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120390 CC Reg Min . . . CITY OF SHOREWOOD REGULAR CITY COUNCIL WORKSHOP MONDAY, DECEMBER 3, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 1 M I NUT E S 7:00 P.M. INTERVIEW CANDIDATES FOR THE PLANNING COMMISSION 1. Barbara J. Martin, 20185 Excelsior Blvd. 2. Jake Miller, 20270 Excelsior Blvd. 3. Kirk Rosenberger, 20960 Ivy Lane Gagne moved, Watten seconded, to appoint Kirk Rosenberger to the Planning Commission to fill the vacancy left by Pat Mason. Motion carried - 3/2 (Brance1 and Haugen) . Mayor Haugen asked the Administrator to send letters thanking each individual for applying for the positions. Planner Nielsen will notify Mr. Rosenberger, tonight (Dec. 3, 1990), that he has been appointed, so he can attend the Dec. 4th Planning Commission Meeting. 7:55 P.M. CONVENE REGULAR CITY COUNCIL WORKSHOP Mayor Haugen called the City Council Workshop to order at 7:55 P.M. ROLL CALL Present: Mayor Haugen, Mayor Elect Brancel, Councilmembers Gagne, Stover, and Watten, City Administrator Whittaker, City Attorney Froberg, City Planner Nielsen, City Finance Director Rolek, City Engineer Norton, Engineer Joel Dressel of OSM, Councilmembers Elect Lewis and Dougherty. POSTPONE REPAIRS ON BADGER PARK SHELTER City Administrator Whittaker notified the Council that the repairs to the Badger Park Shelter would have to be postponed until spring. The Council agreed. ORDER LETTERHEAD FOR 1991 Whittaker said the City will be ordering new letterhead, cards and name plates for the new Mayor and Councilmembers. He asked the Council whether they wished to continue having the Mayor and Councilmembers' names on the stationery or just use City of Shorewood. Gagne said to keep it the same and the Council agreed. SET DATE FOR 1991 ANNUAL MEETING Whittaker asked if the Council wanted to continue to hold the Annual Meeting on Jan 14, 1991; or have it earllier. Mayor Elect Brancel said she would like the date to remain the same. CITY OF SHOREWOOD REGULAR CITY COUNCIL WORKSHOP MONDAY, DECEMBER 3, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 2 . Mayor Haugen and Councilmember Gagne advised the new Mayor and Council members that all annual appointments are made at that time. REVIEW CITY COUNCIL ROLE. PROJECTS AND RESPONSIBILITIES WITH NEWLY ELECTED COUNCILMEMBERS STAFF REPORTS FINANCE DIRECTOR ROLEK BUDGET Finance Director Rolek said the 1991 Budget has been approved and the final report will be available at the end of the year. The salaries will be approved next week. Councilmember Elect Lewis asked if salaries were the only item pending? Rolek said yes. AUDIT Councilmember Stover asked Rolek about the audit. Rolek said the City is in the third Year of an audit contract with Abdo, Abdo & Eick. The auditors will be in the Shorewood offices for preliminary work on Wednesday. They will audit Shorewood in March and have the final report about one month later. . OTHER Rolek also said the staff is entering data into the new computer. The Department should be automated by the first of the year. He has been talking to Trivesco and Sherman-Boosalis, almost daily, concerning the Waterford III development. CITY PLANNER NIELSEN COMPREHENSIVE PLAN Nielsen said the current Comprehensive Plan is ten years old and he is reviewing it with the Planning Commission. The Council and Planning Commission had a joint session to discuss Environmental issues. The Planning Commission has also discussed the Transportation issues. He said Community Facilities will be the big issue in the 1990's. Land use is no longer the issues it was in the 1980's. RENTAL HOUSING CODE The Rental Housing Code is a new addition to the City Ordinances. A committee is now reviewing this Code. They will meet once in December and once in January before they make their report to the Planning Commission. . BUILDING Nielsen said the last three years have been the busiest years for building in Shorewood. ? CITY OF SHOREWOOD REGULAR CITY COUNCIL WORKSHOP MONDAY, DECEMBER 3, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 3 4It Lewis asked how close to the maximum capacity is Shorewood. Nielsen said most of the vacant land is in the Western end of Shorewood, where the lot size is larger. He said land is limited. Mayor Haugen said the Ordinance book will show the zoning of the underdeveloped areas. Lewis asked Nielsen if his department was able to handle the volume of building during this growth phase? Nielsen said they could. Lewis also asked if he had added any new people. Nielsen said a full time building inspector was hired last year. He said the City has been responding instead of planning for Shorewood since the plan was last reviewed. Stover asked if Nielsen had seen an increase in remodelling of residences? He said there is an increase, however, remodelling does not generate fees like new construction. Gagne said, he thinks there is more building on questionable land as land becomes scarce. Stover and Haugen said the Shorewood Wetland Ordinance was very good. Councilmember Watten said there is a demand for services from new residents and a demand to subdivide the larger tracts of land. 4It Councilmember Elect Dougherty asked Nielsen if he had any specific projects he would like to accomplish? Nielsen said he would like to upgrade the City Hall and Public Works Sites in the next five years. He said the City is not setting a good example at the current locations. He would also like to see the Parks developed. He said the bond referendum will indicate residents' interest. If the referendum is not passed, the development of the parks will be a challenge. Dedication fees alone will not continue to sustain their development. Haugen stated that, only recently, have the Parks been funded by the general fund. She also said that Mark Koegler was hired as Park Planner and has expertise in park referendums. Lewis and Dougherty both felt the development of the Parks is a worthwhile goal. CITY ENGINEER NORTON Norton said he is working on a comprehensive water plan. DRAINAGE PROJECTS 4It 1. SHADY HILLS This district IS the first Shorewood Special Taxing District. Dougherty said he has received many phone calls about this project. Lewis asked about the drainage problem involved. Norton said Rev. Almquist of Shady Hills Circle asked the City's assistance in solving this drainage problem. The water from the surrounding area was running through his house. Subsequent examinations found that the drainage pipe had deteriorated to the point they need replacement. CITY OF SHOREWOOD REGULAR CITY COUNCIL WORKSHOP MONDAY. DECEMBER 3. 