05-11-20 CC Reg Mtg Agenda Packet
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, MAY 11, 2020 7:00 P.M.
Due to the Centers for Disease Control's recommendation limiting the number of people present at a
meeting, and pursuant to MN Statute §13D.02, the Shorewood City Council meetings will be held by
electronic means. For those wishing to listen live to the meeting, please copy this link into your
https://us02web.zoom.us/j/89957794897?pwd=T1VlSkFGYTM4MENQWlREWXlOODZZdz09
browser: .
899 5779 4897739642
When prompted for the meeting ID, enter , and the password is .
A phone-in option is also available. Call 1.312.626.6799 or 1.929.205.6099 to listen with phone only
audio.
AGENDA
1. CONVENE CITY COUNCIL MEETING
A. Pledge of Allegiance
B. Roll Call
Mayor Zerby___
Johnson___
Labadie___
Siakel___
Sundberg___
B. Review and Adopt Agenda
Attachments
2. CONSENT AGENDA
– Motion to approve items on the Consent Agenda & Adopt
Resolutions Therein:
A. City Council Regular Meeting Minutes from April 27, 2020 Minutes
B. Approval of the Verified Claims List Claims List
C. Accept Proposal for Inspection of Amesbury Well Director of Public Works Memo
D. Approve Regular Appointment of Andy Eslinger as City Administrator Memo
Street Inspector
3. MATTERS FROM THE FLOOR
(No Council Action will be taken)
4. PUBLIC HEARING
A. Street Reconstruction Bond Program City Administrator Memo
Resolution 20-040
5. REPORTS AND PRESENTATIONS
6. PARKS
CITY COUNCIL REGULAR MEETING AGENDA – May 11, 2020
Page 2
7. PLANNING
8. ENGINEERING/PUBLIC WORKS
A. Accept Proposal for Mound Location and Consultation Engineer Memo
Framework Services Resolution 20-041
B. Accept Feasibility Study and Authorize Preparation of Plans and Engineer Memo
Specifications for Beverly Drive and Cajed Lane Drainage Project, Resolution 20-042
City Project 20-03
C. Accept Bids and Award Contract for the Public Works Director of Public Works Memo
Roof Replacement Project, City Project 19-06 Resolution 20-043
9. GENERAL/NEW BUSINESS
A. Accept GreenCorps Member from MPCA Communication/Recycling Coordinator Memo
Resolution 20-044
B. Approving Polling Location Change for Precinct 1 City Clerk/HR Director Memo
Resolution 20-045
C. Approval of CIP Finance Director Memo
Resolution 20-046
10. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
B. Mayor and City Council
11. ADJOURN
2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, APRIL 27, 2020 7:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Zerby called the meeting to order at 7:00 P.M.
Due to the Centers for Disease Control’s recommendation limiting the number of people present
at the meeting and pursuant to MN Statute 13D.02, the Shorewood City Council meeting was
held via electronic means.
PLEDGE OF ALLEGIANCE
A. Roll Call
Present. Mayor Zerby; Councilmembers Johnson, Labadie, Siakel, and Sundberg (joined
the meeting at 7:10 p.m.); City Attorney Keane; City Administrator Lerud; City
Clerk/HR Director Thone; Finance Director Rigdon; Planning Director Darling;
Director of Public Works Brown; and, City Engineer Budde
Absent: None
B. Review Agenda
Johnson moved, Siakel seconded, approving the agenda as presented.
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Zerby voted Aye
2. CONSENT AGENDA
Mayor Zerby reviewed the items on the Consent Agenda.
Johnson moved, Siakel seconded, Approving the Motions Contained on the Consent
Agenda and Adopting the Resolutions Therein.
A. City Council Work Session Minutes from April 13, 2020
B. City Council Regular Meeting Minutes from April 13, 2020
C. City Council Special Meeting Minutes from April 20, 2020
D. Approval of the Verified Claims List
E. Liquor License Renewals, RESOLUTION NO. 20-031, “A Resolution
Approving 2020 Liquor License Renewals.”
F. Approval of Postponing Spring Clean-Up Event
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
April 27, 2020
Page 2 of 8
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Zerby voted Aye
3. MATTERS FROM THE FLOOR - NONE
4. PUBLIC HEARING
5. REPORTS AND PRESENTATIONS
A. 2019 Audit Presentation
Finance Director Rigdon introduced Andy Berg, from Abdo Eick and Meyers to present the 2019
Audit and Management Letter.
Andy Berg, gave a brief overview of the 2019 Financial Statement Audit. He stated that there
were no audit findings for 2019. He reviewed the General Fund Balance in comparison to the
2020 budget and reviewed the City’s fund balance policy. He reviewed the types of revenue and
expenditures in the General Fund, Capital Projects Fund, Special Revenue Fund, Debt Service
Fund, and Enterprise Fund Balances. He reviewed the key performance indicators for the City in
comparison to other Class 4 cities and other Hennepin County cities.
Councilmember Sundberg stated that there was a slide that indicated that the City’s tax rate per
capita was on par with the others but showed that the City’s spending was lower.
Mr. Berg stated that there are lot of factors that play into that information, but noted that the City’s
main revenue source is property taxes where other cities may have other funding such as Local
Government Aid (LGA) and noted that Shorewood does not receive any of that type of funding.
Siakel moved, Johnson seconded, to accept the 2019 Audit Report from Abdo, Eick and
Meyers, as presented.
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Sundberg, Zerby voted Aye
B. Fall/Winter Photo Contest Winners
City Clerk/HR Director Thone stated that the City has finished up their fifth Photo Contest and
shared a slide show with the winners of the categories: People of Shorewood; Pets and Wildlife;
and Splendor of the Seasons. She noted that the City is accepting submissions for the Spring
and Summer photo contest.
6. PARKS
A. Approve Plans and Specifications and Authorize Ad for Bids for Badger Park
Tennis Courts, City Project 20-02
City Engineer Budde noted that reconstruction of the tennis courts in Badger Park was included
in the CIP and budget for 2020. He explained that plans and specifications have been completed
and staff is seeking authorization to advertise for bids. He gave an overview of the proposed
project timeline with construction beginning by September 1, 2020 and being substantially
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
April 27, 2020
Page 3 of 8
completed by October 15, 2020 with final completion by May 2021. He stated that this project will
be paid for through the Park Dedication Fund 402 and is estimated at $255,000.
Labadie moved, Johnson seconded, Adopting RESOLUTION NO. 20-032, “A Resolution to
Approve Plans and Specifications and Authorize Advertising. City Project 20-01.”
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Sundberg, Zerby voted Aye
7. PLANNING
A. Report by Commissioner Riedel on April 21, 2020 Planning Commission
Meeting
Planning Commissioner Riedel gave an overview of the discussion and actions taken at the April
21, 2020 Planning Commission meeting.
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Sundberg, Zerby voted Aye
B. Request for Variance to Redevelop a Substandard Lot
Location: 20505 Radisson Road
Applicant: Anne Joyce
Planning Director Darling explained that the application is requesting a variance to construct a
home on a non-conforming lot where the lot area and width do not meet requirements. She stated
that the previous building on the lot was built in 1910 before the lot was platted and before the
City was incorporated and the area was originally developed with cabins as part of a resort. The
applicant plans to build a new home and attached garage and will reduce the amount of
impervious surface coverage compared to the previous home. Staff and the Planning
Commission recommended approval subject to the conditions in the staff report.
Labadie moved, Siakel seconded, Adopting RESOLUTION NO. 20-033, “A Resolution
Approving Variances for Property Located at 20505 Radisson Road.”
