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082090 CC WS Min . . . CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, AUGUST 20, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 1 M I NUT E S ROLL CALL Present: Mayor Haugen, Councilmembers Gagne, Stover, Brancel and Watten; City Administrator Whittaker, Planner Nielsen Finance Director Rolek, Mr. John Bridge and Mr. D. J. Berkley of the Finance Committee. ORDER FEASIBILITY STUDY ON CHURCH ROAD DRAINAGE (PETITION) Administrator Whittaker said the City now had the signatures of 35% of the frontage and 51% of the owners on Church Road. This is enough to order the feasibility study. Councilmember Stover wanted the petition to identify each improvement for the petitioners. Gagne moved, Brancel seconded, directing the Attorney to draft a resolution ordering a Feasibility Study for drainage, street improvements and water improvements on Church Road. Motion carried - 5/0 Mayor Haugen read a letter from the Soccer Association. A meeting was held Aug. 15, 1990 with Sue Niccum, Park Director and Michael Anderson, President of the Soccer Association. Whittaker said that on Monday August 27, 1990, he would have a meeting with Jim Jones of Minnetonka Community Services regarding field scheduling in the City, Sue Niccum will also attend. Haugen gave Whittaker information on Hennepin County's Alcohol Abuse Programs for employees. DISCUSSION OF PROPOSED 1991 GENERAL OPERATING FUND BUDGET AND TAX LEVY Finance Director Rolek presented the 1991 budget. He stated that it was a 5.17% increase over 1990. 1991-GENERAL FUND BUDGET RENTAL HOUSING LICENSE FEE Rolek explained that the annual Rental Housing License Revenue of $3500 is a new revenue this year. Haugen said a lot of people felt the fee per rental unit was high. Councilmember Gagne said the staff should get the fees from other cities. Planner Nielsen said the cost of $35.00 per unit covers the cost of inspection and it is not profit making. . . . CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, AUGUST 20, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 2 BUILDING PERMITS Haugen asked Nielsen about the annual Building Permit fee revenue of $150,000. She asked if there has been a spurt in Building Permits. Nielsen said that permits were actually decreasing but he kept the budget amount the same. OTHER - CIGARETTE. HORSE, DOCK The Council voted to discontinue licensing cigarette machines and they felt this revenue should not be included in the license/fees section. MSA ROAD AID The MSA road aid of $13,000 IS for maintenance of designated roads. COUNTY RECYCLING AID The County Recycling aid of $49,840 is reimbursement of 80% of the City1s cost for recycling. Gagne said the City will recycle plastics in January 1991. Rolek said there would also be weekly pickup. Stover asked if the City was meeting it1s goal of 80%. Rolek said yes. SANITATION The Sanitation fee of $10,000 is for the spring clean up. There is more participation in this each year and revenues increase. FINES AND FORFEITS Whittaker stated the Fines and Forfeits revenue of $90,000 is an increase from 1990. Haugen said the Police Dept. feels they need another man. TRANSFER FROM LIQUOR STORE Stover felt the Transfer from Liquor Store item of $25,000 should be retained to relocate the Liquor Store which will be lost on Vine Hill Road due to the new intersection with T. H. 7. MAYOR AND COUNCIL DEPT * 51 COUNCIL SALARIES Gagne said the City Council almost always meets more than twice a month and the salary should be increased by $50.00 per month to reflect that. Gagne moved. Watten seconded, to increase the Mayor's salary to $250.00 per month and the Councilmembers' salary to $200.00 per month starting January. 1991. Motion carried - 5/0. . . . CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, AUGUST 20, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 3 Stover asked Rolek what the cost would be. Rolek said the increase would be $3173 per year plus PERA and Medicare. The Medicare is for new Councilmembers. #35 CONTRACTUAL Councilmember Brancel said the Cable TV operator is very dependable and the $60 per month for his services was enough. A less experienced person should receive less. #37 TRAVEL, CONF, SCH. This amount also includes money for a Volunteer Recognition Dinner. Haugen and Brancel felt the amount for the dinner should be increased by $500.00. #43 MISC. SERVICES. Mr. Berkley asked for an explanation of the $42,078 amount. Rolek said this money was put aside for employee pay adjustments. #53 SUBSCRIP-MEMBERSHIPS. Gagne asked if the City was still planning to fund the LMCD. The $16,287 is quite a large amount. Haugen said many cities are unhappy with the milfoil cutting as they feel it is spreading the weed. Many people wonder if chemicals should be used. Councilmember Watten said the weed is spread during low water levels and during years of high water it may not be a problem. Haugen said the LMCD is asking the Legislature for authority to obtain additional funds. Haugen said there is money in the budget for the Councilmembers to attend conferences and seminars. She felt they should take turns. The Councilmembers can be reimbursed for their mileage when attending conferences. Watten moved, Stover seconded, to keep the City's reimbursement for mileage consistent with the IRS allowable deduction rate. Motion carried - 5/0. #63 OTHER IMPROVEMENTS Watten and Stover felt the $3000 for new track lighting In the Council Chambers is unnecessary. Watten