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042787 CC Reg Min CITY OF SHOREWOOD AUDIT REPORT REGULAR COUNCIL MEETING COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD APRIL 27, 1987 . M I NUT E S AUDIT REPORT REVIEW - 6:30 P.M. Auditor Jim Maiser, presented the Audit Management letter. He expressed the importance of having a General Fund balance equal to four to five months of expenditures. The City currently is following this procedure by having a fund balance in excess of $500,000.00. Maiser and Finance Director Beck reviewed the management letter's comments on the General Fund balance, revenues and expenditures. There were concerns regarding the operating expenses in the utility fund area. Beck will review the 1985 revenues and look at this years expense and revenues to determine whether a rate increase will be needed. Also, it was mentioned that building permit fees will be collected prior to permit issuance in all cases in the future and cash control will consist of immediate receipting and depositing of all checks and funds daily. . Maiser has recommended that the Contract for Deed on the house purchase be paid off by a loan from the sewer account rather than continuing to pay 12% on the contract. Maiser also supports an equipment and property inventory. Rascop felt this could be done by the insurance carrier. An office inventory will be developed by staff in each department. Special assessments, Federal Revenue Sharing Funds, the Liquor Fund, and the Park Fund were commented upon. The original establishment of the park fund will be researched in order to determine the original use intended for this fund. Administrator Vogt commended the departments for staying within their budgeted figures in 1986, and thanked Jim Maiser and Finance Director Beck for the audit preparation and management letter. Haugen moved, as submitted. seconded by Gagne, to accept the audit report for 1986 Motion carried - 5 ayes. REGULAR COUNCIL MEETING - 7:30 P.M. CALL TO ORDER The regular Council Meeting of the Shorewood City Council was called to order at 7:35 p.m., Monday, April 27, 1987, in the Council Chambers by Mayor Rascop. PLEDGE OF ALLEGIANCE AND PRAYER Mayor Rascop opened the Regular Council Meeting with the Pledge of Allegiance and a Prayer. R~LCALL . Present: Mayor Rascop, Councilmembers Stover, Gagne, Brancel and Haugen. Staff: Attorney Froberg, Engineer Norton, Administrator Vogt, Planner Nielsen and Clerk Kennelly. -1- COUNCIL MINUTES April 27, 1987 page two . APPROVAL OF MINUTES Haugen moved, seconded by Brancel, to approve the minutes of the Regular Council Meeting of April 13, 1987 with corrections on pages 2, 4 and 5 in the official minute book. Motion carried - 5 ayes. Gagne moved, seconded by Stover to approve the minutes of the Special Council Meeting of April 8, 1987 as written. Motion carried - 5 ayes. MATTERS FROM THE FLOOR Boy Scout Troop #424 was present and introduced themselves to the Council. They are working on their Citizenship Merit Badge. PARK COMMISSION REPORT Jim Andrus Manor Park. requests: reported that the Commission held their last meeting in The Commission discussed the following issues and 1. An additional $900.00, total $1,800.00, is needed for the Manor Park volleyball court. . 2. They would like to place sand under the play equipment area in Manor Park, maximum cost of $1,800.00. 3. The Commission would like to obtain a trail easement over unbuildable property to access additional wetlands in the proposed Brentridge subdivision. Council supports the request being added into the development agreement. 4. They would like a Park Comprehensive Plan amendment to include park area on the east side of Howards Point Road as well as the west side as the Comp plan currently states. 5. Mr. Robert Walz of 5125 Suburban Drive asked the Commission if they were interested in purchasing his pasture land that adjoins the Manor Park property. Administrator Vogt will contact Mr. Walz to discuss his request. 6. The Commission would like to see all man-made installations removed from the BMX track, and that the bleachers be repaired and moved to Badger. Council suggested leveling the track and questioned the liability to the City if left as is. Attorney Froberg will return with an opinion. Haugen would like to see stricter enforcement of the use of motorized vehicles in the park. ~ 7. Repairs to the well at Cathcart Park are needed, Vogt and Zdrazil will check on the problem and order the repairs. 