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121399 CC Reg MinJ • CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, DECEMBER 13,1999 7:00 P.M. 1. CONVENE CITY COUNCIL MEETING Mayor Love called the meeting to order at 7:00 P.M. A. Roll Call Present: Mayor Love, Councilmembers Garfunkel, Lizee, Stover and Zerby; City Administrator Hurm; City Attorney Keane; Finance Director Rolek; Planning Director Nielsen; Public Works Director/Engineer Brown Absent: None B. Review Agenda Mayor Love read the Agenda for December 13, 1999. Councilmember Lizee requested Item 3A be moved to Item 7I. Councilmember Stover requested Item 10 show the Council would reconvene into an Executive Session following this Regular City Council Meeting. The agenda was approved as amended. Lizee moved, Stover seconded, accepting the agenda as amended. Motion passed 5/0. 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes December 6, 1999 Zerby moved, Stover seconded, approving the Regular Meeting Minutes for December 6, 1999, as amended on Page 3, Item 9ii, Paragraph 3, Sentence 1, change "Smithtown Right - of -Way Project" to "County Road 19 Intersection Project"; Page 4, Section 9B, Paragraph 3, Sentence 2, change "manor" to "manner"; Page 4, Item 10, change "Adjourn to Executive Session Subject to Approval of Claims" to "Adjourn to Executive Session to Discuss Personnel Matters." Motion passed 510. B. City Council Special Meeting Minutes December 6, 1999 Garfunkel moved, Zerby seconded, approving the Special Meeting Minutes for December 6, 1999, as submitted. Motion passed 510. C. City Council Executive Session Minutes December 6, 1999 Zerby moved, Lizee seconded, approving the Executive Session Minutes for December 6, 1999, as submitted. Motion passed 510. 9 CITY COUNCIL REGULAR MEETING MINUTES December 13,1999 - PAGE 2 • 3. CONSENT AGENDA Lizee moved, Stover seconded approving the Motions contained on the Consent Agenda and Adopting the Resolutions therein: A. A Motion to Adopt a Resolution Approving Year 2000 Refuse Hauler Licenses(Removed from the Consent Agenda and moved to Item 7I.) B. A Motion Adopting RESOLUTION NO.99-108, "A Resolution Approving Year 2000 Tree Trimmer Licenses" C. A Motion Authorizing the Execution of an Agreement with ASFCME for the Years 2000/2001 Motion passed 510. 4. MATTERS FROM THE FLOOR There were no matters from the floor. 5. PARKS -Report by Representative There was nothing to report at this time. is 6. PLANNING -Report by Representative Commissioner Bailey reported on the matters considered and actions taken at the December 7, 1999, meeting of the Planning Commission (as detailed in the minutes of that meeting). Director Nielsen provided background information on the Simple Subdivision/Combination listed below. A. 7:15 P.M. Public Hearing - Vacate Drainage/Utility Easement Applicant: James Bruce Location: 24075 and 24115 Mary Lake Trail Mayor Love opened the Public Hearing to consider the Vacation of Easements at 7:15 P.M. Having no one present from the public to speak on this matter, Mayor Love closed the Public Comment portion of the Hearing at 7:16 P.M. Councilmember Zerby noted the resolution should have been published in The Laker as well as The Sun Sailor. Councilmember Stover stated she thought having a notice appear in both papers was something the Council had discussed previously in the year and should be happening as part of process so that all Shorewood residents received notice. Mayor Love commented on the importance of having this occur in the future. • Stover moved, Garfunkel seconded, Adopting RESOLUTION NO.99-109, "A Resolution Approving Vacation of Drainage/Utility Easements for James Bruce, 24075 and 24115 Mary Lake Trail." Motion passed 5/0. CITY COUNCIL REGULAR MEETING MINUTES December 13,1999 - PAGE 3 • The Public Hearing considering the Vacation of Easements was closed at 7:18 P.M. B. A Motion to Adopt a Resolution Approving a Simple Subdivision/Combination Applicant: James Bruce Location: 24075 and 24115 Mary Lake Trail Garfunkel moved, Stover seconded, Adopting RESOLUTION NO.99-110. "A Resolution Approving a Simple Subdivision/Combination for James Bruce, 24075 and 24115 Mary Lake Trail." Motion passed 5/0. C. Consideration of a Motion to Adopt a Resolution Approving the Comprehensive Plan Director Nielsen provided a brief overview and summarization of the Housing Chapter of the Comprehensive Plan. He noted there was a revision