moved, Stover seconded, to remove $3000 for OTHER IMPROVEMENTS from the City Budget. Motion failed - 2/3 - Stover and Watten aye, Haugen, Gagne, and Brancel nay. . . . CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, AUGUST 20, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 4 ADMINISTRATOR DEPT # 52 #23 MAINTENANCE EQUIPMENT The $985 is for computer and typewriter repair contracts. #35 CONTRACTUAL Rolek said the $1400 is for Labor Relations and Misc. contracts but does not include negotiation fees. Whittaker said we had not used anyone for negotiations; but the information service is very valuable. GENERAL GOVERNMENT SERVICES #53 #35 CONTRACTUAL This area has decreased because the City has finished microfilming the archives and would only update that each year. #63 OTHER IMPROVEMENTS This includes an amount of $1200 for Clerks Indexing Software. Gagne said he thought there would be no more computer purchases after the purchase of the new equipment. Whittaker explained that these purchases were part of a five year plan. Gagne said he would like a copy of the long range computer plan. FINANCE DEPT #54 #32 AUDIT Berkley felt Auditing should be listed under Professional Services. #45 INVESTMENT SVC. CHARGES Berkley felt the $500 budget was low. Rolek said he used many different brokers to keep costs down. PROFESSIONAL SERVICES DEPT. # 55 #35 CONTRACT - ASSESSOR Stover said the increase in the Assessor's fee to $31,992 IS due to the increase in parcels to be assessed. PLANNING AND ZONING DEPT. # 56 #62 CELLULAR TELEPHONE Watten moved, Gagne seconded, to authorize City Administrator to ask Cellular One for three cellular phones. Motion carried - 5/0. . . . CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES. AUGUST 20. 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 5 #63 OTHER IMPROVEMENTS Gagne questioned the $6000 expenditure for Planning and Building Permit software. Brancel and Gagne wanted a list of computer costs and the five year plan. Berkley said that software often gets better every year and it IS often cheaper to wait to purchase software until it is needed. Whittaker said the plan called for gradual acquisition of software as the staff is able to learn and use it. MUNICIPAL BLDG. CITY HALL DEPT. #57 Rolek said Insurance, Utilities and Garbage are up 10%. Zdrazil said the Park garbage collections have increased. He said the cost for garbage pickup at Shorewood Shopping Center is $60 to $100 per week. Stover thought the Public Works Dept. should not have to clean-up near the recycling area at the Shorewood Mall and that the contractor was going to. Zdrazil said the recycling contractor only picks up recyclables, not garbage. POLICE DEPT. # 58 Whittaker said he thought the Police budget IS very responsible. FIRE PROTECTION # 59 Rolek said the Excelsior Fire Dept. has not finished their budget. PROTECTIVE INSPECTION # 60 Gagne said they should increase the hours of animal patrol because there are many complaints about dogs. Whittaker said the patrol has more hours available during the winter months. Stover said the patrol is only effective if people are tagged. She also wants more hours. Whittaker said the City get $35 per ticket and gets the $50 impound fee. The Council agree to increase the hours for animal patrol one hour per day in the winter. This will increase the budget by $3000. PUBLIC WORKS DEPT. # 61 Gagne felt a cellular phone would be helpful for the Public Works Dept. Zdrazil said he had a pager and did not want a phone. Whittaker said the City had $75,000 in the budget for a new salt shed. He thought they should start to prepare plans and specs for the shed. . CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, AUGUST 20, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 6 #62 MACHINERY-EQUIP. The $61,000 in the budget is a reserve for future purchases of equipment and the purchase of a new bobcat. Zdrazil said they will need at least two more trucks in the future. The oldest equipment is five years old. Berkley and Bridge felt that an equipment replacement fund made sense. CITY GARAGE PUBLIC WORKS DEPT. * 62 Haugen said she would like money set aside for the future removal of the City gas tanks. Whittaker said the annual amount budgeted for the salt and sand shed could be used as the tank removal fund after the shed is built. Zdrazil said the tanks would be tested tomorrow (August 21, 1990). He would like to keep one diesel tank and remove the other two. Zdrazil said the area is polluted from the previous gas station's underground tanks and the MPCA said the City has to prove the pollution was not caused by their tanks. Zdrazil said the 4000 gal. tank should come out this year. . Gagne moved, Watten seconded, to add $10,000 to * 63 OTHER IMPROVEMENTS for the removal of underground gas tanks. Motion carried - 4/1 (Stover nay) Whittaker said the money for the tanks can come out of the Contingency Fund if necessary. Berkley felt the tank removal should be a Capital Improvement Outlay, not a Public Works expense. 