03-09-20 CC Reg Mtg Agenda Packet
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, MARCH 9, 2020 7:00 P.M.
AGENDA
1. CONVENE CITY COUNCIL MEETING
A. Pledge of Allegiance
B. Roll Call
Mayor Zerby___
Johnson___
Labadie___
Siakel___
Sundberg___
C. Review and Adopt Agenda
Attachments
2. CONSENT AGENDA
– Motion to approve items on the Consent Agenda & Adopt
Resolutions Therein:
A. City Council Work Session Minutes from February 24, 2020 Minutes
B. City Council Regular Meeting Minutes from February 24, 2020 Minutes
C. Approval of the Verified Claims List Claims List
3. MATTERS FROM THE FLOOR
(No Council Action will be taken)
4. PUBLIC HEARING
5. REPORTS AND PRESENTATIONS
A. Laura Hotvet, Director of Excelsior- Lake Minnetonka Chamber
6. PARKS
7. PLANNING
8. ENGINEERING/PUBLIC WORKS
A. Authorization to Prepare Feasibility Report and Preliminary Design Engineer Memo
for the Mary Lake Outlet Project, City Project 19-09 Resolution 20-023
B. Authorization to Prepare Feasibility Report and Preliminary Design Engineer Memo
for the Beverly Drive Wetland Project, City Project 20-03 Resolution 20-024
CITY COUNCIL REGULAR MEETING AGENDA – March 9, 2020
Page 2
9. GENERAL/NEW BUSINESS
10. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. Shorewood Community and Event Center Parks and Rec Director Memo
Year End Report
B. Mayor and City Council
11. ADJOURN
2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL WORK SESSION MEETING COUNCIL CHAMBERS
MONDAY, FEBRUARY 24, 2020 6:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL WORK SESSION MEETING
Mayor Zerby called the meeting to order at 6:00 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Johnson (arrived at 6:30), Labadie, and Siakel; City
Administrator Lerud; Planning Director Darling; Director of Public Works Brown;
and, City Engineer Budde
Absent: Councilmember Sundberg
B. Review Agenda
Siakel moved, Labadie seconded, approving the agenda as presented. Motion passed 3/0.
2. WESTERN SHOREWOOD STORMWATER PLAN DISCUSSION
City Administrator Lerud stated that it has been two meetings since the Western Shorewood
Stormwater Plan was presented to the Council. He noted that meeting was cut a bit short because
of time constraints and noted that staff wanted to make sure that all of the Council’s questions
were able to be answered which is why it is back before the Council.
Jennifer Koehler, Barr Engineering gave a brief presentation regarding the problem areas and
their recommended options for addressing the issue: Shorewood Oaks, recommended solution
– abandoning the sump system and require private property owners to daylight sump
pump/foundation drain discharges and surface. Strawberry Lane North, recommended solution –
install storm sewer under the proposed trail routed east to Smithtown Pond. Strawberry Lane –
South of Trail – recommended solutions – install storm sewer along Strawberry Lane south of
regional trail and upsize storm sewer along Shorewood Oaks Drive, or install storm sewer along
Strawberry Lane and storm sewer east to Freeman Park following the existing trail alignment.
Freeman Park, recommended solution – lower outlet elevation and create a conceptual design
that minimizes maintenance. Grant Lorenz Channel, recommended solution – Smithtown Pond
maximized with extended detention outlet and stabilization along the Channel. Noble Road,
recommended solution – increase downstream channel capacity and replace Noble Road culvert.
Beverly Drive, recommended solution – replace drainage system from Beverly Drive and along
Cajed Lane including installation of inlet in low area north of Beverly and west of Cajed.
Mayor Zerby asked if the City had been in contact with the Minnehaha Creek Watershed District
about any of these projects and the possibility of jointly funding them. Public Works Director
Brown noted that they have been contacted and at this point, are lukewarm about jointly funding
the projects. He stated that they are in favor of the projects and like that the City is looking at the
whole area and not simply doing piecemeal projects.
CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES
FEBRUARY 24, 2020
Page 2 of 3
Ms. Koehler stated that the MCWD does not have a cost sharing program with cities, but they are
supportive and have offered to help find grants. She stated that she also pulled together a variety
of funding sources that could potentially be used to help fund these projects.
City Administrator Lerud stated that he thinks the City should consider a bonding bill request
because this has regional implications so perhaps the State would participate.
Councilmember Johnson arrived at the meeting.
Councilmember Siakel asked if all these projects needed to be done as one big project. City
Engineer Budde stated that they have been looking at how these projects may fall within the CIP
and upcoming road projects.
Public Works Director Brown stated that during the strategic planning retreat the Council talked
about putting together a sturdy CIP that can stand the test of time. He stated that he believes
that this plan is one of the hinge points of putting together that CIP. He stated that staff needs
buy in and feedback from the Council on these projects so they can be incorporated into the CIP.
Councilmember Siakel suggested that the City should also be looking at whether the City charges
enough for stormwater fees.
Public Works Director Brown explained that City Administrator Lerud had been working with David
Drown’s staff to put together the financial picture for each piece of this stormwater plan. He stated
that initially they think it may involve raising stormwater rates and as doing some bonding.
Councilmember Siakel stated that she feels the City needs to get something done in this area.
Mayor Zerby asked why the projects would be starting upstream rather than downstream. Public
Works Director Brown stated that staff has debated that question internally as well, but Barr
Engineering has worked out some of the phasing ideas. Ms. Koehler explained some of the
challenges in timing of the projects and noted that they basically tried to look at when
implementation makes sense.
The Council discussed some of the other potential areas that have problems and whether these
plans will help alleviate them. Public Works Director stated that he and Ms. Koehler have
discussed getting together with Three Rivers and the Hennepin County Regional Railroad
Authority and demanding that they do some ditch maintenance and clean those out, but question
whether they will step in and take care of that or not.
Greg Larson, 25535 Orchard Circle, asked when the public would find out about these plans. He
stated that he does not think members of the public know anything about them.
