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03-23-20 CC Reg Mtg Agenda Packet 2A CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL WORK SESSION MEETING COUNCIL CHAMBERS MONDAY, MARCH 9, 2019 6:00 P.M. MINUTES 1. CONVENE CITY COUNCIL WORK SESSION MEETING Mayor Zerby called the meeting to order at 6:02 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Johnson, Labadie, Siakel, and Sundberg; City Administrator Lerud; Finance Director Rigdon; Planning Director Darling; Director of Public Works Brown; and, City Engineer Budde Absent: None B. Review Agenda Sundberg moved, Siakel seconded, approving the agenda as presented. Motion passed 5/0. 2. Capital Improvement Plan City Administrator Lerud stated that one of the first tasks assigned to City Engineer Budde was to take a look at the CIP. He stated that the goal was develop a realistic CIP for the City. City Engineer Budde explained that they pulled together as much information as they could. He explained how they broke down the CIP to look at one street project per year. He reviewed how they looked at the projects as sort of “painting your way out of a room” so they were not turning around and creating problems elsewhere. He noted that through the Western Shorewood Drainage study there were a number of projects that rose to the forefront. He stated that they also broke down the costs into how the City can pay for them since the City does not do assessments. He noted that there are a few projects that the Council has not seen before including Lafayette Avenue and the signal system at Highway Seven and Old Market Road. Councilmember Johnson stated that there was a SeeClickFix regarding Strawberry Lane that had a response by Public Works Director Brown. He stated that the response stated that Strawberry Lane was now going to be done in 2025 and he fielded many calls from people in the neighborhood contacting them. He stated that people moved into the neighborhood around 2013 and what they all heard around that time was that the next sidewalk that would be going in was going to be Strawberry Lane. He stated that he is frustrated that this has been pushed out as far as 2025 even though he understands some of the reasons for the delay. He stated that he would like to have a discussion about ways to finance and expedite some of these projects that have been delayed. Councilmember Siakel stated that she can understand Councilmember Johnson’s frustration but she is in favor of putting together a plan that the City can implement. Councilmember Sundberg stated that it feels like there will need to be a reality check with the residents. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES MARCH 9, 2020 Page 2 of 7 Councilmember Siakel stated that she did not think the City was ignoring the streets or the infrastructure, it just seems like they are deteriorating faster. Councilmember Labadie stated that she shares Councilmember Johnson’s concern and noted that she feels Strawberry Lane is unique because it was slated as the “next trail project” and has been out there for a long time. She stated that it has been pushed out for a long time, the City told the residents that this would happen and yet it continues to be bumped out. She noted that she feels it brings into question the credibility of the Council. Councilmember Siakel stated that it looks as though the City may be able to borrow money pretty inexpensively because of the falling interest rates. She stated that she is not an expert in this area, but believes it may make sense for the City to take advantage and get some of these projects done. Councilmember Johnson stated that he had just sent an e-mail with that same idea to City Administrator Lerud and wanted the Council to discuss the possibilities. He stated that he also thinks the Council needs to take a line by line look at the CIP and see which ones are truly the priorities. He stated that the Beverly Drive wetland issue is on the list but questioned whether this is the City stepping in to fix something that failed on a private property. Public Works Director Brown stated that he has had this discussion with City Attorney Keane. He stated that this started when it was thought there was an obstruction in the public right-of-way. He explained that City Attorney Keane has always told him what is in the public right-of-way always belongs to the City. He stated that he was also told that then the City has the responsibility for maintaining it and once it is maintained the question becomes whether it is private or public. Councilmember Siakel stated that she had a conversation with a resident about the flooding issue in this area and what it will cost to fix it. Public Works Director Brown stated that as far as prioritizing projects, he thinks what is driving it is the desire from Council and residents is for a trail on Strawberry, but the hurdle becomes the stormwater aspect and the land acquisition. He stated that there will be a significant amount of right-of-way costs involved. Councilmember Johnson expressed frustration because the residents were told that the land acquisition would happen in 2019. Councilmember Siakel asked why the City cannot ask the landowners to donate the land in order to put in the trail. Public Works Director Brown stated that the surveying is done and the encumbrances report has been started. He stated that the City can push those, but he isn’t sure what would get bumped out. Shannon Sweeney, David Drown and Associates, stated that they do not own crystal balls, but noted that the City could probably take advantage of lower interest rates right now and do a little bit more projects. He stated that he does not know how long these lower rates will last, but it is definitely cheaper right now. Councilmember Johnson asked if the pond on Smithtown was the key lynch pin. City Engineer Budde stated that it would be that and some connecting storm sewer projects. Councilmember Johnson stated that he would like to see the City start there and then start branching out. