02-08-21 CC Reg Mtg Agenda PacketCITY OF SHOREWOOD
CITY COUNCIL REGULAR MEETING
MONDAY, FEBRUARY 8, 2021
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
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 go to
ci.shorewood.mn.us/current meeting for the meeting link. Contact the city at 952.960.7900 during
regular business hours with questions.
AGENDA
1. CONVENE CITY COUNCIL MEETING
3
A. Roll Call
B. Review and Adopt Agenda
Mayor Labadie_
Council Member Siakel_
Council Member Johnson_
Council Member Callies
Attachments
CONSENT AGENDA — Motion to approve items on the Consent Agenda & Adopt
Resolutions Therein:
A. City Council Work Session Minutes of January 25, 2021
B. City Council Regular Meeting Minutes of January 25, 2021
C. Approval of the Verified Claims List
D. Approval of Tree Sale
E. Accept Proposal Lift Station Maintenance
MATTERS FROM THE FLOOR
(No Council Action will be taken)
4. PUBLIC HEARING
5. REPORTS AND PRESENTATIONS
A. Curt Mackey Excelsior Fire District Chief
Minutes
Minutes
Claims List
Communications/Recycling Coordinator Memo
B. Joe Shneider, AIS Committee Chair, Christmas Lake HOA
6. PARKS
Director of Public Work Memo
Resolution 21-013
CITY COUNCIL REGULAR MEETING AGENDA
Page 2
7. PLANNING
8. ENGINEERING/PUBLIC WORKS
A. Accept Bids and Award Contract for the Glen Road, Amlee Road and
Manitou Lane Reconstruction Project, City Project18-08
B. Accept Proposal for Davey Tree Services for Tree Removal in
Glen/Amlee/Manitou Project Area, City Project 18-08
C. Accept Proposal for Monitoring Cultural Resources for the
Glen/Amlee/Manitou Project Area, City Project 18-08
D. Accept Change Order 1 for the Woodside Road Reconstruction
Project, City Project 19-04
9. GENERAL/NEW BUSINESS
A. Council Vacancy Discussion
10. STAFF AND COUNCIL REPORTS
A. Staff
B. Mayor and City Council
1. Commission Appointment Recommendations
11. ADJOURN
Engineer Memo
Resolution 21-014
Engineer Memo
Resolution 21-015
Engineer Memo
Resolution 21-016
Engineer Memo
Resolution 21-017
City Administrator Memo
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL WORK SESSION MEETING COUNCIL CHAMBERS
MONDAY, JANUARY 25, 2021 6:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL WORK SESSION MEETING
Mayor Labadie called the meeting to order at 6:02 P.M.
A. Roll Call
Present. Mayor Labadie; Councilmembers Johnson, Siakel, and : Callies; City Attorney
Keane; City Administrator Lerud; City Clerk Thone; Finance Director Rigdon;
Planning Director Darling; Director of Public Works Brown;, and, City Engineer
Budde
Absent: None
B. Review Agenda
Johnson moved, Callies seconded,
Ayes — all. Motion passed 4/0.
2. SETTING CODE AMENDMENT PRI
City Administrator Lerud referenced
an ongoing effort for the past four
casualties from the pandemic is tha,
have face to face meetings. He not(
to bring to the Council's attention in
prioritized for view and which ones
three categories that 'fhe codes fall,
the agenda as presented. Roll Call Vote:
the staff report that shows that the City has been engaged in
years to amend the City Code. He noted that one of the
the Council retreat has been postponed until the Council can
d that this was going to be one of the items that staff wanted
Needing Structural Overhaul;Amenc
for guidance in preparing a schedule
to get direction on what portions of the code should be
onsidered a lower priority. He explained that there are
Additional Rules and Procedures needed; Regulations
is for Specific Topics. He reiterated that staff is looking
will reflect the Council's priorities.
Planning Director Darling stated that deciding where to put staff time and attention was something
that could not be determined without Council involvement. She noted that the amendments listed
are not exhaustive because more amendments may pop up. She stated that their hope is to
address as many as they can, as efficiently as they can in order to avoid emergency situations.
She reviewed some of the code amendments that staff feels are needed. She reiterated that staff
is looking for general direction from the Council on what they see as the most important
regulations so staff can prioritize their work plan for 2021.
Mayor Labadie stated that she likes the way Planning Director Darling has delineated three
different types of potential amendments.
Councilmember Johnson stated that as he reviewed the list, he prioritized within all three buckets.
CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES
JANUARY 25, 2021
Page 2 of 4
Councilmember Siakel asked Planning Director Darling how she came up with the list that she
presented in the staff report.
Planning Director Darling explained that as she has read through the code sections, she made
notes, and kept a list of little things that needed to be improved. She noted that City Attorney
Keane has also sent her notifications when he has noticed some difficult language within the
code.
Councilmember Callies asked which of the items listed in the staff report have had particular
issues within the last year or so. She stated that she would like to know what staff thinks should
be priorities based on the applications that have been received.
Planning Director Darling stated that staff has had some difficulty, answering that question
because there have been significant questions that have arisen with all of these items.
City Administrator Lerud stated that in his opinion, it is not so much prioritizing; but is also timing.
He gave the example of political signage that first came up in August and lasted through
November and, in October, the City said, here is what will be done. He stated that there will be
another election next year, so that code amendment does not need to happen today, but should
be done by the end of the year.
Planning Director Darling noted that the P
Zoning Regulations and had also begun loo
Regulations, but there was a point where it V
she would touch one section and get things
were three more sections that depended on
that away from the Zoning Ordinance amen
Councilmember Calli
Amendment would be
the developments.
Mayor Labadie noted that Councilrr
the other Councilmembers took that
section by section. She stated that l
numbers two and three were highlig
ning Commission was reviewing changes to the
g at doing some quick changes to the Subdivision
almost like pulling a thread on a sweater because
mmered out and then she would notice that there
it one section. She stated that she eventually cut
eats because it got so convoluted.
she thinks the Subdivision Regulations and the PUD
ated that there is probably not much land still available for
nber Johnson had ranked each section but since none of
ime, approach, she suggested the Council just discuss this
the first section, Additional Rules and Procedures Needed,
�d by different staff members as being needed.
Councilmember Johnson notedthat he had ranked number three as his top priority, and number
six as second. He explained that he had put the PUD and multiple family and commercial
properties as a lower ;priority because they are not as likely to come across the table in the
immediate future.
Councilmember Siakel stated that perhaps these would be looked at with a consideration of work
load and suggested putting together a calendar for reasonable completion.
Planning Director Darling stated that the size will dictate what she can do. She stated that for
example, if political signage was chosen as the top priority, she could have something turned
around fairly quickly, but if it is the full subdivision regulation, that will take about a full year before
it is finished.
CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES
JANUARY 25, 2021
Page 3 of 4
Councilmember Callies asked how often the City sees the issue raised in item number six.
Councilmember Johnson explained that this item is a direct result of what happened in his
development.
Planning Director Darling stated that this comes into play most often on redevelopment of single-
family lots and gave examples of this type of situation.
Mayor Labadie asked which item in this section the Council felt should be at the bottom of the
priority list.
Councilmember Johnson stated that he had listed number five as his bottom number.
There was consensus of the Council that item
section.
Mayor Labadie stated that she agreed with the comment made
Council needs to carefully consider what it is giving to:the Plan
the fire lane issue has been daunting and does not want to ov+
There was a consensus that items two and three are a hia
Mayor Labadie asked for Council input
Overhaul.
has the lowest priority in this
/ Councilmember Siakel that the
ig Commission. She stated that
vhelm them.
titled Regulations Needing Structural
Councilmember Johnson stated that his number one item was the Tree Preservation Policy and
noted that the Subdivision Regulations are his second priority just because of the comment made
by Planning Director Darling that section may take about a year to complete.
Mayor Labadie stated
were ordered the same way.
City Attorney Keane stated that the Telecom ``Regulations are pretty dated and there is the
anticipation of 5G and small cell coming up this year. He suggested that the Council may want
to move that one up on the priority list and noted that it should not be too complicated.
City Administrator Lerud stated that it may be a good idea to have this item be the number one
priority because it has the potential to affect every resident of the City.
Planning Director Darling stated that she agreed that the Telecom Regulations should be done
sooner rather than later._____
There was a consensus of the Council to prioritize Telecom Regulations first, tree
preservation second and Subdivision Regulations last in this section.
Mayor Labadie asked for Council input on the Amendments for Specific Topics and asked
Planning Director Darling if there were any in this section that will take a large amount of time.
Planning Director Darling stated that these are generally smaller, but noted that the Shoreland
Regulations will need to be reviewed by the DNR which adds a little time to the process. She
gave an overview of the Shoreland Regulations that need to be revisited.
CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES
JANUARY 25, 2021
Page 4 of 4
Councilmember Callies stated that she feels the Shoreland Regulations should be a high priority.
Councilmember Johnson stated that he would agree and would also include the Wetland
Regulations at the top.
Councilmember Siakel stated that she feels Shoreland Regulations will be very time consuming
and will start conversations in the whole lake area.
Councilmember Johnson stated that he feels this item may become "Star Tribune Worthy".
Mayor Labadie stated that she would agree but does not think that is a reason for the Council to
shy away from addressing the Shoreland Regulations.
Councilmember Callies stated that years ago there was a separate environmental committee
formed to address this type of thing and asked whether the City should consider bringing a
committee like that back, separate from the Planning Commission.
Councilmember Siakel stated that the City has done this type
that it may be a good idea to do again with relation to the Shor(
she feels that perhaps the Council should have also done that
she does not think amendments in this section can be achieve(
longer -term project. She stated that, in her opinion, this section
would suggest starting with the Regulations Needing Structural i
Rules and Procedures Needed, and finish up with Amendment:
Planning Director Darli
City Administrator Leru(
dates and other details.
3.
Johnson moved, Calli
January 25, 2021, at 6:
ATTEST:
Sandie Thone, City Clerk
)f thing in the past and believes
land Regulation. She noted that
th the fire lanes. She stated that
in sixty days and will be a much
ire the lower priority options and
)verhaul, then move to Additional
for Specific Topics.
Council for their input and guidance.
will put together a calendar to determine public meeting
Burning the City Council Work Session Meeting of
Vote: Ayes — all Motion passed 4/0.
Jennifer Labadie, Mayor
CITY OF SHOREWOOD
CITY COUNCIL REGULAR MEETING
MONDAY, JANUARY 25, 2021
MINUTES
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Labadie called the meeting to order at 7:01 P.M.
A. Roll Call
2B
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
7:00 P.M.
Present. Mayor Labadie; Councilmembers Johnson, Siakel, and : Callies; City Attorney
Keane; City Administrator Lerud; City Clerk Thone; Finance Director Rigdon;
Planning Director Darling; Planning Technician Notermann, , 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: Johnson, Siakel, Callies, Labadie voted Aye. Motion passed.
2. CONSENT AG
Mayor Labadie reviewed the items on the Consent Agenda.
Callies moved, Johnson seconded, Approving the Motions Contained on the Consent
Agenda and Adopting the Resolutions Therein.
City Council Regular Meeting Minutes of January 11, 2021
Approval of the Verified Claims List
C. Approval of Davey Resources Group Contract Amendment
D. Approval of Increase in Credit Card Limit
E. Appointment of Hearing Officers, Adopting RESOLUTION NO. 21-005, "A
Resolution Appointing a List of Hearing Officers."
F. Approve Mayor Emergency Declaration 21-01, Adopting RESOLUTION NO.
21-006, "A Resolution Approving Mayoral Declaration 21-01. "
Roll Call Vote: Johnson, Siakel, Callies, Labadie voted Aye. Motion passed.
3. MATTERS FROM THE FLOOR
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
JANUARY 25, 2021
Page 2 of 9
Matthew and Jennifer Lafontaine, 25165 Glen Road, noted that he and his wife have already
spoken with most of the Council about this issue. He stated that they would like to ask the Council
to consider a reduction in the size of the cul de sac for Glen Road from ninety feet down to seventy
feet. He explained that he has also spoken to City Engineer Budde about this proposal. The
rationale for this request is because there is a general lack of traffic going down Glen Road,
financial savings for the City, tree preservation, and would allow them to retain some of their
privacy and quietness of the lot. He noted that seventy feet allows for plenty of room for a snow
plow. He stated that their intent is not to push against the project, as a whole, but to find a balance
for the City to be able to accomplish what they want while allowing them to retain what they think
makes their home unique and special.
