06-08-20 CC Reg Mtg Agenda Packet
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, JUNE 8, 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
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AGENDA
1. CONVENE CITY COUNCIL MEETING
A. Pledge of Allegiance
B. Roll Call
Mayor Zerby___
Johnson___
Labadie___
Siakel___
Sundberg___
C. Review and Adopt Agenda
Attachments
2. CONSENT AGENDA
– Motion to approve items on the Consent Agenda & Adopt
Resolutions Therein:
A. City Council Regular Meeting Minutes from May 26, 2020 Minutes
B. Approval of the Verified Claims List Claims List
C. Appointment of 2020 Election Judges City Clerk/HR Director Memo
Resolution 20-057
D. 2020 Deer Management Program City Administrator Memo
3. MATTERS FROM THE FLOOR
(No Council Action will be taken)
4. PUBLIC HEARING
5. REPORTS AND PRESENTATIONS
6. PARKS
7. PLANNING
CITY COUNCIL REGULAR MEETING AGENDA – June 8, 2020
Page 2
8. ENGINEERING/PUBLIC WORKS
A. Accept Proposal to Prepare Feasibility Study for City Engineer Memo
Smithtown Pond, City Project 20-07 Resolution 20-058
B. Accept Proposal to Prepare Feasibility Study for Strawberry Lane City Engineer Memo
Reconstruction and Trail, City Project 19-05 Resolution 20-059
9. GENERAL/NEW BUSINESS
A. Galpin Lake Road Trail Resolution City Administrator Memo
Resolution 20-060
B. Covid-19 Reopening Policies City Administrator Memo
Resolution 20-061
10. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
B. Mayor and City Council
11. ADJOURN
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CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
TUESDAY, MAY 26, 2020 7:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Zerby called the meeting to order at 7:04 P.M.
Due to the Centers for Disease Control recommendation to limit the number of people present at
a meeting, and pursuant to MN Statute 13D.02, the City Council meeting was held via electronic
means.
A. Roll Call
Present. Mayor Zerby; Councilmembers Johnson, Labadie, and Siakel; 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: Councilmember Sundberg
B. Review Agenda
Siakel moved, Labadie 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.
Labadie moved, Siakel seconded, Approving the Motions Contained on the Consent
Agenda and Adopting the Resolutions Therein, and to move item F to 9.C on the agenda.
A. City Council Regular Meeting Minutes of May 11, 2020
B. Approval of the Verified Claims List
C. Approve 2020 Data Practices Polices and Updates RESOLUTION NO. 20-047,
“A Resolution - 2020 Data Practices Policies.”
D. Accept Bids and Award Contract for 2020 Pavement Marking, City Project
20-02, RESOLUTION NO. 20-048, “A Resolution to Award Contract, City
Project 20-02.”
E. Approval of Reimbursement Resolution, RESOLUTION NO. 20-049, “A
Resolution Declaring the Official Intent of the City of Shorewood to
2A
Reimburse Certain Expenditures from the Proceeds of Bonds to be Issued
by the City.”
F. Right of Way Encroachment Agreement: 5885 Mill Street, RESOLUTION NO,
20-050, “A Resolution Approving a Right-of-Way Encroachment Agreement
for 5885 Mill Street.” – ITEM MOVED TO 9.C.
G. Authorization to Hire Two Temporary Seasonal Workers
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Zerby voted Aye
3. MATTERS FROM THE FLOOR
Jeremy Gavin, 20755 Park View Lane, noted that once Governor Walz gives the okay for things
to start opening up, his softball team would like to begin scheduling one on one team games. He
asked the Council to keep in mind, as they are creating policies, that the need for local fields will
even be greater this year than in the past.
Mayor Zerby asked City Administrator Lerud to give an update on the policy discussions. City
Administrator Lerud stated that he was planning to give the updated under item 10.A.3, but will
give it now instead. He stated that they are working on policies to open City Hall, Shorewood
Community and Event Center and open field space rental for the City. He noted that the updated
guidance information came out so close to the meeting that they were not able to formulate a
policy and have it ready for the Council to consider at tonight’s meeting but noted that it will be on
the June 8, 2020 agenda.
4. PUBLIC HEARING
5. REPORTS AND PRESENTATIONS
A. Dorothy Pederson, Riley Purgatory Bluff Creek Watershed Board
Dorothy Pederson from the Riley Purgatory Bluff Creek Watershed Board gave a summary of
what happened during 2019 in the watershed district. She stated that all of the lakes within the
watershed district passed water clarity, however, Silver Lake did not pass for algae and
phosphorus. She noted that Purgatory Creek also tested on the high end for phosphorus. She
stated that during 2019 they monitored thirteen lakes and one wetland. She stated that Lotus
Lake was infested with zebra mussels last year and they have found that Lake Riley also has
them. She gave an overview of the education that the Riley Purgatory Bluff Creek Watershed
District has done and their work on improving groundwater She noted that the watershed District
has entered into a partnership with several cities, including Shorewood, to work on a better way
to treat stormwater ponds in a more efficient manner. She stated that they are hoping to have
more information on this by late summer and the hope is that it will be a more affordable option
for everyone. She gave an overview of the upcoming agreement with the City of Chanhassen to
address the erosion on Silver Lake near Pleasant View Avenue. She stated that they have also
started looking at all the wetlands in the watershed district to evaluate their health. She shared
some of the volunteer efforts such as Adopt a Dock and Adopt a Drain that she has been involved
in. She thanked the Council for their support for her appointment on the Riley Purgatory Bluff
Watershed Board and asked for their continued support for another term.