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES MARCH 9, 2020 Page 3 of 7 Public Works Director Brown stated that the Minnehaha Creek Watershed District will require some sort of retention for the addition of the trail and the enlargement of the road footprint. The Council discussed the issues with roads and drainage in the City and discussed ways to finance some of these projects. There was a Consensus that the City should try to take advantage of the low interest rates and get some of these projects done. City Engineer Budde stated that he thinks the earliest the City could deliver this project would probably be 2022 because there is still a lot of background process that needs to happen first. Councilmember Sundberg stated that at least steps are being taken, so that should help communicate to the residents that this is moving forward. Councilmember Labadie stated that unless aggressive or quick steps are taken, she is not sure that it will be successfully communicated that the City is really moving forward because she feels the City has lost its credibility. Councilmember Siakel stated that she does not feel that way because she thinks the Council is just doing their job. She stated that things that have come up that have been unpredictable and does not feel the Council has acted inappropriately or without credibility. City Administrator Lerud noted that another difference is that five years ago the Council did not understand the stormwater situation like it does now. He stated that the plans to put in a sidewalk on Strawberry Lane had also hinged on the school participating who then ultimately decided that they did not want to be involved. Councilmember Johnson stated that everyone sitting at this table understands all the reasons that the project has been pushed out, however, the problem is that perception is reality. He stated that the sooner the public sees a design of a stormwater pond with a trail through it the better because it will be something the public can see and digest. Councilmember Siakel asked what the next step will be. City Administrator Lerud stated that staff understands staff direction regarding front loading this work. He noted that some of the pond work projects will have to be a separate bond because they are not eligible for the street reconstruction bond programs. He stated that he thinks City Engineer Budde’s timeline guess was probably pretty accurate. City Engineer Budde stated that it is possible that construction could start in late 2021 and noted that the first thing they would have to do is get rid of fifty thousand yards of soil. Mayor Zerby asked what the City will do for the rest of the roads, such as Manor Road, and asked if it was just going to be Band-aids. City Administrator Lerud stated that what was not included in tonight’s information was a list of the other streets. He explained that the finance plan is for every other year to have a five-hundred-thousand-dollar project planned from now through 2030 that will take care of the non-reconstruction roads that can get by with an overlay so the City stays on top of them. He stated that the other roads have not been abandoned, they just have not identified yet. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES MARCH 9, 2020 Page 4 of 7 Mayor Zerby asked when that information would be able to be presented so people know. City Administrator Lerud stated that he would think it could be presented in a few months. He stated that they were concentrating on these costs because they are the driver of everything. Councilmember Siakel asked what was going on with Manor Road and Knight’s Bridge. She asked if the road just deteriorated faster than expected. She stated that the e-mails got a bit long and confusing. Public Works Director Brown stated that he needs to look into it further. He stated that he did some cold patching in the area, but he would like to take a detailed looked because that road has been overlaid at least once. He stated that there are a few areas that are particularly rough in that area and noted that he is a bit puzzled by it. Mayor Zerby suggested reaching out to Deephaven to see where this area falls within their CIP. Councilmember Johnson noted that he had reached out to one of their Councilmembers and asked about their plans. Public Works Director Brown stated that he believes the City can probably do a thicker overlay in this area to buy more time. City Engineer Budde asked if the Council had any other ideas of projects that would be a lower priority. Councilmember Johnson stated that he has another project that he believes should be a higher priority, which is the Freeman Park outlet. He stated that he feels that would be a quick project that would give the City lots of bang for its buck. City Engineer Budde explained that if the City did that project before it did the Smithtown Pond, it would send more water to the pond before it was built, so staff changed the order so the Smithtown Pond would be built first. He stated that the projects will basically happen at the same time, but he felt it was important to get the downstream stuff taken care of first. Public Works Director Brown asked if the Council was getting feedback regarding other roads that are not on the list. Councilmember Siakel stated that she has received positive comments regarding the resurfacing of Birch Bluff. Public Works Director Brown asked the Council if there were projects on the list that they would have trouble justifying or would want to see bumped later. Councilmember Johnson stated that he almost feels as though the Badger Park tennis courts should be taken off of this list because it comes from a completely separate budget. City Administrator Lerud stated that it does have a completely separate budget and noted that it was included here just so there was a record of all the projects. Councilmember Johnson expressed concern about the optics of making it look like the tennis courts are sixth in line on the list of projects even though there are a lot of major issues with the roads in the City. Councilmember Siakel stated that the common theme is water in most of these projects and feels that has changed dramatically over the last ten years. Mayor Zerby asked about the 2024 mill and overlay and striping because it does not have a road attached to it. City Engineer Budde explained that this was the five-hundred thousand dollars that will occur every two years in order for the City to do some mill and overlay projects throughout the City. He noted that it will show up on the list every two years beginning in 2022. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES MARCH 9, 2020 Page 5 of 7 Councilmember Siakel asked if the Council would make a decision each year as to how much the City will bond. City Administrator Lerud stated that until now, there has not been a really solid plan for the CIP for financing behind it. He agreed that the Council will look at bonding and noted that there will be a few projects that will be eligible for outside financing. Councilmember Johnson stated that he would like to see the City contact the school district again about possibly participating in the project and knows that one suggestion was to assess them if they did not want to participate. Councilmember Labadie stated that the last time they reached out to the school district, it was just a meeting with Principal Dennis Peterson. She suggested that perhaps the City should cast a wider net and include members of the school board. Councilmember Johnson stated that student safety is now one of their goals, so starting the meeting with that goal may create a different outcome. He stated that he would be happy to attend that meeting. Mayor Zerby stated that he thinks the City needs to have a good story to tell because he does not feel they really understood what the benefit would be to the school district