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Sundberg, Zerby voted Aye
C. Request for Variance to Front Setback
Location: 23100 Summit Avenue
Applicant: Clayton Tessness
Planning Director Darling stated that the applicant is requesting a front setback variance in order
to construct a home on the property. She explained that all of the adjacent properties are
developed with single-family homes. She gave an overview of the steep topography and elevation
changes on the property. Staff and the Planning Commission recommend approval subject to
the conditions in the staff report. She noted that since the Planning Commission, the City has
received an e-mail from a resident asking where snow storage will be with this development and
asked the applicant to answer.
Clayton Tessness stated that there was a lot of thought put into the location of the driveway and
noted that he plans to shovel and remove the snow to the left side of the driveway and does not
think it will be an issue for anyone.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
April 27, 2020
Page 4 of 8
Johnson moved, Siakel seconded, Adopting RESOLUTION NO. 20-034, “A Resolution
Approving a Variance to Front Setback for Property Located at 23100 Summit Avenue.”
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Sundberg, Zerby voted Aye
D. Request for Preliminary Plat, CUP and Variances
Location: 20325 Excelsior Blvd.
Applicant: Sathre-Berquist, Inc.
Planning Director Darling explained that the application proposes to remove the existing home
from this property and subdivide the property into four lots to accommodate two twin homes, with
each half of the twin home on its own lot. She explained the need to bring in fill and construct
retaining walls on the property and the variance requests. She noted that the City received one
letter that was entered into the public record. She stated that there were also two speakers who
spoke and raised concerns about density and tree preservation. She explained that after the
meeting, the applicant contacted her and stated that he is willing to plant another eight trees on
the site and will review the grading plan with his engineer to see if there are any additional trees
that can be kept. She explained that both the applicant, Matt Sayer and the developer, Dan
Schmitt of Sathre-Bergquist are present at the meeting.
Mayor Zerby noted that the most significant thing he saw with this application was the number of
trees that will be taken down. He suggested that there be clear communication with the area
residents so they are not surprised when the trees start coming down.
Councilmember Siakel asked about the price point of the twin homes. Matt Sayer, stated that
they are shooting for a price point between six-hundred thousand and six-hundred fifty thousand
per side.
Johnson moved, Labadie seconded, Adopting RESOLUTION NO. 20-035, “A Resolution
Approving Preliminary Plat, Conditional Use Permit, and Variances for the Matthew Sayer
Addition Located at 20325 Excelsior Boulevard.”
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Sundberg, Zerby voted Aye
E. Request for Minor Subdivision
Location: 25165 Glen Road
Applicant: Affordable Housing, LLC.
Planning Director Darling stated that the applicant proposes to subdivide the property into two
lots and construct one additional home. Staff and Planning Commission are recommending
approval.
Councilmember Siakel stated that this area of the City is complicated. She noted that there have
been reports of drainage and snow storage issues in the Harding Lane area and asked if there
would be any impact from this proposal on those issues.
Planning Director Darling stated that the City has looked at this issue, in depth for rate control and
water quality. She noted that the plans call for an infiltration basin to catch the water and slow it
down before it leaves the site. She stated that the City has also considered tipping Glen Road
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
April 27, 2020
Page 5 of 8
when it is constructed so the water does not run westerly but will flow back east into a regional
pond.
City Engineer Budde explained in greater detail some of the issues that the City has considered
relating to drainage for this application.
Councilmember Siakel stated that she would like to make sure that there is clear communication
with the neighbors in the area because the Glen Road neighborhood is usually very vocal about
these kinds of things. She stated that she is not opposed to the subdivision but wants to make
sure there is no miscommunication or that neighbors can say that they did not know about this
project.
Mayor Zerby asked how far the notification went for this project and if it covered the entire length
of the road. Planning Director Darling stated that with a minor subdivision, there is no notification
requirement, but noted that she had spoken with other home owners in the area, for example, the
property owner to the north. She noted that staff and the Planning Commission are currently
discussing an amendment to change the notification requirements for minor subdivisions.
Sundberg moved, Johnson seconded, Adopting RESOLUTION NO. 20-036, “A Resolution
Approving Subdivision of Property at 25165 Glen Road.”
Councilmember Siakel reiterated that her concern is not with the application, but with the reaction
of the surrounding neighbors. She expressed concern that they will come to the City and ask why
they weren’t told about this application. She stated that she thinks there should be some
additional communication with the neighborhood, even though the City is simply following a
procedure and has not done anything wrong.
Mayor Zerby stated that he agreed and noted that he is always a big proponent for as much
notification as possible. He stated that he believes any subdivision should be noticed to area
residents.
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Sundberg, Zerby voted Aye
F. Request for Minor Subdivision
Location: 5810 Club Lane
Applicant: Sathre-Bergquist, Inc.
Planning Director Darling stated that the application proposes to subdivide the existing lot into
two lots and construct a new home on the northerly half of the lot. Staff and the Planning
Commission recommend approval subject to the conditions listed in the staff report.
Labadie moved, Siakel seconded, Adopting RESOLUTION NO. 20-037, “A Resolution
Approving Subdivision of Property at 5810 Club Lane.”
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Sundberg, Zerby voted Aye
8. ENGINEERING/PUBLIC WORKS
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
April 27, 2020
Page 6 of 8
A. Authorize Plans and Specifications and Authorize Ad for Bids for Enchanted
and Shady Island Street Rehabilitation and Watermain Extension, City
Project 18-11
Public Works Director Brown introduced Katie Koscielak Project Manager from WSB Engineering.
Ms. Koscielak gave an overview of the project plans for both Enchanted Lane/Shady Island and
the Woodside area since they are very similar. She explained that the reclamation improvements
will include Enchanted Lane, Enchanted Drive, Enchanted Circle, Dellwood Lane, Shady Island
Road, Shady Island Circle, Shady Island Point, and Shady Island Trail, with an alternate
improvement for Enchanted Point, which is currently a gravel road. She stated that the second
projects would be reclamation and watermain improvements for Woodside Road, Woodside Lane
and watermain improvements only for Kathleen Court. She gave an overview of the Phase 1A
cultural resources archeological investigation because both burial and historic sites were
identified in both project locations. She explained that the final report has been turned into the
Minnesota State Archaeologist, the Minnesota State Historical Preservation Office, and the
Minnesota Indian Affairs Council and is currently under review. She stated that in the meeting
conducted on March 18, 2020 both the Minnesota State Archeologist and the Minnesota Indian
Affairs Council concluded that the constructions were very minimal and felt that monitoring the
construction activities would be appropriate. She noted that Blondo Consulting has stated that
even though the report has not been received, they feel there is very low risk in moving forward
with the plans and specifications but construction cannot begin until the project has been reviewed
and approved. She gave a brief overview of the projected project costs and anticipated schedule
with construction to be completed by October 2020. She noted that typically they would hold a
public meeting to let people know what is going on, however, because of the current CDC
guidelines there may need to be an alternate method to communicate with residents.
Johnson moved, Labadie seconded, Adopting RESOLUTION NO. 20-038, “A Resolution
Approving Plans and Specifications and Authorizing Advertisement for Bids for the
Enchanted Island and Shady Island Street Reclamation Project, City Project 18-11.”
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Sundberg, Zerby voted Aye
B. Authorize Plans and Specifications and Authorize Ad for Bids for Woodside
Road/Woodside Lane Street Improvement and Watermain Extension, City
Project 19-04
Johnson moved, Labadie seconded, Adopting RESOLUTION NO. 20-039, “A Resolution
Approving Plans and Specifications and Authorizing Advertisement for Bids for the
Woodside Road and Woodside Lane Street Reclamation and Watermain Extension Project,
City Project 19-04.”