2A
Mayor Zerby stated that he has always been impressed with what the Riley Purgatory Creek
Watershed District has been able to accomplish with their size of budget and staffing level. He
stated that he supports Ms. Pederson’s efforts to continue serving on their Board.
Councilmember Labadie asked Ms. Pederson to share a link or further information on the Adopt
a Drain and Adopt a Dock programs with the City so it can be posted on the City website. Mayor
Zerby suggested that Ms. Pederson also work with the Lake Minnetonka Cable Commission
because they are always looking for content for their network.
6. PARKS
A. Accept Bids and Award Contract for the Badger Park Tennis Courts, City Project
20-01
City Engineer Budde explained that the City opened a total of six bids on May 19, 2020 and
the low bid was submitted by Bituminous Roadways out of Shakopee. He stated that the City has
worked with them on a number of projects and noted that the bid came in about eleven percent
below the estimate.
Siakel moved, Johnson seconded, Adopting RESOLUTION NO. 20-051, “A Resolution to
Award Contract, City Project 20-01.”
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Zerby voted Aye
7. PLANNING
A. Report by Commissioner Gorham on May 5, 2020 Park Commission Meeting
Planning Commissioner Gorham gave an overview of the May 5, 2020 Park Commission meeting
as reflected in the minutes.
B. Renewal of a Special Home Occupation Permit
Applicant: Thomas Ramy
Location: 5825 Country Club Road
Planning Director Darling explained that this application is for a renewal of a Special Home
Occupation permit to allow the applicant to conduct a wood working business in his attached
garage. She noted that staff has received no complaints since the original permit was granted.
She stated both staff and the Planning Commission recommend approval subject to the conditions
listed in the staff report.
Councilmember Labadie asked if he anticipated his business dramatically increasing over the
next year. Mr. Ramy stated that he does not think there is a dramatic increase in business on the
horizon and noted if that was the case, he would not be using his home as a business.
Councilmember Johnson stated that this comment is not directed at Mr. Ramy, but noted that
there seems to be a disconnect because the City does not allow signage for this type of business,
yet many times there is a vehicle that is basically a sign parked at the residence.
2A
Mayor Zerby asked what kinds of things Mr. Ramy made. Mr. Ramy stated that he specializes in
things like custom wine racks and mantels. He noted that he had made the start and finish arch
at the Klondike Dog Derby.
Johnson moved, Labadie seconded, Adopting RESOLUTION NO. 20-052, “A Resolution
Approving the Renewal of a Special Home Occupation Permit for Property Located at 5825
Country Club Road.”
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Zerby voted Aye
C. Variance to Front Setback for a Garage Addition
Applicant: Janelle Holle and Curtis Beuning
Location: 5815 Howards Point Road
Planning Director Darling stated that this request is for a variance to the front setback for a garage
addition. She noted that staff and the Planning Commission have reviewed the request and
recommend approval, subject to conditions as listed in the staff report. She noted that it was a
split decision from the Planning Commission.
Councilmember Labadie stated that she attended the Planning Commission meeting and
although there was one dissenting opinion, she feels this is an appropriate situation for a variance
to be granted.
Labadie moved, Siakel seconded, Adopting RESOLUTION NO. 20-053, “A Resolution
Approving a Front Setback Variance for Property Located at 5815 Howards Point Road.”
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Zerby voted Aye
8. ENGINEERING/PUBLIC WORKS
A. Notice for Public Hearing for Mary Lake Outlet, City Project 19-09
City Engineer Budde stated that this item is notice that there will be a public hearing for the Mary
Lake Outlet at the June 22, 2020 Council meeting. He noted that staff is planning to present
information to the City of Excelsior at one of their upcoming Council meetings to keep them
informed.
Mayor Zerby asked about the DNR response time once the public hearing has been held. City
Engineer Budde stated that the DNR will not begin permitting until there is about a sixty percent
complete plan set. He stated that he thinks the City has done a really good job of keeping
everyone in the loop and anticipates that their permitting process will only be a month or two, but
noted that construction should still be able to be wrapped up in 2020.
Siakel moved, Johnson seconded, Adopting RESOLUTION NO. 20-054, “A Resolution
Calling a Public Hearing for Mary Lake Outlet, City Project 19-09.”
City Administrator Lerud noted that there was someone on Zoom that raised their hand.
Maeve Gallivan, stated that she doesn’t have a comment on this item but just received the correct
Zoom information.
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Mayor Zerby explained that the Council would complete this item and then come back to Ms.
Gallivan for comment.
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Zerby voted Aye
Mayor Zerby asked Ms. Gallivan to share her concern or question.
MATTERS FROM THE FLOOR – CONTINUED
,
Maeve Gallivan, 22680 Galpin Lanestated that she wanted to update the Council regarding the
Galpin Lake sidewalk issue. She noted that she had created a petition that has been sent to local
representatives which currently has one hundred and four signatures. She stated that they are
also planning to call their representatives and asked that the Council also be in touch with the
representatives on this issue.
Mayor Zerby suggested that there be an item at a future Council meeting with a resolution in
support of this petition.
City Administrator Lerud stated that he will prepare a resolution for the next Council meeting.