during the last discussions. Councilmember Labadie stated that there is also the new development in Chanhassen that was not there the first time this was discussed which is full of young kids, which will make a difference. She stated that perhaps the City also includes Chanhassen in this discussion because of that development. City Engineer Budde explained that the Safe Routes to School requires there to be a larger, almost community-wide consensus on the projects in order to be approved. City Administrator Lerud stated that it may be a good idea to reach out to these entities and see what happens. Mayor Zerby stated that there are eight projects listed for 2020 and asked if that was a realistic goal since it is already March. City Engineer Budde gave an overview of the planned projects and how easy they will be to complete. Mayor Zerby asked that City Engineer Budde put together a more detailed look at where the City is and the different stages of these projects so it is easier to understand. Councilmember Sundberg asked if there should be a City-wide communication to help educate the residents. City Engineer Budde stated that he believes that should be part of the process. Councilmember Sundberg stated that she did not necessarily mean project specific education but something that would help the more general sense of ignorance about what goes on with road projects and what has to happen for them to move forward. Councilmember Johnson stated that the open houses that were done with Glenn Road seemed to be the most effective way of communicating with residents. He stated that he would be in favor of holding an open house and discuss the overall ten-year plan to discuss with residents. City Administrator Lerud stated that this has been discussed but the fear is that if the City invites all 1,200 residents and even just half of them show up, there is not a facility that can handle that volume of people. He stated that it would have to be done as a series of meetings and the City broken up on partitions in order to accommodate the people. Mayor Zerby stated that he thinks it has been very confusing for residents because they were given a 25-year plan for the roads and told when their street would be done and then things changed. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES MARCH 9, 2020 Page 6 of 7 Public Works Director Brown stated that having Bolton and Menk go through the CIP has been good and noted that this is the best staff has ever felt about the CIP. He stated that the Council discussed the CIP at the retreat and there is also buy in from staff to have the stability within the CIP so the City can also look at the finance plan and communicate this information to the residents. He stated that if the street ratings and the finance plans can be shared with residents it will help explain to them why their road is or is not included in the priority plans. Councilmember Sundberg asked why Public Works Director Brown stated that he feels better about this CIP as compared to past years. Public Works Director Brown stated that in the past, it seems as though the City was operating in a reactive mode. He explained that this year it was more comprehensive and all the pieces have been put together up front, including finances. He stated that this will allow the City to do some preventive work rather than reactive work. He stated that having a CIP that both staff and Council agree on and feel strongly about will help and also make the communication process easier. Councilmember Sundberg stated that she is not sure she believes that this CIP is really something different than the City has had in years past. Public Works Director Brown asked what her reservations were with this CIP. Councilmember Sundberg stated that she is basing her opinion on this history and the track record with past CIPs. Councilmember Siakel stated that she does not think anyone on the Council would have thought that stormwater was going to have as large of an effect on the City as it has over the last ten years. She stated that she thinks the City has now finally taken a bigger picture look and a more comprehensive idea of what needs to be done and is breaking it down into steps. Public Works Director Brown stated that the plans will need to be adjusted, as needed, but reiterated that he feels good that there is a realistic plan. Councilmember Johnson asked if the Council should identify which projects they will should be inflexible about and that they believe have to happen. Public Works Director Brown stated that would be a good idea. Councilmember Siakel stated that he thinks that Finance Director Rigdon has done a great job because he has come and looked at the big picture. She stated that she thinks staff, overall, has sharpened their pencil and done a better job. City Administrator Lerud stated that he thinks staff has gotten a good read on which projects the Council wants to take priority. He stated that one of the next things will be to hold a public hearing on the reconstructive bond and the street program which will happen at the end of April. Mayor Zerby asked that the CIP be posted on the website and clearly marked as a draft in order for people to see what is being talked about. He asked that the acronyms be clearly spelled out to avoid confusion for residents. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES MARCH 9, 2020 Page 7 of 7 3. ADJOURN Johnson moved, Labadie seconded, Adjourning the City Council Work Session Meeting of March 9, 2019, at 7:02 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 MONDAY, MARCH 9, 2020 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Zerby called the meeting to order at 7:04 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, City Engineer Budde Absent: None B. Review Agenda Johnson 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 of February 24, 2020 B. City Council Regular Meeting Minutes from February 24, 2020 C. Approval of the Verified Claims List Motion passed 5/0. 