Mayor Labadie thanked Mr. Lafontaine for his comments a
their suggestion to staff and if appropriate, it will be brought
agenda.
4. PUBLIC HEARING
5. REPORTS AND PRESENTATIONS
6. PARKS
A. Report by Commissioner Mangold and Comr
2021 Park and Planning Joint Commission M
Park Commissioner Mangold and Planning Commissioner I
discussion at the January 12, 2021 Joint Park and Planning Cc
Mayor Labadie thanke
had attended their mo:
but it was all done with
7. P
port by
the Council will direct
e Council on a future
Riedel on January 12,
Ziedel gave an overview of the
mmission meeting.
Park Commission and the Planning Commission and noted that she
mt meeting. She stated that there were disagreements in the voting,
Mete and utter respect for one another.
del on January 5, 2021 Planning Commission
Planning Commissioner Riedelgave an overview of the January 5, 2021 Planning Commission
meeting as reflected in the minutes.
B. C.U.P. for Antennas on the West Water Tower
Location: 26352 Smithtown Road
Applicant: Verizon Wireless
Planning Director Darling stated that this item is a request by Verizon Wireless to install six new
antennas on the existing water tower. She reviewed the location of the antennas and noted that
the equipment would be housed in the existing AT&T structure at the base of the water tower.
Staff has added a condition to the approval that antennas and all equipment be painted in order
to match the water tower. She stated that staff and the Planning Commission are in support of
this application and explained that the City had received one letter in support of the application.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
JANUARY 25, 2021
Page 3 of 9
Siakel moved, Johnson seconded, Adopting RESOLUTION NO. 21-007, "A
Resolution Approving a Conditional Use Permit for an Antenna Collocation on an
Existing Water tower and Related Equipment for Verizon Wireless at 26352
Smithtown Road."
Roll Call Vote: Johnson, Siakel, Callies, Labadie voted Aye. Motion passed.
C. Variance Request for Setback to Property Line
Location: 5730 Club Lane
Applicant:" Roger and Roberta Aronson
Planning Technician Notermann gave an overview of the van
property line for a fire pit and patio. She stated that the firi
constructed and installed and are approximately twenty feet fror
Smithtown Road where a thirty -five-foot setback would be r
contractor told them that this project did not require any extra pi
setbacks because it was just landscaping, which is why it was
She stated that the reason for the location of the firepit and, pat
garden infiltration area in the southwest corner of the prof
remainder of the backyard. The Planning Commission voted i
request because they did not find that the location of the rain'g
Councilmember Johnson asked if the infiltration
by the City.
Planning Technician Notermann explained t
engineering department but she is unsure if it v
Councilmember Callies asked if the
could be placed within the setback.
Planning Technician Notermann star
Councilmember Siakel asked when
come before the Council at the last r
was
ncerequest for a setback to the
)it and patio have already been
i;the north property line that abuts
quired. She explained that their
rmission or need to adhere to the
nstalled without getting a permit.
j is due to the location of the rain
srty and the topography of the
nanimously to deny the variance
Arden was a practical difficulty.
already built and if it had been approved
the infiltration area was approved by the
finalized and constructed before winter.
contractor was unaware that no structure
that no improvement can be placed in the setback.
was discovered and noted that this resident had also
ng asking for a variance to fence height.
Planning Director Darling stated that the applicant did not have their request for the variance in
time to have it reviewed with the CUP for the fencing.
Councilmember Callies asked if the City was aware that this patio was already there and how it
came to the City's attention.
Planning Director Darling explained that it came to the City's attention when there was an
inspection conducted by the building official when he was doing the final review of the property
before issuance of a Certificate of Occupancy.
Councilmember Callies stated that to her, this seems a bit different from the other patio that was
discussed by the Planning Commission where the patio was built years ago by the previous
owner.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
JANUARY 25, 2021
Page 4 of 9
Councilmember Siakel stated that she questions whether this is egregious enough to warrant the
cost of ripping out the materials. She stated that if you buy property that is next to a road you
should know what you can and cannot do, especially when it is a brand-new home.
Councilmember Johnson asked about the increase in the size of the rain garden and whether that
impacts the ability to move the firepit away from the setback.
City Engineer Budde stated that the early site layouts that were submitted the did not include
some of the paver patio so in subsequent submittals the City realized that they were adding more
impervious surface which triggered the need for a larger infiltration basin. He stated that he feels
there is room to move the firepit and patio that will be within the appropriate setbacks.
Planning Commissioner Riedel noted that one of the issues that came up at the Planning
Commission meeting is that it cannot be moved too close'to the house because there is a twenty-
five -foot setback from the structure which makes it a bit difficult because of the topography of the
lot.
Councilmember Johnson asked if this was above Grade or.at
City Engineer Budde stated that he has not seen it on site, but assumes it is at grade.
Planning Director Darling stated that she believes it is slightly lower than Smithtown.
Councilmember Callies stated that while a ' firepit adds something to the property, it is not
something that is necessary for someone's home. She stated that it seems clear that it was the
contractor who made the error and noted that perhaps the remedy for the residents lies with the
contractor.
Councilmember Johnson stated that the two things that make it unique in his opinion are the fact
that it is adjacent to Smithtown Road and not to an adjacent property, and the location of the
infiltration basin: He stated that he does not feel this is that egregious but understands the
Plannina Commission's decision to recommend denial.
Mavor Labadie stated that her main concern is that this is brand new construction.
Councilmember Johnson stated that if there were letters from every single neighbor around them,
that could be another thing that may sway his opinion, but feels this is all new construction that
could have all been planned for.
Callies moved, Siakel seconded, Adopting RESOLUTION NO.21-008, "A Resolution
Denying a Request for a Variance to Side Yard Setback for Property Located at 5730
Club Lane."
Roll Call Vote: Siakel, Callies, Labadie voted Aye. Johnson voted Nay. Motion passed.
D. Variance Request for Setback to Lake Minnetonka
Location: 454 Lafayette Avenue
Applicant: Christian Dean Architecture
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
JANUARY 25, 2021
Page 5 of 9
Planning Director Darling gave an overview of the variance request for a setback to Lake
Minnetonka by Christian Dean Architecture for the home located at 454 Lafayette Avenue. She
explained that the home was built prior to modern shoreland regulations. The new homeowners
are expanding the home and gave an overview of the two areas that require variances. The
Planning Commission recommended approval of the request. She stated that the City received
two letters supporting this request and were also a number of residents who spoke at the Planning
Commission meeting also in favor of the proposal.
Christian Dean stated that he is happy to answer questions from the Council
Councilmember Johnson noted that one of the a -mails submitted regarding this request contains
an incorrect statement that he would like to correct for the record.. He stated that this e-mail states
that the City denied the request by The Yacht Club to turn more of their slips from sail to power.
He stated that is inaccurate statement and the City did accommodate that. He stated that he
agrees with the Planning Commission discussion and recommendation that this is well designed
and was already non -conforming. He stated that he also feels the architect has done an admirable
job designing this project.
Councilmember Callies asked if there was a non -conforming shed on the property.'
Planning Director Darling explained that there is a legally non -conforming garage on the property
and because they are not taking out the entire structure, she did riot require that it be removed.
Johnson moved, Siakel seconded,'
Resolution Approving a Variance to
Minnetonka for Property Located at 4&
ng RESOLUTION NO. 21-009, "A
Irdinary High -Water Level of Lake
Otte Avenue."
Roll Call Vote: Johnson, Siakel, Callies, Labadie voted Aye. Motion passed.
E. Variance Request for Setback to Lake Minnetonka
Location: 4320 Dellwood Lane
Applicant: Lecy Brothers
Planning Director Darling gave an'overview of the variance request for setback to Lake
Minnetonka to replace variousstoops at 4320 Dellwood Lane. She explained that this home was
constructed right before the modern shoreland regulations were in place and the setbacks were
measured differently than they are now. Staff and Planning Commission both recommend
approval. She noted that staff had recommended the patios be removed to reduce the impervious
surface on the property and because they are closer than fifty feet to the lake. The Planning
Commission was concerned that requiring long-standing non -conformities to be removed as part
of a variance application could discourage others from coming forward and apply for permits for
future improvements and recommended approval of the application without staff's condition.
Andy Johnsrud, Lecy Brothers, explained that they had removed eight hundred and nine square
feet of hard surface and are only adding back three hundred and seventy-five by removing some
walkways and a patio near the lake. He reviewed the proposed changes for the stoops.
Tim Ehlan, 4320 Dellwood Lane, stated that he is available to answer questions from the Council,
but feels both Planning Commissioner Riedel and Mr. Johnsrud explained everything very well.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
JANUARY 25, 2021
Page 6 of 9
Councilmember Siakel stated that everything makes total sense to her and feels this is an
improvement.
Councilmember Johnson stated that he agreed.
Councilmember Callies stated that this situation feels different to her than the prior agenda item
because these structures have been there for a long time and is an improvement. She asked
about the meaning of item C2 in the resolution language. She stated that her understanding is
that the recommendation was not to require them to remove any more impervious surface.
Planning Director Darling stated that they C2 refers to the impervious surface that the applicant
is proposing to voluntarily remove that Mr. Johnsrud had already mentioned.
Councilmember Johnson asked if those areas have alreadv been rem
Planning Director Darling stated that her understanding was that they had not yet been removed.
Mr. Johnsrud clarified that they have actually removed those areas already.
Johnson moved, Siakel seconded, Adopting RESOLUTION NO. 21-010, "A
Resolution Approving a Variance to the Ordinary High -Water Level of Lake
Minnetonka for Property Located at 4320 Dellwood Lane."
Roll Call Vote: Johnson, Siakel, Callies, Labadie voted Aye. Motion passed.
8. ENGINEERING/PUBLIC WORKS
A. Approval of Smithtown Pond Feasibility Study and Authorization for Final Plans
and Specifications, City Project 20-07
City Engineer Budde gave a brief overview of the feasibility study for Smithtown Pond. He noted
that the Council authorized preparation of the study in June of 2020 and noted that it is building
off the information from both the hydrological/hydraulic analysis completed for Freeman Park and
the Western Shorewood Drainage ':Study, He reviewed the current conditions and issues and
known concerns that are occurring both upstream and downstream. He reviewed the objectives,
possible routing, and the three options for the Smithtown Pond. He compared the threes options
and reviewed what the City had already budgeted for this project and noted that the City has also
applied for a number of grants. He stated that the City has been coordinating and communicating
with the Minnehaha Creek Watershed District, the National Pollution Discharge Elimination
System, the Army Corps of Engineers, and the Hennepin County Regional Rail Authority. He
gave an overview of the proposed schedule with construction to be substantially completed by
May of 2022 and explained that staff is recommending Option C.
Don Eslesen, 26055 Shorewood Oaks Drive, asked if the forty -eight -inch stormwater drain and
an eight -inch sump drains would be co -mingled.
City Engineer Budde stated that they would not be co -mingled.
Mr. Eslesen asked for details on the location of the eight -inch pipe.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
JANUARY 25, 2021
Page 7 of 9
City Engineer Budde gave details on the current thought in this situation and explained that the
eight -inch pipe would parallel the forty -eight -inch pipe.
Mr. Eslesen stated that he believes the sump and stormwater drain are currently co -mingled
City Engineer Budde confirmed that in Shorewood Oaks those are currently co -mingled.
Allen Yeltsi, 26335 Peach Circle, stated that he abuts the Smithtown Pond project on the
southwest corner. He stated that he has some concerns and would like the see the City address
things like mosquito control and have a plan to address it up front. He stated that if something
goes wrong in this situation, his property is most likely the one that will flood. He noted that he
also supports Option C, but asked the City to consider things like ice and spring melt that may
cause issues and cause it to flood his property. He stated that he hopes that the City will not just
come in and clear cut the area and leave some of the existing buffering in place. He stated that
he would like to see which areas that will be left in their natural state, which.ones will be clear cut,
and where there will be new plantings. He stated that he would like to make sure that the project
manager is clearly identified so the residents have someone that they can contact who is actually
in control of what is happening on the project.He stated that he has concerns with ground
drainage that has become more difficult in recent years. He asked.if the City anticipates that the
construction of the ponds and removal of the soil and vegetation in these areas will impact the
level of the water table and exacerbate it or improve it.