9:35 - 9:45 BREAK TRAFFIC CONTROL/STREET LIGHTING DEPT. * 65 #23 MAINT-EQUIP. One semaphore is to be added at HwY 7 and Co. Rd. 19. Haugen wanted the Staff to be sure the contracts for maintenance of these semaphore was equitable. Gagne did not want to slow down the placement of the semaphore. *43 MISC. SERVICES Stover said the budget for electricity for street lights was steadily increasing and the City should be careful where they place lights. Nielsen said the City is conservative in the placement of lights. Rolek said they could add a utility fee, if necessary. in the future. . SANITATION/WASTE REMOVAL/WEEDS DEPT. * 67 *35 CONTRACTUAL Haugen felt Recycling Awards should read Recycling Incentives. . CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, AUGUST 20, 1990 TREE MAINTENANCE DEPT. # 68 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 7 Zdrazil said this money IS for the removal of trees on the City rights-of-way. PARKS AND RECREATION/BEACHES DEPT. 69 *03 PART TIME SALARIES Whittaker said the City had been paying the part-time summer help $6.00 per hr. but later found out he should be getting the union scale salary of $9.87 per hour. They cut back his hours to comply with the union contract and stay in budget. Zdrazil said the union will not accept a lower pay scale. Whittaker felt Todd Latterner is doing a very good job and is worth the money. #26 GENERAL SUPPLIES The $10,000 budgeted for Gen. Supples includes money for rock. dirt, fertilizer and similar supplies. Zdrazil said he would need an increase in this amount. #34 PARK PLANNER . The budgeted amount for Park Planner decreased. Council felt most of his work was done. Haugen said his fee for planning the Park Referendum would be built into the referendum request. Bridge said the Park budget had a large percentage increase. Whittaker said the City needed to identify the Park costs and had moved them from General Public Works to the Park Budget. #62 MACHINERY - EQUIPMENT Zdrazil asked for $1000 to purchase a used snowblower and there was not adequate money for general park supplies. Stover said they may need to slow down spending until the referendum. Gagne said Freeman Park cannot be let go. Berkley said they should show the real costs for fuel. Watten moved, Stover seconded, to increase the General Supplies budget by $5000. Motion carried - 5/0. CAPITAL IMPROVEMENTS DEPT. * 70. . Whittaker said the City needs a five and ten year plan for Parks and Public Works. The City could add $85,000 to $90,000 per year to the general tax levy over ten years for Park Capital Improvements. Whittaker said the City should show the maximum levy on the draft budget; they can take the money out of the budget but cannot add it to the final budget. . CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, AUGUST 20, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 8 Haugen said the Council was committed to reducing taxes. Whittaker and Rolek said the taxes were decreasing per resident as the City is still growing. Stover and referendum Gagne said park. Whittaker said 2/3 of Silverwood Park could be done with the dedication fees. Whittaker said that even if the tax rate could go up because of increased housing Haugen said that Hennepin County and the asking for additional money and wondered need to go in this year. Rolek said the State Aids have been cut again and the City will have to increase taxes to replace them. Haugen wanted the citizens to tell the Council in a whether the Park improvements are a priority. they cannot tell the Waterford residents they won't have a went down the overall values. School District will if the levy increase taxes be would CONTINGENCY FUND DEPT. +71 Rolek said the decrease in State Aid will take $25,000 out of the $50,000 Contingency Fund. DEFEASANCE FUND . Rolek said part of this money was tentatively set aside for the Public Works Garage and the Sewer Bonds on the Island. Stover said they needed to have money available in case the Bishop property becomes available. Whittaker said the City needs to finance some Park Capital Improvements this year. Stover said they should put the Defeasance Fund into the Capital Improvement Budget for the Parks and do one Park well. Rolek said that Park Irnprovements would cost $268,000 and there is $194,000 available. He said there is money available in the Capital Improvement Fund which should be appropriated. Whittaker said the City would need $150,000 for a Public Works Site. CouncilmemberWatten said the City needed to commit to a program and identify priorities. Haugen felt the Freeman Park sprinkler system should come first. Rolek recommended $429,000 for Capital Improvements, with $200,000 already committed. Gagne felt they should payoff the sewer bonds. Whittaker said some money has been committed to the Parks. Haugen felt they should: 1. Cover the Sewer Bonds. 2. Set aside money for a Public Works Site purchase. 3. Install a sprinkler system at Freeman Park. . Stover felt the Public Works site is a necessity and the Parks are a luxury. Rolek said there are not enough funds for Silverwood unless they use Capital Improvement Funds. Nielsen said they could use Park Dedication fees. Whittaker said they could do site preparation at Silverwood, then the tennis courts, and take on additional items as funds become available. . . . CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, AUGUST 20, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 9 He said they should get an estimate on a Public Works site. Have a architect do a needs study, Nielsen said he had done this with Zdrazil. APPLICANTS FOR PARK COMMISSION The Council decided to interview the two applicants for Park Commissioner at 7:00 P. M. August 27th. The two applicants are John Cross and Steve Dzurak. Rolek said they needed to set a Public Hearing for the budget. Nov. 26th or 27th or set a special meeting. ADJOURNMENT Gagne moved, Watten seconded to adjourn the meeting at 11:05. RESPECTFULLY SUBMITTED, Katie Snyder Recording Secretary