3. MATTERS FROM THE FLOOR Jay Johnson, 7496 Saratoga Street, Chanhassen, stated that he was here representing American Promise West Metro. He distributed invitations to the Council to their meetings where their goal is to get big money out of politics. He explained that their first meeting will be on March 31, 2020 and noted that residents and elected officials are welcome to attend. Steven Farnas, 5445 Timber Lane, stated that he would like to talk to the Council about a few of the permits that he has for a raft and a few buoys. He stated that they have had them for the past sixteen years and were recently renewed by the water patrol. He stated that the permit is good for three years and is was renewed in May of 2019. He noted that early last summer he was CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES MARCH 9, 2020 Page 2 of 5 visited by a water patrol representative who told him he had to remove the raft and buoys because they were a hazard navigation. He showed the representative his permit and who expressed surprise by the fact that he had a permit. He stated that this representative came back later with the new head of the water patrol and they repeated that the raft and buoys had to be removed even though were within the dock use area. He stated that he showed them the permits and the envelope that the permits were sent in and in the end, he was issued a ticket. He explained that the ticket was not prosecuted but he received a letter that basically stated that he would have to reapply this spring just one year after the last permit was issued. He stated that he feels this situation warrants placement on the LMCD agenda for further discussion. He noted that the LMCD does not enforce DNR regulations on the lake. He asked that the Council direct Debra Zorn to place this on the agenda for the LMCD. Councilmember Siakel stated that she lives on the lake and has also had buoys and swim rafts that they have used and gotten permits through the water patrol as well. She asked if they had come out to inspect and if there was a record of the inspections. Mr. Farnas stated that they came out about three years ago because of a complaint from a neighbor and everything passed inspection at that time and noted that someone had to sign off on his permit last year. He stated that they suggested that he may want to be a “good neighbor” and move the things that are in his docking area, which he did not do. He stated that he knows that they have inspected it at least three times. He stated that the water patrol is there to enforce the rules set forth by the LMCD, not to tell the LMCD what to do. He reiterated that he would like the Council to direct Debbra Zorn to put this discussion on the LMCD agenda. 4. PUBLIC HEARING - NONE 5. REPORTS AND PRESENTATIONS A. Laura Hotvet, Director of Excelsior – Lake Minnetonka Chamber Laura Hotvet stated she is here with Jen Weiss who is the marketing and membership director at the Lake Minnetonka Chamber to give an update to the City. Ms. Weiss gave a brief overview of the community guide that is put together by the Chamber that includes the Chamber members and things to do in the area. She gave examples of where they have distributed the community guides and noted the locations where they are available. She gave an overview of the upcoming Luck of the Lake event which will take place on Saturday. Ms. Hotvet gave a brief presentation on the Excelsior-Lake Minnetonka Chamber and what they do. She stated that their mission is to create a positive and thriving environment for the Lake Minnetonka area through actively promoting a prosperous business climate, collaborating with community organizations, and engaging with residents and visitors. She explained that they are the leading advocate for businesses and Chamber members both locally and regionally. She reviewed the values and noted that they currently have two-hundred forty-seven members. She gave examples of some of their community engagement activities. She noted that the City of th Shorewood has been a huge supporter especially of the Lake Minnetonka 4 of July event. She stated that they are working on creating an arm of their organization to meet the needs of the visitors to the area. Councilmember Sundberg asked if the events were a big success for the downtown businesses. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES MARCH 9, 2020 Page 3 of 5 Ms. Hotvet stated that she feels it is the Chamber’s job to get people to the front doors of the businesses and it is the businesses job to pull them inside. She stated that, in general, she feels these events draw people to the area. Councilmember Johnson asked Ms. Weiss what the dog derby did in terms of driving business to the area for that weekend. Ms. Weiss stated that almost every business reported that it was their best day for the winter season and in some cases, the year. Mayor Zerby stated that there are sponsorships for different events and noted that the City is in the platinum category for donating and asked how many other entities are in the platinum category. Ms. Weiss stated that there are five platinum level sponsors for 2019. Mayor Zerby stated that usually sponsorship levels come with different benefits and asked what the City received for being a platinum member. Ms. Weiss explained that it got the City six specific social media posts, a banner that is 9 x 3.5 on the website and handouts. Mayor Zerby asked if the banners were only for platinum members because he noticed that the City of Excelsior has a banner and they are not a platinum member. Ms. Weiss stated that they have a banner because of the memo of understanding (MOU) they have with the City of Excelsior. Mayor Zerby stated that the City does not have a MOU which places us at a disadvantage since the events take place in Excelsior. He stated that he would like to see the platinum membership provide more of a benefit to the City and suggested naming some of the mini-events for the City, such as the Shorewood Ice Cream Social, the Shorewood 2K, or somehow involving the Shorewood Community and Event Center. He stated that the City contributes a significant amount of money and would like there to be more benefit to the City for our participation level. Ms. Weiss stated that she would like to know what some of the goals are for the City for things like the Shorewood and Community Event Center because then they could help find ways to elevate them. Ms. Hotvet stated that they are planning to have a conversation with Park and Recreation Director Grout on ways to work together on some of the events such as Music in the Park and Movie in the Park. Councilmember Labadie stated that she, Park and Recreation Director Grout and Ms. Hotvet had a brainstorming session last week. She noted that they had discussed partnering with the Chamber to utilize some of the City parks or land for new events or using existing events but bring in a Chamber presence. Councilmember Labadie noted that during the discussion, Ms. Hotvet pointed out that the Luck of the Lake tent party is truly for all ages and is not just a beer tent, which is a common misconception. 