to page HO-11 which now states specific costs for housing redevelopment in Community Development Block Grant Funds in 1995 and 1996 and how, more recently, the City has effectively pooled its monies with other Hennepin County communities for housing rehabilitation work. He also stated that upon approval from the Council, the Comprehensive Plan is forwarded to the Met Council and other adjoining communities for approval and comment. While awaiting approval from the Met Council, the City does use the Comprehensive Plan as a guide plan. • Mayor Love stated that following the adoption of the Comprehensive Plan, the City will begin looking at sites for senior housing. Director Nielsen responded that the Comprehensive Plan identifies issues and makes suggestions for revisions/updates for the Senior Housing Needs Study and the Site Analysis Study to be examined in a Work Session format in January. Stover moved, Zerby seconded, adopting RESOLUTION NO.99-111. "A Resolution Approving the Comprehensive Plan." Councilmember Garfunkel expressed concern about labeling prioritization of trails on the Trail map in the Comprehensive Plan. Councilmember Zerby stated that the Trail Concept Plan shows where trails could most likely go in terms of natural features, safety concerns, and other information. Director Nielsen commented Council had previously expressed consensus about showing only potential trails on the Concept Trail Plan, and the map will be amended to reflect this change. Councilmember Stover suggested redoing the map to reflect the original intentions of the Park Commission. Councilmember Zerby stated he would like to see a historical representation of potential trails remain in the Plan so that residents could see where potential trails may be located when purchasing a home in the area. Director Nielsen stated the Park Commission had designated these routes as being potential trails based on certain criteria, such as linking to other trails, points of interest within the City, and traffic usage of specific roadways. He expressed concern about citizens buying homes in the area with no information related to where potential trails may lie. Mayor Love expressed • concern that residents may feel as though their interests had not been heard with removal of the map. CITY COUNCIL REGULAR MEETING MINUTES December 13,1999 - PAGE 4 • Councilmember Zerby suggested including citizen input on the map as well, thus, recording input as well as the planning process for the trails. Councilmember Garfunkel stated he would be amenable to this idea as long as additional text would be included to state these are just potential ideas for trails not necessarily priority routes. Garfunkel moved, Zerby seconded, amending the motion for passage of the Plan with stipulation that Staff report back to Council at the January 10, 2000, meeting. Motion passed 510. Councilmember Garfunkel stated overall the Comprehensive Plan captures the spirit of the Council. Director Nielsen suggested revising text as noted and bringing this resolution back before Council at the January 10, 2000, meeting. 7. General A. Request for Donation for South Lake Area War Memorial Council chose to skip this item until Mr. Ken Koehnen could be present at this meeting to discuss the Memorial. This item was discussed following Item 9Aiii. B. Consideration of a Motion to Adopt a Resolution Approving the 2000 • Budgets and Approving the 1999 Property Tax Collectible in 2000 Director Rolek briefly reviewed matters considered and actions taken at the December 6, 1999, Truth in Taxation Public Hearing as detailed in the minutes of the December 6. 1999, City Council Special Meeting. Stover moved, Lizee seconded, Adopting RESOLUTION NO.112, "A Resolution Approving the 2000 Budgets and Approving the 1999 Property Tax Collectible in 2000." Motion passed 510. C. Consideration of a Motion to Adopt a Resolution Establishing the 2000 Pay Scale Administrator Hurm briefly reviewed matters considered and actions taken at the December 6, 1999, Truth in Taxation Public Hearing as detailed in the minutes of the December 6, 1999, City Council Special Meeting. Stover moved, Garfunkel seconded, Adopting RESOLUTION NO.113 "A Resolution Establishing the 2000 Pay Scale:' Motion passed 510. D. Consideration of a Motion to Adopt an Ordinance Amending Chapter 1300- Water and Sewer Rates Director Rolek briefly reviewed matters considered and actions taken