Mayor Zerby noted that it a difficult question because all of the meetings are recorded and
available for the public to view or listen to. He stated that there is a monthly newsletter that is
published.
Mr. Larson stated that none of that information has been included in the newsletter. He stated
that the quarterly newsletter used to have the back page devoted to development. He stated that
the local newspapers also used to cover the City meetings and that is no longer done.
CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES
FEBRUARY 24, 2020
Page 3 of 3
Mayor Zerby noted that the City moved away from a quarterly newsletter about twenty years ago
because it moved to distributing a monthly newsletter, and the city cannot determine what is
published in the paper.
City Administrator Lerud stated that he is going to take Mr. Larson’s suggestion and the next
newsletter has a part dedicated to that kind of development information.
Councilmember Siakel stated that the reason the City is even looking at these projects is because
residents have come in and brought it to the Council’s attention. She explained that the Council
is just studying these projects at this point and has been working on doing more to get people
engaged and informed of these types of projects.
Mayor Zerby expressed his frustration with trying to find ways to successfully communicate this
information to residents and stated that he takes Mr. Larson’s concerns very seriously and
assured him that the City will try to do a better job at making sure people know about these
projects. Mayor Zerby said the city uses many methods to get information to residents, but the
city cannot force people to know.
Councilmember Labadie stated that the projects being discussed are long term projects and the
City is still in the discussion phase for them. Mayor Zerby asked when the earliest project would
be started for the stormwater plans being discussed. City Engineer Budde stated that he believes
the Strawberry Lane project is slated for 2023 or later.
Public Works Director Brown stated that with the Council’s support, staff will start inserting these
projects into the CIP. City Administrator Lerud stressed that this is a draft work in progress
proposal and nothing has been decided yet.
3. ADJOURN
Siakel moved, Johnson seconded, Adjourning the City Council Work Session Meeting of
February 24, 2020, at 7:00 P.M. Motion passed 4/0.
ATTEST:
Scott Zerby, Mayor
Sandie Thone, City Clerk
2B
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, FEBRUARY 24, 2020 7:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Zerby called the meeting to order at 7:07 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Johnson, Labadie, and Siakel; City Attorney
Representative Abide; City Administrator Lerud; City Clerk Thone; Finance
Director Rigdon; Planning Director Darling; Director of Public Works Brown; and,
City Engineer Budde
Absent: Councilmember Sundberg
B. Review Agenda
Labadie moved, Siakel seconded, approving the agenda as presented. Motion passed 4/0.
2. CONSENT AGENDA
Mayor Zerby reviewed the items on the Consent Agenda.
Johnson moved, Labadie seconded, Approving the Motions Contained on the Consent
Agenda and Adopting the Resolutions Therein.
A. City Council Work Session Minutes from February 10, 2020
B. City Council Regular Meeting Minutes from February 10, 2020
C. Approval of the Verified Claims List
D. Planning Commission Appointment, Adopting RESOLUTION NO. 20-015, “A
Resolution Making an Appointment to the Shorewood Planning
Commission.”
E. Park Commission Appointment, Adopting RESOLUTION NO. 20-016, “A
Resolution Making an Appointment to the Shorewood Park Commission.”
F. Approval of Davey Tree Contract, Adopting RESOLUTION NO. 20-017, “A
Resolution Approving a Contract with Davey Resource Group for Urban
Forestry and Consulting Services.
G. Approval of Eddy Station Concession Agreement
H. Accept Resignation of Public Works LEO Scott Schroeder
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
FEBRUARY 24, 2020
Page 2 of 7
Motion passed 4/0.
3. MATTERS FROM THE FLOOR
Greg Larson, 25535 Orchard Circle, noted that he was on Lake Minnetonka last night and
attempted to come up through the fire lane at Grant Lorenz and there were barricades that made
it very difficult to get through. He explained that they were walking and pulling a toboggan with
their ice fishing equipment on it. He stated that he understands that the City is trying to keep
motorized vehicles out of there, but he feels like the concrete barriers are overkill.
Mayor Zerby asked Public Works Director Brown to address this question. Public Works Director
Brown stated that Public Works was directed to place the barriers after discussion with the Council
and the Parks Commission. Councilmember Siakel stated that the City had voted to enforce the
ordinance that is currently in place that does not allow motorized vehicles to use the fire lanes.
Mr. Larson reiterated that he feels the concrete barriers are excessive for what is supposed to be
public access. Councilmember Siakel explained that it is not public access to the lake. She stated
that the fire lanes have been used by local people to access the lake; however, they were created
for fire lanes. She stated that the barriers installed are not a permanent solution and noted that
the City is in the process of reviewing all of the fire lanes in the entire City.
Mr. Larson stated that he was here two years ago where it was brought up that these fire lanes
are a potential neighborhood asset. He stated that he understands there is something later on
tonight’s agenda to discuss this but expressed his frustration that two years later nothing has been
done. He asked why the City did not just install a sign that stated “No Motorized Vehicles”.
Councilmember Siakel stated that many people would violate it and not follow the rules. Mr.
Larson stated that any sign can be violated and reiterated his opinion that the barriers are
excessive. He stated that the fire lanes are and have been for many years access to the lake for
the public. He asked about the surveillance cameras at that intersection.
Public Works Director Brown stated that it appears as though the adjacent property owners
installed surveillance cameras recently and the City has issued them a letter asking them to
immediately remove the cameras. He stated that the property owner left a message earlier today
that they would like to meet and discuss the situation with the City.
Mr. Larson stated that this is public property and when people are using public property, they
should not feel like they are being surveilled or recorded. He stated that he feels this is
inappropriate. He stated that if people want to put security systems and cameras on their private
property that is acceptable but when it intrudes on the public property it needs to be stopped.