6. PARKS - NONE 7. PLANNING - NONE 8. ENGINEERING/PUBLIC WORKS A. Authorization to Prepare Feasibility Report and Preliminary Design for the Mary Lake Outlet Project, City Project 19-09 City Engineer Budde stated that over the last 20 years the City has been required to pump water out of land locked Mary Lake to help reduce the risk of property damage to area residents. He CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES MARCH 9, 2020 Page 4 of 5 gave a brief overview of the history of pumping and explained that the City has been consulting with Barr Engineering about concepts and ways to address this issue. He stated that their recommendation was to directionally drill an eight-inch diameter pipe that would allow the pipe to discharge from the north end of Mary Lake to Studer Pond in Excelsior. He noted that they are proposing to do a topographical study, evaluate the soil conditions, and identify any easement needs. He stated that the plan is to conduct the survey in early spring and hold a public hearing at the end of April. Councilmember Siakel noted that the Council discussed this in great detail during a previous work session. Siakel moved, Sundberg seconded, Adopting RESOLUTION NO. 20-023, “A Resolution to Prepare Feasibility Report and Preliminary Design for the Mary Lake Outlet Project, City Project 19-09.” Motion passed 5/0. B. Authorization to Prepare Feasibility Report and Preliminary Design for the Beverly Drive Wetland Project, City Project 20-03 City Engineer Budde explained that this project is very similar to the Mary Lake project but noted that this basin has existing tile in it that has deteriorated over time. He stated that the City has performed maintenance on the tiles that are located in the right-of-way and has assumed some ownership responsibility for the tile. He stated that the tile is crushed and is causing high waters in the basin south of Beverly Drive and is threatening some structures and property and causing issues west of Cajed Lane including the cemetery. He stated that the recommendation is to replace the eight-inch tile and provide an outlet for the basin west of Cajed Lane. Mayor Zerby noted that this issue was also discussed thoroughly at a previous work session. Sundberg moved, Siakel seconded, Adopting RESOLUTION NO. 20-024, “A Resolution to Prepare Feasibility Report and Preliminary Design for the Beverly Drive Wetland project, City Project 20-03” Motion passed 5/0. 9. GENERAL/NEW BUSINESS - NONE 10. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Shorewood Community and Event Center Year End Report Park and Recreation Director Grout gave a brief overview of the rentals, revenues and expenditures for 2019 compared to 2018. She stated that summer rentals have been low but she is hoping to garner interest for things like weddings, family reunions and graduations. She reviewed some of the facility improvements that took place in 2019 and noted that they had been well received. Councilmember Sundberg asked about the marketing budget. City Administrator Lerud stated that they planned to spend about $5,000 this year and noted that a lot of it will be spent on electronic advertising. He stated that in preparation for 2021, staff will have more fully thought through how they would like to advertise in the future. Councilmember Labadie stated that the report showed that pamphlets were sent out to area sports organizations CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES MARCH 9, 2020 Page 5 of 5 and asked if any sports organizations have utilized the facility. Park and Recreation Director Grout stated that lacrosse has rented it a few times. Councilmember Labadie suggested re- marketing it back to the sports organizations now that the fields are open. Mayor Zerby suggested connecting with the Chamber to touch base with some of the people who come out to the Farmers Market about some possible use for the commercial kitchen. Park and Recreation Director Grout stated that she has already had conversations with the Chamber about collaborating on some ideas for Apple Days. Mayor Zerby stated that he feels the website is looking a little dated and could use some updating. Other Public Works Director Brown stated that they have been very busy filling pot holes. He expressed appreciation from the whole Public Works Department to the Council for the recent purchase of a bucket truck and explained how it will make a huge difference in their operations. Mayor Zerby noted that Excelsior has started their street sweeping and hydrant flushing. He stated that normally the City does that later in the season and asked if it may be a good idea to get started sooner. Public Works Director Brown explained the reasons that the City usually waits a bit later in the season to begin, including the fact that the weather may change and require dropping sand on the streets so sweeping the streets may be premature. He stated that the street sweepers are also a heavy vehicle and they don’t want to damage the streets. Finance Director Rigdon noted that the annual audit is being conducted this week. City Administrator Lerud asked the Council if there was anything they would like him to do regarding Mr. Farnas’ request from earlier in the meeting. Mayor Zerby stated that he had spoken with Debra Zorn and her feeling was that there has been a bit of a change in the sheriff’s office and the leadership. City Administrator Lerud asked if the LMCD had a “matters from the floor” section of their meetings. He stated that he will check and will encourage Mr. Farnas to attend that meeting and get this issue in front of the LMCD. B. Mayor and City Council Mayor Zerby stated that the Mayor’s Forum will be held March 12, 2020 at the Shorewood Community and Event Center and include mayors from the five cities surrounding Shorewood. 11. ADJOURN Labadie moved, Johnson seconded, Adjourning the City Council Regular Meeting of March 9, 2020, at 8:04 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: March 23, 2020 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. 66026-66051 & ACH 470,046.13 Total Claims $470,046.13 We have also included a payroll summary for the payroll period e March 15, 2020. Financial or Budget Considerations: These expenditures are reasonable and necessary to provide servi budgeted and available for these purposes. Options: The City Council may accept the staff recommendation to pay thes expenditure it deems not in the best interest of the city. Recommendation / Action Requested: Staff recommends approval of the claims list as presented. 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Our fifth Precinct currently has no voters. The PNP was administered at the following four precincts open for Election Day Voting:  Precinct 1: LaBore Residence at 4445 Enchanted Point  nd Precinct 2: Minnewashta Church at 26710 West 62 Street  Precinct 3: Shorewood Community & Event Center at 5735 Country Club Road  Precinct 4: Excelsior Covenant Church at 19955 Excelsior Blvd In addition, the City administers Absentee (Early) Voting at City Hall during regular business hours, extended hours in the week leading up to Election Day. The early voting period for the PNP ran from January 17, 2020 through March 2, 2020 in which February 25 through March 2 was Direct Balloting (where the voter feeds their ballot directly into the Ballot Counter). Shorewood processed a total of 154 Absentee Ballots during this period as follows: Precinct 1: 0 Absentee Ballots Precinct 2: 48 Absentee Ballots Precinct 3: 50 Absentee Ballots Precinct 4: 56 Absentee Ballots Total: 154 Absentee Ballots Voters registered at 7:00 a.m. the day of the PNP were as follows: Precinct 1: 154 Registered Voters Precinct 2: 1672 Registered Voters Precinct 3: 