8. Weeds around Manor Park pond need cutting. -2- . . . COUNCIL MINUTES April 27, 1987 page three PARK COMMISSION REPORT - cant. Brancel moved, seconded by Haugen, to approve the additional expenses of $900.00 for the volleyball court at Manor Park. Motion carried - 5 ayes. Brancel moved, seconded by $1,800.00 for sand under Motion carried - 5 ayes. Gagne, to approve the expenditure of the playground equipment at Manor Park. moved, seconded by Gagne, to have the Planner research the Point area and amend the Park Comprehensive Plan as Motion carried - 5 ayes. Rascop Howards requested. Gagne thanked the Park Commission for allowing the Spring Clean-up to be held in Freeman Park. CONSENT AGENDA SIGN PERMIT REOUEST - MOORE'S AUTO Stover moved, seconded by Gagne, to approve a sign permit for Moore's Auto at 24470 Smithtown Road that complies with the Ordinance. Motion carried - 4 ayes - 1 abstain. (Haugen felt the sign was a detraction for the neighborhood). PUBLIC HEARING Shorewood Oaks Improvement Proiect 87-1 Attorney Froberg recommended that Shorewood Oaks improvement project completed and the water extension affected parties. the Council delay action on the until the bid tabulation can be agreement has been signed by all Engineer Norton reported on the bids received for this project at 11:30 a.m. today, April 27. The low bid was submitted by R.K.I. - Richard Knutson, Inc. for $1,204,594.95. The bid extensions have been checked and are correct. Developer Dave Johnson was present and expressed the importance of getting this project started immediately in order to get best use of the selling season. He has requested a special meeting on May 4th to proceed with the project and award the bid. Haugen moved, seconded by Brancel, to set a special meeting for May 4th at 7:30 p.m. to discuss with the Shorewood Oaks Project. Motion carried - 5 ayes. Mayor Rascop opened the Public Hearing at 8:10 p.m. to hear public comments on the Shorewood Oaks Improvement Project. -3- COUNCIL MINUTES April 27, 1987 page four . PUBLIC HEARING Shorewood Oaks Improvement Proiect 87-1 - cont. Engineer Norton stated that plans and specifications have been approved and advertisement for bids have been published. The city received and opened eight (8) bids at 11:30 a.m. April 27. Rascop reviewed the 73 unit single family subdivision with sanitary sewer, storm sewer, perimeter drainage and municipal water from the Boulder Bridge well. The water will be brought to the project totally at the cost of the developer. The water will be offered to the residents along the watermain route. Rascop closed the public portion of the hearing at 8:13 p.m. after asking for pUblic comment and receiving none. PUBLIC HEARING Concept and Development Staqe - Ridgepoint Planned Unit Development RESOLUTION NO. 41-87 Richard Conry, of Lake Minnetonka Homes, Inc. presented plans for a 3 lot subdivision, Ridgepoint. The proposal includes lots consisting of approximately 1 1/2 acres and each will be accessed by a private road on a 66' easement east from Country Club Road. . Mayor Rascop opened the public hearing at 8:16 p.m. for public comments. Nielsen's report asked to have the lot lines straightened out for drainage easements and to ensure that the property owner understands where the lot lines are. Conry indicated that the lots have been spoken for and the owners want to keep them as they are proposed. Al Siegman of 5775 Echo road requested that a 50' tree barrier be left as a buffer adjacent to the property lines. Rascop closed the public portion of the hearing at 8:25 p.m. after asking for further comments and receiving none. Gagne questioned if the City has ever asked for a 50' buffer. Nielsen stated "no", but the developer has agreed to the request. Brancel asked if Conry has obtained the easement needed for the sewer line. This has been agreed to by both property onwers. Engineer location to see will be Norton of the building connected discussed the need to install a new man-hole at the extension to the new sewer line. He would also like pads located with elevations and how each of these to sewer. . Haugen moved, seconded development stage for a Roll Call Vote - 5 ayes. by Gagne, to approve P.U.D. for Ridgepoint. the concept and Motion carried by -4- COUNCIL MINUTES April 27, 1987 page five . PUBLIC HEARING - cont. Shorewood Place Apartments Development Stage Approval Planned Unit Development-Concept RESOLUTION NO. 42-87 and Mayor Rascop asked if the Council received their memo from Planner Nielsen which included excerpts of a conversation with Bill Bruen fire specialist with FIRE Center. This memo indicated that an adequate sprinkling system could not be supplied for the apartment complex without sufficient water storage. Sufficient storage is not available at this time. Nielsen stated that a 12 x 70 turn around area is needed. He confirmed that the load area and turn around area can be within the same area. Fire Chief Doug Sweeney expressed concern that for fire fighting equipment to have room to get in and out of the property. Mark Steingas asked if the turn around area has to be asphalt or could it be sodded with a gravel base. The Engineer will make an asphalt recommendation. Haugen moved, seconded by Stover, to approve the concept and development stage P.U.D. for Shorewood Place Apartments to include recommendations of the Planner. Motion carried by Roll Call Vote - 5 ayes. . Reconsideration of Street Vacation Ferncroft Drive RESOLUTION. NO.48-87 Haugen moved, seconded by Stover, for reconsideration of the request for the street vacation of a portion of Ferncroft Drive. Gagne spoke to the adjoining property owner that would be next to the public right-of-way if the City exchanged the