City Engineer Budde stated that he believes these improvements will lower the water table which
he considers as an improvement.
Mayor Labadie noted that if Mr. Yeltsi had specific questions, he is welcome to reach out to City
Engineer Budde for more specific answers.
Mr. Yeltsi stated that there are construction issues, safety issues, and budget issues as well as
measurement of whether this project successful did what the City is spending a large amount of
money to do. He stated that he,Wbuld like to see some of those elements built into the final plan
so it is clear what it was before construction and this is what it is post construction to show that
the project worked as planned. He expressed his appreciation for the good engineering for this
project but noted that he Would just'like to see it more complete.
Councilmernber Johnson stated that he has always liked the idea of a meandering trail connecting
the light rail to Smithtown Road that sort of mimics Gideon's Glen and explained that he is all for
Option C.
Councilmember Siakel stated that even though Option C costs a little bit more, she believes it
makes the most sense and solves the problems the City is facing.
Mayor Labadie stated that she also favors Option C.
Siakel moved, Johnson seconded, Adopting RESOLUTION NO. 21-011, "A Resolution
Approving the Feasibility Study for Authorizing and Preparing Plans and Specifications for
the Smithtown Pond Project, City Project 20-07."
Roll Call Vote: Johnson, Siakel, Callies, Labadie voted Aye. Motion passed.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
JANUARY 25, 2021
Page 8 of 9
Mayor Labadie explained that during discussion for item 7C, a resident lost the connection and
was unable to comment during that agenda item. She stated that she would like to give them an
opportunity to comment at this time even though the Council has already voted on that item. After
waiting a few minutes, Mayor Labadie explained that it appeared that the Aronson's were still
having difficulty with their connection. She encouraged them to reach out to City Hall and speak
with Planning Director Darling or contact her with their comments.
9. GENERAL/NEW BUSINESS
A. Telecommunications Lease - Verizon
City Administrator Lerud explained that the City has been in negotiations with Verizon and has
reached a tentative agreement to lease space on the City's west water tower. Staff recommends
approval with the satisfaction of the conditions identified in the CUP.
Councilmember Johnson asked how often the City was invoking the escalator clauses on other
telecommunication leases.
City Administrator Lerud explained that there are annual escalator, clauses and for this one, the
City wanted a higher initial amount rather than larger increases.
Siakel moved, Labadie seconded, Adopting RESOLUTION ,NO. 21-012, "A Resolution
Approving an Agreement with Cellco Partnership d/b/a/ Verizon Wireless for Space to
Install Antennas and Related Equipment on the City's Water Tower Located at 26352
Smithtown Road."
Roll Call Vote: Johnson, Siakel, Callies, Labadie voted Aye. Motion passed.
10. STAFF AND COUNCIL
A. Administrator a
Building Permit Summary Report
Planning Technician Notermann gave a brief summary of the 2020 Building Permit Report and
noted that the City issued forty-four building permits with twenty-four being homes in the
Minnetonka Country Club. She noted that the total permit revenue for 2020 was three hundred
ninety give thousand five hundred sixty-seven dollars.
2. 2020 Rental Housing Program Report
Planning Technician Notermann gave a brief summary of the 2020 Rental Housing Program
Report and explained that the City issued forty-three rental licenses. She explained that due to
COVID-19 a majority of these were issued without in -home inspections so they are considered
conditional licenses that will require an inspection when it is safe to do so.
Other
Planning Director Darling explained she has been corresponding with the school district about
their intent to purchase the property at 19685 Highway Seven which is the building that was
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
JANUARY 25, 2021
Page 9 of 9
previously used for the Park Nicollet Medical Clinic. She stated that the school district would like
to use this building for a program called Transition to Adult which is for mildly impaired children
and young adults to teach them life skills such as cooking, laundry, and building a resume.
City Administrator Lerud stated that the City worked with Bolton & Menk and received a grant
from the Department of Transportation for the Galpin Lake Trail. He stated that the City has also
been working with Representative Morrison to put in a request for a bonding bill for that stretch
and also working with Senator Osmek on a companion bill in the senate.
B. Mayor and City Council
1. City Attorney and Prosecutor RFPs
Mayor Labadie explained the past Council discussion about seeking RFPs for the City Attorney
and City Prosecutor. She stated that the Council had agreed that she; Councilmember Callies,
and City Administrator Lerud would meet to discuss this matter and as a result of that discussion
they are recommending that the City seek RFPs for both positions.
Callies moved, Labadie seconded, to move: forward with the RFP process for the City
Attorney.
Roll Call Vote: Johnson, Siakel Callies, Labadie voted
Callies moved, Johnson seconded,
Prosecutor.
Roll Call Vote: Johnson, Siakel Callies,
Mayor Labadie noted that she
the Council that the appointm
the Council has questions ab(
City Administrator Lerud for a
flu
Johnson moved, Siakel
25, 2021, at 9:10 P.M.
Roll Call Vote
ATTEST:
on passed.
with the. RFP process for the City
on passed.
ded her first Police Board meeting last week and reminded
e last week are all in effect. She suggested that if any of
the various boards and commissions meet to reach out to
ded, Adjourning the City Council Regular Meeting of January
Johnson, Siakel, Callies, Labadie voted Aye.
Sandie Thone, City Clerk
Motion passed.
Jennifer Labadie, Mayor
1: #2 c
U2 MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
Title / Subject: Verified Claims
Meeting Date: February 8, 2021
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.
66663-66680 & ACH 447,218.25
Total Claims $447,218.25
We have also included a payroll summary for the payroll period ending January 31, 2021.
Financial or Budget Considerations:
These expenditures are reasonable and necessary to provide services to our residents and funds are
budgeted and available for these purposes.
Options:
The City Council may accept the staff recommendation to pay these claims or may reject any
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.
Account Number Debit Amount CreditAmount Description
FUND 101
General Fund
101-00-1010-0000
0.00
85,153.28
CASH AND INVESTMENTS
101-13-4101-0000
12,882.08
0.00
FULL-TIME REGULAR
101-13-4103-0000
896.80
0.00
PART-TIME
101-13-4121-0000
1,033.41
0.00
PERA CONTRIB - CITY SHARE
101-13-4122-0000
984.52
0.00
FICA CONTRIB - CITY SHARE
101-13-4131-0000
7,623.14
0.00
EMPLOYEE INSURANCE - CITY
101-13-4151-0000
99.48
0.00
WORKERS COMPENSATION
101-15-4101-0000
5,456.04
0.00
FULL-TIME REGULAR
101-15-4121-0000
409.22
0.00
PERA CONTRIB - CITY SHARE
101-15-4122-0000
423.40
0.00
FICA CONTRIB - CITY SHARE
101-15-4131-0000
2,357.03
0.00
EMPLOYEE INSURANCE - CITY
101-15-4151-0000
29.72
0.00
WORKERS COMPENSATION
101-18-4101-0000
7,692.91
0.00
FULL-TIME REGULAR
101-18-4121-0000
576.96
0.00
PERA CONTRIB - CITY SHARE
101-18-4122-0000
564.22
0.00
FICA CONTRIB - CITY SHARE
101-18-4131-0000
5,490.11
0.00
EMPLOYEE INSURANCE - CITY
101-18-4151-0000
43.88
0.00
WORKERS COMPENSATION
101-24-4101-0000
3,394.78
0.00
FULL-TIME REGULAR
101-24-4121-0000
254.62
0.00
PERA CONTRIB - CITY SHARE
101-24-4122-0000
275.93
0.00
FICA CONTRIB - CITY SHARE
101-24-4131-0000
1,104.84
0.00
EMPLOYEE INSURANCE - CITY
101-24-4151-0000
17.74
0.00
WORKERS COMPENSATION
101-32-4101-0000
12,049.97
0.00
FULL-TIME REGULAR
101-32-4105-0000
450.10
0.00
STREET PAGER PAY
101-32-4121-0000
937.48
0.00
PERA CONTRIB - CITY SHARE
101-32-4122-0000
859.94
0.00
FICA CONTRIB - CITY SHARE
101-32-4131-0000
4,055.31
0.00
EMPLOYEE INSURANCE - CITY
101-32-4151-0000
691.34
0.00
WORKERS COMPENSATION
101-33-4101-0000
3,069.43
0.00
FULL-TIME REGULAR
101-33-4102-0000
2,010.15
0.00
OVERTIME
101-33-4121-0000
380.98
0.00
PERA CONTRIB - CITY SHARE
101-33-4122-0000
295.25
0.00
FICA CONTRIB - CITY SHARE
101-33-4131-0000
502.18
0.00
EMPLOYEE INSURANCE - CITY
101-33-4151-0000
185.76
0.00
WORKERS COMPENSATION
PR - G/L Distribution Report (02/01/2021 - 12:34 PM) Page 1
Account Number Debit Amount CreditAmount Description
101-52-4101-0000
3,035.08
0.00
FULL-TIME REGULAR
101-52-4121-0000
227.63
0.00
PERA CONTRIB - CITY SHARE
101-52-4122-0000
287.63
0.00
FICA CONTRIB - CITY SHARE
101-52-4131-0000
2,450.34
0.00
EMPLOYEE INSURANCE - CITY
101-52-4151-0000
223.45
0.00
WORKERS COMPENSATION
101-53-4101-0000
1,514.66
0.00
FULL-TIME REGULAR
101-53-4121-0000
113.60
0.00
PERA CONTRIB - CITY SHARE
101-53-4122-0000
116.53
0.00
FICA CONTRIB - CITY SHARE
101-53-4131-0000
16.61
0.00
EMPLOYEE INSURANCE - CITY
101-53-4151-0000
69.03
0.00
WORKERS COMPENSATION
FUND Total:
85,153.28
85,153.28
FUND 201
Shorewood Comm. & Event
Center
201-00-1010-0000
0.00
2,326.37
CASH AND INVESTMENTS
201-00-4101-0000
1,422.69
0.00
FULL-TIME REGULAR
201-00-4103-0000
540.51
0.00
PART-TIME
201-00-4121-0000
106.70
0.00
PERA CONTRIB - CITY SHARE
201-00-4122-0000
151.51
0.00
FICA CONTRIB - CITY SHARE
201-00-4131-0000
24.91
0.00
EMPLOYEE INSURANCE - CITY
201-00-4151-0000
80.05
0.00
WORKERS COMPENSATION
FUND Total:
2,326.37
2,326.37
FUND 601
Water Utility
601-00-1010-0000
0.00
11,848.30
CASH AND INVESTMENTS
601-00-4101-0000
6,167.09
0.00
FULL-TIME REGULAR
601-00-4102-0000
96.45
0.00
OVERTIME
601-00-4105-0000
429.59
0.00
WATER PAGER PAY
601-00-4121-0000
501.94
0.00
PERA CONTRIB - CITY SHARE
601-00-4122-0000
528.55
0.00
FICA CONTRIB - CITY SHARE
601-00-4131-0000
3,896.31
0.00
EMPLOYEE INSURANCE - CITY
601-00-4151-0000
228.37
0.00
WORKERS COMPENSATION
FUND Total:
11,848.30
11,848.30
FUND 611
Sanitary Sewer Utility
611-00-1010-0000
0.00
12,973.81
CASH AND INVESTMENTS
611-00-4101-0000
7,497.06
0.00
FULL-TIME REGULAR
611-00-4102-0000
96.45
0.00
OVERTIME
611-00-4105-0000
429.59
0.00
SEWER PAGER PAY
611-00-4121-0000
601.78
0.00
PERA CONTRIB - CITY SHARE
611-00-4122-0000
593.48
0.00
FICA CONTRIB - CITY SHARE
611-00-4131-0000
3,516.00
0.00
EMPLOYEE INSURANCE - CITY
611-00-4151-0000
239.45
0.00
WORKERS COMPENSATION
PR - G/L Distribution Report (02/01/2021 - 12:34 PM) Page 2
Account Number Debit Amount CreditAmount Description
FUND Total:
12,973.81
12,973.81
FUND 621
Recycling Utility
621-00-1010-0000
0.00
655.75
CASH AND INVESTMENTS
621-00-4101-0000
509.84
0.00
FULL-TIME REGULAR
621-00-4121-0000
38.24
0.00
PERA CONTRIB - CITY SHARE
621-00-4122-0000
22.94
0.00
FICA CONTRIB - CITY SHARE
621-00-4131-0000
81.79
0.00
EMPLOYEE INSURANCE - CITY
621-00-4151-0000
2.94
0.00
WORKERS COMPENSATION
FUND Total:
655.75
655.75
FUND 631
Storm Water Utility
631-00-1010-0000
0.00
3,085.81
CASH AND INVESTMENTS
631-00-4101-0000
1,712.64
0.00
FULL-TIME REGULAR
631-00-4121-0000
128.45
0.00
PERA CONTRIB - CITY SHARE
631-00-4122-0000
142.16
0.00
FICA CONTRIB - CITY SHARE
631-00-4131-0000
1,049.59
0.00
EMPLOYEE INSURANCE - CITY
631-00-4151-0000
52.97
0.00
WORKERS COMPENSATION
FUND Total:
3,085.81
3,085.81
FUND 700
Payroll Clearing Fund
700-00-1010-0000
116,043.32
0.00
CASH AND INVESTMENTS
700-00-2170-0000
0.00
43,746.46
GROSS PAYROLL CLEARING
700-00-2171-0000
0.00
10,239.09
HEALTH INSURANCE PAYABLE
700-00-2172-0000
0.00
6,271.50
FEDERAL WITHHOLDING PAYABLE
700-00-2173-0000
0.00
2,935.39
STATE WITHHOLDING PAYABLE
700-00-2174-0000
0.00
10,492.12
FICA/MEDICARE TAX PAYABLE
700-00-2175-0000
0.00
9,913.88
PERA WITHHOLDING PAYABLE
700-00-2176-0000
0.00
5,450.00
DEFERRED COMPENSATION
700-00-2177-0000
0.00
1,964.18
WORKERS COMPENSATION
700-00-2180-0000
0.00
900.86
LIFE INSURANCE
700-00-2182-0000
0.00
307.86
UNION DUES
700-00-2183-0000
0.00
23,821.98
HEALTH SAVINGS ACCOUNT
FUND Total:
116,043.32
116,043.32
Report Total:
232,086.64
232,086.64
PR - G/L Distribution Report (02/01/2021 - 12:34 PM) Page 3
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a
City of Shorewood Council Meeting Item
Title / Subject: 2021 Tree Sale 2 p
Meeting Date: Monday, February 8, 2021
Prepared by: Julie Moore, Communications and Recycling Coordinator MEETING TYPE
Reviewed by: Sandie Thone, City Clerk/Human Resources Director Regular
Background:
The City of Shorewood has participated in the Minnetonka tree sale for seven years. The
program continues to be popular with the residents and the city sold or used all of the ordered
trees. In 2021 there will be a minimum of seven (7) pre -selected trees, including pollinator
friendly fruit trees, for purchase by the residents at wholesale prices. The city parks department
and engineering department will have the opportunity to purchase trees for use in public
spaces and as part of road construction projects. All trees ordered are guaranteed free of
neonictonoids per the city's Bee Safe ordinance. The tree sale is planned for the third weekend
in September due to a lack of spring tree availability. Pre -orders will begin in March.