4. PUBLIC HEARING - NONE
5. REPORTS AND PRESENTATIONS - NONE
6. PARKS
A. Report by Commissioner Hirner on February 11, 2020 Parks Commission
Meeting
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
FEBRUARY 24, 2020
Page 3 of 7
Commissioner Hirner gave a brief overview of the Parks Commission meeting from February 11,
2020, as reflected in the minutes.
B. Accept Quotes for painting Eddy Station
Planning Director Darling stated that Eddy Station is in need of painting and noted that the City
received three responses to its request for bids. She stated that staff is recommending approval
of the lowest quote received from JMJ Painters.
Mayor Zerby asked about the recently moved of security cameras and asked if patching the holes
and those types of things would be taken care of as part of this project. Public Works Director
Brown stated that he thinks the cameras are now in the best place. He stated that he is not aware
of any wiring or equipment that needs to be removed or holes that need to be patched, but he will
review it before the painting begins.
Councilmember Johnson asked if the City had utilized the services of JMJ Painters before.
Planning Director Darling stated that the City had not used them before.
Johnson moved, Labadie seconded, Adopting RESOLUTION NO. 20-018, “A Resolution
Accepting a Quote to Paint Eddy Station at Freeman Park.” Motion passed 4/0.
C. Accept Proposal for Professional Services and Authorize Preparation of Plans
and Specifications for Badger Tennis Courts, City Project 20-01
Planning Director Darling explained that the tennis courts are the last phase of the rehabilitation
project at Badger Park. She stated that staff is proposing a Professional Services agreement with
Bolton and Menk that will include construction management.
Councilmember Johnson noted that the striping for the tennis court includes pickle ball.
Councilmember Labadie asked how long will this project take. City Engineer Budde stated that if
it is authorized tonight, they would still have to wait to survey until all of the snow is melted, but
noted that the design can happen fairly quickly. He stated that he anticipates that construction
could happen during the latter half of the summer.
Councilmember Labadie asked if the City had reached out to the groups that give tennis lessons
at the courts to discuss the timeline for this project. Planning Director Darling stated that she
believes that they have been contacted to let them know about the project, in general. She noted
that they will keep them informed when there is a more accurate schedule for the project.
Johnson moved, Siakel seconded, Adopting RESOLUTION NO. 20-019, “A Resolution
Accepting a Professional Services Proposal with Bolton and Menk for Badger Park Tennis
Court and Authorizing Preparation of Plans and Specifications. City Project 2020-01.”
Motion passed 4/0.
7. PLANNING
A. Report by Commissioner Maddy on February 4, 2020 Planning Commission
Meeting
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
FEBRUARY 24, 2020
Page 4 of 7
Commissioner Maddy gave a brief overview of the Planning Commission meeting on February 4,
2020 as reflected in the minutes.
B. Accept Proposal to Survey the Fire Lanes
Planning Director Darling stated that the next step in deciding the allowed uses for the fire lanes
is to have members of the Council, Planning Commission and Parks Commission visit each fire
lane in the City. She explained that prior to this visit, staff will ascertain the exact location of the
fire lanes. She stated that staff asked for a proposal for those services from Bolton and Menk
and noted that their response was very consistent with the costs estimated by WSB last year.
Mayor Zerby asked if iron markers would be placed at the corners during the survey process. City
Engineer Budde stated that they will not install them but will be locating the existing ones and put
lathes in the correct spots.
Councilmember Siakel asked if adjacent property owners would be informed that the City is
surveying so they are not concerned about people on this property. Planning Director Darling
stated that they will be informing them of the survey crews and before the Council and
Commissioner members tour the fire lanes.
Councilmember Labadie stated that she thinks this is a necessary step to clear up confusion
about the fire lanes.
Labadie moved, Johnson seconded, Adopting RESOLUTION NO. 20-020, “A Resolution
Accepting a Proposal for Surveying Services to Identify the Location of the Fire Lanes.”
Motion passed 4/0.
8. ENGINEERING/PUBLIC WORKS
A. Accept Proposal for Archeological Study for Glen Road, Amlee Road,
Manitou Lane Street Reconstruction and Utility Project, City Project 18-08
City Engineer Budde stated that this project is slated in the CIP for 2021 construction subject to
review of Minnesota State Statute 307.08 regarding burial sites and archeological or historical
sites. He explained the proposal for the archeological study and how it will map out the area more
accurately. He noted that it will also help the City know where it can and cannot go with regard
to sewer and stormwater treatment.
Wally Piroyan, 24845 Glen Road, asked if the City has ever done anything like this before where
it had to deal with this type of burial grounds. Public Works Director Brown stated that the City
had run across a similar situation at Shady and Enchanted Islands.
Mr. Piroyan asked what the final outcome was from those studies and whether it could stop the
project in its tracks. Public Works Director Brown stated that depending on whether mounds are
found or not, the City may need to adjust its plans. He noted that the process is very thorough
and noted that there is historical topography that will help locate the potential mounds.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
FEBRUARY 24, 2020
Page 5 of 7
Johnson moved, Siakel seconded, Adopting RESOLUTION NO. 20-021, “A Resolution to
Accept Proposal for Archeological Study for Glen Road, Amlee Road, Manitou Lane Street
Reconstruction and Utility Project, City Project 18-08.” Motion passed 4/0.
9. GENERAL/NEW BUSINESS
A. Approve Policy on Building Permit Refunds
Planning Director Darling stated that this request is to adopt a policy for building permit refunds.
She explained that the City had recently received requests to refund building permits and the
previous internal staff policy was to refund the full amount as long as no work had been done on
the project even if there had already been engineering work or other pass-through charges from
other government entities. She stated that staff would like to see there be a policy in place that
will pay the costs of these types of charges before the refund is issued to the applicant. She gave
a brief overview of the proposed policy. She noted that she had included in the packet is
information regarding what other cities do in this type of situation.
Mayor Zerby stated that he likes that this will make this self-sustaining and not dip into the General
Fund.
Siakel moved, Labadie seconded, Approve the Updated Policy on Building Permit Refunds,
as submitted. Motion passed 4/0.