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Sundberg, Zerby voted Aye
9. GENERAL/NEW BUSINESS
10. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
April 27, 2020
Page 7 of 8
1. First Quarter 2020 Investments Report
Finance Director Rigdon stated that the first quarter was actually pretty good, but noted that the
second quarter is already looking a bit different. He gave a brief overview of the First Quarter
2020 Investment report.
2. Alcohol Sales with Take-Out Meals
City Clerk Thone stated that there was legislation signed by Governor Walz that allows take out
restaurants to serve alcohol. She noted that the only City restaurant that is offering take-out at
this time is Chinos. She explained that alcohol sales will be allowed with take-out meals during
the Governor’s order and when that ceases, this will no longer be allowed.
Mayor Zerby asked if this would apply to the Legion. City Clerk Thone explained that this could
apply to the Legion, but they have done what is called a “hard close” and are not serving any
take-out food. She stated that they are using this time to clean and have donated all the food
from their fish fry to Loaves and Fishes.
Other
Public Works Director Brown stated that there is a pre-bid meeting tomorrow for the re-roof
project. He stated that the crew continues to sweep roadways, patch pot holes, and flush
watermains.
Planning Director Darling stated now that the snow has completely melted, they are getting a lot
of requests for code compliance investigations on private properties.
City Clerk/HR Director Thone stated that she met today with Hennepin County election staff
regarding the upcoming elections. She gave an overview of some of the discussion items on
what this year’s elections activities may look like moving forward due to COVID-19 issues. She
stated that she will keep the Council in the loop as things move forward and decisions are made.
City Administrator Lerud noted that as staff gets more comfortable with the technology for these
teleconference type meetings, they are planning to start uploading the meetings to YouTube live.
B. Mayor and City Council
Councilmember Johnson stated that he had a discussion with Communications Director Moore
and City Administrator Lerud about the possibility of hosting a community roadside litter pick up
event on the day when the Spring Clean-Up day had been scheduled.
Councilmember Labadie attended the April 21, 2020 Planning Commission and expressed her
opinion that the City is very fortunate to have the current Planning Commission. She stated that
the summary given by Commissioner Riedel earlier tonight summed up a meeting that lasted over
two and a half hours. She stated that they are very thorough and very considerate and
commended the Commission and Planning Director Darling for their work. She stated that on
April 22, 2020 she attended the Fire Board meeting and gave a brief summary of the meeting.
11. ADJOURN
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
April 27, 2020
Page 8 of 8
Johnson moved, Labadie seconded, Adjourning the City Council Regular Meeting of April
27, 2020, at 8:37 P.M.
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Sundberg, Zerby voted Aye
ATTEST:
Scott Zerby, Mayor
Sandie Thone, City Clerk
#2 B
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Verified Claims
Meeting Date: May 11, 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.
66122-66143 & ACH 118,229.32
Total Claims $118,229.32
We have also included a payroll summary for the payroll period e April 26, 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.
Next Steps and Timelines:
Checks will be distributed following approval.
$%&!'((
)*+#,- .!-/0.-'1#2 3'!.
!"#>1?0& 1
@%.AB"CCCCDECFEGCGC#H#$2HCFHGIHGCGC
4567#89#:;82<=88,
!"#$%!&'()*('+#$ & !"#,)(-+#$ & !"#*(. )+/#+ "
9 J,#KCK) 1 !%(#901L
KCKHCCHKCKCHCCCC#CECC#MKNCOPEID4Q:;#QJ,#5JR<:6S<J6:
KCKHKDHFKCKHCCCC#KGNCMKECD#CECC9 ++H65S<#2<) +Q2
KCKHKDHFKCDHCCCC#OCCECG#CECC$Q26H65S<
KCKHKDHFKGKHCCCC#PFTETF#CECC$<2Q#48J625@#H#4567#:;Q2<
KCKHKDHFKGGHCCCC#PMTEPI#CECC954Q#48J625@#H#4567#:;Q2<
KCKHKDHFKMKHCCCC#KCTEPO#CECC=82U<2:#48S$<J:Q658J
KCKHKMHFKCKHCCCC#MNGCOEDD#CECC9 ++H65S<#2<) +Q2
KCKHKMHFKGKHCCCC#DPCEMK#CECC$<2Q#48J625@#H#4567#:;Q2<
KCKHKMHFKGGHCCCC#DPTEGM#CECC954Q#48J625@#H#4567#:;Q2<
KCKHKMHFKMKHCCCC#DKEMT#CECC=82U<2:#48S$<J:Q658J
KCKHKTHFKCKHCCCC#FNKMFEDT#CECC9 ++H65S<#2<) +Q2
KCKHKTHFKCDHCCCC#DFMETT#CECC$Q26H65S<
KCKHKTHFKGKHCCCC#DDIEMG#CECC$<2Q#48J625@#H#4567#:;Q2<
KCKHKTHFKGGHCCCC#DFFEGI#CECC954Q#48J625@#H#4567#:;Q2<
KCKHKTHFKMKHCCCC#DKEPI#CECC=82U<2:#48S$<J:Q658J
KCKHGFHFKCKHCCCC#DNKDGECC#CECC9 ++H65S<#2<) +Q2
KCKHGFHFKGKHCCCC#GDFEPC#CECC$<2Q#48J625@#H#4567#:;Q2<
KCKHGFHFKGGHCCCC#GDPEMP#CECC954Q#48J625@#H#4567#:;Q2<
KCKHGFHFKMKHCCCC#KMEGK#CECC=82U<2:#48S$<J:Q658J
KCKHDGHFKCKHCCCC#KDNPMDEGG#CECC9 ++H65S<#2<) +Q2
KCKHDGHFKGKHCCCC#KNCFOEMC#CECC$<2Q#48J625@#H#4567#:;Q2<
KCKHDGHFKGGHCCCC#KNCFCETO#CECC954Q#48J625@#H#4567#:;Q2<
KCKHDGHFKMKHCCCC#ITKEDI#CECC=82U<2:#48S$<J:Q658J
KCKHDDHFKCKHCCCC#DDPEMD#CECC9 ++H65S<#2<) +Q2
KCKHDDHFKGKHCCCC#GMEFF#CECC$<2Q#48J625@#H#4567#:;Q2<
KCKHDDHFKGGHCCCC#GFEFF#CECC954Q#48J625@#H#4567#:;Q2<
KCKHDDHFKMKHCCCC#KFEGP#CECC=82U<2:#48S$<J:Q658J
KCKHMGHFKCKHCCCC#GNMDIEFP#CECC9 ++H65S<#2<) +Q2
KCKHMGHFKGKHCCCC#KPCEDD#CECC$<2Q#48J625@#H#4567#:;Q2<
KCKHMGHFKGGHCCCC#KPDECD#CECC954Q#48J625@#H#4567#:;Q2<
KCKHMGHFKMKHCCCC#KGFEFC#CECC=82U<2:#48S$<J:Q658J
KCKHMDHFKCKHCCCC#KNCMMEKP#CECC9 ++H65S<#2<) +Q2
KCKHMDHFKGKHCCCC#IPEKD#CECC$<2Q#48J625@#H#4567#:;Q2<
KCKHMDHFKGGHCCCC#TCEIF#CECC954Q#48J625@#H#4567#:;Q2<
$2#H#)*+#,- .!-/0.-'1#2 3'!.#VCF*GI*GCGC#H#KK"KO#QSW$%? #K
!"#$%!&'()*('+#$ & !"#,)(-+#$ & !"#*(. )+/#+ "