Timeline:
Upon City Council approval, the sale trees will be announced on the website in March with the
pre -order form in the April 2021 newsletter, advertised on the city website and through social
media until all trees are sold.
Council Action Requested:
Staff respectfully recommends council approve an expenditure of funds in the amount up to
$9000 for the purchase of trees to be pre -paid for by the city and reimbursed by the residents
purchasing the trees at the 2021 tree sale. A motion, second and simple majority is required.
Connection to Vision/Mission: Consistency in providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound
financial management through effective, efficient, and visionary leadership.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
#2E
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
Title / Subject: Accept Proposal from Quality Flow Systems for Annual Lift Station Maintenance
Meeting Date: February 8, 2021
Prepared by: Larry Brown, Public Works Director
Attachments: Proposal and Resolution
Background: Over the past several years, Public Works has utilized a contractor that supplies
parts and performs major troubleshooting for wastewater lift stations, to perform an annual tear
down and service check of each one of the city's 14 wastewater lift stations. This has been a very
wise investment as issues of wear and tear are often caught ahead of failure. This service also
generates an independent and thorough record of each lift station for liability coverage.
Staff solicited a proposal from Quality Flow Systems for the teardown and inspection of all 14 lift
stations. Attachment 1 to this memorandum is the proposal with a quote of $325 per lift station,
for a total amount of $4,550. Staff is recommending approval of the proposal for a three-year
period.
Financial Impact: Funds for this proposal are programmed in the operating budget for the
sanitary sewer system.
Options: Staff recommends Council consider the following actions:
1. Approve the Resolution accepting the proposal by Quality Flow Systems for annual lift
station maintenance for a three year period.
2. Provide staff with alternate direction.
Recommendation: Staff recommends the City Council approve the attached resolution Accepting
the proposal from Quality Flow Systems in the amount of $4,550, annually, for a three-year
period.
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
A% I". I 111 0
800 61h St. N.W.
New Prague, MN 56071
Office: (952) 758-9445
Fax: (952) 758-9661
Quotation
To: Shorewood, MN Date: 02/02/2021
From: Cory Malay
Attn: Larry Brown Phone: (952) 221-9800
Re: Shorewood MN: Lift Station, Service Inspections
Larry;
Please find below our proposal to do annual service checks on your lift station. I have prepared my proposal
based on 14 submersible lift stations.
Submersible Station:
Inspection of 14 submersible stations to include:
The scheduled preventative maintenance check will consist of a complete and thorough 24-point mechanical
and electrical inspection of the lift station. This inspection will be on a scheduled basis followed by a complete
report of the findings. All inspections are based upon agreement of both parties involved and in compliance
with services and terms stated in detail below.
Check electrical condition of insulation on power cable and on all phases of motor windings.
(Resistance check)
Check for function of control panel and any loose or faulty electrical connections.
3. Check voltage supply between all phases on the line side of the electrical control panel; pump off.
4. Check amperage draw on all phases of the pump motor.
5. Check voltage between all phases on the load side of the pump motor starter. Check control power.
6. Check condition and operation of motor thermal protectors (if so equipped)
7. Removal of pump from lift station for physical inspection.
8. Removal of volute from pump for inspection of volute, wear rings and impeller.
9. Photograph volute, wear rings and impeller to show current condition of equipment.
10. Check condition of upper shaft seals (inspect condition oil)
11. Check condition and operation of moisture sensors (if so equipped)
12. Check lower shaft seals (inspect condition of oil)
13. Change oil... (if required)
14. Check condition of impeller (lose or worn)
15. Check all impeller wear rings.
16. Check for noisy upper and lower bearings
17. Check physically for damaged or cut pump cable.
18. Clean, reset and check operation of the pump alternator and level sensors.
19. Check for correct shaft rotation.
20. Reinstall pump and check for leakage at the discharge connection.
21. Test of operating cycle.
22. Inspection of wet well structure, piping and accessories. (photograph if issues are found)
23. Test operation of generator (If applicable)
24. Provide a full report including photos for customer review.
Submersible Station Annual Check - $325.001 Station
Total for Lift Station - - $4,550.00
Please fill in the following:
1. We would prefer the check of the Lift Station(s) be done during the month of
2. We would like to sign up for this service for a period of three 3 year(s).
Accepted by:
.Ki
Title:
Date:
Signature:
Please copy and return agreement to Quality Flow Systems, Inc. Keep original for your files. Thank you.
If you have questions or wish for our proposal to be quoted different, please give me a call. 952-221-9800
Sincerely,
6V'W14V
Cory Malay
�---- 800 6`h St. N.W. - New Prague, MN 56071 -♦
Web: www.qfsi.com - Page: 2 of 2
STATE OF MINNESOTA
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
RESOLUTION 21-013
A RESOLUTION ACCEPTING PROPOSAL FROM QUALITY FLOW SYSTEMS
FOR ANNUAL LIFT STATION INSPECTIONS
WHEREAS, the City of Shorewood has had performed detailed annual lift station tear
downs, inspections and generated written records for all fourteen lift stations; and
WHEREAS, Quality Flow Systems has provided a proposal for said labor and
inspections; and
WHEREAS, the Director of Public Works has reviewed the proposal and finds it to be in
order.
NOW THEREFORE, IT RESOLVED: by the City Council of the City of Shorewood
hereby authorized and directed to enter into a contract with Quality Flow System for a
three-year period for an amount of $4,550 annually.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 81" day of
February, 2021.
Jennifer Labadie, Mayor
Attest:
Sandie Thone, City Clerk
M
M Cityof Shorewood Council Meeting Item
g
Title/Subject: Glen, Amlee, Manitou Street & Utility Improvements:
Accept Bids and Award Contract; City Project 18-08
Meeting Date: Monday, February 8, 2021
Prepared by: Andrew Budde, City Engineer
Reviewed by: Larry Brown, Director of Public Works
Attachments: Resolution, Bid Tab, Bid Abstract
MEETING
TYPE
Regular
Meeting
Background: At the December 28t", 2020 Council Meeting, staff had presented the
final plans and specification for the Glen Road, Amlee Road, Manitou Lane Street
Improvement Project, which included an alternative for watermain, the Council had
approved the plans and given authorization to advertise and open bids for the project.
Bids for the project were opened on January 26t", 2021. The low bidder is determined
by the sum of the Base Bid plus the Watermain Alternate and totals are shown as the
Total Bid Amount. A total of eleven bids were received and the low bidder was
submitted by WM Mueller & Sons, Inc. from Hamburg, MN. The bids are summarized
below:
Bidder:
Base Bid:
Watermain
Alternate:
Total Bid
Amount:
WM Mueller & Sons
$2,065,840.75
$481,347.50
$2,547,188.25
Ryan Contracting
$2,174,792.50
$419,325.00
$2,594,117.50
Northland Grading
$2,119,107.41
$481,307.50
$2,600,415.24
GMH Asphalt
$2,135,221.27
$482,251.28
$2,617,472.55
Engineer's Estimate
$2,234,179.50
$424,550.00
$2,656,729.50
Bituminous Roadways
$2,255,095.20
$517,672.00
$2,772,767.20
Molnau Trucking
$2,082,761.50
$699,752.00
$2,782,513.50
New Look Contracting
$2,264,300.50
$580,662.50
$2,844,963.00
Northwest Asphalt
$2,344,948.53
$524,589.25
$2,869,537.78
Valley Paving
$2,396,992.00
$490,895.00
$2,887,887.00
Northdale Construction
$2,506,754.29
$480,043.33
$2,986,797.62
Meyer Contracting
$2,795,740.31
$510,511.25
$3,306,251.56
Staff has reviewed all the bids and based on the low bid from WM Mueller & Sons, Inc.,
the construction costs of the project is 4% below the engineer's estimate. The bids
received indicate that the bidding process was competitive. Construction work is
allowed to start in April with substantial completion for the project on August 27t", 2021.
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 final paving of the streets is to be completed by August 1st, 2022. A more detailed
project schedule will be prepared by the contractor and communicated with council,
staff, and residents prior to construction beginning. Other work outside of this contract,
such as tree removal and private utility replacement/relocations, may begin in February.
Watermain is recommended to be included with the project by staff. Throughout the
development and design of the project many residents indicated that they plan to
connect to the water as soon as it is available. However, there were also many
residents that have no interest in connecting to water. Nevertheless, all residents and
emergency response efforts will benefit by having the watermain and hydrants available
throughout the neighborhood. In addition, having watermain installed now provides
options for existing and future residents should problems arise with the use of their
private wells, such as failure or water quality concerns. If watermain is not installed now
as part of a City planned and budgeted CIP project, it would likely be another 40 years
or more until watermain would be considered in this neighborhood.
Financial Considerations: Costs for this work have been budgeted for in the Capital
Improvement Plan and would utilize a combination of Street & Utility Bonds, Water
Fund, Sanitary Fund, and Storm Sewer Fund. The City has budgeted $3,602,000 for
this project. The current engineers estimate for the total project is $3,505,000 and
included all construction, engineering, administrative, right of way acquisition, and tree
removals for the project.
Recommendation/Action Requested: Staff recommends award of the Base Bid plus
the Watermain Alternate, in the amount of $2,547,188.25 to the low bidder, WM Mueller
& Sons, Inc.