B. Approve Amendments to Master Fee Schedule
Planning Director Darling explained that the recommendation is to include the Badger Park picnic
shelter as a rental facility. She stated that there is also a recommended amendment to the Master
Fee Schedule with regard to the reinspection fees for building and rental housing. She stated
that staff is recommending raising that fee from $35 to $75.
Siakel moved, Labadie seconded, Adopting RESOLUTION NO. 20-022, “A Resolution
Approving an Amendment to the 2020 Master Fee Schedule.” Motion passed 4/0.
10. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. Short Term Rental Housing Research Update
Planning Director Darling stated that this item is an informational memo for the Council’s review.
2. Arborist Report
Public Works Director Brown stated that staff is continuing to work with Davey Tree.
3. Strategic Plan
City Administrator Lerud gave a brief overview of the information included in the packet from the
consultant that worked with the Council at the retreat. He explained that his goal is for this
information to be a work in progress all year long. He stated that he would like to come back to
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
FEBRUARY 24, 2020
Page 6 of 7
this information every few months to track what has been completed and who is responsible for
it. Mayor Zerby stated that, even though this is in draft form, he would like it to somehow get out
to the public. City Administrator Lerud noted that he was planning to work with Communications
Director Miller on a way to get this information out to the public.
4. Newsletter, Resident Packet, Logo Updates
City Clerk Thone reviewed the current contents of the new resident packets that are given out.
She stated that the packets are somewhat outdated and staff would like to update the information.
She stated that she also included the most recent newsletter and the City logo which the City has
also discussed updating. Communications Director Moore went out and got quotes for design
work to update these three things which were included for the Council to consider. She explained
that staff was not looking for action tonight but would like some direction from the Council on what
they would like to see done.
Mayor Zerby noted that most of the information included in the new resident packet has nothing
to do with the City and is mostly from other agencies. He would suggest including information on
who their elected officials are and when the City meetings take place. He noted that the City
would also include a department directory so they know who to contact in various situations.
Councilmember Labadie stated that she would like additional time to peruse this information but
noted that it may be a good idea to put in the information that the Excelsior Fire Department
requires a burning permit to have a backyard campfire. She stated that any other permits such
as dog licensing should also be included as well as a price list for the Shorewood Community and
Event Center and park shelter rental fees.
Councilmember Siakel stated that she thinks this would be a great way to brand Shorewood and
differentiate it from the other area cities.
Mayor Zerby stated that there should also be general information about the parks in the City
because when people move here, they want to know there they can play tennis or ice skate.
City Clerk Thone asked how the Council felt about redesigning the logo and the newsletter. Mayor
Zerby stated that he thinks the logo can be freshened up but is not sure he wants to revamp it
entirely because it is already in place in so many areas of the City so it would be expensive to
change them all.
Councilmember Siakel asked how many residents are mailed a paper copy of the newsletter
versus an e-mailed copy. City Clerk Thone stated that they still mail the majority of the newsletters
to residents despite encouraging residents to sign up for it to be distributed electronically.
Other
Public Works Director Brown stated that they will be monitoring the thaw and will give the Council
updates as needed.
Councilmember Labadie asked how the residents responded to the City’s request for them to
keep the fire hydrant areas clear. Public Works Director Brown stated that some people have
taken it on, but his crews have been out over the last few weeks also clearing the hydrants.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
FEBRUARY 24, 2020
Page 7 of 7
City Clerk Thone noted that direct balloting begins on February 25, 2020 for the election that will
be held on Tuesday, March 3, 2020. She encouraged residents to get out and vote.
City Administrator Lerud noted that he had given the Council copies of a newspaper article that
came out yesterday regarding a MN DOT bridge project that is related to the archeological survey
that the Council approved earlier tonight. He stated that costs for the bridge project went from $3
million to $20 million because they inadvertently desecrated a burial site. He stated that this is
the reason that conducting the archeological studies are so important before the project.
B. Mayor and City Council
None.
11. ADJOURN
Labadie moved, Johnson seconded, Adjourning the City Council Regular Meeting of
February 24, 2020, at 8:02 P.M. Motion passed 4/0.
ATTEST:
Scott Zerby, Mayor
Sandie Thone, City Clerk
#2 C
MEETING TYPE
City of Shorewood Council Meeting Item
Regular Meeting
Title / Subject: Verified Claims
Meeting Date: March 9, 2020
Prepared by: Michelle Nguyen, Senior Accountant
Greg Lerud, City Administrator
Joe Rigdon, Finance Director
Attachments: Claims lists
Policy Consideration:
Should the attached claims against the City of Shorewood be paid
Background:
Claims for council authorization.
66000-66025 & ACH 196,396.41
Total Claims $196,396.41
We have also included a payroll summary for the payroll period e March 1, 2020.
Financial or Budget Considerations:
These expenditures are reasonable and necessary to provide servi
budgeted and available for these purposes.
Options:
The City Council may accept the staff recommendation to pay thes
expenditure it deems not in the best interest of the city.
Recommendation / Action Requested:
Staff recommends approval of the claims list as presented.
Next Steps and Timelines:
Checks will be distributed following approval.
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City of Shorewood Council Meeting Item
8A
Title/Subject: Prepare Feasibility Study for Mary Lake Outlet,
City Project 19-09
MEETING
Meeting Date: Monday, March 9, 2020
TYPE
Prepared by: Andrew Budde, City Engineer Regular
Meeting
Reviewed by: Larry Brown, Director of Public Works
Attachments: Technical Memo: Mary Lake Outlet-Hydrologic and Hydraulic
Evaluation-draft, Proposal, and Resolution
Background:
Over the last 20 year the City has been required to pump water out of a
land locked Mary Lake to help reduce the risk of property damage to adjacent residents.
The latest such occurrence was from September 24, 2019 thru November 14, 2019.