KCKHMDHFKMKHCCCC#MDEMO#CECC=82U<2:#48S$<J:Q658J
$6789:;<=>$6789:;<=>
01%*$2 #345
9 J,#GCK:B'! X''L#4'>>E#Y#<Z 1.#4 1. !
GCKHCCHKCKCHCCCC#CECC#GNIOOEOD4Q:;#QJ,#5JR<:6S<J6:
GCKHCCHFKCKHCCCC#KNICKEDO#CECC9 ++H65S<#2<) +Q2
GCKHCCHFKCDHCCCC#OKDEDF#CECC$Q26H65S<
GCKHCCHFKGKHCCCC#KIDEOC#CECC$<2Q#48J625@#H#4567#:;Q2<
GCKHCCHFKGGHCCCC#KIIECO#CECC954Q#48J625@#H#4567#:;Q2<
GCKHCCHFKMKHCCCC#KCKEGI#CECC=82U<2:#48S$<J:Q658J
$?8=::<:>$?8=::<:>
01%*$2 #345
9 J,#OCK=%. !# .-(-.&
OCKHCCHKCKCHCCCC#CECC#INCPKECG4Q:;#QJ,#5JR<:6S<J6:
OCKHCCHFKCKHCCCC#MNTDFEKT#CECC9 ++H65S<#2<) +Q2
OCKHCCHFKCMHCCCC#KPTEOC#CECC=Q6<2#$Q)<2#$Q7
OCKHCCHFKGKHCCCC#FMGEDO#CECC$<2Q#48J625@#H#4567#:;Q2<
OCKHCCHFKGGHCCCC#FFOEPT#CECC954Q#48J625@#H#4567#:;Q2<
OCKHCCHFKMKHCCCC#KMTEPC#CECC=82U<2:#48S$<J:Q658J
$=89;7<9?$=89;7<9?
01%*$2 #345
9 J,#OKK:%1-.%!&#: X !# .-(-.&
OKKHCCHKCKCHCCCC#CECC#MNTIMEFI4Q:;#QJ,#5JR<:6S<J6:
OKKHCCHFKCKHCCCC#FNIPFEOD#CECC9 ++H65S<#2<) +Q2
OKKHCCHFKCMHCCCC#KPTEOC#CECC:<=<2#$Q)<2#$Q7
OKKHCCHFKGKHCCCC#DIFEMD#CECC$<2Q#48J625@#H#4567#:;Q2<
OKKHCCHFKGGHCCCC#DOIEDD#CECC954Q#48J625@#H#4567#:;Q2<
OKKHCCHFKMKHCCCC#KFCEDT#CECC=82U<2:#48S$<J:Q658J
$68@=6<A=$68@=6<A=
01%*$2 #345
9 J,#OGK2 A&A(-1?# .-(-.&
OGKHCCHKCKCHCCCC#CECC#FGIEKM4Q:;#QJ,#5JR<:6S<J6:
OGKHCCHFKCKHCCCC#DOTEIC#CECC9 ++H65S<#2<) +Q2
OGKHCCHFKGKHCCCC#GIEOO#CECC$<2Q#48J625@#H#4567#:;Q2<
OGKHCCHFKGGHCCCC#GTEKT#CECC954Q#48J625@#H#4567#:;Q2<
OGKHCCHFKMKHCCCC#GEOK#CECC=82U<2:#48S$<J:Q658J
$A?=<76$A?=<76
01%*$2 #345
9 J,#ODK:.'!>#=%. !# .-(-.&
ODKHCCHKCKCHCCCC#CECC#GNDTCEPT4Q:;#QJ,#5JR<:6S<J6:
$2#H#)*+#,- .!-/0.-'1#2 3'!.#VCF*GI*GCGC#H#KK"KO#QSW$%? #G
!"#$%!&'()*('+#$ & !"#,)(-+#$ & !"#*(. )+/#+ "
ODKHCCHFKCKHCCCC#GNCGTEOK#CECC9 ++H65S<#2<) +Q2
ODKHCCHFKGKHCCCC#KMGEKO#CECC$<2Q#48J625@#H#4567#:;Q2<
ODKHCCHFKGGHCCCC#KMKEKM#CECC954Q#48J625@#H#4567#:;Q2<
ODKHCCHFKMKHCCCC#FPECO#CECC=82U<2:#48S$<J:Q658J
$?8>@9<;@$?8>@9<;@
01%*$2 #345
9 J,#ICC$%&!'((#4( %!-1?#901L
ICCHCCHKCKCHCCCC#OPNOKCEPT#CECC4Q:;#QJ,#5JR<:6S<J6:
ICCHCCHGKICHCCCC#CECC#DINKIFECF)28::#$Q728++#4+<Q25J)
ICCHCCHGKIGHCCCC#CECC#MNGPPEDD9<,<2Q+#=56;;8+,5J)#$Q7Q@+<
ICCHCCHGKIDHCCCC#CECC#GNDIDEKF:6Q6<#=56;;8+,5J)#$Q7Q@+<
ICCHCCHGKIFHCCCC#CECC#TNPCKEIC954Q*S<,54Q2<#6Q[#$Q7Q@+<
ICCHCCHGKIMHCCCC#CECC#TNDCIEGK$<2Q#=56;;8+,5J)#$Q7Q@+<
ICCHCCHGKIOHCCCC#CECC#MNCKCECC,<9<22<,#48S$<J:Q658J
ICCHCCHGKIIHCCCC#CECC#KNOKDEMO=82U<2:#48S$<J:Q658J
ICCHCCHGKTDHCCCC#CECC#PDGECC;<Q+6;#:QR5J):#Q448 J6
$:;8:79<;@$:;8:79<;@
01%*$2 #345
B(/ )#2 #345
$7>;8??7<;:$7>;8??7<;:
$2#H#)*+#,- .!-/0.-'1#2 3'!.#VCF*GI*GCGC#H#KK"KO#QSW$%? #D
City of Shorewood Council Meeting Item
2D
Title/Subject: Regular Appointment of Andy Eslinger as
Street Inspector
Meeting Date: May 11, 2020
MEETING
Prepared by: Greg Lerud, City Administrator
TYPE
REGULAR
Attachments:
None
Background:
On November 11, 2019, the City Council approved the probationary
appointment of Andy Eslinger to the position of street inspector for the city. Upon
completion of a six-month probationary period, Mr. Eslinger is to have a performance
review with a recommendation being made by the City Administrator as to the regular
appointment to the position. A performance review has been completed by Director of
Public Works Brown and a strong recommendation is made to make Mr. Eslinger a
regular appointment as the city’s street inspector. Mr. Eslinger has demonstrated great
ability in learning new skills and technologies during his probationary period. He is
managing the right-of-way management process, GIS surveying, and transitioning into
construction management.
Financial or Budget Considerations:
Having successfully completed the probationary
period, it is recommended that Mr. Eslinger hourly salary increase to Step 12B, $34.96
effective at the conclusion of the probationary period.
Options:
The City Council has the ultimate authority regarding personnel decisions for
the city.
1. Approve a regular appointment of Andy Eslinger to the position of street
inspector for the City of Shorewood.
2. Take no action and provide staff with alternate direction.
Recommended Action:
Staff recommends the City Council pass a motion making a
regular appointment of Andy Eslinger as street inspector for the City of Shorewood with
the recommended pay increases.
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 Council Meeting Item
4A
Title/Subject: Street Reconstruction Bond Program public hearing
Meeting Date: May 11, 2020
MEETING
Prepared By: Greg Lerud, City Administrator
TYPE
Reviewed By: Shannon Sweeney, David Drown Associates REGULAR
Attachments:
Cover letter, Draft plan, Resolution
Background:
Staff has been working internally and with Shannon Sweeney at David
Drown Associates in formulating a Street Reconstruction Plan (“Plan”). The Plan is a
requirement under Minnesota Statute to fund projects through the issuance of Street
Reconstruction Bonds. Once adopted, the Plan allows the city to finance eligible street
reconstruction projects without the use of special assessments.
As the council has discussed street improvements over the past couple of years, there
has been strong opposition to using property assessments to finance the improvements.