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CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 21-014
A RESOLUTION ACCEPTING BIDS AND AWARDING
CONTRACT FOR THE GLEN ROAD, AMLEE ROAD AND
MAINTOU LANE RECONSTRUCTION PROJECT,
CITY PROJECT 18-08
WHEREAS, pursuant to an advertisement for bids for the Glen Road, Amlee Road,
Manitou Lane Street Improvement Project, bids were received on January 26, 2021
opened and tabulated according to law, with the following bids received and complying
with the advertisement:
contrA for
WM Mueller & Sons
'Bass Bid
$2,065,840.75
Waterrnain'
Alter Me,
$481,347.50
Total Bid
$2,547,188.25
Ryan Contracting
$2,174,792.50
$419,325.00
$2,594,117.50
Northland Grading
$2,119,107.41
$481,307.50
$2,600,415.24
GMH Asphalt
$2,135,221.27
$482,251.28
$2,617,472.55
Engineer's Estimate
$2,234,179.50
$424,550.00
$2,656,729.50
Bituminous Roadways
$2,255,095.20
$517,672.00
$2,772,767.20
Molnau Trucking
$2,082,761.50
$699,752.00
$2,782,513.50
New Look Contracting
$2,264,300.50
$580,662.50
$2,844,963.00
Northwest Asphalt
$2,344,948.53
$524,589.25
$2,869,537.78
Valley Paving
$2,396,992.00
$490,895.00
$2,887,887.00
Northdale Construction
$2,506,754.29
$480,043.33
$2,986,797.62
Meyer Contracting
$2,795,740.31
$510,511.25
$3,306,251.56
WHEREAS, the low bidder is determined as the Base Bid plus the Watermain Alternate
and is listed above as the Total Bid; and
WHEREAS, WM Mueller & Sons, Inc. is the lowest responsible bidder; and
WHEREAS, WM Mueller & Sons, Inc. is a responsible and responsive contractor, that
has completed projects of similar size and scope successfully; and
NOW THEREFORE, IT RESOLVED: by the City Council of the City of Shorewood
hereby authorized and directed to enter into a contract with WM Mueller & Sons, MN
based on the lowest Total Bid amount for the Glen Road, Amlee Road, Manitou Lane
Street Improvement Project according to the plans and specifications therefore
approved by the City Council and on file in the office of the City Clerk.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 8t" day of
February, 2021.
Jennifer Labadie, Mayor
Attest:
Sandie Thone, City Clerk
City of Shorewood Council Meeting Item
Title/Subject: Glen, Amlee, Manitou Street & Utility Improvements:
Award Tree Removal Contract; City Project 18-08
Meeting Date: Monday, February 8, 2021
Prepared by: Andrew Budde, City Engineer
Reviewed by: Larry Brown, Director of Public Works
Attachments: Resolution, Proposal
MEETING
TYPE
Regular
Meeting
Background: Over the course of the last year staff have been coordinating and
advancing the final design for the Glen Road, Amlee Road, and Manitou Lane Street
and Utility Improvements project. A significant concern by the community was the
impacts to existing trees within the project area. To help better understand the impacts,
a tree inventory and evaluation was completed by Davey Resources Group. The
evaluation identified the species, size, and condition of the trees.
Davey Resource Group and design staff then coordinated to provide recommendations
for each tree based on location, species, condition, impacts during construction, and
feedback from residents. Davey Resource Group and staff met on site, on multiple
occasions, with residents, to evaluate various options for preservation or removal of
trees and discuss the anticipated impacts during construction. During these reviews,
adjustments were made to the project design to help avoid or minimize impacts to trees
when possible or remove trees when mutually agreed to by the adjacent resident.
In general, trees in poor condition or of the species Ash are recommended for removal.
Several trees located on the right of way line or slightly within private property continue
to be discussed with adjacent residents. The removal of these will require a right of
entry signed by the property owner.
Davey Resource Group has submitted a proposal that includes the removal of 97 trees
and the protection of others with root cutting, tree preservation fence, and soil
amendments. The proposal also includes efforts for project management and
coordination with residents. The proposal is based on being able to remove the trees,
mostly in February, and completing the efforts prior to road restrictions coming into
effect. All tree stumps will be left in place until the roadway contractor removes them.
later this summer. If awarded the following schedule is anticipated:
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
• Tuesday Feb 9: Email notice to residents about project update and tree
removal schedule and process.
• Wednesday Feb 10: Mark right of way and mark trees for removal.
• Thursday Feb 11 thru mid -March: complete tree removals.
• May: Root cutting and tree preservation fence installed.
■ Summer: removal of stumps and application of soil amendment as turf
restoration occurs.
Financial Considerations: Costs for this work have been budgeted for in the Capital
Improvement Plan and would utilize a combination of Street &. Utility Bonds, Water
Fund, Sanitary Fund, and Storm Sewer Fund. The City has budgeted $3,602,000 for
this project. The current engineers estimate for the total project is $3,505,000 and
included all construction, engineering, administrative, right of way acquisition, and tree
removals for the project.
Recommendation/Action Requested: Staff recommends approval of the contract with
Davey Resource Group in the amount of $203,027.50.
11 AA �4M 0 TEN
r
Resource Group
2111202i
Andrew Budde P.E.
Principal Engineer
Bolton &- Mcnk, Inc
2638 Shadow Lane, Suite 200
Chaska, M1 55318
Larry Brown
City of Shorewood
7/ 5 Country Club Road
Shorewood, MN 55331
RE: Glen Arnlee Manitou Street Reconstruction Tree Removals
Dear Andrew and Larry,
Corporate Headquarters
295 South Water Street, Suite 300
Kent, OH 44240
800-828-8312
Local office
7085 Shady Oak Rd
Eden Prairie, MN 55344
763-360-3335
Thank you for working with tl-)e Davey Resource Croup, Inc. "DRG" regarding the tree removal portion of the
Glcn/Aimee/ Manitou street reconstruction project. In support of your objectives to remove the trees needed
for the street reconstruction project while minimizing disturbance to residents and their property, DRG is
pleased to present a pricing estimate for tree removal and care of' rcinaining trees impacted by construction.
Through DRG and our dedicated team of arboricultural specialists, you will Inc assured of quality arborist
services, and professional public relations.
This is a primary estimate that is subject to change. This estimate is based off of the current 93 trees
recommcnded for removal. If more trees are added or the scope of work changes this estimate will
need to be adjusted accordingly.
Tree Removal Process
A DRG representative will work with the city to notify and inform the residents of the need for tree removal
and help answer questions from the residents as needed. DRG will also keep the city up to date with project
progress with weekly progress updates, or more frequently if needed. The tree removal crews will use
professional equipment including, but not limited to cranes, aerial lift trucks, chippers, loaders to safely and
efficiently remove all identified trees. The crews will take every effort to prevent and minimize disturbance to
private property daring the tree removal process, and clean up woody debris as conditions allow. Some of the
trees being removed are in close proximity to overhead utility wires, DRG will coordinate with the utility
company to de -energize wires as needed to safely reprove the trees, and notify residents of any potential power
outages.
The trees Toeing quoted for removal on this proposal arc listed in Appendix A. Additional trees DRG
recommends removing due to the impacts of construction activities arc listed in Appendix B.
Glen Amlee Manitou Tree Removals
DRG Proposal
Page 1
Image 1. A Davey Crane being used to remove trees along the road.
Trees not being removed but impacted by construction
A DRG representative will work with the city to idcntif� trees not bcing removed, but bcing impacted lay
construction, and outline additional care to reduce impacts on the health of these trees. The additional care to
these trees could include root pruning„ protective fencing, and soil treatments. Documentation of these trees
will be taken to record their condition prier to construction activities as well a.s post construction.
Image 2. The use of a pneumatic air tool helps to make proper cuts on i i npactcd roots
Glen Amlee Manitou Tree Removals
DRG Proposal
2of10
Project Management
A dedicated project manager will be assigned to the project to oversee the tree removal operations. 'I1ie project
nianager will be the main point of contact For the city and will handle marking trees for removal, scheduling the
tree removal crews, coordinating overhead utility conflicts, coordinating perinits, and meeting with
homeowners to answer any questions or concerns and other duties as assigned by engineering staff.
Experience and Expertise
Davey Resource Group, Inc is the arboricultural and horticultural consulting subsidiary to 'I77c Davey Tree
Expert C:onipany. With extensive experience assisting private and conzmcrcial properties and other entities
including niunicipalitics and utilities, we work with asset nianagcrs around the country and provide customized
solutions to managing and tracking vital environmcrntal assets. Our urban forestry services have provided clients
nationwide with the ability to accurately and sustainably manage their critical 'green' infrastructure.
I7ie DRG team is devoted to providing excellent customer service through our technical expertise and our
passion for innovative solutions. We recognize that our success depends on meetin- your needs and we are
excited about the opportunity to collaborate with you on your project. Please feel tree to contact nie with any
questions.
Sincer"IV,
RYM 9"4M
Ryan Gustafson
Project Developer
Davey Resource Group, Inc.
ISA Board Certified Master Arborist MN-4145BM
w'vvw.davcyresourccgroup.cont
Glen Amlee Manitou Tree Removals
DRG Proposal
3of10
Authorization to Proceed
The Following pricing options have been developed for tree removals and care as requested. Any
additional consultation would be priced at the current contracted consulting rate. '1`hc pricing below is
a preliminary estimate subicet to change based on additional trees being added
Glen/Amlee/Manitou Road Construction -
Tree Removal, Tree Protection and Project Management
Tree Removal for Street Reconstruction
Additional trees recommended for removal by DRG
Root Pruning and fencing for remaining tree being impacted by construction
Soil Treatment for remaining trees being impacted by construction
Project Management
■ Tree Removals - $11,385
• Additional Recommended Removals - $1,590
• Root Pruning & Construction Fence Installation- $1,470
• Soil Treatment- $330
■ Documentation of Preserved Trees - $1,230
Estimated Project Total
$153,093.75
$26,437. 50
$6,750.00
$441.25
$16,305.00
$203,027.50
By signing this form, I do hereby acknowledge acceptance of the terms described alcove and
authorize work to be performed.
Client Name:
Authorizing Signature:
Title:
Date:
Davey Resource Group, Inc.
Name/Title:
Glen Amlee Manitou Tree Removals
DRG Proposal
4of10
Date:
Appendix A
Recommended tree removals by the city engineering staff and the Davey
Resource Group based on road construction maps.
25060 Glen Rd
25060 Glen Rd
25060 Glen Rd
Sugar Maple
Green Ash
Green Ash
12
16
16
B2
B2
B2
15329
15332
15333
B2
15347
25060 Glen Rd
Juniper
7
B2
15348
25060 Glen Rd
Green Ash
4
B2
15359
25060 Glen Rd
Green Ash
3
B2
15362
25060 Glen Rd
Green Ash
2
B2
20745
25060 Glen Rd
Juniper
10
B2
20746
25060 Glen Rd
Juniper
10
B3
5490 Manitou Ln
Silver Maple
B3
20840
5490 Manitou Ln
Silver Maple
22
B3
20841
5490 Manitou Ln
Silver Maple
22.