Staff has been working with Barr Engineering to prepare concept alternatives which
evaluated various piping options, upstream/downstream impacts, permitting
requirements, and concept project costs. The draft Technical Memo: Mary Lake Outlet-
Hydrologic and Hydraulic Evaluation included and is currently being routed to permitting
agencies for formal comment. The recommended option includes directionally drilling
an 8” diameter pipe from the northern end of Mary Lake to Studer Pond.
The preparation of the Feasibility Study and preliminary engineering design would allow
staff to better refine the project design, project costs, and reduce the number of
assumptions that remain in a concept level evaluation. The Feasibility Study will include
a topographic survey of the project area, identify easement needs, potential utility
conflicts, evaluate soil conditions, refine the project cost estimate, and develop a
preliminary project schedule. After preparation of the feasibility study the City would
hold a public hearing to provide information and feedback from adjacent or interested
residents. Then, Council could choose to continue into final design and bidding.
Financial Considerations:
Costs for this work have been budgeted for and will be paid
for from the City’s Capital Improvement Plans for Storm Sewer in 2020.
Recommendation/Action Requested:
Staff recommends the city council authorize the
preparation of the Feasibility Study and Preliminary Design for Mary Lake Outlet.
Motion, second and Simple Majority required.
Connection to Vision/Mission
: Consistency in providing residents quality public
services, a healthy environment, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership.
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
March 5, 2020
City of Shorewood
Attn: Larry Brown
5755 Country Club Road
Shorewood, MN 55331
Dear Mr. Brown:
As requested, we have prepared a scope of services fee estimate for preparation of a Feasibility Study and
Preliminary Engineering for the proposed Mary Lake Outlet project (City Project No. 19-09). Several
concept options have previously been analyzed by Barr Engineering and are summarized in the Technical
Memo: Mary Lake Outlet-Hydrologic and Hydraulic Evaluation. It is our understanding that the City will
be proceeding with the recommended option which includes in construction of an 8 inch directionally
drilled pipe from the north end of Mary Lake, parallel Clover Lane and Gillette Curve, and connect with
existing storm sewer structures located on Wood Duck Circle. From there the storm water would be
routed through Studer Pond in Excelsior and out to Lake Minnetonka. The project is identified in the CIP
for 2020 construction with a budgeted of $558,000. This budget amount includes concept construction
estimates and 25% in soft costs for engineering, administration,
Proposed Scope of Engineering Services
To assist the City with this improvement project, Bolton & Menk proposes the following scope of
services:
Feasibility Study & Preliminary Engineering
complete preliminary engineering for the project. The preliminary engineering will establish proposed
alignment and profiles of the pipe, review and mitigate existing utility conflicts, establish construction
limits, and identify easements, if needed. The feasibility study will summarize the preliminary design
information, provide updated project cost estimates, identify proposed funding, identify preliminary
project schedules, and permitting requirements. When the feasibility study is completed it will be
presented to the Council and a public hearing will be held.
Topographic Survey
necessary. Survey information to be obtained and will include existing utilities, topography, and any
other data pertinent to improvements outlined above. This work will include research for existing
easements and right of way within project areas as necessary and will also include obtaining soil borings.
Wetland Delineation and Permitting completed by Barr Engineering
which will be used for the design and permitting of the project. Final permitting typically requires final
construction plans and therefore is not included in this scope of work.
Meetings/Public Hearing/Communications Î Our team will work with City staff through the feasibility
study process to acquire input on layout and design elements that affect costs, maintenance, operations,
and risk. We will prepare information to notify residents of the project, will provide appropriate
S:\Engineering\PROJECTS\2019\19-09 Mary Lake Outlet\Council Actiake Outlet\2020-03-05_Shorewood Letter
Proposal - Mary Lake Outlet.docx
Mary Lake Outlet
March 5, 2020
Page 2
notifications for the public hearing, lead presentation at the public hearing, and answer questions from
residents or other concerned persons throughout the feasibility process.
Fee Estimate
Based on the scope of services described above, we propose to complete the Feasibility Study and
Preliminary Engineering for the Mary Lake Outlet at an hourly rate, estimated to be $26,500.
Feasibility Study
Topographic Survey
Wetland Delineation and Permitting ted by Barr Engineering and
project permitting will be completed during the final design phase).
Meetings/Public Hearing/Communications - $3,500
Additional miscellaneous work identified during feasibility study development will be coordinated with
the City. This work will be completed at our normal hourly rates. Fee listed above does not include final
design, construction administration, or preparation of new easement documents and acquisition of new
easements.
Please let me know if you have questions or need additional information.
Sincerely,
.·µa;rL-u
Andrew Budde, P.E.
City Engineer
S:\Engineering\PROJECTS\2019\19-09 Mary Lake Outlet\Council Actiake Outlet\2020-03-05_Shorewood Letter
Proposal - Mary Lake Outlet.docx
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 20-xxx
A RESOLUTION TO PREPARE FEASIBILITY REPORT AND PRELIMINARY DESIGN
FOR THE MARY LAKE OUTLET PROJECT
CITY PROJECT 19-09
WHEREAS,
over the last 20 years the city has had to pump surface water out of a land
locked Mary Lake that does not have a natural drainage outlet. The last pumping effort
was from September 24, 2019 thru November 14, 2019 where water levels threatened
to damage private property; and
WHEREAS,
the current Capital Improvement Plan (CIP) identifies improvements to
provide an outlet from a land locked Mary Lake in 2020; and
WHEREAS,
staff has worked with Barr Engineering and associated permitting agencies
to review concept alternatives in which a recommended solution has been identified;
and
WHEREAS,
the City Council as appointed Bolton & Menk as the City Engineer and will
prepare the feasibility report and preliminary design for the Mary Lake Outlet; and
NOW THEREFORE
, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SHOREWOOD, MINNESOTA AS FOLLOWS:
1. The City Council of the City of Shorewood, Minnesota authorizes Bolton & Menk
to complete a feasibility report and preliminary design for the Mary Lake Outlet
project.
th
Passed by the City Council of Shorewood, Minnesota this 9 day of March, 2020.