at the December 6, 1999, • Truth in Taxation Public Hearing as detailed in the minutes of the December 6, 1999, City Council Special Meeting. CITY COUNCIL REGULAR MEETING MINUTES December 13,1999 - PAGE 5 • Mayor Love noted this is an ordinance amending Section 1301.02 of the City Code of Sanitary Sewer and Water Service Charges. Lizee moved, Zerby seconded, Adopting ORDINANCE NO.359. "An Ordinance Amending Chapter 1300, Section 1301.02 of the City Code, Sanitary Sewer and Water Service Charges." Motion passed 5/0. E. A Motion Considering the Hiring of a Senior Accounting Clerk and Update on Executive Secretary/Deputy Clerk Position Administrator Hurm provided information on hiring of a Senior Accounting Clerk, but noted he would like to extend the deadline of hiring on the Executive Secretary/Deputy Clerk Position until approximately January 10, 2000. Stover moved, Lizee seconded, approving the hiring of a Senior Accounting Clerk. Motion passed 5/0. In an answer to Councilmember Lizee's question on potential start date for the applicant, Director Rolek stated the applicant will be starting on December 27, 1999. F. Consideration of a Motion Authorizing the Creation of a Part -Time Receptionist/Secretary Position and Authorizing Advertisement Administrator Hurm reviewed information on reorganization of staff positions. Councilmember Stover recognized and supported the need for additional technical assistance in the Department of Public Works/Engineering, but questioned the idea of a shared part-time Receptionist. Garfunkel moved authorizing the Creation of Part -Time Receptionist/Secretary Position. Motion failed as there was no second. G. A Motion Accepting the Job Description for Secretary/Receptionist Part - Time and Receptionist/Park Secretary Councilmember Stover noted without approval of Item 7F, there was no need for this motion. No motion was forthcoming on this matter. H. Consideration of Authorization for an Appraisal for the Gideon Glen Project Director Brown stated wetland delineation was completed this fall for this project. He noted the draft report does not include the survey, because there were some discrepancies in the boundaries of the original wetland delineation held by the property owner, Mr. Sims. This survey is complete, and Director Brown stated he would share the survey with Council as soon as he received it. • Stover moved, Zerby seconded, Approving Authorization for Staff to Seek Appraisals for the Gideon Glen Project, not to exceed $1,000. Motion passed 5/0. CITY COUNCIL REGULAR MEETING MINUTES December 13,1999 - PAGE 6 • I. A Motion to Adopt a Resolution Approving Year 2000 Refuse Hauler Licenses (This item was removed from the Consent Agenda for discussion and consideration.) Mayor Love and Councilmember Lizee questioned the small number of applicants for the upcoming year. Administrator Hurm responded it was for two reasons. First, some of the waste haulers have been acquired by other companies, and second, it is still early for all license applications to submitted. Mayor Love and Councilmember Lizee also expressed concern for the number of trucks hauling refuse through the streets. In response to Councilmember Zerby's question, Administrator Hurm noted the total cost for application and license to be $50.00. Zerby moved, Lizee seconded, Adopting RESOLUTION NO.99-114, "A Resolution Approving Year 2000 Refuse Hauler Licenses." Motion passed 5/0. 8. ENGINEERING/PUBLIC WORKS Director Brown stated he had nothing to report at this time. 9. REPORTS A. Administrator and Staff 0 i. Project Reports Director Nielsen stated he was waiting for a map of the wetland delineation and approval of the motion for appraisals on the Gideon Glen Project. Director Brown reported the model home construction had been started on the Shorewood Ponds Project so there are a number of permits in for review. The roadway portion of the project is complete except for the last layer of asphalt and the trail. Mayor Love requested a status report on the City Multipurpose Building Project. Director Brown stated it is in the design stage and will be talking more about this at the December 14, 1999, Park Commission Meeting. He has met with an architect and finalized some of the last details. He noted Administrator Hurm met with the Park Foundation, and they are beginning funding efforts. Sanitary sewer and utilities have been designed for the project. He anticipates being able to bid these projects in Spring of 2000 as promised. Work has begun on the Old Market Road Retaining Wall Project and should be completed soon. The Trunk Highway 7 Access Closure Projects have been completed except for the final punch - list to be completed in the Spring of 2000. He noted there have been cars traveling from the minor road to Highway 7 so additional signage and barricades have been erected so this does not continue. 