C2
15373
25060 Glen Rd
Boxelder
18
C2
15374
25060 Glen Rd
Green Ash
10
C2
15407
25060 Glen Rd
Green Ash
8
C2
15421
25060 Glen Rd
Green Ash
18
C2
15423
25060 Glen Rd
Green Ash
18
C2
15424
25060 Glen Rd
Green Ash
20
C2
15425
25060 Glen Rd
Green Ash
12
C2
15426
25060 Glen Rd
Green Ash
20
C2
15451
25060 Glen Rd
Green Ash
20
C2
15455
25060 Glen Rd
Green Ash
8
C2
15463
25060 Glen Rd
Green Ash
10
C2
15470
25060 Glen Rd
Crabapple
12
C2
15471
25060 Glen Rd
Crabapple
12
C2
2.0836
1 25060 Glen Rd
I Silver Maple
32
Glen Amiiee Manitou Tree Removals
DRG Proposal
5of10
C3
13
24925 Glen Rd
Blue Spruce
12
C3
14
24925 Glen Rd
Blue Spruce
12
C3
32
5490 Manitou Rd
Brush Piles
22
C5
20
24740 Amlee Rd
Silver Maple
30
C5
21
24770 Amlee Rd
Green Ash
14
C5
24880 Amlee Rd
2 Spruce
(8
20960
5515 Gideons Ln
Siberian Elm
6
C8
21042
5515 Gideons Ln
Green Ash
12
C8
21063
5515 Gideons Ln
Serviceberry
4
C8
21064
5515 Gideons Ln
Amur Maple
3
C8
21065
5515 Gideons Ln
Black Willow
14
C8
21074
5515 Gideons Ln
Cottonwood
14
C8
21077
5515 Gideons Ln
Buckthorn
3
C8
21081
5515 Gideons Ln
Black Willow
12
C8
21082
5515 Gideons Ln
River Birch
4
D1
32105
25165 Glen Rd
Boxelder
17
D1
32483
25165 Glen Rd
Boxelder
5
❑1
32505
25165 Glen Rd
Boxelder
24
D1
32527
25165 Glen Rd
Red Pine
7
D1
42
25140 Glen Rd
Norway Spruce
14
D1
40
25140 Glen Rd
Norway Spruce
2
D1
25170 Glen Rd
3 Boxelders stems
D1
44
25170 Glen Rd
Norway Maple
12
D2
25145
3 Ash group
D2
32371
25145 Glen Rd
Boxelder
12
D2
54
25145 Glen Rd
Green Ash
15
❑2
57
25145 Glen Rd
Green Ash
13
❑2
25135 Glen RD
Box Elder
D2
59
25135 Glen Rd
Tamarack
6
D2
60
25125 Glen Rd
Green Ash
15
D2
61
25125 Glen Rd
Green Ash
28
D2
62
25125 Glen Rd
Norway Maple
15
D2
41
25110 Glen Rd
Green Ash
D3
6-324995
Glen Rd
Catalpa
d42
Glen AmYee Manitvu Tree Removals
DRG Proposal
6of10
D3
64
24975 Glen Rd
Sugar Maple
24
❑3
65
24975 Glen Rd
Sugar Maple
15
D3
66
24975 Glen Rd
Sugar Maple
11
❑3
68
24975 Glen Rd
Sugar Maple
18
D3
69
24975 Glen Rd
Sugar Maple
18
D5
7
24780 Glen Rd.
Sugar Maple
25
D5
87
2.4775 Glen Rd
Sugar Maple
11
D5
88
24775 Glen Rd
Sugar Maple
19
D5
89
24775 Glen Rd
Sugar Maple
25
D5
90
24775 Glen Rd
Sugar Maple
16
D5
6
24740 Glen Rd
Sugar Maple
21
D6
95
24695 Glen Rd
American Linden
23
D6
D6
100
101
24695 Glen Rd
24695 Glen Rd
Red Oak
Sugar Maple
12
10
D7
103
24645 Glen Rd
Green Ash
12
D8
10496
5515 Gideons Ln
Apple
6
D8
10508
551.5 Gideons Ln
Black Willow
14
D8
10644
5515 Gideons. Ln
Siberian Elm
14
D8
10645
5515 Gideons Ln
Apple
6
D8
20957
5515 Gideons Ln
I Siberian Elm
6
Glen Amiee Manitvu Tree Removals
DRG Proposal
7of10
Appendix B
Additional trees recommended for removal by the Davey Resource Group
based on assessment of impacts from construction.
Map
Section
iw,,
Number
Address
Common
Species
DBH
C2
38
25060 Glen Rd
Crabapple
19
C4
31
24950 Amlee Rd
Crabapple
16
C5
22
24830 Amlee Rd
White Pine
13
C6
17
24745 Amlee Rd
Silver Maple
48
D1
32101
25165 Glen Rd
Boxelder
13
❑1
32104
25165 Glen Rd
Boxelder
15
D4
70
24925 Glen Rd
Sugar Maple
22
D6
93
24695 Glen Rd
American Linden
16
D6
94
24695 Glen Rd
Sugar Maple
11
FD8T105
Glen Rd/19
Black Walnut
8
Glen Amiee Manitvu Tree Removals
DRG Proposal
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TERMS AND CONDITIONS
• All pricing is valid for 60 days from the date of this proposal.
• 'Time and materials ('I"&M) estiniates may fluctuate and will be milled accordingly. Fixed fee
contract prices will be Billed as shown.
• Invoicing will be submitted monthly for work: performed, unless otherwise agreed upon.
• Payment terms are net 30 days.
• If prevailing wage requirements arc discovered after the date of this proposal, we reserve the
right to negotiate our fens..
• The client is responsible for any permit fees, taxes, and other related expenses, unless noted as
being included in our proposal.
• The client shall provide 48 hours' notice of any rneetings where the consultant's attendance its
required.
• All reports are provided only to the client unless otherwise directed.
LI M ITED WARRANTY
Davey Resource Group, Inc. ( "DRG") provides this liniitcd warranty ("Lin}ired Warranty") in connection
with the provision of services by DRG (collectively the "Services") under the agreement between the
parties, including any bids, orders, contracts, or understandings between the parties (collectively the
"Agrecment").
Notwithstanding anything to the contrary in the Ag reernent, this I,irnited Warranty will apply to all
Services rendered by DRG and supersedes all other warranties in the fl(,rcement and all other terms and
conditions in the Agrcenicnt that conflict with the provisions of this Limited Warranty. Airy terms or
conditions contained in any outer agreenient, instruntcttt, or docuntcrtt between the parties, or any
document or conunun'rcation front you, that in any way modifies the provisions in this f.irnitedWarranty,
will not niodify this I_intitcd Warranty nor be binding on the parties unless such terms and conditions are
approved in a writing signed by both parties that specifically references this I.irnited Warranty.
Subject to the terms and conditions set forth in this Urnited Warranty, for a period of ninety (90) days from
the date Services arc performcd (the "Warranty Period"), DRG warrants to Custorncr that the Services will
be performed in a tirnely, professional and workmanlike manner by qualified personnel.
To the extent the Services involve the evaluation or docunientation ("Observational Data") of trees, tree
inventories, natural areas, wetlands and other water features, animal or plant species, or other subjects
(collectively, "Subjects"), the Observational Data will pertain only to the specific point in time it is collected
(the "Fillie of Collection"). DRG will not be responsible nor in any wav liable for (a) any conditions not
discoverable using the agreed upon means and methods used to perf'orm the Scn'ices, (b) updating any
Observational Data, (c) any changes in the Subjects after the -lime of Collection (including, but not limited
to, decay or damage by the elements, persons or implements; insect infestation; deterioration; or acts of God
or nature [collectively, ..Changes"j), (d) performing services that are in addition to or different from the
originally agreed upon Services in response to Changes, or (c) any actions or inactions of you or any third
party in connection with or in response to the Observational Data. If a visual inspection is utilized, visual
inspection does not include aerial or subterranean inspection, testing, or analysis unless stated in the scope
of work. DRG will not be liable for the discovery or identification of non -visually observable, latent,
dormant, or hidden conditions or hazards, and does not `uarantee that Subjects will be healthv or safe
Glen Amlee Manitou Tree Removals
DRG Proposal
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under all circumstances or for a specified period of time, or that remedial treatments will remedy a defect or
condition.
To the extent you request DRG's guidance oil your perillitting and license requirements, DRG's guidance
represents its recomniendations based oil its understanding of and experience in the industry and does not
guarantee your compliance with any particular federal, state or local law, code or regulation.
DRG nlav review information provided by or on behalf of you, including, without limtation, paper and
digital GIS databases, maps, and other information publicly available or other third -party records or
conducted interviews (collectively, "Source Information"). DRG assumes the genuineness of all Source
Information. DRG disclaims any liability for errors, omissions, or inaccuracies resulting froth or contained
in any Source Information.
If it is dctertnirted that DRG has breached this Limited Warranty, DRG will, in its reasonable discretion,
either: (i) re -perform the defective part of the Services or (ii) credit or refund the fees paid for the defective
part of ncc Services. `Phis remedy will be your sole and exclusive remedy and DRG's entire liability for any
breach of this I.inlitcd Warranty. You will be deemed to have accepted al) of the Services if written notice of
an alleged breach of this Limited Warranty is not delivered to DRG prior to the expiration of the Warranty
Period.
To the greatest extent permitted by law, except for this I..imited Warranty, DRG makes no warranty
whatsoever, including, without limitation, any ,varranty of merchantability or fitness for a particular
purpose, whether express or implied, by law, course of dealing, course of performance, usage of trade or
otherwise.
Glen Amlee Manitou Tree Removals
DRG Proposal
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STATE OF MINNESOTA
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
RESOLUTION 21-015
A RESOLUTION TO AWARD TREE REMOVAL CONTRACT FOR GLEN ROAD,
AMLEE ROAD, AND MANITOU LANE STREET & UTILITY IMPROVEMENTS
CITY PROJECT 18-08
WHEREAS, the City of Shorewood contracts with Davey Resource Group as the City
Arborist for consultation and removal of trees within the community; and
WHEREAS, Davey Resource Group has provided a proposal for the removal, care and
protection of remaining trees, and general coordination for tree related efforts for the
project; and
WHEREAS, Davey Resource Group has already coordinated with staff and residents
with the project to provide recommendations and discuss options; and
WHEREAS, the City of Shorewood will be able to provide a high level of service and
accountability by utilizing Davey Resource Group for tree related efforts on this project;
and
NOW THEREFORE, IT RESOLVED: by the City Council of the City of Shorewood
hereby authorized and directed to enter into a contract with Davey Resource Group
based on the proposal provided for the Glen Road, Amlee Road, Manitou Lane Street
Improvement Project.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 81" day of
February, 2021.
Jennifer Labadie, Mayor
Attest:
Sandie Thone, City Clerk
8C
MEETING
TYE
City of Shorewood Council Meeting Item Regular
......................................................................................... Meeting
Title/Subject: Glen, Amlee, Manitou Street & Utility Improvements:
Cultural Resources Monitoring; City Project 18-08
Meeting Date: Monday, February 8, 2021
Prepared by: Andrew Budde, City Engineer
Reviewed by: Larry Brown, Director of Public Works
Attachments: Proposal, SHPO Letter, Resolution
Background: The city has completed all the necessary steps associated with the
permitting for the known cultural resources in proximity to the Glen Road, Amlee Road,
Manitou Lane Street and Utility Improvements project. This included research,
evaluation, documentation, design alternatives, and submittal to the State Historic
Preservation Office (SHPO) and other agencies for review and comment. A letter was
received on January 12, 2021 from the SHPO indicating that the project may proceed
forward with an approved Cultural Resources Monitoring plan. Staff then prepared a
Cultural Resources Monitoring Plan which was submitted to and approved by the State
Historic Preservation Office.
In general, the Monitoring Plan requires an approved Archeologist to be onsite during all
land disturbing activities within the 100-foot of the mapped cultural resources. The
Archeologist is anticipated to be on site approximately 30 days during the project and
would monitor removals, utility trench excavations, roadway excavations, and small
utility installations. The Archeologist would not be onsite after the roadway is cut to
subgrade and is being built up with imported materials such as sand, aggregate base,
concrete curb, bituminous paving, and imported topsoil. Since this monitoring effort is
outside of the typical scope of efforts for street and utility projects, we have prepared a
proposal estimating the effort required to fulfil the monitoring required for the project.
Financial Considerations: The Cultural Resources Monitoring is estimated to be
$35,190. Costs for this work have been budgeted for in the Capital Improvement Plan
discussed earlier in the meeting.
Recommendation/Action Requested: Staff recommends award of the Cultural
Resources Monitoring proposal in the amount of $35,190 to Bolton & Menk, Inc.
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
12224 Mcollet Avenue
Burnsville, MN 55337-164?
Real People. Real Solutions.
January 20, 2021
Greg Lerud
City Administrator
5755 Country Club Rd.
Shorewood, MN 55331
RE: City of Shorewood Glen Road, Manitou Lane, Amlee Road Improvements
Cultural Resources Monitoring
Dear Mr. Lerud:
The City of Shorewood seeks improvements to streets and utilities along Glen Road, Manitou Lane,
and Amlee Road within Shorewood, Minnesota. The proposed project includes installing a new
watermain and storm sewer, along with limited sanitary sewer work; road reconstruction will
follow the utility work. A filtration basin is proposed within an easement area in the northwestern
portion of the project. The project is anticipated to be funded by the City's Capital Improvement
Program (CIP). Concurrent with the street and utility improvements, several other utilities
(Century Link (Lumen), CenterPoint, and Xcel) propose service to existing utilities and/or utility
relocations.
A Phase I Archaeological Reconnaissance Survey was completed for the project in November 2020,
with the report distributed to the necessary consulting agencies in December 2020 (Ladwig 2020).