9. GENERAL/NEW BUSINESS
A. Resolution Approving On-Sale Liquor License Fee Rebate
City Clerk Thone explained that as a result of Governor Walz’s order on March 17, 2020, a few
local businesses were shuttered, the American Legion and Tino’s. She stated that in an attempt
to do something to assist these businesses, staff is asking Council to consider granting a twenty-
five percent rebate for their liquor license fees for these two on-sale liquor establishments.
She noted that there are several other cities that are doing similar rebates for their businesses.
Councilmember Labadie stated that she appreciated the comparison with what other communities
are doing in this situation and asked if other nearby lake communities, such as Excelsior, have
done this. City Clerk Thone stated that she does not know the answer, but has not readily seen
that other lake communities have done this type of thing.
Councilmember Siakel stated that she thinks it is a good idea and will have a minimal impact on
the City, but will help these businesses.
Labadie moved, Johnson seconded, Adopting RESOLUTION NO. 20-055, “A Resolution
Approving On-Sale Liquor License Rebates Due to COVID-19 Pandemic.”
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Zerby voted Aye
B. Temporary Expansion of Outdoor Premises to On-Sale Liquor
Establishments
City Clerk Thone stated that this item is intended to allow a temporary expansion to the outdoor
seating areas at American Legion and Tino’s. She explained the order from Governor Walz that
they can being serving outdoors starting June 1, 2020. She stated that this temporary expansion
of their outdoor premises will allow them to serve customers and maintain the appropriate social
distancing as required.
2A
Councilmember Johnson asked how this will be work for the American Legion that is surrounded
by residential properties. City Clerk Thone stated that the parameters set by the State are quite
detailed and noted that it needs to be contiguous and contained. She noted that this resolution
does not mean that these two establishments will take advantage of this temporary change, but
this will give them the opportunity if they would like to.
Labadie moved, Zerby seconded, Adopting RESOLUTION NO. 20-056, “A Resolution
Approving Temporary Expansion of Outdoor Premises to On-Sale Establishments in
Shorewood.”
Councilmember Johnson stated that he will vote in support of this but asked that the City consider
the potential of noise pollution to the existing neighbors.
The Council discussed potential hypothetical situations if there were complaints or issues and
how they would be handled.
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, Zerby voted Aye
C. Right of Way Encroachment Agreement: 5885 Mill Street (Moved from 2.F.)
City Administrator Lerud noted that staff has been working with the property owner at 5885 Mill
Street, to provide a water service line following direction from the Council. He noted that the draft
agreement was included in the packet but noted that since the packet was sent out there have
been changes suggested by the property owner. He reviewed the requested changes to the
agreement and noted that staff finds them acceptable.
Johnson moved, Siakel seconded, Adopting RESOLUTION NO. 20-050, “A Resolution
Approving a Right-of-Way Encroachment Agreement for 5885 Mill Street.”
Roll Call Vote: . Motion passed
Labadie, Johnson, Siakel, Zerby voted Aye
10. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. Utility Rates
City Administrator Lerud stated that given the situation with the COVID-19 pandemic, staff thought
it would be appropriate to delay the annual discussion on changing utility rates at this time. He
suggested that this be delayed until the third or fourth quarter of the year.
2. April General Fund Budget Report
Finance Director Rigdon gave an overview of the April General Fund Budget report and asked
that the Councilmembers contact him if they have specific questions.
3. Re-Opening Update
City Administrator Lerud noted that he had given this update during Matters from the Floor but
reiterated that they are working on policies to re-open facilities.
2A
Other
City Clerk Thone explained her absence at the beginning of tonight’s meeting was due to a
weather alert.
Planning Director Darling stated that the 2019 population estimate from the Met Council has been
received and has the City at seven thousand nine-hundred thirty-four people and two thousand
nine-hundred and two households, which is an increase. She noted that the Badger Park
playground opened up before the Memorial Day weekend, which meant there were lots of kids
out there using the new equipment. She stated that she is hoping the one remaining bit of
concrete work will be completed soon.
Mayor Zerby noted that feels that the new playground looks great and commended staff for their
work on that project.
B. Mayor and City Council
Councilmember Labadie noted that there is a Fire Board meeting on May 27, 2020 if anyone
would like to participate via electronic means.
11. ADJOURN
Johnson moved, Labadie seconded, Adjourning the City Council Regular Meeting of May
26, 2020, at 8:20 P.M.
Roll Call Vote: . Motion passed.
Labadie, Johnson, Siakel, 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: June 8, 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.
66166-66203 & ACH 384,846.64
Total Claims $384,846.64
We have also included a payroll summary for the payroll period e May 24, 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.
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2C
MEETING TYPE
Regular Meeting
City of Shorewood Council Meeting Item
Title/Subject: Resolution Appointing Election Judges and Establishing an
Absentee Ballot Board for the 2020 Election
Meeting Date: Monday, June 8, 2020
Prepared by: Sandie Thone, City Clerk/HR Director
Reviewed by: Greg Lerud, City Administrator
Attachments: Resolution
Policy Consideration:
MN Statute204B.21 Subd. 2 states that election judges for precincts in
a municipality shall be appointed by the governing body of the municipality; and MN Statute
203B.121 requires the establishment of an Absentee Ballot Board for processing of absentee
ballots.
