be made by the City.
NOW THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SHOREWOOD, MINNESOTA AS FOLLOWS:
The City hereby accepts the work completed pursuant to said contract and
authorizes final payment to the Contractor, and all warranties shall
commence as of the date of acceptance of the work, October 28, 2019.
Passed by the City Council of Shorewood, Minnesota this 28 th day of October
2019
Scott Zerby, Mayor
ATTEST:
Sandie Thone, City Clerk
City of Shorewood Council Meeting Item
2H
Title/Subject: Appointing Katriona Molasky as Planning Technician
Meeting Date: October 28, 2019
MEETING
Prepared By: Greg Lerud, City Administrator
TYPE
Reviewed By: Marie Darling, Planning Director
REGULAR
Background:
At its August 28, 2019 meeting, the City Council approved the Planning
Technician position description and authorized advertising for the opening. The city
received seven applications. Following interviews and reference checks, we are
pleased to recommend the council appoint Katriona Molasky to the position. Ms.
Molasky graduated this spring from the Humphrey School of Public Affairs with a
master’s degree in urban and regional planning and has experience with database
management. We are waiting for the criminal background check from South Lake
Minnetonka Police Department.
Financial or Budget Considerations:
Patti Helgesen announced her retirement
earlier this year, and although this is a full-time appointment, there are sufficient funds in
the budget, and the planning technician position was included in the 2020 preliminary
budget.
Recommended Action:
Motion to appoint Katriona Molasky to the position of Planning
Technician at an hourly salary of $28.20 with a six-month probationary period,
conditioned on an acceptable criminal background check being received.
Next Steps and Timeline:
Staff will notify the candidate and all applicants 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
CITY OF SHOREWOOD 5755 COUNTRY CLUB RD
PARK COMMISSION MEETING SHOREWOOD CITY HALL
TUESDAY, OCTOBER 8, 2019 7:00 P.M.
MINUTES
1. CONVENE PARK COMMISSION MEETING
Chair Mangold convened the meeting at 7:00 p.m.
A. Roll Call
;
Present: Chair Mangold, Hirner, and GallivanPlanning Director Darling
and Park and Recreation Director Twila Grout
Absent: Commissioners Vassar and Rock
B. Review Agenda
Gallivan moved to approve the agenda as written. Hirner seconded the motion. Motion
carried 3-0.
2. APPROVAL OF MINUTES
A. Park Commission Meeting Minutes of September 10, 2019
Hirner moved to approve the minutes of the September 10, 2019 meeting as written. Mangold
seconded the motion. Motion carried 3-0.
3. MATTERS FROM THE FLOOR
George Greenfield, 24715 Yellowstone Trail, asked the Park Commission to consider suggesting
to the Council that they purchase the land at the intersection of Yellowstone Trail and Seaman’s
Drive and extending to Eureka. He stated that it is a beautiful piece of property and he would like
the City to keep it as green space, not a formal park. He stated that, in his opinion, if the City can
subsidize two extremely profitable senior apartment buildings, the City can afford to purchase this
land. He stated that there may also be a way to work with a nature conservatory to preserve the
land. He explained that he would like there to be at least one significant open area preserved
within the City.
4. NEW BUSINESS - NONE
5. OLD BUSINESS
A. Discussion on the CIP
Chair Mangold noted that the updated CIP that included the recommendations made at the last
Park Commission meeting was in the meeting packet.
Planning Director Darling noted that the CIP includes the four priority projects that the Park
Commission wanted. She stated that they total $850,000 between now and the end of 2025. She
explained that there were a few programs that are considered maintenance that she feels are too
PARK COMMISSION MINUTES
TUESDAY, OCTOBER 8, 2019
3
PAGE 2 OF
large to be considered maintenance, so she included those as well. She stated that the Park
Commission only has financing for $650,000 through 2026 so staff will be applying for grants and
trying to find other sources of funding to complete these projects. She explained that she
accidentally reversed the priority of two of the projects when this was discussed at a Council work
session because she hadn’t gotten the minutes before she had to put the report together to
present, but noted that the current CIP reflects the desired priority from the Parks Commission.