current access for the lot next to Mr. Dallman. Mr. Dallman has no objection to the access/lot exchange. The issue of a change in the subdivision is not part of the vacation issue at this time. Rascop moved, seconded by Gagne, to direct the City staff to schedule a public hearing to hear the reconsideration of the street vacation. Motion carried by Roll Call Vote - 5 ayes. Froberg informed Mrs. Wang, property owner, that a title opinion would be needed for the public hearing set for May 26, 1987. Albrecht Division - Reconsideration RESOLUTION NO. 49-87 Nielsen presented a letter from Mr. Dave Albrecht offering to give a newly divided lot to the City because he cannot obtain the easements on the portion of the property which his ex-wife controls. Attorney Froberg stated that utility easements were not required in a simple subdivision. . Haugen moved, seconded by Approval on the Albrecht ayes. Stover, to reconsider the Resolution of simple subdivision. Motion carried - 5 -5- COUNCIL MINUTES April 27, 1987 page six . PUBLIC HEARING - cont. Albrecht Division - Reconsideration - cont. Stover moved, seconded by Gagne, to approve the simple subdivision requiring easements only on the new lot portion, north lot. Motion carried by Roll Call Vote - 5 ayes. ATTORNEYS REPORT Udated Resolution on Eminent Domain - SE Area Water Tower Site RESOLUTION NO. 43-87 Haugen moved, seconded by Gagne, to adopt the Resolution authorizing the acquisition by eminent domain the land to be used for the SE Area Water Tower Site, to include the sale of the easement by MnDot to the City for $1,500.00. Motion carried by Roll Call Vote - 5 ayes. Updated Resolution on Eminent Domain Maiestic Property/Eureka Road for Drainaqe Easement RESOLUTION NO. 44-87 . Gagne moved, seconded by Rascop, to obtain a water drainage easement maintain the Eureka Road drainage Call Vote - 5 ayes. adopt the updated Resolution to from John and Jill Majestic to system. Motion carried by Roll Water Tower Site Status The title to the property has been searched and no owners can be found. The City will publish three notices, one each week, looking for the owners. If no response is received, the City can take possession in 90 days. A petition will be filed, publication done, and the appraisal amount will be held in the event an owner is located. ENGINEERS REPORT Street Improvement Proiect Discussion Engineer Norton submitted various cost estimates for work to be done in the Beverly Drive/Cajed Lane areas. He asked for Council direction as to what kind of project that the Council would like to see completed with the budgeted amount of $167,000.00 for road improvements. Council reviewed the various estimates ranging from patching to road replacement and storm sewer. . Rascop moved a Resolution ordering a local improvement consisting of road replacement, concrete curb and gutter and storm sewers at a cost of $103,045.00 for the Beverly Drive/Cajed Lane area, $61,335.00 to come out of the City budget and the balance to be assessed to affected property owners. The Resolution failed. 3 ayes to 2 nays. (Stover and Brancel) -6- COUNCIL MINUTES April 27, 1987 page seven . ENGINEERS REPORT Street Improvement Proiect Discussion - cont. Haugen felt it was the Councils responsibility to supply services that best benefits its residents. Stover is opposed to storm sewer assessment. Engineer repairs, in other repairs. Norton will look at the street survey and prioritize then return to Council with cost estimates. Vogt to look financial areas to obtain additional funds for road Water Tower Style Brancel moved, seconded by Gagne, style of water tower for the SE Area. nays (Rascop and Haugen). to select the water spheriod Motion carried - 3 ayes to 2 PLANNERS REPORT Minnetonka Country Club Complaint Extension . The Minnetonka Country Club would like an extension of time to remove a large p11e of debris. The weight restriction and the nonissuance of a burning permit has prompted this request. Council wants the report of rats investigated. Gagne moved, seconded by Brancel, to allow an extension for removal to May 10, 1987. Motion carried - 5 ayes. Flesher Simple Subdivision Request Update Nielsen has been told that Flesher and the adjoining property owner have decided to withdraw the subdivision request and handle the matter by easement. Neilsen has not received written withdrawl from Flesher as requested. If no request is received, he will place it on the agenda for action. ADMINISTRATIVE REPORT Curry Farms Development/Lilac Lane A proposed development in Chanhassen has caused concerns to residents along Lilac Lane. The proposal would turn a private road in Chanhassen over to the City to develop as public and then open an 81 lot subdivision with an access onto Shorewood's Lilac Lane. A letter was sent requesting the Chanhassen Planning Commission to continue the public hearing so Shorewood could comment on the project. They reviewed the request, closed they public hearing and sent the preliminary plat to the Council for May 4, 1987. . -7- COUNCIL MINUTES April 27, 1987 page eight . ADMINISTRATIVE REPORT - cont. Curry