__________________________
Scott Zerby, Mayor
Attest:
___________________________
Sandie Thone, City Clerk
City of Shorewood Council Meeting Item
8B
Title/Subject: Prepare Feasibility Study for Beverly Drive Wetland,
City Project 20-03
MEETING
Meeting Date: Monday, March 9, 2020
TYPE
Prepared by: Andrew Budde, City Engineer Regular
Meeting
Reviewed by: Larry Brown, Director of Public Works
Attachments: Slides from draft Western Shorewood Drainage Study for Area
4: Beverly Drive Wetland, Proposal, and Resolution
Background:
A private draintile was installed within the basin located south of Beverly
Drive, which drains to the north generally parallel to Cajed Lane, and ultimately
discharges on the north side of Smithtown Drive. Over the years the City has
completed various maintenance activities on the tile line, which is partially within the
Cajed Lane right of way, and therefore has assumed maintenance and ownership
responsibility for the tile. The tile line has partially collapsed and is no longer
functioning properly. The collapsed tile is causing high water levels in the basin south
of Beverly Drive that is threatening existing structures and private property. It is also
then discharging into the low area west of Cajed Lane and is now flooding portions of
those properties and the cemetery.
This area was included in the draft Western Shorewood Drainage Study and reviewed
several options that looked at sizes of pipes and impacts upstream and downstream.
Ultimately it included a recommendation of replacing the 8” tile from the basin south of
Beverly Drive and also adding in a connection to the basin west of Cajed Lane. This
improvement is included in the Capital Improvement Plan (CIP) for 2020 construction.
The preparation of the Feasibility Study and preliminary engineering design would allow
staff to better refine the project design, project costs, and reduce the number of
assumptions that remain in a concept level evaluation. The Feasibility Study will include
a topographic survey of the project area, identify easement and property access needs,
potential utility conflicts, evaluate soil conditions, refine the project cost estimate, and
develop a preliminary project schedule. After preparation of the feasibility study the City
would hold a public hearing to provide information and feedback from adjacent or
interested residents. Then, Council could choose to continue into final design and
bidding.
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
Financial Considerations:
Costs for this work have been budgeted for and will be paid
for from the City’s Capital Improvement Plans for Storm Sewer in 2020.
Recommendation/Action Requested:
Staff recommends the city council authorize the
preparation of the Feasibility Study and Preliminary Design for Beverly Drive Wetland.
Motion, second and Simple Majority required.
Connection to Vision/Mission
: Consistency in providing residents quality public
services, a healthy environment, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership.
March 5, 2020
City of Shorewood
Attn: Larry Brown
5755 Country Club Road
Shorewood, MN 55331
Study and Preliminary Engineering
Dear Mr. Brown:
As requested, we have prepared a scope of services fee estimate for preparation of a Feasibility Study and
Preliminary Engineering for the proposed Beverly Drive Wetland p
Several concept options have previously been analyzed by Barr Engineering and are summarized in the
draft Western Shorewood Drainage Study. It is our understanding that the City will be proceeding with
the recommended option which includes in construction of an 8 inch pipe from the Beverly Drive
wetland, draining north generally parallel to Cajed Lane, provide an inlet in the Cajed Lane basin, and
discharge on the north side of Smithtown Road. The project is identified in the CIP for 2020 construction
with a budget of $720,000. This budget amount includes concept construction estimates and 25% in soft
costs for engineering, administration, and legal.
Proposed Scope of Engineering Services
To assist the City with this improvement project, Bolton & Menk proposes the following scope of
services:
Feasibility Study & Preliminary Engineering
complete preliminary engineering for the project. The preliminary engineering will establish proposed
alignment and profiles of the pipe, review and mitigate existing utility conflicts, establish construction
limits, and identify easements, if needed. The feasibility study will summarize the preliminary design
information, provide updated project cost estimates, identify proposed funding, identify preliminary
project schedules, and permitting requirements. When the feasibility study is completed it will be
presented to the Council and a public hearing will be held.
Topographic Survey
necessary. Survey information to be obtained will include existing utilities, topography, and any other
data pertinent to improvements outlined above. This work will include research for existing easements
and right of way within project areas as necessary and will also include obtaining soil borings.
Wetland Delineation and approved by the associated permitting
agencies. Final permitting typically requires final construction plans and therefore is not included in this
scope of work.
Meetings/Public Hearing/Communications Î Our team will work with City staff through the feasibility
study process to acquire input on layout and design elements that affect costs, maintenance, operations,
and risk. We will prepare information to notify residents of the project, will provide appropriate
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Beverly Drive Wetland.docx
Beverly Drive Wetland
March 5, 2020
Page 2
notifications for the public hearing, lead presentation at the public hearing, and answer questions from
residents or other concerned persons throughout the feasibility process.
Fee Estimate
Based on the scope of services described above, we propose to complete the Feasibility Study and
Preliminary Engineering for the Mary Lake Outlet at an hourly rate, estimated to be $35,500.
Feasibility Study
Topographic Survey
Wetland Delineation
Meetings/Public Hearing/Communications - $3,500
Additional miscellaneous work identified during feasibility study development will be coordinated with
the City. This work will be completed at our normal hourly rates. Fee listed above does not include final
design, construction administration, or preparation of new easement documents and acquisition of new
easements.
Please let me know if you have questions or need additional information.
Sincerely,
.·µa;rL-u
Andrew Budde, P.E.