The advantage of using this program is bonds can be issued without having to specially
assess individual properties. Shannon Sweeney will be present at the meeting to
present the draft plan and answer any questions the council or public has about it.
The process for adopting this plan requires a public hearing be held. Notice has been
provided pursuant to Statute, and a copy of the draft report is available on the city’s
website.
Financial or Budget Considerations:
The city is budgeting $835,000 in 2020 for
street reconstruction, and that amount is scheduled to increase significantly over time.
Ultimately these funds will be used for debt service as well as covering costs that are
ineligible for inclusion in the Plan by statutory limitations.
Options:
Adopt the Resolution as presented or provide alternative direction to staff.
Recommended Action:
Staff recommends approval of the Resolution by simple
majority vote.
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
Cologne Office:
DDA
10555 Orchard Road
Cologne, MN 55322
David Drown Associates, Inc.
(952) 356-2992
Public Finance Advisors
shannon@daviddrown.com
May 4, 2020
City of Shorewood
Attn: Greg Lerud, City Administrator
5755 Country Club Road
Shorewood, MN 55331
RE: Street & Utility Reconstruction Project Funding
Honorable Mayor, Council Members, and Administrator Lerud:
The purpose of this letter is to continue our discussion regarding the funding of a series of street
and utility reconstruction projects that have been identified by the City. Over the past year a
Capital Improvement Plan has been developed that includes projects scheduled for 2020 through
2029.
We have previously discussed the use of street reconstruction financing authority granted under
Minnesota Statutes as a means of funding a number of the proposed projects. That authority
has procedural requirements that must be undertaken prior to the issuance of bonds for eligible
street reconstruction activities.
Prior to the issuance of street reconstruction bonds, Minnesota Statutes require the adoption of a
street reconstruction plan following a public hearing on this matter. The Street Reconstruction
Plan must include estimates for projects to be funded with General Obligation Street
Reconstruction Bonds for a five-year period. The plan must be approved by a two-thirds
majority of the City Council members present when the plan is adopted. The bonds are subject
to referendum voter approval only if a petition requesting a vote signed by five percent of the
votes cast in the last municipal general election is filed with the City Clerk within 30 days of the
public hearing (reverse referendum).
If a petition is not received within 30 days of the public hearing, the City Council can initiate the
process to issue bonds to finance street reconstruction activities. Please note that statute is
specific in indicating that these bonds can only be issued for reconstruction of existing
improvements (including necessary safety improvements) and they do not allow for
enhancements such as new curb and gutter where it did not previously exist. Given the
significant levy that the City makes for street improvements, the funding plan presently
contemplates that any enhancements will be funded with cash.
Street reconstruction bonds are also subject to the statutory debt limit which is 3% of the
estimated market value of taxable property in the municipality. As the City has approximately
$49,374,928 in remaining capacity under the statutory debt limit there is amply capacity to
accommodate the projects as proposed in the Capital Improvement Plan and the Street
Reconstruction Plan as less than half of the capacity will be utilized by the proposed projects.
Financial Implications of the Plan:
The 5-year Street Reconstruction Plan as required by statute provides for the implementation of
approximately $31,266,662 in projects that would be funded by an estimated $18,230,681 in
General Obligation Street Reconstruction Bonds, $11,727,160 in General Obligation Utility
Revenue Bonds, and $1,308,821 in cash reserves. While the adoption of the plan does not
obligate the City to issue bonds it does provide the authority for funding street reconstruction
activities up to the amount identified within the plan as an alternative to the implementation of
special assessments.
The Capital Improvement Plan (including the Street Reconstruction Plan) will require the City to
increase property taxes and utility rates to accommodate the projects that have been identified.
Financing assumptions include that street reconstruction activities will be financed over a 10 to
15-year term and utility construction and reconstruction will be financed over a 20-year term due
in part to the longer projected life of those assets.
Enclosed for City Council consideration is a resolution calling for a public hearing regarding the
adoption of the proposed street reconstruction plan and the issuance of bonds associated with
the implementation of the plan. Please feel free to contact me if I can be of any assistance in
answering questions regarding the information provided.
Sincerely,
Shannon Sweeney, Associate
David Drown Associates, Inc.
RESOLUTION NO. 20 -
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION ADOPTING A STREET RECONSTRUCTION PLAN AND APPROVING THE
ISSUANCE OF GENERAL OBLIGATION STREET RECONSTRUCTION BONDS
WHEREAS, The City of Shorewood, Minnesota (the "City"), has determined that it is in the
best interest of the City to authorize the issuance and sale of general obligation
street reconstruction bonds pursuant to Minnesota Statutes, Section 475.58,
subdivision 3b, as amended (the "Act"), to finance the cost of street
reconstruction projects, as described in the proposed street reconstruction plan
described below, a copy of which is on file in the City Administrator's office; and
WHEREAS, pursuant to the Act, the City is authorized to issue and sell general obligation
street reconstruction bonds for street reconstruction under the circumstances and
within the limitations set forth in the Act. The Act provides that street
reconstruction may be financed with general obligation street reconstruction
bonds following a public hearing on the adoption of a street reconstruction plan
and the issuance of general obligation street reconstruction bonds, and other
proceedings conducted in accordance with the requirements of the Act; and
WHEREAS, pursuant to the Act, the City has prepared a five year street reconstruction plan,
which describes the streets to be reconstructed, the estimated costs and any
planned reconstruction of other streets in the City, including the issuance of
general obligation street reconstruction bonds under the Act (the "Plan"), to
determine the funding strategy for street reconstruction projects; and
WHEREAS, on May 11, 2020, the City Council held a public hearing on the adoption of the
Plan and the issuance of not to exceed approximately $18,230,681 in general
obligation street reconstruction bonds (the "Bonds") under the Plan for street
reconstruction improvements to those streets described in the Plan (the "Street
Reconstruction Project") after publication of the notice of public hearing not less
than 10 days nor more than 28 days prior to the date thereof in the City's official
newspapers; and
WHEREAS, all parties were given an opportunity to express their views with respect to the
proposal to adopt the Plan and to undertake and finance the Street
Reconstruction Project by the issuance of Bonds and any written comments
submitted prior to the public hearing were considered.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood,
Minnesota, as follows:
1.
City Policies and Goals. The financing of the Street Reconstruction Project and
the issuance and sale of the Bonds would further the policies and goals of the City as set forth
in the Plan, herein adopted by the City Council in connection with the issuance of the Bonds.
2.
Adoption of Street Reconstruction Plan. Based on information received at the
public hearing, such written comments (if any) and such other facts and circumstances as the
City Council deems relevant, it is hereby found, determined and declared that:
(a)
the Street Reconstruction Project proposed in the Plan will allow the City to
upgrade its transportation infrastructure to accommodate existing residential and
commercial development; and
(b)
the Plan is hereby approved and adopted in the form presently on file with the
City.
3.
Authorization and Approval of Bonds. Subject to the contingency described in
,
Paragraph 5 hereofthe City is hereby authorized to issue the Bonds, the proceeds of which will
be used, together with any additional funds of the City which might be required, to finance
certain costs of street reconstruction projects and to pay costs of issuance of the Bonds as
provided for in the 2020-2024 Street Reconstruction Plan.
4.
Execution of Documents. The Mayor and City Administrator are authorized and
directed to execute such other documents and instruments as may be required to give effect to
the transactions herein contemplated.
5.