Commissioner Gallivan stated that at the recent Council meeting where he had presented, there
was talk about wiping the CIP clean and starting fresh to see how that would turn out.
Planning Director Darling stated that is basically what was done because the Parks Commission
started from scratch and put their priorities together.
Commission Hirner asked what would happen if the grants or other funding do not come through.
Planning Director Darling stated that if funding cannot be found, projects will be delayed. She
stated that grant funding is generally done on an annual basis, so the City will start applying now
for projects that the City is hoping to complete next summer.
Mangold moved to recommend approval of the CIP to the Council, as presented. Gallivan
seconded the motion. Motion carried 3-0.
6. STAFF AND LIAISON REPORTS / UPDATES
A. City Council
1. South Shore Park Update
Planning Director Darling explained that the Council elected not to move forward with looking into
the sale of the South Shore Park land at this time. She stated that the Council felt that it was
better served as open space rather than being developed, at least in the short term.
Planning Director Darling gave an overview of the September 23, 2019 Council meeting as
reflected in the minutes.
B. Staff
1. Badger Park and Freeman Park Playground Updates
Planning Director Darling stated that at Badger Park, the shelter should be delivered and installed
next week if weather allows. She stated that the bathroom facility is underway and shouldn’t have
any weather delays. She stated that once the concrete work is completed the poured in place
rubber surfacing, seeding and landscaping can be completed. She stated that there are weather
concerns with the poured in place rubber because it cannot be installed if the overnight
temperatures are below 40 degrees. She stated that without a miracle the work for the poured in
place rubber will probably need to be done next spring.
Commissioner Hirner thanked Planning Director Darling for taking the time to meet with the
resident that is concerned about the path, the slope, and the proximity of the field.
Chair Mangold asked that Public Works take down the overhead branches that were broken and
are hanging over the trail that was just constructed at Badger Park.
PARK COMMISSION MINUTES
TUESDAY, OCTOBER 8, 2019
3
PAGE 3 OF
2. Cathcart Hockey Rink Painting Party Update
Parks and Recreation Director Grout stated that the painting party went well. She noted that there
were about 13 people working. She stated that they also decided to paint the port-a-potty
enclosure. She stated that Carlson Painting was a big help in this project.
7. ADJOURN
Gallivan moved to adjourn the Park Commission Meeting of October 8, 2019 at 7:25 p.m.
Hirner seconded the motion. Motion carried 5-0.
#8A
MEETING TYPE
City of Shorewood Council Work Session Item
Work Session
Title / Subject: Discuss Chaska Road Traffic Study
Meeting Date: October 28, 2019
Prepared by: Katie Koscielak, Project Manager
Reviewed by: Alyson Fauske, PE, City Engineer
Attachments: Chaska Road Traffic Study
The attached study contains traffic evaluations and recommendations based on the
observed conditions along Chaska Road between Trunk Highway (TH) 7 and TH 41. The
evaluation process focused on determining if and where traffic issues exist and if they could
be improved or eliminated by the application of alternative traffic improvements.
The primary purpose for the study is to document and review the existing conditions and to
identify volume and/or speed issues or concerns in the corridor. To prepare a study that
addresses the residents’ concerns, WSB collected updated traffic data and identified and
evaluated alternative traffic improvements/measures to improve the safety and operation on
the area streets.
Staff requests council direction as to what improvements, if any, are to be pursued.
Subsequently, the study will be shared with Chanhassen staff as the roadway extends to
TH 41 within the City of Chanhassen.
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
#8B
MEETING TYPE
Regular Meeting
City of Shorewood Council Meeting Item
Title / Subject: Drainage Structure Maintenance
Meeting Date: October 28, 2019
Prepared by: Katie Koscielak, Project Manager
Reviewed by: Larry Brown, PE, Public Works Director
Attachments: Resolution
Background:
This fall, Public Works staff identified 4 drainage structures within the City
requiring immediate attention prior to the winter to avoid a larger concern for vehicles and
pedestrians in the spring. The following structures have been identified as needing immediate
repair this fall:
1) Catch basin located on Sweetwater Curve between 19740 Sweetwater Curve and 19800
Sweetwater Curve.