0 CITY COUNCIL REGULAR MEETING MINUTES December 13,1999 - PAGE 7 • Councilmember Zerby questioned whether the deed had been properly recorded for the vacant land to be used for the potential Skateboard Park along Highway 7. Director Brown reported that the deed was recorded properly. Mayor Love stated the Morning Rotary had expressed an interest in meeting to discuss contribution to the Skateboard Park. Councilmember Zerby questioned progress made on the Mill Road street light requested by the citizens. NSP reports that it should be installed within a week's time. Councilmember Zerby questioned whether the abandoned driveways along Highway 7 in the Shorewood Pond area would be removed. Director Brown explained it is the developer's responsibility to remove them and with approval of certain permit conditions expects them to be removed. ii. Board on Innovation and Cooperation Preliminary Grant Application Administrator Hurm summarized information on the preliminary grant applications process for the Board on Innovation and Cooperation. He noted that these are at pre -application stage, and at this point there is no commitment from the City to do anything. The Board will simply report on a ranking of these applications, and then the City can determine at that time if further action should be taken. Mayor Love expressed support for the South Lake Minnetonka Grant. Councilmember Stover stated these all appear to be worthwhile programs. iii. Report on Light Request on Manor Road/St. Alban's Bay Rd./Suburban Drive Director Nielsen stated policy includes sending notice to everyone within 500 feet of the proposed location of the streetlight and this will be done prior to the January 10, 2000, City Council Meeting. In addition, there may be another request that night for a light at the north end of the City Hall parking lot as the entrance/exit to the Senior Center. At this time Council chose to move to Item 7A as Mr. Ken Koehnen was now present to speak on this matter. Mr. Ken Koehnen provided background on the process to bring the Excelsior Area War Memorial to fruition. Names of the twenty-seven individuals from this area killed in World Wars I and II, the Korean War, and the Vietnam War would be included on the Memorial. He stated the Memorial would be erected in the Excelsior Commons area because the soldiers spent free time in this area when they were alive. He noted he has not only the names and ranks of the soldiers, but also where they served and perished. The Memorial would possibly be erected and dedicated as part of the July 4, 2000, celebration. Garfunkel moved, Stover seconded, Approving a Request for Donation for the South Lake War Memorial in the amount of $500.00. Councilmember Zerby questioned whether the two designs given to Council were tentative ideas for the Memorial. Mr. Koehnen stated they were dependent on the amount of funding received as to which of the Memorials would actually be erected. P CITY COUNCIL REGULAR MEETING MINUTES December 13,1999 - PAGE 8 • Motion passed 510. B. Mayor and City Council Mayor Love stated he had been contacted by the Minnetonka Country Club regarding the damage done to the greens by the deer. Administrator Hurm reported on findings from other communities on handling deer problems in those areas. Council expressed support for hearing from experts on how to handle this problem as well. Mayor Love also reported there is another Fire Review Meeting on December 14, 1999. Councilmember Stover requested an organizational meeting on January 3, 2000. Mayor Love stated he would be unable to attend that evening and perhaps it could be put off until later in the year as Council had discussed previously. 10. Adjournment Garfunkel moved, Zerby seconded, adjourning the Regular Meeting to Executive Session at 8:15 P.M. subject to the approval of claims. Motion passed 510. RESPECTFULLY SUBMITTED, Sally Keefe, • Recording Secretary • ATTEST: r✓ J N GARFTkJkCL, ACTING MAYOR BRADLEY J. NI"N, ACtING CITY ADMINISTRATOR