The report recommended monitoring in proximity to the replotted location of 21HE0047 (Gideon's
Bay Mounds, a precontact cemetery). The State Historic Preservation Office (SHPO) concurred with
the report's findings and recommended continued consultation with the Office of the State
Archaeologist (OSA) and the Minnesota Indian Affairs Council (MIAC) regarding the project's
proximity to 21HE0047 pursuant to the Minnesota Private Cemeteries Act (MS 307.08). SHPO
agrees that monitoring of construction activities is appropriate under the direction of OSA and
MIAC (SHPO No. 2020-0073).
A Cultural Resources Monitoring Plan/Inadvertent Discoveries Plan (Plan) was approved by OSA
and MIAC on January 19, 2021. The necessary licensing for cultural resources monitoring will be
secured prior to project construction.
The Scope of Work below provides for the necessary cultural resources monitoring and ongoing
coordination with stakeholder agencies.
Scope of Work
Permitting
21HE0047 is a recorded private cemetery with American Indian affiliation. Bolton & Menk will
continue to coordinate with OSA and MIAC throughout the monitoring process. Updates on
progress and findings will continue throughout the construction monitoring for the project.
Cultural Resources Monitoring
A qualified cultural resources monitor will be onsite for all earthmoving activities within the
Monitoring Area, as defined in the approved Monitoring Plan. Due to the sensitive nature of
h:\shwd\c16120567\1_corres\c_to others\2021-01-29 monitoring proposal\shwd monitoring proposal.docx
Bohan & Menk is an equal opportunity ernployer.
Name: Glen Road, Manitou Lane, Amlee Road Improvements
Date: January 20, 2021
Page: 2
information contained in the Monitoring Plan, the Plan was sent to the necessary consulting parties
in a separate correspondence.
An archaeological monitor will be required onsite for the following activities within the Monitoring
Area:
• Removal of existing paved surface and subgrade, and subsequent excavation
• Soil disturbance activities
• Utility work that involves soil disturbance and subsurface work
• Tree root excavation and removal (grubbing), as required.
The cultural resources monitor will complete daily monitoring forms, conforming to MIAC
standards. The monitor will observe construction activities, halt construction should sensitive
resources be encountered during earth moving/disturbance activities, and contact MIAC and OSA if
materials related to burial contexts are encountered. If a preliminary inspection reveals a work
stoppage will take longer than 15 minutes, the monitor onsite will notify the contractor and City
and provide an estimate of time needed for further investigation, if possible.
Reporting
Daily MIAC logs will be compiled, along with photographic images obtained during construction
monitoring. These materials and a synthesis of observations will be included in a report generated
at the termination of cultural resources monitoring. This report will meet the necessary reporting
requirements of OSA and MIAC.
Given the sensitive nature of the data contained in the final monitoring report, electronic report
submission and subsequent hard copy submission will be limited to the necessary consulting
agencies in compliance with our permit to conduct cultural resources monitoring (OSA and MIAC).
This correspondence will copy the City, but the City must ensure this report remains confidential and
is not made accessible to the general public through in -person viewing or electronic access.
Estimate of Fees
Our Estimate of Fees for the detailed Scope of Work is detailed below:
Permitting............................................................................................................................................................$990.00
Cultural Resources Monitoring Fieldwork (per day)......................................................................$990.00*
Reporting &Agency Coordination.........................................................................................................$4,500.00
Subtotal Fees................................................................................................................... $35,190.00**
*Please note this is the daily rate, assuming a 10-hour workday.
**Please note this total assumes 30 days of monitoring for the project; time on site will be billed on
an hourly basis and the final cost for monitoring fieldwork will be dependent upon the total days
required on site.
Project Timeline
Notification to agencies will occur immediately upon notice to proceed. A cultural resources
monitor will be made available upon 72-hour notice of planned activities within the Monitoring
Area. Currently, work is anticipated to start as early as April 2021. A report will be completed and
distributed to the necessary agencies within one week of the final day of cultural resources
monitoring.
Next Steps
If you find this proposal satisfactory, your signature on the following page will constitute
acceptance of the terms outlined, including a limitation of liability (Exhibit A) and your authority
Bolton & Menk is an equal opportunity employer.
Name: Glen Road, Manitou Lane, Amlee Road Improvements
Date: January 20, 2021
Page: 2
for us to proceed. Please contact us if you have further questions, need additional information, or
wish to discuss this proposal. We look forward to providing you these professional cultural
resources monitoring services on this project and appreciate your consideration of Bolton & Menk,
Inc.
Sincerely,
BOLTON & MENK, INC.
Jammi Ladwig, M.A.
Andrew Budde, P.E.
Cultural Resources Specialist
Principal In -Charge
We hereby accept this proposal and authorize Bolton & Menk, Inc. to proceed with this work.
Accepted by:
Printed Name:
Date:
Bolton & Menk is an equal opportunity employer.
Exhibit A
Terms of Proposal
Bolton & Menk, Inc.
The accompanying Proposal (hereinafter referred to as "Proposal") is subject to the following terms and
conditions. These Terms of Proposal (hereinafter referred to as "Terms") are an integral part of the
accompanying Proposal as if stated directly therein. No change or deviation from these Terms will be binding
without the written approval of Bolton & Menk, Inc. (BMI). Such changes may require an adjustment in the
proposed fee, schedule or scope of Proposal.
A. Services: BMI proposes to perform the services
outlined in the Proposal for the stated fee arrangement.
Changes required by the Client or other controlling entities
(regulatory agencies, contractors, courts, etc.) from the
scope or schedule of services described in the Proposal are
"Additional Services" and will be invoiced on an hourly
basis in addition to the stated fee arrangement. Any
additional studies, tasks, or coordination not explicit in the
proposed Scope of Work will be performed by others or as
additional services. The scope of services provided above is
inclusive of all tasks offered under this contract and fee.
Parties agree that additional understandings which conflict
with this document (including oral agreements) must be
negotiated in writing.
B. Information from Client: Unless otherwise stated,
Client agrees to provide BMI with all site information
necessary to complete the proposed services. This
information should include current site property
descriptions (from abstract, title opinion or title
commitment); other legal documents affecting the site;
copies of previous surveys, maps, utility locates,
engineering studies and plans; existing or required soils
and geotechnical reports; governmental, regulatory and
utility reviews and determinations; and all other pertinent
information. BMI may rely on accuracy of Client provided
information. Client shall promptly inform BMI of any
alleged defects in services provided or the project.
C. Access to Site: Unless otherwise stated, Client agrees
to provide BMI with access to the site, including adjoining
properties, for activities necessary for the performance of
services. It is understood that in the normal course of work,
unavoidable property damage may occur due to
excavations, tree and brush trimming, marking lines, etc.
BMI will take reasonable precautions to minimize damage
due to its activities. The cost to correct resulting damage
has not been included in the fee and the Client agrees to
reimburse BMI for any costs associated with required
restoration work.
D. Standard of Care: Professional services provided
under this Agreement will be conducted in a manner
consistent with that level of care and skill ordinarily
exercised by members of BMI's profession currently
practicing under similar conditions. BMI makes no
warranties, expressed or implied, or otherwise with
respect to any services performed or furnished.
E. Certifications: Any certification provided by BMI is a
professional opinion based upon knowledge, information
and beliefs available to BMI at the time of certification.
Such certifications are not intended as and shall not be
construed as a guarantee or warranty. BMI shall not be
required to certify the existence of conditions whose
existence BMI cannot reasonably ascertain.
F. Utilities: BMI assumes no liability for matters arising
from subsurface utilities that vary from locations depicted
on previous plans or locates provided by Client or utility
companies.
G. Protect Approval: Due to site limitations, code
interpretation, regulatory reviews, political considerations
and Client directed design and improvements; BMI makes
no representations as to acceptability or approvability of
the project, or, zoning requests, permit applications, site
and development plans, plats and similar documents.
Client's obligation for payment of fees owed BMI is not
contingent upon project approval.
H. Ownership and Alteration of Documents: All
documents, including reports, drawings, field data, notes,
plans, specifications and documents or electronic media
prepared or furnished by BMI under this agreement remain
the property of BMI. Upon payment of all amounts owed,
the Client is granted a limited license to BMI's submittals
for Client's reasonable use and to make and retain copies
for such use. However, BMI's submittals are not intended
for reuse by the Client or third parties on other projects or
alteration by others without the written consent of BMI.
Electronic media may be furnished for convenience of
Client; however, only signed and certified paper copies of
submittals may be relied upon as documentation of
professional services provided.
I. Billings and Payments: Invoices for BMI's services
shall be submitted, at BMI's option, either upon
completion of such services or on a monthly basis. Unless
credit to Client is approved, payment is due upon receipt
of services and deliverables. If, at sole discretion of BMI,
credit is advanced to Client, invoices shall be due and
payable within 30 days after the invoice date. If the invoice
is not paid within 30 days, BMI may, without waiving any
claim or right against the Client, and without liability
whatsoever to the Client, terminate the performance of its
services. BMI reserves the right to withhold any
deliverables until all unpaid fees are paid in full. Amount of
Exhibit A
retainer (if applicable) will be applied to amount owed on
final invoice.
J. Late Payments: Accounts unpaid 30 days after the
invoice date will be subject to a monthly service charge of
1.5% on the unpaid balance. If any portion or all of an
account remains unpaid 60 days after billing, the Client
shall pay all costs of collection, including reasonable
attorney fees.
K. Waiver: To the fullest extent permitted by law, Client
and BMI waive against each other, and the other's
employees, partners, officers, agents, insurers and
subcontractors, any and all claims for or entitlement to
special, incidental, indirect, or consequential damages
arising out of, resulting from, or in any way related to this
Agreement, from any cause or causes.
L. LIMITATION OF LIABILITY: In recognition of the
relative risks, rewards and benefits of the project to both
the Client and BMI, the risks have been allocated such
that the Client agreesthat BMI's total liabilityto the Client
for any and all injuries, claims, losses, expenses, damages
or claimed expenses arising out of the performance of this
agreement from any cause or causes, shall not exceed
75 000 Such claims include, but are not limited to, BMI's
negligence, errors, omissions, strict liability, breach of
contract, or breach of warranty.
M. Certificates of Insurance: BMI will maintain, at its
expense, statutory worker's compensation insurance
coverage, automobile liability insurance, commercial
general liability insurance and professional liability
coverage for claims arising from bodily injury, death or
property damage which may arise from the negligent
performance by BMI or its employees. BMI will, upon
request, furnish Certificates of Insurance documenting
terms of coverages. BMI will not be required to extend
coverages beyond those which are usual and customary for
similar firms practicing similar surveying and engineering
services unless BMI is reimbursed for additional premium
expenses.
N. Dispute Resolution: Any claims or disputes made
during or after the performance of services between BMI
and the Client, with the exception of claims by BMI for non-
payment of services rendered, shall first be submitted to
mediation for resolution prior to initiating any other legal
proceedings.
O. Agreement: If the Proposal is accepted, the Client and
BMI will enter into an Agreement incorporating the
accompanying Proposal, these Terms and such additional
terms and conditions as may be mutually acceptable to
BMI and Client. In the absence of a separate, executed
written agreement, the accompanying Proposal and these
Terms of Proposal shall constitute the whole and complete
agreement between BMI and the Client.
P. Termination of Services: The Agreement created
under Paragraph Q may be terminated by the Client or BMI
should the other fail to perform its obligations hereunder.
In the event of termination, the Client shall pay BMI for all
services rendered to the date of termination, all
reimbursable expenses, and reimbursable termination
expenses.
Q. Withdrawal of Proposal: This Proposal constitutes a
non -binding offer to perform services and BMI reserves the
right to withdraw or modify this proposal, without liability
to the Client, at any time prior to receipt of written
acceptance from the Client and execution of a signed
agreement in accordance with Paragraph Q.
R. LIEN RIGHTS: Pursuant to the representations by the
CLIENT in this Agreement and improvements to be made
to the project property, the BMI reserves the right to file
a lien against the project property in the event of
delinquent or non-payment of monies owed to BMI by
the CLIENT. In accordance with Minnesota law, the CLIENT
and PROJECT PROPERTY OWNER are hereby advised:
"(a) Any person or company supplying labor or
materials for this improvement to your property may file
a lien against your property if that person or company is
not paid for the contributions.