Background:
It takes many dedicated people to run and staff a successful election. In 2018
the city successfully recruited seventeen new election judges, in 2019, we recruited an
additional six judges, and already since the Presidential Nomination Primary (PNP) Election
took place in March we have added an additional four new judges to add to our experienced
and talented team to support Shorewood elections. Elections administration is a continuum of a
well-oiled machine with as many as ten judges in precincts 2, 3, and 4 and four or more serving
Precinct 1. Never has it been so important to continually infuse new talent into the pool so that
they can learn from the experience of existing election judges, as in these coming elections
during the COVID-19 pandemic. Although much is unknown, and elections will look different
this year than in the past, we have never been more grateful for the unwavering support of the
city’s election judges! This year’s remaining elections are the Primary Election on August 11,
2020 and the General Election on November 3, 2020. The attached resolution allows for the
appointment of election judges and staff to serve in these elections and in addition provides the
City Clerk the authority to assign additional individuals to serve as an Election Judge, if needed.
Each municipality is required to establish an Absentee Ballot Board appointed by the council for
the remaining two elections; Primary and General Elections, for the purpose of processing the
absentee ballots pursuant to Minnesota State Statute 203B.121. Although it is at this time still
undecided whether walk-in absentee ballots will be processed at City Hall for the Primary, it is
likely we will remain the AB walk-in voting center for the General Election in November. Two
election judges or trained staff may be selected to serve as the Absentee Ballot Board at City
Hall. All mailed, military, and overseas absentee ballots are processed by Hennepin County.
The attached resolution provides for these appointments.
Financial or Budget Considerations:
Election Judge expense is included in the 2020 budget.
Recommendation/Action Requested:
Staff respectively requests approval of the attached
Resolution Appointing 2020 Primary and General Election Judges and Absentee Ballot Board.
Connection to Vision / Mission
: Consistency in providing residents quality public service, 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 APPOINTING
2020 PRIMARY AND GENERAL ELECTION JUDGES AND
ESTABLISHING AN ABSENTEE BALLOT BOARD
WHEREAS
, the City Clerk has submitted for approval a list of individuals who have agreed to serve
as Election Judges at the Primary Election on August 11, 2020, and/or the General Election on
November 3, 2020; and
WHEREAS
, the City Clerk has the authority to add additional Election Judges, if needed, to conduct
the 2020 Primary and General Elections; and
WHEREAS,
Shorewood City Hall may serve as an Absentee Ballot Center for the residents of
Shorewood; and
WHEREAS,
pursuant toState Statute Section 203B.121, as amended, an Absentee Ballot Board
must be established by the City Council to facilitate the absentee process for the upcoming
elections; and
WHEREAS
, the City Council also appoints other individuals and all members appointed to the
Hennepin County Absentee Ballot Board as authorized under Minn. Stat. 204B.21, Subd. 2 under
the direction of the Election Manager to serve as members of the Shorewood Absentee Ballot
Board;
NOW, THEREFORE BE IT RESOLVED
the Shorewood City Council hereby approves the following
list of election judges to officiate at the 2020 Primary and General Elections:
Nancy Anderson Ken Huskins Susan Paulson
Dianne Aslesen Marianne Kilker Karen Petron
Ralph Ballard Diane Klimowicz Court Queen
Jim Berdahl Carla LaBore Claudia Ringate
Lois Berg Karen Lane Anne Rivers-Ditsch
Karen Boynton Doug Legault Laurie Sacchet
Tena Brandhorst Gordon Levack Nathan Schilling
Jerry Brecke Elaine Love Joann Schmid
Marlys Bucher Roxanne Martin Lori Schuenke
Laurel Costello Michael McDonald Jeanne Schwartz
Catherine DeMars Pamela McDonald Phyllis Skinner
Steve Dietz Deb Miller Virgil Smeltzer
Kristine Diller Chuck Niles Jane Stein
William Erickson Miechelle Norman Michael Thorsen
Marilyn Gagne Mary O’Keefe Matthew Wells
Elizabeth Grover Luanne O'Neill Janice Zumsteg
Veronica Grover William O'Neill Cynthia Clark
Patricia Hauser Carol Paulsen Kathleen Miller Liu
BE IT FURTHER RESOLVED
the Shorewood City Council hereby directs the City Clerk to appoint
at least two election judges of different political parties to serve as the Absentee Ballot Board as
required in State Statute Section 203B.121, as amended.
th
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 8 day of June 2020.
________________________________
Scott Zerby, Mayor
ATTEST:
___________________________________
Sandie Thone, City Clerk
City of Shorewood Council Meeting Item
2D
Title/Subject: 2020 Deer Management Program
Meeting Date: June 8, 2020
MEETING
Prepared by: Greg Lerud, City Administrator
TYPE
REGULAR
Policy Question:
Should the City continue its Deer Management program for 2020 and set
dates for hunt weekends?
Background:
At the January 13 meeting, the council received a summary of the 2019 hunt,
during which 21 deer were harvested. The city indicated its willingness to be part of the Three
River’s Park District aerial survey scheduled to be done earlier this year, but the city has not
received any information from the District regarding the survey. Should that information be
forthcoming, it will be provided to the city council. Staff has discussed this year’s program with
representatives of the MBRB and possible dates for this year’s removal efforts. MBRB
proposes four weekend hunts (Fridays thru Sundays – Friday hunts begin at 1:00 p.m.):
Sept. 25 – 27
Oct. 9 – 11
Oct. 23 – 25
Nov. 6 – 8
Optional/Back up: Nov. 20 – 22
Financial or Budget Considerations:
The MBRB provides its services free of charge. Staff
time and related mailing expenses are minimal.
Options: .
Approve the dates, change the dates, or cancel the removal effort
Recommendation / Action Requested:
Based on property owner requests for the
management service there remains interest in maintaining the program. Staff recommends a
motion to approve the 2020 deer management program. Simple majority is required for
approval.
