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081103 CC Reg Min - ~ . CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, AUGUST 11,2003 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL MEETING Acting Mayor Garfunkel called the meeting to order at 7:01 P.M. A. Roll Call Present: Acting Mayor Garfunkel; Councilmembers Lizee, Turgeon, and Zerby; Administrator Dawson; Attorney Keane; Finance Director Burton; and Planning Director Nielsen Absent: Mayor Love and Engineer Brown B. Review Agenda Acting Mayor Garfunkel reviewed the Agenda for this evening. Councilmember Turgeon requested Item 9A, A Resolution Stating the Position of the City Council Regarding Law Enforcement Responsibilities on Lake Minnetonka. Councilmember Zerby arrived at 7:03 P.M. . Lizee moved, Turgeon seconded, Approving the Agenda as amended. Motion passed 4/0. 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes, July 28, 2003 Lizee moved, Turgeon seconded, Approving the City Council Regular Meeting Minutes of July 28, 2003, as amended, on Page 8, Paragraph 2, Sentence 2, change "that applicant" to "that the applicant." Motion passed 4/0. B. City Council Work Session, July 28, 2003 Turgeon moved, Lizee seconded, Approving the City Council Work Session Meeting Minutes of July 28, 2003, as presented. Motion passed 4/0. 3. CONSENT AGENDA Zerby moved, Turgeon seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein: A. Approval of the Verified Claims List B. Adopting RESOLUTION NO. 03-065. "A Resolution Authorizing Signing of the 2003 Municipal Recycling Grant Agreement between the City of Shorewood and Hennepin County." . . . CITY COUNCIL REGULAR MEETING MINUTES AUGUST 11, 2003 Page 2 of 5 C. Establish October 25, 2003 as Fall Clean-up Day D. Adopting RESOLUTION NO. 03-066. "A Resolution Accepting Final Improvements for Trunk Highways 7 and 41 Reconstruction Project, S.P. 1008-58, City Project 98-05." E. Authorizing Submittal of the 2003-2004 Winter Trail Activities Permit F. Authorization of Step Adjustment for Director of Finance Motion passed 4/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. REPORTS AND PRESENT A TIONS There were no reports or presentations this evening. 6. PUBLIC HEARING No Public Hearings took place this evening. 7. PARKS A report was not made as there had not been a meeting of the Park Commission since the last Regular City Council Meeting. 8. PLANNING Commissioner White reported on matters considered and actions taken at the August 5, 2003, Planning Commission Meeting (as detailed in the minutes of that meeting). 9. GENERALINEW BUSINESS A. Selection of Firm for Space Needs Study Administrator Dawson explained the 2003 City budget allocated approximately $15,000 to conduct an analysis of space needs for City Hall operations. Staff had sent out Request for Proposals, had received responses from eight firms, and had interviewed four firms for further discussion. Of these four firms, the Staff interview team had unanimously recommended Boarman Kroos Vogel (BKV) Group to provide the City with the most responsive and cost-effective analysis of needs and feasible alternatives for Council to consider for future plans. Councilmember Turgeon stated she was pleased with the recommendation by Staff as she had seen other . projects by the BKV Group, and thought the work presented was innovative and very creative. . . . CITY COUNCIL REGULAR MEETING MINUTES AUGUST 11, 2003 Page 3 of 5 Councilmember Zerby stated he was concerned with the potential for a "conflict of interest" situation where the City would be asking an architect to make recommendations on a subject that could potentially bring that firm additional business in the future. He was also concerned that the City would be paying a firm to provide a sales presentation for future business, rather than actually providing solutions to a problematic situation. Councilmember Lizee reminded Council that this firm would be conducting a space needs study, whose purpose was to identify current logistics and needs to update the building, and reorganize workspace for City Staff, not to provide plans for reconstruction of the current building. Administrator Dawson stated the firm's analysis would need to be part of a collaborative effort of many people, and it should be anticipated that this firm would want to make sure the City was pleased for any future work. Councilmember Zerby stated he thought a consultant should be hired that dealt with space needs issues only, rather than an architect. Administrator Dawson stated he did not find any consultants that dealt specifically with this issue. He noted a firm was needed that could provide a multidisciplinary approach that would include interior design as well as structural analysis capabilities. Turgeon moved, Lizee seconded, Engaging the Services of Boarman Kroos Vogel (BKV) Group to perform an Analysis of City Hall Space Needs per its Proposal dated July 28, 2003. Motion passed 3/1, with Zerby dissenting. B. Authorize Advertisement of Bids for Liquor Store II Remodel Finance Director Burton explained the City had engaged Seaborne Architects to begin redesign of the Shorewood Liquor Store located in the Shorewood Village Shopping Center in April of this year. Since lease negotiations had concluded two weeks ago, the plans were now