2) Catch basin located on Near Mountain Boulevard between Chestnut Terrace and
Chestnut Court (east side).
3) Catch basin located on Near Mountain Boulevard at Whitney Circle (northeast corner of
the intersection).
4) Catch basin located at 5770 Brentridge Drive.
Staff met with Minger Construction Co. Inc. to review the condition of the structures. Following
the review of the structures, Minger Construction Co. Inc. provided a not to exceed quote of
$20,000 to repair the damaged structures prior to the snowfall. Due to the Contractor’s
experience in the community and availability to complete the work in a timely manner, the quote
to complete the improvements was solicited to Minger Construction Co. Inc. solely.
Financial or Budget Considerations:
Funding for the improvements will come from the City’s
Stormwater Management Fund. The City has budgeted $30,000 for drainage structure repairs
in 2019.
Options:
Staff recommends that the Council consider the following actions:
1. Approve the resolution accepting the quote and awarding the contract to Minger
Construction Co. Inc. for the Drainage Structure Maintenance improvements.
2. Reject quotes for the Drainage Structure Maintenance improvements.
3.
Take no action on this item at this time.
Recommendation
: Staff recommends the City Council approve the attached resolution
“Accepting Quote and Awarding the Contract for the Drainage Structure Maintenance
Improvements”
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
RESOLUTIONS 19-100
A RESOLUTION ACCEPTING QUOTE AND AWARDING CONTRACT FOR
THE DRAINAGE STRUCTURE MAINTENANCE IMPROVEMENTS
WHEREAS,
pursuant to an invitation to provide quotes for local improvements
designated as the Drainage Structure Maintenance Improvements, quotes were
received, opened, and tabulated according to law; and
WHEREAS
, due to the Contractor’s experience in the community and availability
to complete the work in a timely manner, a quote to perform the improvements
was solicited to Minger Construction Co. Inc. solely; and
WHEREAS,
the City Council has determined that Minger Construction Co. Inc. is
the lowest quote in compliance with the quote documents to complete the
improvements prior to the end of the 2019 construction season in the amount of
$20,000.
WHEREAS,
the Director of Public Works has reviewed said proposal and found it
.
to be in order
NOW THEREFORE
, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SHOREWOOD, MINNESOTA AS FOLLOWS:
1. The City Council and City Clerk of the City of Shorewood, Minnesota are
hereby authorized and directed to enter into a contract with Minger
Construction Co. Inc. in the name of the City of Shorewood.
Passed by the City Council of Shorewood, Minnesota this 28th day of October
2019
Scott Zerby, Mayor
ATTEST:
Sandie Thone, City Clerk
City of Shorewood
General Fund Statement of Revenues, Expenditures and Changes in Fund Balances
Through the Month Ended September 30, 2019 (Unaudited)
Prior
CurrentCurrentCurrent
FinalYear-to-DateYear-to-DateVarianceYear-to-Date
BudgetAmount% of BudgetWith FinalAmount
201909/30/1909/30/19Budget09/30/18
REVENUES:
$ 5,530,322$ 2,859,29451.7%$ (2,671,028)$ 3,257,352
Taxes
Licenses and Permits 232,225 403,409173.7% 171,184 381,598
Intergovernmental 152,100 100,27965.9% (51,821) 100,877