Next Steps and Timeline:
Representatives from MBRB and city staff will continue to look for
suitable hunting sites. Permission slips will be sent in August to previous participating property
owners and any new ones identified, and the mandatory hunter orientation will be September
24.
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-xxx
A RESOLUTION TO PREPARE FEASIBILITY STUDY AND PRELIMINARY DESIGN
FOR THE SMITHTOWN POND PROJECT
CITY PROJECT 20-07
WHEREAS,
the current Capital Improvement Plan (CIP) identifies improvements to
Smithtown Pond which is a new regional storm water pond that will benefit upstream
and downstream watersheds by providing water storage and rate control; and
WHEREAS,
the above improvements are identified in the CIP for 2021 construction and
is required to be constructed prior to Strawberry Lane Reconstruction and Trail project
which is scheduled for 2022 construction; and
WHEREAS,
the City has completed the Western Shorewood Drainage Study and the
recommended alternatives for the project area will be incorporated into the design; and
WHEREAS,
the City Council as appointed Bolton & Menk as the City Engineer and will
prepare the feasibility report and preliminary design for the Smithtown Pond 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 study and preliminary design for the Smithtown Pond
project.
th
Passed by the City Council of Shorewood, Minnesota this 8 day of June, 2020.
__________________________
Scott Zerby, Mayor
Attest:
___________________________
Sandie Thone, City Clerk
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 20-xxx
A RESOLUTION TO PREPARE FEASIBILITY STUDY AND PRELIMINARY DESIGN
FOR THE STRAWBERRY LANE RECONSTRUCTION AND TRAIL PROJECT
CITY PROJECT 19-05
WHEREAS,
the current Capital Improvement Plan (CIP) identifies improvements to
nd
Strawberry Lane Reconstruction and Trail project from West 62 Street to Smithtown
Road and includes street reconstruction, walking trail, watermain, and drainage
improvements; and
WHEREAS,
the above improvements are identified in the CIP for 2022 construction and
will require the acquisition of easements and right of way which is identified in the CIP
for 2021; and
WHEREAS,
the City has completed the Western Shorewood Drainage Study and the
recommended alternatives for the project area will be incorporated into the design; and
WHEREAS,
the City Council as appointed Bolton & Menk as the City Engineer and will
prepare the feasibility report and preliminary design for the Strawberry Lane Street
Reconstruction and Trail 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 study and preliminary design for the Strawberry Lane
Reconstruction and Trail project.
th
Passed by the City Council of Shorewood, Minnesota this 8 day of June, 2020.
__________________________
Scott Zerby, Mayor
Attest:
___________________________
Sandie Thone, City Clerk
City of Shorewood Council Meeting Item
9A
Title/Subject: Galpin Lake Road Trail
Meeting Date: June 8, 2020
MEETING
Prepared By: Greg Lerud, City Administrator
TYPE
MEETING
Attachments:
Resolution
Background:
In 2013, the city engineer prepared a feasibility report for a project to
construct a trail along Galpin Lake Road. The trail alignment presented challenges due
to the presence of wetlands and the narrow corridor between Highway 7 and Galpin
Lake. Those conditions caused cost to construct the proposed trail to be significantly
higher on a linear foot basis than other trails.
Since the report was prepared, the city has contacted MN Department of Transportation
officials, Hennepin County officials, and submitted bonding bill requests to assist with
the cost of the project, but no funding has been obtained.
The residents along Galpin Lake Road have an online petition urging the state and
county elected representatives to provide funding assistance for a trail. The City
Council supports and encourages their effort, and the city will continue to seek funding
from outside agencies in partnership with the residents.
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-
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
A RESOLUTION SUPPORTING RESIDENT’S EFFORTS TO OBTAIN FUNDING FOR
THE CONSTRUCTION OF A GALPIN LAKE TRAIL
WHEREAS
; residents along Galpin Lake Road in Shorewood have requested the City Council
consider a trail extension that will link to the sidewalk in Chanhassen, and
provide a continuous safe route through Shorewood and crossing Highway 7 at
County Road 19; and,
WHEREAS;
recognizing the safety issue for residents south of Highway 7 to cross to the
north side, the City studied a Galpin Lake trail option in 2013, and identified
significant challenges for the project including potential impacts to wetlands,
private properties, and a narrow Highway 7 corridor; and,
WHEREAS;
to address the challenges identified in the report, the cost estimates for the
project were significantly higher on a linear foot basis due to the required
retaining walls needed to minimize impacts; and,
WHEREAS;
to complete the project, the city needs resources from federal, state, or county
agencies outside sources in order to complete the project; and,
WHEREAS;
the city has met with representatives from the MN Department of Transportation,
Hennepin County and Three River’s Park District to request participation in a trail
project and following a city request, the trail funding was submitted for inclusion
in the State Bonding bill,
NOW THEREFORE BE IT RESOLVED
: that the Shorewood City Council recognizes the
importance of the project and supports the efforts of the Residents to secure
outside funding for the project and urges impacted individuals to support the
resident’s petition at change.org/fundoursidewalk. Be It Further Resolved that
the Council directs staff to share this petition with elected representatives at all
levels of government and to actively seek project cost participation from other
government agencies so this project can be constructed.
th
Adopted by the City Council of Shorewood, Minnesota this 8day of June, 2020.
