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072296 CC WS Min . CITY OF SHOREWOOD WORK SESSION JUL Y 22, 1996 COUNCIL CHAMBERS 5755 COUNTRY CLUB DRIVE FOLLOWING REGULAR MEETING MINUTES 1. CONVENE WORK SESSION MEETING Mayor Bean called the meeting to order at 9:04 p.m. A. Roll Call Present: Mayor Bean; Counci1members Stover, McCarty, Benson and Shaw; Administrator Hurm, City Engineer Brown, Planning Director Nielsen, Finance Director Rolek. B. Review Agenda There were no changes to the agenda as noticed. 2. DISCUSSION REGARDING THE 1997-2001 CAPITAL IMPROVEMENT PROGRAM (CIP) - TOPICS WILL INCLUDE: Update on 1995 and 1996 Projects . City Engineer Brown noted the water tower is approximately 75 percent complete. Brown noted he had received a number of complaints with regard to work in progress on the tower creating a disturbance during the Saturday soccer tournament. Mayor Bean commented he had been present at the tournament, however he had not noticed disturbance created by work on the water tower. Councilmember McCarty joined in this observation. Brown also noted the senior community center project is very active and proceeding welL At the present time, work is being done to relocate the hockey rink. Brown stated with respect to the Smithtown 1995 Project, Gideon Woods has been connected. There have not been any problems, however there was a complaint relative to cloudy water. Brown explained the only work remaining is a retaining wall on Edgewood Road. The contractor was not performing satisfactorily and, as a result, another contractor has been called in to complete the project and it should be completed in the near future. Councilmember McCarty asked who is responsible for watering the sod which has been laid as a result of the restoration of the area. Brown stated it was the responsibility of the contractor. He further stated it will be the obligation of the contractor to re-sod should the sod faiL Brown informed the Council a preconstruction conference has been held relative to the Eureka Road and South Link Project. It is the intent of the contractor to utilize two crews on the project. Brown informed the contractor in that event, the two crews will be required to stay until the completion of the project. Preliminary road closure warning signs will be posted during the ,::urrent week. . . . . CITY COUNCIL WORK SESSION MINUTES JULY 22, 1996 - PAGE 2 With regard to Smithtown Road, another contractor is on line for a preconstruction conference. It is estimated work is scheduled to start within a week and a half and it is estimated the completion will occur in September. Mayor Bean inquired if the emergency services, transportation companies and the school district had been put on notice and Brown verified they had. Councilmember Stover inquired if a determination had been made relative to the percentage of easement owned by the City. Brown stated that information was not available, however he is expecting a report later in the week. Council expressed concern with respect to the report not having been completed. Brown advised this is a very time consuming project. Hurm expressed concern the City is spending substantial dollars to research this issue. Timing of Future Projects City Engineer Brown explained a number of things have happened within the capital improvement projects which have not gone as smoothly as was hoped. He stated his belief the consultant has been pushed quite hard on a number of the projects with respect to time frame. Brown stated his long term goal would be to try to develop a practice of having projects on an 18 month cycle. He feels this process would be more cost effective. Brown inquired if the Council wants to. proceed with the 1997 projects at this time or continue on the current cycle. He stated another alternative would be to skip a year in the CIP process giving the City a opportunity to plan, however, momentum would be lost on the water projects. Administrator Hurm felt preliminary survey work could be done in October with public informational work in the winter and spring. Councilmember Stover suggested utilizing a standard whereby survey work would be done in June of each year with bidding to be completed in January or February. Mayor Bean stated he felt a high priority in seeing the interconnection of the wells with respect to Smithtown Road and the Manor and St. Alban links being completed. Engineer Brown also spoke about .looking at the consultant selection process. He acknowledged over the years the City has received good service from OSM, however, due to changes in staff, Brown does not feel they are keeping up to Shorewood's pace with respect to the design process. Mayor Bean suggested staff send out requests for proposals with staff narrowing the proposals down to the best three firms who could then make a presentation to the Council at a Work Session which would allow the Council to make a final decision at a future date. 3. REVISED FINANCIAL PROJECTIONS, PROJECT FUNDING SOURCES, MANDATORY HOOKUP TO WATER SYSTEM, THE CONCEPT OF WATER AVAILABILITY OR HYDRANT CHARGE City Engineer