Voter Referendum Contingency. Pursuant to the Act, a petition requesting a vote
on the question of issuing the Bonds, signed by voters equal to five percent of the votes cast in
the last municipal general election, may be filed within thirty days of the public hearing. Upon
receipt of such petition within the prescribed time period, the City may issue the Bonds only
after obtaining the approval of a majority of the voters voting on the question of the issuance of
the Bonds. The authorizations and approvals contained herein are subject to and contingent
upon not receiving such a petition, or, in the event such a petition is filed, the approving vote of
a majority of the voters voting on the question of the issuance of the Bonds.
th
Adopted this 11 day of May, 2020.
_____________________________
Scott Zerby, Mayor
ATTEST
_______________________
Sandie Thone, City Clerk
City of Shorewood Council Meeting Item
8A
Title/Subject: Accept Proposal for Mound Location & Consultation
Framework Services
MEETING
Meeting Date: Monday, May 11, 2020
TYPE
Prepared by: Andrew Budde, City Engineer Regular
Meeting
Reviewed by: Greg Lerud, City Administrator
Attachments: Proposal and Resolution
Background:
The Shorewood City Council has been reviewing and discussing the 10-
Year Capital Improvements Plan (CIP) for the years 2021-2030. Several of these
projects will be within proximity of Indian burial mounds which then requires each
project to go through further review to identify potential impacts and avoidance
strategies. In order to streamline the process for all future projects within the city, it is
recommended to complete a city-wide mound location and consultation process. This
will allow the City staff to better scope out individual CIP projects by proactively
adjusting designs to avoid impacts. If complete avoidance or appropriate buffering is
not possible, it will be identified well ahead of time and any necessary review,
permitting, and mitigation can be accounted for in future project schedules and budgets.
Bolton & Menk has provided a proposal to complete the city-wide mound location and
consultation process. The proposal includes remapping of the known six burial mound
locations within the City. This process will research the know burial mounds and remap
using the latest technology and information. This process will incorporate efforts
already in process including the Glen/Amlee/Manitou and Enchanted Islands/Woodside
projects. These more accurate burial boundaries will allow for more accurate decision
making by staff and quicker reviews by permitting agencies. The next step included in
the proposal includes providing consultation framework which allows staff to screen
projects based on narrative criteria and geography and set up a clear path for working
through the coordination process. The final step included in the proposal is reviewing
the CIP. The archeologists will work with City staff to review the proposed CIP project
scopes to identify possible conflicts and potential avoidance measures. If impacts are
unavoidable, the archaeologists will tailor the consultation framework for such projects
and will forecast timelines for consultation periods. The proposal also includes agency
coordination with the Office of the State Archaeologist (OSA) and the Minnesota Indian
Affairs Council (MIAC) during all phases of preparation and review of the above
information. The total amount to complete the work described in the proposal is
$42,360.
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
The proposal does not include efforts associated with mitigating any potential impacts
as the ultimate preferred outcome is avoidance in all cases. If mitigation is required, it
will be addressed on a case by case basis.
Financial Considerations:
Costs for this work have been anticipated in the preparation
of the CIP, but have been distributed proportionately across all projects. This work will
be paid for from the City Capital Improvement Plan for Roadways in 2020.
Options:
The City Council has the following options to consider,
1. Accept and approve the proposal by Bolton & Menk for the city-wide Mound
Location and Consultation Framework Services.
2. Direct staff to modify the scope of services provided within the proposal, such as
addressing individual projects on a case by case basis.
3. Take not action at this time.
Recommendation/Action Requested:
Staff recommends the City Council approve the
proposal with Bolton & Menk for the city-wide Mound Location and Consultation
Framework Services.
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 20-xxx
A RESOLUTION TO ACCEPT PROPOSAL FOR CITY-WIDE MOUND LOCATION &
CONSULTATION FRAMEWORK SERVICES
WHEREAS,
the current 10 year Capital Improvement Plan (CIP) identifies
improvements throughout the city; and
WHEREAS,
the completion of a city-wide Mound Location and Consultation Framework
Services will assist city staff in planning CIP projects, allow for staff to proactively avoid
mound sites, and assist in keeping projects on schedule; and
WHEREAS,
staff has solicited a proposal from Bolton & Menk for preparation of a city-
wide Mound Location & Consultation Framework Services; 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 accepts the proposal by
Bolton & Menk for the preparation of a city-wide Mound Location & Consultation
Framework Services.
th
Passed by the City Council of Shorewood, Minnesota this 11 day of May 2020.
__________________________
Scott Zerby, Mayor
Attest:
___________________________
Sandie Thone, City Clerk
City of Shorewood Council Meeting Item
8B
Title/Subject: Receive Feasibility Study and Authorize Preparation of
Plans & Specifications for the Beverly Drive and Cajed
MEETING
Lane Drainage Project; City Project 20-03
TYPE
Regular
Meeting Date: Monday, May 11, 2020
Meeting
Prepared by: Andrew Budde, City Engineer
Reviewed by: Larry Brown, Director of Public Works
Attachments: Feasibility Study and Resolution
Background:
On March 9, 2020 the Shorewood City Council authorized the
preparation of an engineering Feasibility Study for the Beverly Drive and Cajed Lane
Drainage project.
A private draintile was installed within the basin located south of Beverly Drive, which
drains to the north generally parallel to Cajed Lane, and ultimately discharges on the
north side of Smithtown Drive. Over the years the City has completed various
maintenance activities on the tile line, which is partially within the Cajed Lane right of
way, and therefore has assumed maintenance and ownership responsibility for the tile.
The tile line has partially collapsed and is no longer functioning properly. The collapsed
tile is causing high water levels in the basin south of Beverly Drive that is threatening
existing structures and private property. It is also then discharging into the low area
west of Cajed Lane and is now flooding portions of those properties and the cemetery.
This area was included in the draft Western Shorewood Drainage Study and reviewed
several options that looked at sizes of pipes and impacts upstream and downstream.
Ultimately the study included a recommendation of replacing the 8” tile from the basin
south of Beverly Drive, and adding in a connection to the basin west of Cajed Lane.
This maintained the existing capacity with slight improvements to Cajed Lane basin.
This improvement is included in the Capital Improvement Plan (CIP) for 2020
construction.
The preliminary design and preparation of the Feasibility Study has confirmed that
installing an 8” pipe at each basin outlets and a 12” pipe from the junction of the two
pipes to its discharge north of Smithtown Rd helps reduce the duration of the peak
flooding in each basin and does not increase any flooding elevations downstream. The
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
drainage improvements described in the Feasibility Study are necessary, cost effective,
and feasible.
Financial Considerations:
Costs for this work have been budgeted for and will be paid
for from the City’s Capital Improvement Plans for Storm Sewer in 2020. The City has
budgeted $720,000 for this project.
The total estimated project costs are $486,000. The estimated costs include construction,
engineering, legal, and administrative costs. Right of Entry or easements will be needed
for construction, but the costs are not included in the above estimate.
Options:
Staff recommends that the Council consider the following actions:
1. Approve the attached resolution Approving the Feasibility Study and
Authorizing the Preparation of Plans & Specifications for the Beverly Drive and
Cajed Lane Drainage project, City Project 20-03.
2. Direct staff to modify the Feasibility Study.
3. Take no action at this time.
Recommendation/Action Requested:
Staff recommends the City Council approve the
attached resolution Approving the Feasibility Study and Authorize preparation of plans
and specifications for the Beverly Drive and Cajed Lane Drainage project.