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 4 . Haugen said this is the first year the City has used Special Taxing Districts. Nielsen said that there was initially opposition to the project, but as the proposal was refined there has been little opposition. Stover said the Council has always taxed the areas that have the problem. The new developments have already paid to prevent drainage systems through special assessments. Lewis said that past planning mistakes have allowed houses where they should not have been. Nielsen said, in this project, the drainage system is worn out. 2. GLEN ROAD . Norton said there has been no final approval from the Watershed District for this project. Haugen and Gagne both indicated the Council should not petition the Minnehaha Creek Watershed District for a drainage project in the future. We should design it and request a permit from them. Norton said the Watershed was used because various cities and agencies were involved. The City thought the Watershed District could handle the whole project more effectively. Lewis asked if the Special Taxing District had been established. Norton said it has. 3. GRANT LORENZ Norton said this is the third taxing district. He said this is the largest drainage district. Haugen said the new Council will need to make decisions on this project. Lewis asked about the Comprehensive Water Plan. The Engineer is working on an update of the Water System Plan. Gagne said developers are not required to connect to a water system. Because of this requirement, twelve new wells are going to be installed in a new development. PUBLIC WORKS SITE Norton is working on the grading plan and salt-sand building. OTHER . Previously, Shorewood has not be eligible for direct MSA street funds. The City now has more than 5000 residents and has qualified for funds. However, the streets must be brought UP to State standards. This includes urban design with curb, gutter and storm sewer. Lewis asked if the funds can accumulate? Norton said they 4 CITY OF SHOREWOOD REGULAR CITY COUNCIL WORKSHOP MONDAY, DECEMBER 3, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 5 4It can accumulate for three years. Haugen said the Council wants to use these funds to redo the service road from Vine Hill to Covington Road. Resident - Bob Snyder asked about the $200,000 from the State for the road development at Waterford III. Norton said the City can still apply for this money. The project must be under contract by June 1, 1991. These are not MSA funds. Norton said the third year of the I & I inspection will be finished by the end of the year. There has been a marked reduction in the flow. The flow readings have been cut in half. He said, in the long term, the City can take the data from the I & I analysis and petition the MWCC for a rate reduction. Haugen said she has been discussing the Shorewood sewer rate with the MWCC for 16 years. The MWCC said that Shorewood's capacity will reach 25,000 people. Since Shorewood has no water system, it has been hard to prove to the MWCC that the flow rate is far less than the City is being charged for. Nielsen said there are other repercussions. The MWCC can place a moratorium on new building because of the sewage flow. 4It Haugen said the City has hired a liaison to the MWCC for a one year trial. He has been hired by 25 other cities. Dougherty asked Haugen the best way to handle the situation. She said their idea has been to monitor water meters in the Waterford development and project this throughout the rest of the City. Whittaker said they could also meter the sewage flows; but there are many interconnections and this could be expensive. Haugen said she would be glad to assist with this problem. ATTORNEY City Attorney Froberg informed the Council of the new developments in the Waterford III project. Sherman-Boosalis has not provided a letter of credit to the City. Froberg said the City no longer has an obligation to Sherman-Boosalis as of Dec. 1st. The City is still obligated to the 1985 contract with Trivesco, which states that the City will cooperate in building an intersection at Old Market Road and HwY. 7 and try to find financing. Lewis asked Froberg is there is a time limit on this contract. Froberg said the contract obligates the City until the Waterford III development is completed. Lewis also asked how Sherman-Boosalis became involved. Froberg informed him that Sherman-Boosalis purchased the land from Trivesco. However, there has been no closing on the property. Froberg further explained that the proposed development is not the kind of development that Trivesco usually does. They will not guarantee $200,000 homes at Waterford III. 4It Froberg said Trivesco will provide a letter of credit if they can get some concessions from the City. The City did not feel they can make these concessions. Trivesco proposes to buy $950,000 of revenue bonds the City issues. These bonds are not supported by general taxes but by the tax incremental revenue generated by the development. Lewis said the City should not jump into another agreement. ~ CITY OF SHOREWOOD REGULAR CITY COUNCIL WORKSHOP MONDAY. DECEMBER 3. 