__________________________
Scott Zerby, Mayor
ATTEST
___________________________
Sandie Thone, City Clerk
City of Shorewood Council Meeting Item
9B
Title/Subject: COVID-19 Reopening Policies
Meeting Date: June 8, 2020
MEETING
Prepared By: Greg Lerud, City Administrator
TYPE
Reviewed By: Sandie Thone, City Clerk/HR Director; Tim Keane, REGULAR
City Attorney
Attachments:
Emergency Declaration 20-02, Reopening Policies, Resolution
Background:
On March 13, Mayor Scott Zerby issued Emergency Declaration 20-01 in
response to the COVID 19 virus pandemic. The Declaration, subsequently approved by
the City Council, established the city’s policy and steps to minimize the impact of the
spread of the virus.
Since the onset of the pandemic, guidance from the MN Department of Health and the
Centers for Disease Control, have evolved – and continue to evolve. In response, the
Mayor has issued Emergency Declaration 20-02 on June 5, 2020 to establish policies
and conditions of reopening city facilities to the public. These guidelines are based on
the template developed by the State that follow the requirements for a business to
reopen. The policy allows for flexibility to reacting to further changes in guidance.
Financial or Budget Considerations:
The city has had costs to purchase PPE,
sanitizer, and physical barriers, but the present budget has sufficient funds available.
Options:
Statute requires that a City Council consider a Mayoral emergency
declaration with three days and act to approve, edit, or deny. The City Council has the
ultimate policy making authority regarding these reopening polices and can revise in
any way the Council determines.
Recommended Action:
Staff recommends approval of the Resolution by simple
majority.
Next Steps and Timeline:
If approved, City hall will be open to the public on Tuesday,
June 9. Staff will continue to monitor guidance and adjust response appropriately. For
the month of June, the staff has been split so there is coverage every day at city hall,
but should there be an exposure, it limits the spread to just that group of people,
allowing the other group to continue to maintain operations.
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
MAYOR’S EMERGENCY DECLARATION 20-02
PROCLAMATION AND DECLARATION OF EMERGENCY
DECLARING AN AMENDMENT TO THE MAYOR’S EMERENCY DECLARATION 20-01
RECITALS
1.The COVID-19 pandemic continues to present an unprecedented and rapidly evolving challenge
to the State of Minnesota.
2.On March 13, 2020, Governor Tim Walz declared a Peacetime State of Emergency to authorize
and all necessary resources to be used in support of the COVID-19 response.
3. On March 16, 2020, Mayor Scott Zerby issued Emergency Declaration 20-01, which was approved
by the Shorewood City Council on March 23, 2020 by adopting Resolution No. 20-026.
4. The State of Emergency continues to exist, but based on the MN Governor’s executive orders, MN
Department of Health and Centers for Disease Control guidance, certain restrictions that were previously
established can be modified, provided the additional recommendations and practices are established.
NOW, THEREFORE, MAYOR ZERBY OF THE CITY OF SHOREWOOD PROCLAIMS,
DECLARES, REQUESTS, AND DIRECTS AS FOLLOWS:
DECLARATIONS
1.Under the authority given by Minnesota Statutes, Section 12.29, declares that a local
emergency continues to exist within the City of Shorewood, with all the powers and
responsibilities attending thereto as provided by Minnesota Statutes, Chapter 12, and further
proclaims that such emergency constitutes a declared emergency pursuant to Shorewood City
Code Section 602.
2.Unless specifically modified by this Emergency Declaration, all provisions of the 20-01
Emergency Declaration remain in effect.
3.Directs all City departments and offices to operate and support the response to this incident,
including implementing new employee protocols, strategies, and processes to ensure that
public services are maintained.
4.Directs that Shorewood City Hall and the Shorewood Community and Event Center reopen for
public access, provided the provisions of the City of Shorewood COVID-19 Preparedness Plan
(a copy of which it attached to this Resolution for reference) be implemented immediately.
5.For field reservations (lacrosse, soccer, baseball, softball, open space where a sport field can
be created), all activities shall follow the latest guidelines, policies, or rules from the MN
Department of Health or CDC, and consistent with the Governor’s executive orders. A copy
of the latest recommendations will be included with any reservation made for field space.
Those seeking a reservation shall be required to provide evidence of conformance to the latest
guidelines and it shall be the duty of any renter of a city field or facility to communicate to
4839-6228-5239.1
their participants the organization’s COVID 19 policies, and follow all recommended
guidelines, as they may be amended, for the duration of their reservation.
6.The City shall begin issuing permits for services and activities provided the activity is
permitted pursuant to MN Department of Health, CDC, and Governor Walz’s executive orders,
as they are amended. Permittees are required to provide evidence of conformance to such
guidelines.
7.Directs the appropriate City staff to request and coordinate appropriate aid and resources from
surrounding jurisdictions, Hennepin County, the State of Minnesota, and the Federal
government, as needed.
8.Requests that the City Council approve the provisions of this emergency declaration at their
meeting on June 8, 2020.
9.Orders that this Emergency Declaration be given prompt and general publicity and that it be
filed by the City Clerk.
th
Dated this 5 day of June 2020
Mayor, Scott Zerby
____________________________
Attest:
City Administrator, Greg Lerud
_____________________________
4839-6228-5239.1
City of Shorewood COVID-19 Preparedness Plan
I.
Under Governor Tim Walz’s Executive Orders, identified businesses that are in operation during the peacetime
emergency are required to establish a COVID-19 Preparedness Plan.