Next Steps and Timelines:
Accept Feasibility Study and Authorize Plans & Specifications for Beverly Drive/Cajed
Lane Drainage project.…………………………………………………………. May 11, 2020
Approve Plans and Specifications/Authorize Ad for Bid ............................ June 22, 2020
Open Bids ................................................................................................... July 16, 2020
Award Construction Contract ...................................................................... July 27, 2020
Begin Construction ............................................................................... August/Sept 2020
Construction Substantially Complete ....................................................late October 2020
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 20-xxx
A RESOLUTION APPROVING THE FEASIBILITY STUDY AND AUTHORIZING
PREPARING PLANS AND SPECIFICATIONS FOR THE BEVERLY DRIVE AND
CAJED LANE DRAINGE PROJECT
CITY PROJECT 20-03
WHEREAS,
the City of Shorewood (“City”) authorized the preparation of a Feasibility
Study for the Beverly Drive and Cajed Lane Drainage project, City Project 20-03, on
March 9, 2020; and
WHEREAS,
the preliminary engineering and Feasibility Study confirms that the
proposed improvements will maintain and improve the capacity of the drainage system
and will not increase any flooding elevations downstream; and
WHEREAS,
the proposed improvements are necessary, cost effective, and feasible;
and
WHEREAS,
the project is included in the 2020 Capital Improvements Plan and will fund
the project from the Stormwater Fund; and
NOW THEREFORE, IT RESOLVED:
that the City Council of the City of Shorewood
hereby receives the Feasibility Study prepared by Bolton & Menk and Authorizes the
preparation of Final Plans & Specifications for the Beverly Drive and Cajed Lane
Drainage project.
th
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 11 day of May,
2020.
.
__________________________
Scott Zerby, Mayor
Attest:
___________________________
Sandie Thone, City Clerk
8C
MEETING TYPE
City of Shorewood Council Meeting Update
Regular Meeting
Title / Subject Accept Bids and Award Contract for the Public Works Roof Replacement
Project, City Project 19-06
Meeting Date: May 11, 2020
Prepared by: Larry Brown, Director of Public Works
Attachments: Bid Tabulation and Resolution
th
Background: On May 5, 2020, at 10:00 a.m., bids were received and opened for the Public
Works Roof Replacement Project, City Project 19-06.
Staff was pleased to see that there were 13 bids submitted for the project. Bids ranged from
$84,860 to $359,419. Attachment 1 is the bid tabulation for the project. The lowest res-
ponsible bid was received by Peterson Bros Roofing for an amount of $184,860, for the base
bid.
It is noted that the bid documents also require a price per square foot for recoating of the
underlying steel deck, bid at $2.75 per square foot, and an item for steel deck replacement, bid
at $9.75 per square foot, as needed. Since these layers are inaccessible until the roof is
removed, these items are bid at a unit quantity and are to be utilized as needed, once the deck
can be exposed and examined for deterioration.
The Engineers estimate for the base bid was $250,000 - $275,000, with recoating costs of
$5.00/sq. ft and replacement costs of $10-$15/sq. ft. Therefore, the bids received appear very
favorable.
Recommendation: Staff recommends approval of the Resolution that accepts the bids and
awards the Contract for the Public Works Roof Replacement Project to Peterson Bros Roofing,
for a base bid amount of $184,860.
Financial or Budget Considerations: Funds for this project, if approved, are available from the
Community Infrastructure Fund for the project.
Options:
1.Approve the Resolution that Awards the Contract to Peterson Bros Roofing, for a base
bid amount of $184,860.
2.Provide staff alternative direction.
Mission Statement: The City of Shorewood is committed to providing residents quality publi
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
CITY OF SHOREWOOD
RESOLUTION NO. 20-___
A RESOLUTION ACCEPTING BID AND AWARDING
CONTRACT FOR PUBLIC WORKS ROOF REPLACEMENT PROJECT,
CITY PROJECT 19-06
WHEREAS
, pursuant to an advertisement for bids for local improvements
designated as the Public Works Roof Replacement Project For the City of
Shorewood, Minnesota, City Project No. 19-06, bids were received and opened
th
on, May 5 , 2020 and tabulated according to law, and such tabulation is
attached hereto and made a part hereof as Exhibit A; and
WHEREAS
, the City Council has determined that Peterson Bros Roofing
is the lowest responsible bidder in compliance with the specifications.
NOW, THEREFORE, BE IT RESOLVED
by the City Council of the City of
Shorewood as follows:
1. That the Mayor and City Administrator/Clerk are hereby authorized and
directed to enter into a contract with Peterson Bros Roofing, in the name of the
City of Shorewood, Project No.19-06, according to the plans and specifications
therefor approved by the City Council on file in the office of the City Clerk.
2. That the City Clerk is hereby authorized and directed to return forthwith
to all bidders the deposits made with their bids, except for the deposits of the
successful bidder and the next lowest bidder, which shall be retained until a
contract has been signed.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 11th day of May, 2020.
ATTEST: Scott Zerby, Mayor
Sandie Thone, City Clerk
EXHIBT A IS THE SAME AS ATTACHMENT 1
City of Shorewood Council Meeting Item
9A
Title/Subject:
Accepting Appt. of GreenCorps member from MPCA
Meeting Date:
May 11, 2020
MEETING
Prepared By: cling Coordinator
Julie Moore, Communications and Recy
TYPE
Reviewed By:REGULAR
Greg Lerud, City Administrator
Attachments:
Resolution
Background:
The city was invited by Minnesota Pollution Control Agency (MPCA) to apply to
host a GreenCorps member. GreenCorps members are recent college graduates in the
environmental field who are paid employees of MPCA and work for host organizations in
environmental areas. For the purposes of our organization they would work in recycling,
organics, waste reduction and environmental education. The city would not be responsible for
the cost of any of these services, but would provide supervision, desk and computer space and
work assignments and guidance. The work would be done in conjunction with the recycling
coordinator and would also use goals and guidance of the city recycling committee. The position
would begin with the city September 21, 2020 and serve until July/August of 2021.
Financial or Budget Considerations:
There is no cost to the city for this person except to
provide office space and office equipment, both of which is available.
Options:
Accept the appointment of a GreenCorps member by MPCA for recycling and other
environmental services at City of Shorewood.
Recommended Action:
Approve the Resolution by simple majority.
Next Steps and Timeline:
Staff will notify MPCA staff of the city’s acceptance of this
position. The contract will be sent to the city in June for review and council approval.
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 NO. 20 -
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION ACCEPTING APPOINTMENT OF GREENCORPS EMPLOYEE FROM THE
MINNESOTA POLLUTION CONTROL AGENCY
WHEREAS, The City of Shorewood, Minnesota (the "City"), has applied to host an
AmeriCorps member from the Minnesota GreenCorps, a program of the
Minnesota Pollution Control Agency (MPCA), for the 2020-2021 program year;
and
WHEREAS, the MPCA has selected the City of Shorewood to be a host site and the City of
Shorewood is committed to implementing the proposed waste reduction,
recycling and organics implementation projects as described in the host site
application, and in accordance with pre-scoped position description; and
WHEREAS, the MPCA requires that the City of Shorewood accept the offer of a GreenCorps
employee;
NOW THEREFORE BE IT RESOLVED THAT the city of Shorewood hereby accepts the
GreenCorps employee assignment for 2020-2021. Be it Further Resolved that
the City Council directs staff to work with the MPCA staff on an agreement and
bring it back for Council approval at a future Council meeting.
th
Adopted this 11 day of May, 2020.
_____________________________
Scott Zerby, Mayor
ATTEST
________________________
Sandie Thone, City Clerk
City of Shorewood Council Meeting Item
9B
Title / Subject: Resolution Changing Precinct 1 Polling Location
Meeting Date: Monday, May 11, 2020
MEETING
Prepared by: Sandie Thone, City Clerk
TYPE
Reviewed by: Jim Howitt, Hennepin County Elections
Regular
Attachments: Resolution
Meeting
Policy Consideration:
Pursuant to MN State Statute §204B.16 the governing body of
each municipality and each county in the State of Minnesota must designate by
ordinance or resolution a polling place for each election precinct on an annual basis.