1656 Registered Voters Precinct 4: 2099 Registered Voters Total: 5581 Registered Voters at 7:00 a.m. on Election Day Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 ELECTION JUDGES PRECINCT 1 PRECINCT 2 Carla LaBore Jane Stein Lori Schuenke Ralph Ballard Michael McDonald Nate Schilling Pamela McDonald Miechelle Norman Shannon Emil Jerry Brecke Carol Paulsen Lois Berg Court Queen Annie Paul PRECINCT 3 PRECINCT 4 Laurie Sacchet Marlys Bucher Ken Huskins Roxanne Martin Claudia Ringate Phyllis Skinner Catherine DeMars Elaine Love Karen Boynton Gordon Levack Marilyn Gagne Karen Petron Marianne Kilker Nancy Anderson Matthew Wells Elizabeth Grover Jeanne Schwartz Anne River’s Ditsch Patricia Hauser Karen Lane Joanne Schmid Action Requested: No action – Informational Purposes Only Connection to Vision/Mission : Consistency in providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, MARCH 10, 2020 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Commissioner Gallivan convened the meeting at 7:00 p.m. A. Roll Call ; Present: Commissioners Vassar, Hirner, Gallivan and SchmidCity Council Liaison Sundberg; Park and Recreation Director Grout Absent: Commissioner Mangold B. Review Agenda There was a general consensus to approve the agenda, as presented. C. Introduction of New Park Commissioner Joanne Schmid Commissioner Schmid introduced herself and stated that she had lived in Shorewood for 56 years. Gallivan moved to move item 4A to earlier on the agenda as item 1D. Vassar seconded the motion. Motion carried 4-0. D. Appoint Chair and Vice Chair Hirner moved to appoint Justin Mangold as Chair for the Park Commission. Vassar seconded. Motion carried. 4-0. Gallivan moved to appoint Commissioner Hirner to serve as Vice-Chair. Vassar seconded. Motion carried. 4-0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of February 11, 2020 Vassar moved to approve the minutes of the February 11, 2020 meeting as written. Gallivan seconded the motion. Motion carried 4-0. 3. MATTERS FROM THE FLOOR There were none. 4. NEW BUSINESS A. Appoint Chair and Vice Chair – (Moved to earlier on the agenda) PARK COMMISSION MINUTES TUESDAY, MARCH 10, 2020 4 PAGE 2 OF B. Determine Movie in the Park Commissioner Gallivan read aloud the recommended movies and asked whether the movies like Lion King and Doolitle were the older versions or the more recent versions. Commissioner Vassar stated that she is assuming it is the older versions since the theme is throwbacks. She stated that she likes the idea of doing an older movie because most of the cities around Shorewood are doing the newer movies. The Commission talked about possible dates for the event. Vice-Chair Hirner stated that he felt it was a nice way to end the first week of school last year by having a Movie in the Park. Commissioner Vassar stated that she has never gone because by that Friday, her kids are a mess and they are in bed by around 6:00 p.m. She stated that she would like to see what would happen if the event is held at the end of August. Park and Recreation Director Grout stated that she can try to find other movie options if the Commission didn’t care for any of her choices. Commissioner Gallivan stated that he likes the idea of E.T. Vice-Chair Hirner stated that his only hesitation with choosing an older movie is that most of them are readily available to be watched on Netflix or other streaming services and thinks that the newer movies may create more of a draw. Commissioner Gallivan stated that the two that stood out to him from the choices presented were Frozen 2 and E.T. He asked the Commissioners which movie they would be more likely to bring their kids. Commissioner Vassar stated that between those two, she would probably bring them to E.T. Vice-Chair Hirner stated that he also likes the idea of Back to the Future. Commissioner Vassar stated that was also her first choice. Vassar moved to recommend Back to the Future for the Movie in the Park on Friday, August 28, 2020. Hirner seconded the motion. Motion carried 4-0. C. Determine Liaisons for City Council Meetings Park and Recreation Director Grout gave an overview of the liaison duties for the City Council meetings. May – Chair Mangold June – Commissioner Hirner July - Commissioner Gallivan PARK COMMISSION MINUTES TUESDAY, MARCH 10, 2020 4 PAGE 3 OF 5. OLD BUSINESS A. Bleachers at Badger Park Park and Recreation Director Grout stated that the football association would prefer a 54-seat bench and are willing to contribute up to $3,000. She stated that she has not heard back from the lacrosse association yet to see what they may be willing to donate. She stated that if they were willing to donate the same about as the football association, that would cover the costs for the rest of the bleachers as well as shipping and edging material. Vice-Chair Hirner asked if there would be any issues with the watershed district since we are planning to add gravel. Park and Recreation Director Grout stated that has all been settled. She showed the proposed location of the bleachers and the donated bench. Vice-Chair Hirner asked if a pathway needs to be put in to help people get to the bleachers more easily. Park and Recreation Director Grout stated that they would not. Commissioner Vassar stated that it looks like a large area on the map, but in actuality, is not. Park and Recreation Director Grout stated that she will bring this back to the next meeting after she hears back from the lacrosse association. B. Fire Lane Visits Vice-Chair Hirner stated that based on the last Council meeting he attended, this is a hot topic. Park and Recreation Director Grout stated that Planning Director Darling will send out information prior to the fire lane visits about the public access points and a map of the areas. The Commission discussed the Park Commission and Planning Commission roles in looking at the fire lanes. 6. STAFF AND LIAISON REPORTS / UPDATES A. City Council Park and Recreation Director Grout gave an update from the Council meeting held on February 24, 2020, as outlined in those minutes. B. Staff a. Update on Badger Park Tennis Courts Park and Recreation Director Grout stated that the Council voted to prepare plans and specs for the tennis courts and are currently surveying Badger Park. PARK COMMISSION MINUTES TUESDAY, MARCH 10, 2020 4 PAGE 4 OF Commissioner Vassar asked that a note be included for Planning Director Darling to consider adding a bench on or near the courts. 