ready for the bid process as they had exceeded the $50,000, and would necessitate the formal bid process set forth by the City. Acting Mayor Garfunkel stated the Liquor Committee had struggled a bit with the potential cost of the project, but believed strongly that the cost of the remodeling would be mitigated by the increased sales in that store. Councilmember Lizee stated she thought the plans provided a beautiful design, and believed it was important to include the right features and fixtures for this store at the beginning. Councilmember Zerby stated he thought it would be a worthy investment for the City Turgeon moved, Zerby seconded, Adopting RESOLUTION NO. 03-067, "A Resolution Approving Plans and Specifications and Authorizing Advertisement of Bids for Construction Remodeling of Shorewood Liquor Store #2, Shorewood Village Shopping Center." Motion passed 4/0. C. Authorize Purchase of Shelving for Liquor Store No.2 - Shorewood Village Center Administrator Dawson explained one of the key components for Liquor Store No.2, located in the Shorewood Village Shopping Center, included the use of shelving to emphasize wine products. Most notable would be the introduction of new "lay down" wine wood shelving. The perimeter of the store would have black metal shelving to match the framing of the beverage cooler. The Lozier brand . . . CITY COUNCIL REGULAR MEETING MINUTES AUGUST 11, 2003 Page 4 of 5 provided the most desirable combination of quality and cost for the metal shelving. Existing shelving would be made available for purchase through advertising. Administrator Dawson noted the Liquor Enterprise Fund would be utilized for these purchases. Lizee moved, Turgeon seconded, Authorizing the purchase of shelving from Dave Grotta Custom Wood Design for $12,028.75, as specified in its quote of July 15, 2003; and AA Equipment Company for $4,426.85 as specified in its quote of July 25, 2003. Motion passed 4/0. D. Schedule date for joint meeting with Park and Planning Commissions Council agreed a Joint Meeting with Council, Park and Planning Commissioners would take place on October 6, 2003. More information would be made available later regarding the time and location of this meeting. E. A Resolution Stating the Position of the City Council Regarding Law Enforcement Responsibilities on Lake Minnetonka Councilmember Turgeon stated she was responsible for introducing this resolution to Council this evening, as she was concerned for potential lack of funding by Hennepin County for additional Water Patrol deputies for Lake Minnetonka. She requested this resolution be drafted to send a message of support for the Sheriff's Department position that funding for full-time Water Patrol deputies should be borne by Hennepin County, rather than local municipalities. Councilmember Lizee stated she thought an additional level of law enforcement had been requested, and this resolution would clarify the City's position on its stance for this issue. Acting Mayor Garfunkel commented he had always been of the position that the funding for these positions should come from Hennepin County, as it was clearly the responsibility of the County to provide law enforcement on Lake Minnetonka. Turgeon moved, Zerby seconded, Adopted RESOLUTION NO. 03-068, "A Resolution Stating the Position of the City Council Regarding Law Enforcement Responsibilities on Lake Minnetonka." Motion passed 4/0. 10. ENGINEERING/PUBLIC WORKS None. 11. STAFF AND COUNCIL REPORTS A. Administrator & Staff 1. County Road 19 Intersection Administrator Dawson stated the Tonka Bay City Council was meeting with representatives of Hennepin County to discuss issues related to the cost of acquiring the Tonka Bay Liquor Store to make way for the improved County Road 19 intersection. . . . CITY COUNCIL REGULAR MEETING MINUTES AUGUST 11, 2003 Page 5 of 5 2. Public Safety Facilities Administrator Dawson noted the construction of the West Side Public Safety Facility was progressing, and offered Council the opportunity to view the Facility prior to an upcoming Council meeting. He also noted the East Side Facility bids should be awarded early October of this year. 3. Smithtown Road Administrator Dawson reported paving on Smithtown Road had begun from the Victoria municipal border to Cathcart. He also anticipated the second phase of the project from Cathcart to Grant Lorenz had been moved up in the schedule to take place prior to September 1, 2003. The contractor on the project was working Saturdays to complete the project in a timely manner, so as not to impact the school buses that would be traversing the roadway in September. B. Mayor & City Council Council requested updates on the Lake Linden project, Minnetonka Watermain project, and Our Savior's Lutheran Church issues related to noise and light. Staff responded verbally to each of these items. Councilmember Lizee noted the Excelsior Sesquicentennial Celebration was taking place August 16, and 17,2003. She would be playing the part of the White Queen in the Living Chess Game, and Mayor Love would be the White King, as part of the celebration. 12. ADJOURN Turgeon moved, Zerby seconded, Adjourning the August 11, 2003, Regular City Council Meeting at 7:42 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Sally Keefe, Recording Secretary Woody Love, Mayor