MN State Statute §204B.16, subdv.1 allows the city to change a polling place in the
event of an emergency or if that polling place becomes unavailable following the
required process to do so, which includes Notice to the Affected Voters pursuant to
204B.16, Subd. 1a.
Background:
The City Council designated Shorewood’s Polling Locations for all 5
Precincts including Precinct 1 Polling Location on May 13 of 2019 by Resolution 19-045
as the Labore Residence at 4445 Enchanted Point for the 2020 Election year. The
situation has arisen that the City of Shorewood needs to change the polling place
location for Precinct 1 due to the COVID pandemic making the polling place
unavailable.
Action Requested:
Staff respectfully recommends the city council approve the
Resolution Changing Precinct 1 Polling Location pursuant to MN statute §204B.16 as
follows:
Precinct 1: Shorewood Community/Event Center 5735 Country Club Rd, Shorewood,
MN 55331
(Which will also continue to be the Polling Location for Shorewood Precinct 3)
Motion, second and simple majority vote required.
Connection to Vision/Mission
: Consistency in providing residents quality public
services, a healthy environment, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership.
Mission Statement: The City of Shorewood is committed to providing residents quality public
services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and
sound financial management through effective, efficient, and visionary leadership. Page 1
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 20-XX
A RESOLUTION CHANGING THE POLLING LOCATION FOR
PRECINCT 1 FOR THE CITY OF SHOREWOOD
WHEREAS,
the City Council of the City of Shorewood, pursuant to Minnesota State
Statute §204B.16, is required to designate election precinct polling locations by
st
resolution or ordinance within the municipality by December 31 of each year; and
WHEREAS,
the City Council designated Shorewood’s Polling Locations for all 5
Precincts including Precinct 1 Polling Location on May 13 of 2019 by Resolution 19-045
as the Labore Residence at 4445 Enchanted Point for the 2020 Election year; and
WHEREAS,
the situation has arisen that the City of Shorewood needs to change the
polling place location for Precinct 1 due to the COVID pandemic making the polling
place unavailable; and
WHEREAS,
MN State Statute §204B.16, subdv.1 allows the city to change a polling
place following the required process to do so, which includes Notice to the Affected
Voters pursuant to 204B.16, Subd. 1a.
NOW, THEREFORE, BE IT RESOLVED
that the City Council of the City of Shorewood
does hereby designate the Precinct Location for Precinct 1 will now be follows:
Precinct 1: Shorewood Community/Event Center 5735 Country Club Rd, Shorewood, MN 55331
(Which will also continue to be the Polling Location for Shorewood Precinct 3)
ADOPTED
by the City Council of the City of Shorewood this 11th day of May 2020.
_______________________________
ATTEST: Scott Zerby, Mayor
____________________________________
Sandie Thone, City Clerk
9C
MEETING TYPE
City of Shorewood Council Meeting Item
Regular
Title / Subject: Capital Improvement Plan 2020-2029
Meeting Date: May 11, 2020
Prepared by: Joe Rigdon, Finance Director
Reviewed by: Greg Lerud, City Administrator
Attachments: Resolution
Capital Improvement Plan 2020-2029
Capital Project Funds 2020 Budgets
Capital Improvement Plan 2020-2029:
With the exception of the Street Reconstruction Plan, the overall Capital Improvement Plan is largely
unchanged from the previous presentation on 4/13/20.
The CIP provides an estimation of the timing and cost of future projects. Future fund balance surplus
(deficit) projections for the City’s various capital project funds are included to assist in financial planning.
The 2020 amounts in the capital project fund projections are considered to be the preliminary 2020
budgets.
Shorewood Community & Event Center (SCEC): Capital items for the SCEC include building
improvements and equipment for the Center. Transfers from the General Fund are the planned
source to pay for these items.
Park Improvements: In recent years, the parks CIP has included significant expenditures for projects
and proposes various improvements going forward. Due to a difference of project costs in the CIP
compared to revenue, the Park Improvements fund was initially projected to become negative in
2020, and thereafter show a fund balance deficit. To assist in offsetting the deficit, the Parks
Commission developed a park improvements priority list and staff recommended that
approximately $50,000 per year, through 2029, be taken from the Equipment Replacement fund and
reallocated to the Park Improvements fund. These funds are in addition to the originally planned
$45,000 already allocated to the Park Improvements fund in the 2020 budget.
Equipment Replacement: The majority of the CIP for equipment replacement pertains to Public
Works items, but also includes some administrative technology items. The City’s Equipment
Replacement capital fund projection maintains a positive level throughout the duration of the ten-
year CIP. As noted above in the Park Improvements section, around $50,000 per year of the amount
transferred annually to the Equipment Replacement Fund has been shifted to the Parks Fund and
should not deplete the Equipment fund. A transfer in of $145,000 from the General Fund to the
equipment fund was initially planned for 2020 but has been decreased to $95,000.
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
Street Improvements: City Council and staff have met and discussed overall infrastructure system
recommendations and are proposing the adoption of a Street Reconstruction Plan for 2020-2024.
For each of the proposed street improvement projects, it is assumed that the Water, Sewer, and
Stormwater funds will fund associated utility costs. Without financing assistance and beginning in
2020, the Street Improvement fund activities are projected to result in a significant fund deficit. In
addition, the City’s utility funds may be significantly depleted. In order to complete the proposed
street projects from 2020-2024 (and likely in subsequent years), Street Reconstruction bonds will
need to be issued and allow for the spreading of repayments over a period of years. To repay the
bonded debt, a combination of annual property tax levies and utility fund rate increases and
contributions will be necessary.
Trails: Placeholder amounts are included. Projects are to be determined.
Community Infrastructure: An estimate for a roof replacement for the public works facility is
included for 2020.
Utility Funds: The Capital Improvement plans for Water, Sewer, and Stormwater funds include
equipment, portions of street infrastructure projects, as well as maintenance and preventative
maintenance items. As noted, the utility funds cash reserves are not likely to be sufficient to finance
the utility portions of the proposed street improvements. In order to finance the improvements,
bonded debt with debt service repayments supported by property tax levies and increased utility
revenues will be necessary.
Financial or Budget Considerations:
The adoption of these budgets does not limit the City Council’s ability to modify spending priorities or
authorizations throughout the year.
Options:
The City Council may choose to:
1.Approve the resolution adopting the 2020-2029 Capital Improvement Plan and 2020 budgets for
the Capital Project funds as presented;
2.Make additional changes and adopt the amended Capital Improvement Plan and budgets.
Recommendation / Action Requested:
Staff recommends that the City Council adopt the Capital Improvement Plan and Capital Projects funds
budgets resolution as submitted by staff.
Next Steps:
It is recommended that the City Council periodically review the Capital Improvement Plan and long-
range financial plan funding projections.
CITY OF SHOREWOOD
RESOLUTION NO. 20-_____
ADOPTING THE 2020-2029 CAPITAL IMPROVEMENT PLAN,
AND 2020 CAPITAL PROJECT FUND BUDGETS
WHEREAS
, City staff have presented the preliminary Capital Improvement Plan (CIP) and
2020 capital project fund budgets at meetings through April, 2020; and
WHEREAS
, the City Council has reviewed the CIP and budgets and made modifications to
each that reflect desired community service levels; and
WHEREAS
, these budgets represent a reasonable estimate of what needs to be spent to
provide the desired service level;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SHOREWOOD AS FOLLOWS
:
1.The 2020-2029 Capital Improvement Plan is hereby adopted as presented.
2.The Park Improvement, Equipment Replacement, Street Reconstruction, MSA, Trail
Construction, and Community Infrastructure budgets are hereby adopted as presented.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 11th day of
May, 2020.
ATTESTScott Zerby, Mayor
:
__________________________________
Sandie Thone, City Clerk