S. (b) Under Minnesota law, you have the right to pay
persons who supplied labor or materials for this
improvement directly and deduct this amount from our
contract price, or withhold the amounts due them from
us until 120 days after completion of the improvement
unless we give you a lien waiver signed by persons who
supplied any labor or material for the improvement and
who gave you timely notice.
DEPARTMENT OF
ADMINISTRATION
January 12, 2021
Mr. Greg Lerud
City Administrator
City of Shorewood
5755 Country Club Road
Shorewood, MN 55331-8927
RE: Glen Road, Amlee Road and Manitou Lane Street and Utility Improvement Project
Shoreview, Hennepin County
SHPO Number: 2020-0073
Dear Mr. Lerud:
Thank you for continuing consultation on the above -referenced project. Information received on
December 14, 2020 has been reviewed pursuant to the responsibilities given the State Historic
Preservation Office by the Minnesota Historic Sites Act (Minn. State. 138.665-666) and the Minnesota
Field Archaeology Act (Minn. Stat. 138.40).
As we understand it, the proposed project includes the installation of new watermain and storm sewer,
limited sanitary sewer work, installation of a filtration basin, and the reconstruction of Glen Road,
Manitou Lane and Amlee Road. We have reviewed your December 7, 2020 cover letter as well as the
submitted report titled Phase I Archaeological Survey, Glen Road, Manitou Lane, and Amlee Road
Improvements, City of Shorewood, Hennepin County, Minnesota (December 2020) (Report) as prepared
by Bolton & Menk. Our comments regarding this project and its effects on historic properties are
provided below.
Based on our review of the above -referenced Report, we recommend that the City continue
consultation with the Office of the State Archaeologist and the Minnesota Indian Affairs Council regarding the
project and its proximity to archaeological site 21HE47, Gideon's Bay Mounds. We agree that monitoring of
construction is appropriate under the direction of these two agencies. Given the results of the Phase I
investigations, we agree that there are no other archaeological resources in the area that will be affected by
this project. We also agree that this project will have no adverse effect on the National -Register listed Peter
Gideon Farmhouse.
Implementation of the project in accordance with this finding, as documented, fulfills the City's
responsibilities pursuant to Minn. Stat. 138. If the project is not constructed as proposed, including, but
not limited to, a situation where subsequent engineering/design changes to the currently proposed
project diverts substantially from what was presented at the time of this review, the City will need to
reopen consultation with our office.
MINNESOTA STATE HISTORIC PRESERVATION OFFICE
50 Sherburne Avenue iiiiii Administration Building 203 111111 Saint Paul, Minnesota 55155 000 651-201-3287
mn.gov/admin/shpo iiiiii mnshpo@state.mn.us
AN EQUAL OPPORTUNITY AND SERVICE PROVIDER
Please note that this comment letter does not address the requirements of Section 106 of the National
Historic Preservation Act of 1966 and 36 CFR § 800. If this project is considered for federal financial
assistance, or requires a federal permit or license, then review and consultation with our office will need
to be initiated by the lead federal agency. Be advised that comments and recommendations provided by
our office for this state -level review may differ from findings and determinations made by the federal
agency as part of review and consultation under Section 106.
Please contact Kelly Gragg-Johnson, Environmental Review Specialist, at
t.L.,,.r.r�.,_4�if you have any questions regarding our review of this project.
Sincerely,
O • 5
Sarah J. Beimers
Environmental Review Program Manager
STATE OF MINNESOTA
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
RESOLUTION 21-016
A RESOLUTION TO AWARD CULTURAL RESOURCES MONITORING FOR GLEN
ROAD, AMLEE ROAD, AND MANITOU LANE STREET & UTILITY IMPROVEMENTS
CITY PROJECT 18-08
WHEREAS, the City of Shorewood contracts with Bolton & Menk, Inc. for City
Engineering Services; and
WHEREAS, Bolton & Menk has completed previous mapping, onsite evaluations, and
coordinated with the State Historic Preservation Office and other agencies on the
permitting and approval of the project; and
WHEREAS, Bolton & Menk, Inc. has provided a proposal for the for the required
Cultural Resources Monitoring Plan; and
WHEREAS, the City of Shorewood will be able to provide a high level of service and
accountability by utilizing Bolton & Menk for Cultural Resources Monitoring Plan on this
project; and
NOW THEREFORE, IT RESOLVED: by the City Council of the City of Shorewood
hereby authorized and directed to enter a contract with Bolton & Menk, Inc based on the
proposal provided for the Cultural Resources Monitoring Plan for the Glen Road, Amlee
Road, Manitou Lane Street Improvement Project.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 8t" day of
February, 2021.
Jennifer Labadie, Mayor
Attest:
Sandie Thone, City Clerk
#8D
MEETING TYPE
City of Shorewood Council Meeting Item Regular Meeting
Title / Subject: Approve Change Order No. 1 for the Woodside Road and Woodside Lane
Street Reclamation and Watermain Extension Project, City Project 19-04
Meeting Date: February 8, 2021
Prepared by:
Katie Koscielak, Project Manager
Reviewed by:
Larry Brown, Public Works Director
Attachments:
Change Order No. 1 and Resolution
Background: On June 22, 2020, the City Council awarded the construction contract for the
Woodside Road and Woodside Lane Street Reclamation and Watermain Extension Project, City
Project 19-04, to New Look Contracting.
During the progress of construction and coordination with adjacent property owners on the
Woodside Road cul-de-sac, there was identified additional drainage concerns and potential
impacts to adjacent properties. This cul-de-sac had not been paved, prior to this project. The
reconstruction and paving of the circle added to the concerns of surrounding neighbors that the
increase in pavement would add to existing drainage issues. As such, WSB and staff
coordinated with New Look Contracting, Inc. to install additional storm sewer facilities to
address these concerns. Additional work within the cul-de-sac included the following:
• Installation of a new catch basin and storm sewer crossing the cul-de-sac
• Excavation of a holding pond/rain garden at the south end of the cul-de-sac
• Stabilization of the holding pond/rain garden at the south end of the cul-de-sac
New Look Contracting, Inc. has submitted a change order detailing the additional work items
which have been reviewed by staff with regard to the work scope and additional costs and have
been determined to be appropriate for the work performed.
Financial or Budget Considerations: The project construction contract as bid was awarded by
the Council in the amount of $861,316. Change Order No. 1 will increase the construction
contract in the amount of $21,875 to $883,191. Change Order No. 1 will increase the contract
by approximately 2.54% which is within contingency expectations for similar projects.
Recommendation: Staff recommends the City Council approve the attached resolution
"Approve Change Order No. 1 for the Woodside Road and Woodside Lane Street Reclamation
and Watermain Extension Project, City Project 19-04".
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
CHANGE ORDER NO. 1
WOODSIDE ROAD & WOODSIDE LANE STREET RECLAMATION & WATERMAIN EXTENSION PROJECT
CITY OF SHOREWOOD, MN
WSB PROJECT NO. 014590-000
February 3, 2021
OWNER:
CONTRACTOR:
CITY OF SHOREWOOD
NEW LOOK CONTRACTING, INC.
5755 CCOUNTRY CLUB ROAD
14045 NORTHDALE BOULEVARD
SHOREWOOD, MN 55331
ROGERS, MN 55374
YOU ARE DIRECTED TO MAKE THE FOLLOWING CHANGES IN THE CONTRACT DOCUMENT DESCRIPTION:
The Engineer in concurrence with the City of Shorewood included the addition of new storm sewer facilities within the cul-de-sac of Woodside Road following
concerns
from a resident off of Boulder Bridge Drive. The following improvements are included in the change order:
1. Installation of a new catch basin and storm sewer pipe
2. Excavation of overflow pond/rain garden
3. Stabilization of overflow pond/rain garden
CHANGE IN CONTRACT PRICE:
CHANGE IN CONTRACT TIME:
ORIGINAL CONTRACT PRICE:
$861,316.00 ORIGINAL CONTRACT TIME:
6/22/2020
PREVIOUS CHANGE ORDERS: N/A
$0.00 NET CHANGE FROM PREVIOUS CHANGE ORDERS:
N/A
CONTRACT PRICE PRIOR TO THIS CHANGE ORDER:
$861,316.00 CONTRACT TIME PRIOR TO THIS CHANGE ORDER:
6/22/2020
NET INCREASE OF THIS CHANGE ORDER:
$21,875.O0 NET INCREASE OF CHANGE ORDER:
0
CONTRACT PRICE WITH ALL APPROVED CHANGE ORDERS:
$883,191.00 CONTRACT TIME WITH APPROVED CHANGE ORDERS:
6/22/2020
RECOMMENDED BY:
APPROVED BY:
KATIE KOSCIELAK, PROJECT MANAGER
CONTRACTOR SIGNATURE
WSB
NEW LOOK CONTRACTING, INC.
ENGINEER
CONTRACTOR
APPROVED BY:
CITY ENGINEER
CITY ADMINISTRATOR
DATE
DATE
K:1014590-00OI4dminlConstruction AdminlChange OrderslChange Order No. 11
Page 1 of 1 014590-000 CO1 CDs Storm SewerCO 1
CHANGE ORDER NO. 1 DETAIL
WOODSIDE ROAD & WOODSIDE LANE STREET RECLAMATION & WATERMAIN EXTENSION PROJECT
February 3, 2021
CITY OF SHOREWOOD, MN
WSB PROJECT NO. 014590-000
ADDED ITEMS
Item No. Description Qty Unit Price
Total
Woodside Road Cul-de-Sac Storm Sewer and Rain Garden (see attached)
93 Construct Rain Garden 1 EACH $21,875.00
$21,875.00
TOTAL ADDED ITEMS CHANGE ORDER NO. 1
$21,875.00
DELETED ITEMS
Item No. Description Qty Unit Price Extended Amount
TOTAL DELETED ITEMS CHANGE ORDER NO. 1
$0.00
TOTAL ADJUSTMENT TO ORIGINAL CONTRACT AMOUNT CHANGE ORDER NO. 1 $21,875.00
K:1014590-000IAdminlConstruction AdminlChange OrderslChange Order No. 11
Page 1 of 1 014590-000 C01 CDS Storm SewerCO 1 Detail
STATE OF MINNESOTA
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
RESOLUTION 21-017
A RESOLUTION APPROVING CHANGE ORDER NO. 1 FOR THE
WOODSIDE ROAD AND WOODSIDE LANE STREET RECLAMATION AND
WATERMAIN EXTENSION PROJECT, CITY PROJECT 19-04
WHEREAS, the City of Shorewood Council awarded the Woodside Road and
Woodside Lane Street Reclamation Project and Watermain Extension Project, City
Project 19-04, on June 22, 2020; and
WHEREAS, Change Order No. 1 is necessary to address drainage concerns
provided by adjacent property owners within the Woodside Road cul-de-sac; and
WHEREAS, Change Order No. 1 will increase the project construction costs in
the amount of $21,875 to $883,191.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City
of Shorewood as follows:
Change Order No. 1 in the total amount of $21,875 is hereby approved.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 8tn
day of January, 2021.
Jennifer Labadie, Mayor
Attest:
Sandie Thone, City Clerk
M
M Cityof Shorewood Council Meeting Item
9
Title/Subject: Council Vacancy
Meeting Date: February 8, 2021
Prepared By: Greg Lerud, City Administrator
Reviewed By: Sandie Thone, Human Resources Director/City Clerk
Attachments: Letters of Interest
MEETING
TYPE
REGULAR
Background: The solicitation period for residents to send a letter outlining their
interest in filling the vacancy on the city council closed noon on February 1. All letters
of interest are included with this memo and presented in the order they were received.
Options: The council has broad discretion on the process for evaluating and selecting
the candidate to fill the remaining two years of the vacant position. There are many
decisions to be made by the council — and not all are necessary to be made tonight.
While there are certainly other considerations, staff offers the following thoughts on
items for the council discussion:
1. What is the next step?
2. Will the council request submission of written responses to questions prior to
interviews? Or is the next step interviews?
3. If it is interviews, who is interviewed? Are there one or two rounds?
4. Developing a list of interview questions.
5. When would interviews be conducted?
6. Is there a time when the council would like to have the position filled? Staff will be
prepared to assist with information about advertising and timing of the interviews if they
are to be conducted during a special meeting. Or is the date to fill the position open
ended?
Next Steps and Timeline: There is no time limit to this process and staff will be
prepared to support the City Council's determination in the process to fill the vacancy.
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