City Engineer
S:\Engineering\PROJECTS\2020\20-03 Beverly Drive Wetland\Council0-03-05_Shorewood Letter Proposal -
Beverly Drive Wetland.docx
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 20-xxx
A RESOLUTION TO PREPARE FEASIBILITY REPORT AND PRELIMINARY DESIGN
FOR THE BEVERLY DRIVE WETLAND PROJECT
CITY PROJECT 20-03
WHEREAS,
a private drainage tile was installed in the Beverly Drive wetland basin and
was routed north generally parallel to Cajed Lane and discharges on the north side of
Smithtown Road; and
WHEREAS,
the City had made repairs to the tile in the past and therefore as taken on
ownership and maintenance responsibility. A portion of the tile line has since collapsed,
is no longer functioning properly, and is adversely flooding a low area west of Cajed
Lane; and
WHEREAS,
the current Capital Improvement Plan (CIP) identifies improvements to the
Beverly Drive Wetland in 2020; and
WHEREAS,
staff has worked with Barr Engineering to review concept alternatives as
part of the Western Shorewood Drainage Study, in which a recommended solution has
been identified; and
WHEREAS,
the City Council as appointed Bolton & Menk as the City Engineer and will
prepare the feasibility report and preliminary design for the Beverly Drive Wetland
project; and
NOW THEREFORE
, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SHOREWOOD, MINNESOTA AS FOLLOWS:
1. The City Council of the City of Shorewood, Minnesota authorizes Bolton & Menk
to complete a feasibility report and preliminary design for the Beverly Drive
Wetland project.
th
Passed by the City Council of Shorewood, Minnesota this 9 day of March, 2020.
__________________________
Scott Zerby, Mayor
Attest:
___________________________
Sandie Thone, City Clerk
City of Shorewood Council Meeting Item
10A1
Title/Subject: Shorewood Community and Event Center
Meeting Date: Monday, March 9, 2020
MEETING
Prepared By: Twila Grout, SCEC and Park and Rec Director
TYPE
Reviewed By: Greg Lerud, City Administrator Regular
Meeting
Attachments: 2019 Year End Report
Attached is the 2019 Year End report for the Shorewood Community & Event Center.
This report provides an overview of the center during 2019 and a comparison of 2018
and 2019 rentals, revenues and expenditures.
Action Requested:
No action is required at this time.
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
SHOREWOOD
COMMUNITY &
EVENT CENTER
Annual Report
2019
Shorewood Community & Event Center
Shorewood Community & Event
Center
2019 ANNUAL REPORT
RENTALS AND PROGRAMS
Shorewood Community & Event Center (SCEC) started 2019 out with a new branding. A
new name, pamphlet and logo were designed for the center. Letters along with the new
pamphlet were mailed to law offices, mediation offices, schools, sports organizations and
other businesses within the surrounding area promoting the center. Along with promoting
the center through our mailing, we also did a promotion offering half-off rental pricing for
Friday afternoon rentals. Additionally, the SCEC offers half off for non-profit
organizations and government rentals.
We added to the rental application a question “How did you hear about the center?” It
has been fun to read the responses such as: live in the area, google, Chanhassen Rec
Center, word of mouth, received flyer in the mail, caterer, previous renter, electronic sign,
drive past the center, rented before.
While we have returning rentals we want to bring in new rentals too. Staff will continue to
offer promotions for rentals and will be sending out promotional emails, letters and
pamphlets to various businesses throughout the year. Staff are planning the following
promotions:
Social Media – if they like the page, offer an on-line coupon for discount rental
Run a promotion in Sun Sailor and Lakeshore - See this ad call and rent a room –
get a percentage off the rate
Run Promotions like the Friday offer
Promotions for graduation parties and family reunions
If a rental recommends the center to someone and they rent, the rental that
recommended the center gets 10% off their next rental
The center is advertised in the Twin Cities Business Magazine, Excelsior-Lake Minnetonka
Chamber of Commerce Community Guide, Southwest Metro Chamber Community Guide,
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Shorewood Community & Event Center
MN Wedding Guide, and Sun Sailor/Sun Current Wedding Edition. Staff is also
evaluating attending Apple Days and Farmers Market to promote the center.
In 2019, the center offered new classes, including; instant pot classes, painting classes,
retirement and social security classes, chair massages, decluttering/organizing programs,
self-defense class, and genealogy program. These additional class offerings bring in new
attendees and, we get additional rentals from those that have attended a class.
Along with the new programs, the center continues to host Arctic Fever, Oktoberfest,
Volunteer luncheon to those that volunteer at the center, and the Garden Fair.
The SCEC has hosted birthday parties, celebrations of life, weddings and wedding
receptions in 2019. There were also new rentals. The Society of Amateur Chefs (which is
renting again in 2020), elected representative town hall meetings, Lacrosse – Northern
Light, Driving School Class, Pre-School Graduation, Chamber Music Indian Art Institute, and
Boy Scouts Committee(which now meets monthly in the conference room) are some of the
new rentals that took place in 2019. Toastmasters, Just for Kix Dance, Senior AA continue
to rent on a weekly basis.
SCEC has five part-time employees that cover the front desk during events that take place
on week nights and weekends. We have found that rentals appreciate having someone
at the desk during their event, to open and close the center and to help out and answer
any questions they may have.
Southshore Senior Partners (SSSP) continue to offer a variety of weekly programs, such as
quilting, woodworking, knitting, card making, bridge, beading, mahjong and exercising
class. Along with their weekly programs they have speakers/authors come in. They
continue to have the Shining Stars, Veterans Day and Holiday luncheons. SSSP also
provides volunteers during the week to work the front desk from 8:30-3:30.
The commercial kitchen is very popular for renting due to the fact that SCEC is one of very
few commercial kitchens in the south lake area that is available to rent. When asking the
renter how they found out about the kitchen it is by word of mouth or referral from
Hennepin County Health Department. Rentals range from 318 Café renting on a weekly
basis, caterers, coffee bean roasting to making wedding cakes on occasion.
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Shorewood Community & Event Center
The charts below show the comparisons for rentals in 2018 and 2019. The drop in kitchen
rentals in 2019 is due to one rental, which rented the kitchen at least twice a week and no
longer rented in 2019. Summer months seem to be the lowest point in rentals. Staff will
continue seeking new rentals during the summer months such as graduation parties, family
reunions and wedding receptions. As mentioned we will do this by promoting and offering
different promotions.