A business’s COVID-19 Preparedness Plan shall establish and explain the policies, practices and conditions
necessary to meet the Centers for Disease Control and Prevention (CDC) and Minnesota Department of Health
(MDH) guidelines for COVID-19, federal Occupational Safety and Health Administration (OSHA) standards and
Executive Order 20-48 related to worker and customer – if the business has customer-facing operations –
exposure to COVID-19. The plan should have the strong commitment of management and be developed and
implemented with the participation of workers. The Minnesota Department of Labor and Industry (DLI), in
consultation with MDH, has the authority to determine whether a plan is adequate.
II.
The City of Shorewood is committed to providing a safe and healthy workplace for all our workers, and residents
and others when they visit a city facility. To ensure we have a safe and healthy workplace, we have developed
the following COVID-19 Preparedness Plan in response to the COVID-19 pandemic. Supervisors and workers are
all responsible for implementing this plan. Our goal is to mitigate the potential for transmission of COVID-19 in
our workplaces and communities, and that requires full cooperation among our workers and visitors. Only
through this cooperative effort can we establish and maintain the safety and health of our workers and
workplaces.
Management and workers are responsible for implementing and complying with all aspects of this COVID-19
Preparedness Plan.
Our workers are our most important assets. We are serious about safety and health and keeping our workers
working at the City of Shorewood. Our COVID-19 Preparedness Plan follows Centers for Disease Control and
Prevention (CDC) and Minnesota Department of Health (MDH) guidelines, federal OSHA standards related to
COVID-19 and Executive Order 20-48, and addresses:
•hygiene and respiratory protocol;
•engineering and administrative controls for social distancing;
•cleaning, disinfecting, decontamination and ventilation;
•prompt identification and isolation of sick persons;
•communications and training that will be provided to managers and workers; and
•management and supervision necessary to ensure effective implementation of the plan.
protection and controls for pick-up, drop-off and delivery;
communications and instructions for visitors.
Screening and policies for employees exhibiting signs and symptoms of
COVID-19
Workers have been informed of and encouraged to self-monitor for signs and symptoms of COVID-19.
Employees who are feeling sick or exhibiting symptoms of COVID-19, including; fever, cough, shortness of
breath, muscle aches, sore throat, chills headache, or new loss of taste or smell, shall stay home until 24 hours
after the symptoms have ceased. If an employee begins to feel ill at work, they should inform their supervisor,
or fellow employee if their supervisor is not present, that they are feeling ill, and the employee shall
immediately have no contact with anyone else and shall leave the work place. The employee shall keep the city
informed of their medical status by being in contact with their supervisor. Employees who are feeling ill are
encouraged to contact their medical provider for next steps in testing, care or treatment. Employer response to
employee illnesses will follow the latest guidance from the MN Department of Health and the CDC.
The City has implemented leave policies that promote workers staying at home when they are sick, when
household members are sick, or when required by a health care provider to isolate or quarantine themselves or
a member of their household. In addition to an employee’s regular sick leave, the following COVID-19 leaves
have been approved by the city: COVID-E, COVID-C, COVID-19 When you are claiming one of the leaves, please
note it on your timecard and complete and return the COVID-E and COVID-C Request forms as required. Finance
will track the usage and the daily caps. The city is requiring you to use your vacation, sick, comp time, and
personal leave times to cover any time needed to cover the difference between what the COVID-E, -C and your
normal pay, or 40 hour work week. Of the two leaves - COVID-E or COVID-C – there is not a requirement that
you use them in a certain order – you can choose the order. The COVID-19 leave will be the last leave that you
use, because it means you have a zero balance in your leave banks. These leaves and associated forms were
previously communicated to employees. Please contact Human Resources or Finance to obtain a request form if
needed.
Handwashing
Basic infection prevention measures are being implemented at our workplaces at all times. Workers are
instructed to wash their hands for at least 20 seconds with soap and water frequently throughout the day, but
especially at the beginning and end of their shift, prior to any mealtimes and after using the restroom. The city
will provide hand-sanitizer dispensers (that use sanitizers of greater than 60% alcohol) at the city hall and
Shorewood Community and Event Center (SCEC) entrances and be readily accessible for visitors to both
buildings.
Each city hall employee has been provided personal hand sanitizer for their office. If additional hand sanitization
is needed, the City Administrator or HR Director shall be notified and additional supplies will be provided. The
city will provide additional sanitizer at the front counter for employee and visitor use. Hand washing will
continue in the lunchroom and restrooms.
City Hall and SCEC employees have a shared responsibility to clean common surfaces throughout the day and
especially at the end of each workday. Supplies specific to each area will be used only for each area as
designated. Please do not use your personal supply of sanitizing supplies for common areas to reduce
contamination. Employees shall also sanitize their keyboard, phone, and other office equipment, at the
beginning of every workday.
Respiratory etiquette: Cover your cough or sneeze
Workers and visitors are being instructed to cover their mouth and nose with their sleeve or a tissue when
coughing or sneezing and to avoid touching their face, in particular their mouth, nose and eyes, with their hands.
They should dispose of tissues in provided trash receptacles and wash or sanitize their hands immediately
afterward. Trash receptacles shall be readily available for employees and visitors. Employees have each been
provided a mask and they are encouraged to wear when they are out of their office, or in the presence of other
people. If an employee needs additional PPE supplies, they shall let the HR Director or City Administrator know
and those supplies shall be provided.