7. ADJOURN Vassar moved to adjourn the Park Commission Meeting of March 10, 2020 at 7:32 p.m. Gallivan seconded the motion. Motion carried 4-0. City of Shorewood Council Meeting Item 8A Title/Subject: Prepare Feasibility Study for Shorewood Oaks Drainage, City Project 20-04 MEETING Meeting Date: Monday, March 16, 2020 TYPE Prepared by: Andrew Budde, City Engineer Regular Meeting Reviewed by: Larry Brown, Director of Public Works Attachments: Slides from draft Western Shorewood Drainage Study for Area 1: Shorewood Oaks, Sump Pump Graphic, Proposal, and Resolution Background: A draintile/drainage system was installed in 1987 below the streets of the Shorewood Oaks development, which includes Shorewood Oaks Dr., Maple Leaf Ci., Burlwood Ct., Oak Leaf Tr., and portions of Strawberry Ln. The six-inch diameter draintile is installed ten to fifteen feet deep and has four-inch diameter services installed with a riser to the property line. The draintile system within the street is well below the storm sewer that was constructed approximately five to ten feet deep. Ultimately they connect at the downstream storm sewer outlet towards Freeman Park. Staff believes the draintile was intended to provide an outlet to residential sump pumps, possibly footing drains, and potentially lower the groundwater levels in the neighborhood. Over the years there have been several occurrences where sump pumps have been unable to discharge enough water into the draintile and have caused backups and resulting basement damage. Upon review there seems to be scenarios where high ground water levels and the extensive use of the sump pumps directly connected to the draintile overwhelms the system and the sump pumps do not have enough power to discharge through the system as installed. This area was included in the draft Western Shorewood Drainage Study and reviewed several potential options. Ultimately it was recommended to disconnect the sump pump lines so that they do not rely on pressure flow through the draintile system. This will likely be accomplished by installing a catch basin in the boulevard in front of each residence. This would allow the sump pumps to discharge to this location and drain through the existing tile. If the tile is overwhelmed, the catch basins would allow water to discharge to the surface and ultimately be picked up by the storm sewer system 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 This improvement is included in the Capital Improvement Plan (CIP) for 2020 construction. The preparation of the Feasibility Study and preliminary engineering design would allow staff to better refine the project design, project costs, and reduce the number of assumptions that remain in a concept level evaluation. The Feasibility Study will include a topographic survey of the project area, identify right of way and easements, refined modeling of the existing and proposed systems, a questionnaire to residents to better understand how often and where their sump pump lines discharge, refine the project cost estimate, and develop a preliminary project schedule. After preparation of the feasibility study the City would hold a public hearing to provide information and feedback from adjacent or interested residents. Then, Council could choose to continue into final design and bidding. Financial Considerations: Costs for this work are proposed as follows: Feasibility Study and Preliminary Engineering for the Shorewood Oaks Drainage at an hourly rate, estimated to be $18,200. This is broken down into the following tasks: Feasibility Study $8,200 Topographic Survey $6,000 Meetings/Public Hearing/Communications $4,000 Additional miscellaneous work identified during feasibility study development will be coordinated with the City. This work will be completed at the normal hourly rate schedule for Bolton Menk for the City of Shorewood. Fees listed above do not include final design, construction administration, or preparation of new easement documents and acquisition of new easements. This work has been budgeted for and will be paid for from the Stormwater Improvement Fund within the City’s Capital Improvement Plan. Recommendation/Action Requested: Staff recommends the city council authorize the preparation of the Feasibility Study and Preliminary Design for Shorewood Oaks Drainage. Motion, second and Simple Majority required. Connection to Vision/Mission : Consistency in providing residents quality public services, a healthy environment, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. March 15, 2020 City of Shorewood Attn: Larry Brown 5755 Country Club Road Shorewood, MN 55331 RE: Shorewood Oaks Drainage Feasibility Study and Preliminary Engineering Dear Mr. Brown: As requested, we have prepared a scope of services fee estimate for preparation of a Feasibility Study and Preliminary Engineering for the proposed Shorewood Oaks Drainage project. Several concept options have previously been analyzed by Barr Engineering and are summarized in the draft Western Shorewood Drainage Study. It is our understanding that the City will be proceeding with the recommended option which includes separating the sump pump discharges from the draintile by install a catch basin that would allow for discharge to the surface should the draintile system be overwhelmed. The project is identified in the CIP for 2020 construction with a budget of $190,000. This budget amount includes concept construction estimates and 25% in soft costs for engineering, administration, and legal. Proposed Scope of Engineering Services To assist the City with this improvement project, Bolton & Menk proposes the following scope of services: Feasibility Study & Preliminary Engineering Bolton & Menk will prepare a feasibility study and complete preliminary engineering for the project. The preliminary engineering will refine the models of the existing and proposed systems and review various disconnection options. The feasibility study will summarize the preliminary design information, provide updated project cost estimates, identify proposed funding, identify preliminary project schedules,and permitting requirements. When the feasibility study is completed it will be presented to the Council and a public hearing will be held. Topographic Survey Bolton & Menk will document existing conditions within the project areas as necessary. Survey information to be obtained will include existing utilities, topography, location of sump pump discharges from homes, and any other data pertinent to improvements outlined above. This work will include research for existing easements and right of way within project areas as necessary. Meetings/Public Hearing/Communications Our team will prepare a questionnaire for the residents of Shorewood Oaks to gather information on the existing sump pumps location, frequency of use, and any know issues that residents may have. We will also work with City staffthrough the feasibility study process to acquire input on layout and design elements that affect costs, maintenance, operations, and risk. We will then provide appropriate notifications for the public hearing, lead presentation at the public hearing, and answer questions from residents or other concerned personsthroughout the feasibility process. H:\SHWD\C16120945\1_Corres\A_Meetings\2020-03-23 CM - Authorize Feasibility Study\2020-03-15_Shorewood Letter Proposal - Shorewood Oaks.docx Shorewood Oaks Drainage March 15, 2020 Page 2 Fee Estimate Based on the scope of services described above, we propose to complete the Feasibility Study and $18,200 Preliminary Engineering for the Shorewood Oaks Drainage at an hourly rate, estimated to be . Feasibility Study $8,200 Topographic Survey $6,000 Meetings/Public Hearing/Communications - $4,000 Additional miscellaneous work identified during feasibility study development will be coordinated with the City. This work will be completed at our normal hourly rates. Fee listed above does not include final design, construction administration, or preparation of new easement documents and acquisition of new easements. Please let me know if you have questions or need additional information. Sincerely, .