Brown stated the projections are not in order because of a number of issues, one of which is mandatory hook up. Brown noted road design standards had been discussed and he referenced the work which is being done on Strawberry Lane. Since the road is being improved and widened, the Watershed District has required some ponding be completed. There has been talk about using a "Shorewood design" which would mean restoring to current status. Due to the deterioration of Strawberry Lane, there is a need to reconstruct the roadway. This will not solve the drainage problems which exist in this area. Brown noted a major increase in drainage complaints this year. Hurm stated the choice is to utilize either an urban design, rural design or Shorewood design which could result in periods of standing water in front yards and garages, however, there would be no curbs. Bean asked if there could be some low impact compromises which could be made. Brown stated he would need to evaluate the trade-offs. . . . .. ,. CITY COUNCIL WORK SESSION MINUTES JUL Y 22, 1996 . PAGE 3 Councilmember Benson stated he is not in favor of curbs and gutters, however, if a resident rejects the addition of curbs and gutters and subsequently sells the home, the new owner could attempt to hold the City liable for flooding of the garage. He noted the new owner could have a different set of expectations and values than the previous owner. Benson feels there is a need to be aware this is an issue which may have to be dealt with. Mayor Bean noted he would like legal counsel's opinion relative to this subject. Brown related there has been a deviation from the original plan in that the City had intended to use state aid funds to fund the roadway construction, however, this did not occur and the choice was to fund the restoration of the roadway with local roadway funds. Brown noted this appears to be the pattern the City is heading toward this year and he asked if it is the intent of the City to fund these projects in this manner for the long term. Brown used Eureka Road as an example and stated the watermain cost could be separated out and the roadway restoration cost could be funded by the local roadway fund, however, this would need to be monitored so as not to deplete the funds. 4. POLICY ON CORNER LOTS. HOOKUP AND ASSESSMENT Brown stated he has received several phone calls regarding this issue on Eureka Road. He noted the ordinance dictates once a watermain becomes available to a property, there is a requirement to hook up within 18 months. There has been an argument made with respect to the distance from the front yard to the hook up and the distance from the side yard to the hook up. There have also been comments with respect to running the hook up under driveways. Brown noted there is a clause in the ordinance which allows the City Engineer to waive the fee in an instance where it is not feasible to hook up. Brown asked for Council's input with respect to this issue. Councilmember Stover asked if this could be accomplished on the basis of a zoning ordinance which would determine which yard is the front yard. Nielsen stated zoning determines the front yard by the narrowest frontage on a street. Mayor Bean suggested an availability charge in addition to the assessment without a mandatory hook up. Councilmember Stover stated she would debate the dollar figure and Brown noted this figure could be worked out. Councilmember Stover acknowledged'the availability of municipal water would have some benefit and the property owner should be assessed. Property owners utilizing a private well would have the availability of municipal water in the event their well failed. Councilmember McCarty stated this would be similar to having an insurance policy and stated she is in favor of this suggestion in that it would alleviate the forced hook up and would give the property owners a choice to continue to use their wells and not hook up. Brown stated this would address the side yard issue as well. Finance Director Rolek stated there had been no inquiries with respect to the Lake Virginia parcel. Initially there were 14 lots projected for that parcel. Engineer Brown commented that the Lundgren property time schedules are currently being worked out and the financial projections will be adjusted. Administrator Hurm suggested the Council may want to schedule a special work session in two weeks with respect to assessments and hook ups. Mayor Bean felt the consensus at the next meeting would be to utilize a utility charge and no mandatory hook up. Brown requested time to go through the cost projections. Mayor Bean felt a policy decision could be made subject to whatever dollar figure is ultimately arrived at. . . . CITY COUNCIL WORK SESSION MINUTES JULY 22, 1996 - PAGE 4 5. ADJOURNMENT Shaw moved, Benson seconded to adjourned the Work Session Meeting at 10:18 p.m. Motion passed 5/0. RESPECTFULL Y SUBMITTED, Cheryl Wall at, Recording Secretary TimeSaver Off Site Secretarial ATTEST: /m'// ",.l . /"") I') ..... .' . .} '"'\'1-< ,. Ar' 7 A ; ",\il./HY.A..f'f:'.J ..J.KU~'.--", ROBERT B. BEAN, MAYOR