Social distancing at City Hall and the SCEC
Social distancing of six feet will be implemented and maintained between workers and visitors at city hall and
the SCEC through the following engineering and administrative controls:
1.When possible, employees are encouraged to work from home.
2.Office equipment in individual offices shall not be shared. Sanitizer shall be provided at shared office
equipment, such as the copiers and postage machine.
3.Upon opening city buildings for public use, city hall employees shall adopt a staggered work schedule,
working with the same employees as much as possible.
4.A plexiglass shield shall be installed across the front counter to provide a physical barrier.
5.There will be designations on the floor for where visitors should stand while waiting for service.
6.A barrier shall be put up in the hallway that leads to the restroom area to close off public access to the
restrooms.
7.The small and large conference rooms shall not be used when face-to-face meetings are required. The
Council Chambers shall serve as the meeting place, and tables arranged to create the recommended
social distance.
8.The city will have a place designated for document drop off such as permits, utility bills and other
payments. The documents may remain in the container until the next day when they will be processed
by employees. Gloves shall be used when handling mail, boxes, documents, or anything brought in by a
non-employee.
9.Plans and larger documents shall be placed on a table and may remain for one day before accessing.
10.Package delivery shall follow the plan for larger document protocol.
11.When possible, interior doors shall remain open throughout the workday. If security doors are shut,
sanitizing wipes shall be made available to periodically wipe handles.
12.Under no circumstances will non-employees be permitted to be in the office work area.
13.Masks shall be requested to be worn by visitors. Disposable masks may be provided.
14.Restrooms will only be available for employee use and only one person should use at a time to reduce
exposure. Please wipe down all surfaces touched after each use.
15.The Employee Lunchroom will be limited to one person at a time as well. Please wipe down all surfaces
touched after each use.
City hall and SCEC cleaning and disinfection
Regular housekeeping practices are being implemented, including routine cleaning and disinfecting of work
surfaces, equipment, tools and machinery, restrooms, break rooms, lunchrooms, meeting rooms, drop-off and
pick-up locations. Employees have a shared responsibility for frequently cleaning and disinfecting high-touch
areas, such as door handles, copy machine, counters, screens, controls, railings, copy machines, credit card
readers, delivery equipment, etc. The city’s contracted custodial service shall clean City Hall on Sundays and
Wednesdays. Employees are responsible for cleaning their own workspace prior to each shift. If an employee
becomes sick at work, mask and gloves shall be used to wipe down the employee’s workspace, and if possible,
the door to the office closed. If a visitor enters City Hall or the SCEC showing symptoms, they shall be directed
to leave the building immediately, and PPE shall be used while cleaning the area where the visitor was.
Appropriate and effective cleaning and disinfectant supplies have been purchased and are available for use in
accordance with product labels, safety data sheets and manufacturer specifications and are being used with
required personal protective equipment for the product. Use of gloves when using any disinfectant shall be
required, as well as any manufacturer recommended safety equipment.
Parks, parks facilities and outdoor spaces
Park open spaces and trails remain open.
Playgrounds are open, but not sanitized. Signs to that effect have been posted around each of the playground
areas.
Park shelters. Reservations will be accepted any time after June 8, 2020. Park shelters will not be sanitized prior
to, or after any use. Park reservation notices will be accompanied with a list of recommended guidelines
consistent with guidance from the MN Department of Health.
Park bathrooms will not be open. Portable bathrooms will be open. Drinking fountains will not be turned on.
Designated field space (lacrosse, soccer, baseball/softball, other). Association, school, or other organized teams
wishing to use the city athletic fields for instruction purposes only (no games) with 10 or fewer participants must
submit a COVID-19 preparedness plan at the time of applying to reserve the field. The plan shall explain, or
show, how the activity meets the latest MN Department of Health guidelines:
https://www.health.state.mn.us/diseases/coronavirus/schools/youthsports.pdf
Communications and training
This COVID-19 Preparedness Plan was reviewed by city staff and a copy was provided to each employee on June
5, 2020. Instructions will be communicated to customers and visitors about: how drop-off, pick-up, and
deliveries will be conducted to ensure social distancing between the customers and workers; required hygiene
practices; and recommendations that customers and visitors use face masks when dropping off, picking up,
accepting delivery or in-store shopping. Customers and visitors will also be advised not to enter the workplace if
they are experiencing symptoms or have contracted COVID-19 by posting a conspicuous notice at the entrance
of City Hall and the SCEC. Staff will monitor how effective the program has been implemented by observing
compliance from visitors and employees. Management and workers are to work through this new program
together and update the training as necessary. This COVID-19 Preparedness Plan has been approved by the City
Council and was will be updated as necessary.
Certified by:
RESOLUTION 20-xxx
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
A RESOLUTION APPROVING REOPENING POLICIES TO PROTECT RESIDENTS
AND CITY EMPLOYEES FROM THE COVID-19 VIRUS
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. 20-02 on June 5,
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. 20-02 in its entirety.
2. The policies being approved with passage of this Resolution are, at the time of
passage, the best steps that can be taken as city facilities are reopening.
3. Parks Commission meetings can resume, and the use of electronic means to
hold the meetings is recommended.
4. 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.
5. Unless specifically amended by the attached policy, emergency declaration 20-
02, or this Resolution, the measures and actions in emergency declaration 20-01
and Resolution No. 20-026 remain in force.
6. 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.
th
Adopted by the City Council of Shorewood, Minnesota the 8 day of June 2020.
__________________________
Scott Zerby, Mayor
Attest:
___________________________
Sandie Thone, City Clerk