Farms Development/Lilac Lane - cont. Mark Simcox and other area residents are very concerned about the effects this project will have on Lilac Lane such as added maintenance cost to Shorewood, drainage problems increased, snowplowing and dangerous conditions of that road. Council directed Nielsen to check the Chanhassen Comprehensive Plan and determine whether a change has been made and Shorewood was not notified. Council directed a letter be sent to Chanhassen regarding traffic impacts on Lilac Lane and a letter to be sent to Minnehaha Creek Watershed District and copied to the Christmas Lake Association regarding the proposed drainage plan. An enviornmental impact statement was discussed as a method to determine the project effects. Clerks Week Proclaimed RESOLUTION NO. 45-87 . Rascop moved, 16, 1987 as Vote - 5 ayes. seconded by Haugen, to proclaim the week of May 10 - Municipal Clerks Week. Motion carried by Roll Call Sian Request - Yellowstone Trail A request was received from Mr. Levering of 25170 Yellowstone Trail for a "caution blind entrance" sign, a non reflectorized "hidden driveway" currently exists. Rascop moved, seconded by Stover, to install a triangular, reflectorized "Hidden Driveway" sign in a better location for this driveway. Motion carried - 5 ayes. Contract Mowing Staff has met with three of the proposers for contract mowing of City parks and City Hall. G.T. Lawn Service came in with a low quote of $850.00 per month for six months. This was compared to hiring an additional part-time employee which would be required to join the Union after 67 days of employment. Budget amendments would have to be done if contracted. Cost to mow the Christmas Lake Access is not included but will be added. Gagne moved, seconded by Brancel, to approve contract mowing for a one year trial basis. Cost is estimated at $5,000.00 to $6,000.00. Motion carried - 5 ayes. . -8- 4It 4It 4It COUNCIL MINUTES April 27, 1987 page nine Recvcling Tonka Bay regarding a recycling firm known as will also contact Mound regarding the Islands with their recycling program. The present League collection does meet the 6% recycling goal for Vogt has met with Super-Cycle. He being affiliated of Women Voters 1987. Badger Well Auto-Dialer Phone Line The installation of a telephone line is necessary at Badger Well for the auto-dialer at a cost of $750.00. Rascop moved, seconded by Gagne, to approve the expenditure for the phone line. Motion carried - 5 ayes. Request to Fill Pond - Amesburv Mr. Don Davis would like another pond at Amesbury filled by the City. He has accepted all expenses in connection with the filling. Request was acceptable to the Council. MAYORS REPORT Support to Charge "No Sales Tax" to Local Governments RESOLUTION NO. 46-87 Stover moved, seconded by Rascop, to support the present policy of local government not being charged sales tax on purchases. Motion carried. Skipperette Letter A letter has been received from the present owner of Skipperette stating his disapproval of any change to the present Vine Hill Road intersection. Council directed the Administrator and Attorney to respond to this letter. Police Issues Chairperson firms that building. Jim m~ has distributed a request for assistance to to help the SLMPSD to occupy a new police Olds wish The Police reserve dinner will be held at the Minnetonka Mist on May, 1, 1987. -9- . . . COUNCIL MINUTES April 27, 1987 page ten COUNCIL REPORTS Capital Improvement Plan Council felt the present 5 year program should be updated yearly. Commercial/Multiple Water Hook-up Requirement Initiation of Local Water Improvement Gagne moved, seconded by Rascop, to initiate a local improvement of a water main extending from Badger well to Glen Road. Motion carried - 5 ayes. Preparation of Road Feasibilitv Report Watermain - Badger Well to Glen RESOLUTION NO. 47-87 Gagne moved, seconded by Haugen, to order the preparation of a Feasibility report for a watermain extending from Badger Well to Glen Road. Motion carried by Roll Call Vote - 5 ayes. Minnehaha Watershed District Meeting The Watershed will be holding Community Center in Minnetonka. representing Shorewood. their next four meetings at the Gagne will attend these meetings Letter of Congratulations - Jim Olds Rascop moved, seconded by Gagne, to congratulate Jim Excelsior for being recognized as the "Person of the Year". carried - 5 ayes. Olds of Motion Joint Meetinq Set - Council and Commission A joint meeting of Council and City Commissions will be held on September 26, 1987 for a discussion of a Capitol Improvements Plan for the City. APPROVAL OF CLAIMS AND ADJOURNMENT Haugen moved, seconded by Gagne, to adjourn the Regular Council meeting of April 27, 1987 at 11:15 p.m. subject to approval of claims for payment. Motion carried unanimously - 5 ayes. General and Liquor Funds - Acct #00-00166-02 General Checks #050525-050609 $183,983.32 Liquor $28,543.97 Payroll Check List Checks #201144-201172 Total $ 8,463.66 $192,446.98 $ 2,793.23 $31,337.20 RESPECTFULLY SUBMITTED, ~d R~ ~./.~~ ~. /7;. Mayor Rascop - 4' 'h--- ~~ andra Kennelly, C' y C1e'~ . -10-