Charges for Services 53,885 64,009118.8% 10,124 51,001
Fines and Forfeitures 60,000 44,74474.6% (15,256) 44,484
Special Assessments - 6,516N/A 6,516 1,928
Miscellaneous 220,000 194,78488.5% (25,216) 176,174
Total Revenues 6,248,532 3,673,03558.8% (2,575,497) 4,013,414
EXPENDITURES:
Current:
General Government 1,430,985 1,069,01274.7% (361,973) 993,802
Public Safety 2,271,951 2,144,55794.4% (127,394) 2,027,624
Public Works 1,102,175 715,429 64.9% (386,746) 707,847
Parks and Recreation 328,532 173,49652.8% (155,036) 183,408
Total Expenditures 5,133,643 4,102,49479.9% (1,031,149) 3,912,681
Excess of Revenues
Over (Under) Expenditures 1,114,889 (429,459)-38.5% (1,544,348) 100,733
OTHER SOURCES (USES):
Transfers In 25,000 25,000100.0% - 25,000
Transfers Out (1,186,305) (1,646,305)138.8% (460,000) (1,163,895)
Total Other Sources (Uses) (1,161,305) (1,621,305)139.6% (460,000) (1,138,895)
Excess of Revenues & Other Sources
Over (Under) Expenditures & Other Uses (46,416) (2,050,764)4418.2% (2,004,348) (1,038,162)
FUND BALANCES:
January 1 4,419,413 - 4,162,048
September 30$ 2,368,649$ (2,004,348)$ 3,123,886
BalanceBalance
20192018
CASH:
$ 4,286,039$ 4,026,374
January 1
(1,933,636) (921,227)
Increase (Decrease) in Cash
September 30$ 2,352,403$ 3,105,147
City of Shorewood
General Fund Statement of Expenditures and Other Uses by Program/Department
Through the Month Ended September 30, 2019 (Unaudited)
CurrentCurrentCurrentPrior
FinalYear-to-DateYear-to-DateVarianceYear-to-Date
BudgetAmount% of BudgetWith FinalAmount
201909/30/1909/30/19Budget09/30/18
EXPENDITURES:
Current:
General Government
Council 84,100 56,63167.3% (27,469) 54,437
Administration 492,899 349,80171.0% (143,098) 318,097
Elections - -N/A - 6,714
Finance 198,329 146,00873.6% (52,321) 135,937
Professional Services 251,500 202,38880.5% (49,112) 157,438
Planning 221,657 162,65073.4% (59,007) 174,668
Municipal Buildings 182,500 151,53483.0% (30,966) 146,511
Total General Government 1,430,985 1,069,01274.7% (361,973) 993,802
Public Safety
Police Protection 1,481,949 1,274,78886.0% (207,161) 1,247,003
Fire Protection 651,969 678,797104.1% 26,828 651,925
Protective Inspections 138,033 190,972138.4% 111,749 128,696
Total Public Safety 2,271,951 2,144,55794.4% (68,584) 2,027,624
Public Works
City Engineer 89,500 47,150 52.7% (42,350) 50,594
Public Works Service 911,296 572,540 62.8% (338,756) 554,052
Ice and Snow Removal 101,379 95,739 94.4% (5,640) 103,201
Total Public Works 1,102,175 715,429 64.9% (386,746) 707,847
Parks and Recreation
Park Maintenance 265,316 128,56248.5% (136,754) 143,924
Recreation 63,216 44,93471.1% (18,282) 39,484
Total Parks and Recreation 328,532 173,49652.8% (155,036) 183,408
Total Expenditures 5,133,643 4,102,49479.9% (972,339) 3,912,681
OTHER USES:
Transfers Out:
Southshore Center - Building 32,300 49,800 154.2% 17,500 38,000
Southshore Center - Operations 70,000 70,000 100.0% - 70,000
EDA Debt City Hall 92,005 92,005 100.0% - 93,895
Equipment Replacement 140,000 172,500 123.2% 32,500 135,000
Street Improvements 810,000 810,000 100.0% - 785,000
Park Capital 42,000 222,000 528.6% 180,000 42,000
Storm Water - Manor Pond - 230,000 N/A 230,000 -
Total Transfers Out 1,186,305 1,646,305138.8% 460,000 1,163,895
Total Expenditures & Other Uses 6,319,948 5,748,79991.0% (512,339) 5,076,576