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 6 . He also asked who Springstead & Co. was. Gagne said Springstead is the City's financial advisor, consultant. Froberg also said the City has incurred costs related to the proposal with Sherman-Boosalis and before any bonds are sold a letter of credit should be provided to the City to pay these costs. Gagne asked Froberg's opinion on the new proposal from Trivesco. Froberg said if the money expended on this project will eventually be part of the cost of the project; it will not be necessary to pursue Sherman-Boosalis for the costs. He said Trivesco wants the intersection because the land will be worth more. They will share the financial burden with Sherman-Boosalis. but want a say in the development. Haugen said Trivesco will not build $250,000 homes. . Resident - Bob Snyder asked the costs of the intersection. Froberg said $1.400.000. Snyder also asked the cost for Engineering and Administration. Norton said the Engineering costs are for plans and specifications based on 6% of construction costs plus an hourly rate for inspection. He said the plans and specs. are 1/2 finished because Sherman-Boosalis did not further their half of the money. The total Engineering cost will be $160,000; this is 16% of the project. The Administrative cost will be $59,500. Snyder asked if this was above the $1,400,000. Haugen said no, it was included. Snyder also asked if the bonds will be tax exempt. Whittaker said he was not sure, but the 10% interest Trivesco proposes would be high for a bond that is tax exempt. Lewis asked Froberg how long it will take to redo this proposal. Froberg said he has advised the Trivesco attorney that their current proposal is interesting but not adequate for the City. Dougherty said the City should attempt to renegotiate other aspects of the agreement at this time. Rolek said certain costs of issuing revenue bonds will cost less than a general obligation bond. Nielsen said the original agreement with Trivesco indicated a Fall of 1991 time frame. Whittaker said the City has until June of 1991 to perform on this TIF district or it reverts to the new TIF law. Dougherty asked how much time has been put into this project and if Trivesco is willing and able to spend $950,000 on this project. Froberg said there is no contract right now, only a proposal. Dougherty felt this was just more delay on the part of Trivesco and Sherman-Boosalis. . OTHER Froberg told the Council he also advises the City and prepared resolutions. The City has not lost a law suit in the five years he has been City Attorney. A resident is appealing a tax assessment at the present time. b CITY OF SHOREWOOD REGULAR CITY COUNCIL WORKSHOP MONDAY, DECEMBER 3, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 7 4It Dougherty said he appreciated the forum and asked if the staff had any questions of them. Nielsen asked what Dougherty and Lewis did for a living. Dougherty said he is a commodity trader and owns his own firm. He also owns a grain elevator. Lewis said he owns a precision metal fabricating business. ADMINISTRATOR Whittaker said he has compiled much of the information Lewis and Dougherty had requested. He said the Personnel Policy has not been recodified and will take time to go through. The Code Book has been codified but 15 Ordinances have been added since the first of the year. Haugen said Associated Consultants do not want to provide $1 Mill. in insurance for the iron removal project. Lewis asked if other companies provide this amount. Whittaker said the large firms do but their is no Ordinance requiring it. He said the insurance should cover the cost of the project or the City's liability. Gagne asked if Whittaker had checked Associated Consultant's references. Whittaker said he was working on it. 4It Resident - Louise Bonach asked the terms for the Planning Commission members. Whittaker said it is the same as the Park Commission, 3 years. Whittaker said Rolek will give the new members copies of last year's audit. He also said the League of Cities has a conference for newly elected officials in February. He said it is very useful to attend this. Whittaker list the projects he is involved in and things he would like to see accomplished. 4It 1. The reorganization of personnel, their job descriptions and personnel policies. 2. Organization of central files. 3. Software to index the minutes. 4. Organization of archives. 5. The Park Referendum, which he feels lS the biggest project. 6. Remodeling of the City hall site. 7. He would like to continue to work with Excelsior and adjacent communities to combine services. 8. The MSA project. The city must use or lose this money within three years. In the next year the City must come up with a project. The MSA money is set aside in a State fund for these projects. Whittaker said the Church Road Public Hearing will be held on Dec. 10th. Haugen said she would like to see an orientation like this for all new Councilmembers. I . . . CITY OF SHOREWOOD REGULAR CITY COUNCIL WORKSHOP MONDAY, DECEMBER 3, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 8 Whittaker said he would arrange a tour of City facilities for the new members if they would like one. They said they would like to and will arrange one with Whittaker. Mayor Haugen asked the Council to consider the Administrator's need for an Executive Secretary and the reorganization needed to accomplish this. They deferred action on this for Whittaker's recommendations. ADJOURNMENT Brancel moved, Gagne seconded, to adjourn the City Council Workshop at 10:50 P.M. Motion carried - 5/0. RESPECTFULLY SUBMITTED Katie Snyder Recording Secretary 8