· µ a;r L-u Andrew Budde, P.E. City Engineer H:\SHWD\C16120945\1_Corres\A_Meetings\2020-03-23 CM - Authorize Feasibility Study\2020-03-15_Shorewood Letter Proposal - Shorewood Oaks.docx CITY OF SHOREWOOD COUNTY OF HENNEPIN STATE OF MINNESOTA RESOLUTION 20-025 A RESOLUTION TO PREPARE FEASIBILITY REPORT AND PRELIMINARY DESIGN FOR THE SHOREWOOD OAKS DRAINAGE PROJECT CITY PROJECT 20-04 WHEREAS, a draintile was installed in the Shorewood Oaks development that was intended to provide outlets to sump pumps, potentially footing drains, and lower the elevations of groundwater; and WHEREAS, over the years there has been storm events which have caused sump pumps backups and damage to basements; and WHEREAS, the current Capital Improvement Plan (CIP) identifies improvements to the Shorewood Oaks Drainage in 2020; and WHEREAS, staff has worked with Barr Engineering to review concept alternatives as part of the Western Shorewood Drainage Study, in which a recommended solution has been identified; and WHEREAS, the City Council as appointed Bolton & Menk as the City Engineer and will prepare the feasibility report and preliminary design for the Shorewood Oaks Drainage project; and NOW THEREFORE , BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD, MINNESOTA AS FOLLOWS: 1. The City Council of the City of Shorewood, Minnesota authorizes Bolton & Menk to complete a feasibility report and preliminary design for the Shorewood Oaks Drainage project. rd Passed by the City Council of Shorewood, Minnesota this 23 day of March, 2020. __________________________ Scott Zerby, Mayor Attest: ___________________________ Sandie Thone, City Clerk City of Shorewood Council Meeting Item 9A Title/Subject: COVID-19 Meeting Date: March 23, 2020 MEETING Prepared By: Greg Lerud, City Administrator TYPE Reviewed By: Tim Keane, City Attorney REGULAR Attachments: Resolution, Emergency Declaration, Mutual Aid Agreement Background: The Mayor declared an Emergency on March 17 by signing Declaration 20-01, which is attached to this memo. City staff has implemented some changes as a result of the Coronavirus and staff is seeking approval of these changes as well as considering additional staff recommendations. Financial or Budget Considerations: It is difficult to know, but staff anticipates revenues and expenses and revenues should remain fairly close to budgeted, or basically neutral. For example, the City will experience lost revenue from reservations at the SCEC, but the city does not have personnel costs for staffing the center while it is closed. Congress and the Legislature continue to discuss changes to leave and other stimulus measures, but nothing has been decided. Options: The Council can revise the Resolution with any changes it would to implement. Recommended Action: Staff recommends passage of the Resolution as presented or revised by the Council. Next Steps and Timeline: Many of these measures have been implemented. But the Resolution will formalize the measures in the emergency declaration. Those items not already implemented will be implemented immediately. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 RESOLUTION 20-026 CITY OF SHOREWOOD COUNTY OF HENNEPIN STATE OF MINNESOTA A RESOLUTION DECLARING AN EMERGENCY AND STRATEGIES TO PROTECT RESIDENTS WHEREAS, the COVID-19 pandemic has required government to take extraordinary steps to respond to the public health emergency; and, WHEREAS, the Mayor executed an Emergency Declaration, No. 20-01 on March 17, 2020, NOW THEREFORE , BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD, MINNESOTA AS FOLLOWS: 1. Hereby approves the Declaration of Emergency, No. 20-01 in its entirety. 2. The measures being approved or implemented with passage of this Resolution are, at the time of passage, the best steps that can be taken to keep local government open and accessible as possible until conditions dictate additional measures are needed. 3. Planning Commission meetings will be held only if rules requiring a hearing are met, and at the discretion of the Director of Planning. 4. Parks Commission meetings are cancelled until a further decision by the Council. 5. Approves staff implementation of social distancing recommendations of the Center for Disease Control (CDC) and the Minnesota Department of Health (MDH), as they may be amended. 6. Consistent with recommendations of the CDC and MDH, no in-person comments will be received for matters requiring a public hearing. All comments for matters must be made in writing via email or letter. 7. Approves closure of all city buildings to the public and the present staffing arrangement. Council grants authority to change the schedule should conditions warrant. Any change must be approved by the City Council at the next City Council meeting. 8. The Council grants authority for the City Administrator to implement employee leave changes as they may be approved by the Minnesota Legislature or the US Congress. As an initial step, that will be reviewed by the City Council, the City Administrator is granted permission to approve leave that is in excess of an employee’s banked leave, provided the leave advance shall not exceed 80 hours unless approved by the City Council. The council authorizes the use of sick leave to be home while children are out of school. 9. Provides the Mayor, or council member by succession, and the City Administrator, the authority to make necessary decisions that they believe are in the best interest of the City, when time does not allow for a City Council meeting. All decisions shall be immediately forwarded to the City Council and posted at city hall and as an update on the city’s website. Any decisions made in this manner shall require council approval at the next meeting in order to remain in effect. 10. Provides staff authority to make payment prior to Council approval if staff finds the invoice is a valid claim and expense. 11. These measures shall stay in force and effect until the City Council approves additional conditions or finds that the emergency conditions no longer exist and rescinds the Emergency Declaration, and the measures in this Resolution. rd Adopted by the City Council of Shorewood, Minnesota the 23 day of March, 2020. __________________________ Scott Zerby, Mayor Attest: ___________________________ Sandie Thone, City Clerk