2018 Rentals
35
30
25
20
15
10
5
0
JanFebMarAprilMayJuneJulyAugSeptOctNovDec
Kitchen Rental
273013181720191518201911
Rentals-Daytime
11999111098914104
Rentals-Evenings/Weekends
222221272220181122312727
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Shorewood Community & Event Center
2019 Rentals
35
30
25
20
15
10
5
0
MarcAugu
JanFebAprilMayJuneJulySeptOctNovDec
hst
Kitchen Rental
108751413131511986
Rentals-Daytime
94121315175139996
Rentals-
252425321721131326323128
Evenings/Weekends
IMPROVEMENTS
The positive responses received on the updates to the dining room, conference room and
lobby have now included the patio. This year we were able to enlarge the patio and
add fencing around the patio. This has been a great asset to the dining room as you look
out the window. Other updates and improvements that have been done are replacing
two of the air conditioners in the dining room, adding a security camera in the lobby and
adding fiber optic and technology updates. Adding the television in the conference room
and lobby have been great assets. Rentals have hooked up their laptop to the television
in the conference room to use for their meetings and the lobby television, wedding
receptions and graduation parties have used a thumb drive to show their memories.
The activity room is a popular room for rental too, and the only room that has not been
updated. This room has been rented for wedding receptions, Christmas parties, birthday
parties and other various rentals. In 2020 the activity room will be painted and new
countertops and sinks installed. Also, electrical outlets will be installed on the fencing posts
so lights can be hung and add to the ambience of the patio.
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Shorewood Community & Event Center
FINANCIALS
Revenue
Revenues for the center are pretty consistent. The event/program fees is lower in 2019
due to the Spring Garden fair having to be cancelled due to weather. Rental income is
slightly up in 2019.
2018 -2019 Revenues
Miscellaneous
Contributions & Donations
Interest Earnings
Program (Class) Fees
Metro Dining Cards
Event Program Fees
Rental Income
0.0010,000.0020,000.0030,000.0040,000.0050,000.0060,000.00
20192018
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Shorewood Community & Event Center
Expenditures
The improvements to the lobby, dining room and conference room in 2018 is the reason
for the Buildings and Structures to be so much higher than 2019. The increase in full-time
regular is due to staff moving down to the center on a full-time basis. All other
expenditures have remained consistent with each other.
2018 Expenditures
4100-Personnel4200-Supplies
4300 & 4400-Fees/Services4600-Building Improvements
2019 Expenditures
4100-Personnel4200-Supplies
4300 & 4400-Fees/Services4600-Building Improvements
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Shorewood Community & Event Center
SCEC Revenues & Expenditures
Preliminary
9
Account Number Description 2018 2019
REVENUES:
201-00-3410-0000 Rental Income 55,988.72 56,979.75
201-00-3473-0000 Event Program Fees 607.00 25.00
201-00-3477-0000 Metro Dining Cards 2,304.00 2,500.00
201-00-3480-0000 Program (Class) Fees 1,658.00 (87.00)
201-00-3620-0000 Interest Earnings 1,319.37 2,760.92
201-00-3623-0000 Contributions & Donations 415.00 385.00
201-00-3670-0000 Miscellaneous 260.00 15.48
Total Revenues 62,552.09 62,579.15
201-00-3920-0000 Transfers In - Operations 70,000.00 70,000.00
201-00-3920-0000 Transfers In - Building Purchase 0.00 0.00
201-00-3920-0000 Transfers In - Building Improvements 38,000.00 32,300.00
201-00-3920-0000 Transfers In - Fiber to SCEC 0.00 7,500.00
201-00-3920-0000 Transfers In - Technology Improv. to SCEC 0.00 10,000.00
Total Transfers In 108,000.00 119,800.00
Total Revenues and Transfers In 170,552.09 182,379.15
EXPENDITURES:
201-00-4101-0000 Full-Time Regular 25,894.67 35,297.17
201-00-4102-0000 Overtime 2,856.62 2,130.12
201-00-4103-0000 Part-Time 9,156.34 9,989.44
201-00-4121-0000 PERA - City Share 1,847.59 2,646.91
201-00-4122-0000 FICA - City Share 2,534.85 3,412.22
201-00-4131-0000 Employee Insurance 204.12 422.17
201-00-4151-0000 Workers Compensation 1,984.68 2,498.32
201-00-4200-0000 Office Supplies 0.00 918.87
201-00-4223-0000 Maintenance of Buildings 2,378.24 5,924.89
201-00-4245-0000 General Supplies 3,427.38 6,476.54
201-00-4246-0000 Event Supplies 0.00 616.83
201-00-4247-0000 Community Event 2,000.00 2,000.00
201-00-4248-0000 Program (Class) 10,708.71 7,479.00
201-00-4302-0000 Consulting Fees 0.00 0.00
201-00-4304-0000 Legal Fees 0.00 0.00
201-00-4321-0000 Communications 1,426.47 5,929.11
201-00-4331-0000 Travel, Conferences, Schools 181.62 23.97
201-00-4351-0000 Printing and Publishing 3,567.97 1,529.40
201-00-4380-0000 Utility Services 11,450.51 9,728.87
201-00-4400-0000 Contractual Services 17,857.53 16,735.74
201-00-4433-0000 Dues and Subscriptions 360.95 520.81
201-00-4437-0000 Taxes/Licenses 791.00 823.00
201-00-4440-0000 Misc Services 0.00 0.00
201-00-4441-0000 Arctic Fever Programs 0.00 0.00
201-00-4620-0000 Buildings & Structures 145,822.03 39,579.79
201-00-4680-0000 Other Improvements 0.00 10,691.00
Total Expenditures 244,451.28 165,374.17
Net Change in Fund Balance (73,899.19) 17,004.98
Fund Balance, January 1 89,062.11 15,162.92
Fund Balance, December 31 15,162.92 32,167.90
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