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062804 CC Reg Min . . . CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JUNE 28, 2004 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. MINUTES 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, Turgeon, and Zerby, Administrator Dawson; Attorney Keane; Engineer Brown; and Finance Director Burton Absent: Planning Director Nielsen B. Review Agenda Mayor Love reviewed the Agenda for the meeting. Councilmember Turgeon reminded Council that the Administrator's Evaluation would be part of the Work Session Meeting for the evening. Zerby moved, Turgeon seconded, Approving the Agenda as Presented. Motion passed 5/0. 2. APPROVAL OF MINUTES A. City Council Work Session Minutes, June 14,2004 Lizee moved, Garfunkel seconded, Approving the City Council Work Session Meeting Minutes of June 14, 2004, as presented. Motion passed 5/0. B. City Council Regular Meeting Minutes, June 14, 2004 Turgeon moved, Garfunkel seconded, Approving the City Council Regular Meeting Minutes of June 14,2004, as presented. Motion passed 5/0. C. City Council Work Session Minutes, June 14, 2004 Garfunkel moved, Lizee seconded, Approving the City Council Work Session Meeting Minutes of June 14,2004, as presented. Motion passed 5/0. 3. CONSENT AGENDA Mayor Love reviewed the Consent Agenda. Councilmember Garfunkel requested Item 3D be removed from the Consent Agenda for further discussion and clarification and be placed on the Agenda as Item lOB. Garfunkel moved, Zerby seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein: . . . CITY COUNCIL REGULAR MEETING MINUTES JUNE 28, 2004 Page 2 of5 A. Approval of the Verified Claims List B. Staffing C. Adopting RESOLUTION NO. 04-059, "A Resolution Approving 2004 Election Judge Compensation Rates." D. Set Public Meeting Date for Timber Lane Watermain Project (This item was moved to Item lOB.) Motion passed 4/0. 4. MATTERS FROM THE FLOOR Gary Carlson, 3891 West 62nd Street, stating he was requesting assistance from the Council regarding the property at 6280 Cartway Lane. He stated despite improvements to Cathcart Park through the recent years to the ice rink, baseball diamonds, tennis courts, and basketball courts, he continued to experience flooding of his property on Cartway Lane. He stated flooding had occurred three times this year as water would pour out of the park, cross Cartway Lane, and run into his home. He requested Council consider taking action to combat this drainage by installing a ditch to divert water around Cartway Lane and to appropriate stormwater runoff sites. He stated he had also spoken with the City of Chanhassen regarding this instance. He believed the situation could be easily remedied through proper ditching efforts between the two cities. Administrator Dawson stated he had spoken with the City of Chanhassen two weeks ago about getting together to discuss this issue. Engineer Brown stated Cartway Lane was a very low gravel roadway that had been resurfaced at grade and was owned by the City of Chanhassen. He stated he had met with the Street Superintendent and both parties agreed the roadway was too low and the cities were working together to examine whether the roadway should be raised and paved. Mr. Carlson thanked the City Staff and Council for its efforts and offered to be of assistance in any way possible. Bingham Brokken, 23770 McLain Road, and representing neighbors Bill Norton and Marie Logelin, stated his neighborhood had been experiencing drainage issues as well. He reviewed the history of the drain tile system near his house. He then shared photos taken shortly after recent rainfalls that depicted the flooding and drainage issues. He stated Mr. Norton had contacted the University of Minnesota regarding performance of a flow control analysis on the drain pipeline. Results indicated the pipe system was broken and the drain had been pushed into the ground over time, and as a result, was no longer performing correctly. In response to Mayor Loves' question, Mr. Brokken stated the City could retain the pictures he had shared, and unfortunately, he would not be present at the Work Session meeting to be held later in the evening regarding drainage issues of concern in the City. . . CITY COUNCIL REGULAR MEETING MINUTES JUNE 28, 2004 Page 3 of5 5. REPORTS AND PRESENTATIONS A. 2003 Comprehensive Annual Financial Report (CAFR) by Steve McDonald, CPA Administrator Dawson explained introduced Steve McDonald, Certified Public Accountant from Abdo, Eick, and Meyers, LLP. Mr. McDonald was present this evening to make a presentation about the annual audit of the City's financial activities for the period ending December 31, 2003. Finance Director Burton explained the City of Shorewood filed a Comprehensive Annual Financial Report (CAFR) for the Year 2003. The CAFR included the year's financial activity and the financial status of the City at year-end. It also contained the audited financial statement and auditor's report relative to the statements. Mr. McDonald then provided a financial overview of the Year 2003, noting the General Fund revenues exceeded expenditures by $388,494, which resulted in an increased fund balance to slightly over $2.5 million, or 65% of 2004 budgeted expenditures. He also noted the Liquor Fund experienced a decrease in operating income due to the improvements in the store location and net income before transfers was approximately $23,000. Mr. McDonald then went on to review the organization of the CAFR, including the introductory section, the financial section, and the statistical section that contained historical information that might be utilized to recognize trends and other factors important to financial management of the City. Mr. McDonald congratulated the City for receiving the Certificate of Achievement for Excellence in Financial Report awarded by the Government Finance Officers Association for its CAFR. This award recognized outstanding achievement in financial reporting. He then presented the plaque to Finance Director Burton for display at City Hall. With regard to changes for 2004, Mr. McDonald stated a major change in reporting would take place in the next year in which the City was required to demonstrate financial depreciation of its infrastructure. He stated he would be working closely with Finance Director Burton to ensure all requirements were met in this reporting area next year. Mayor Love thanked Mr. McDonald for his report and complimented Finance Director Burton and City Staff for all the hard work involved in the financial reporting for the City each year. Zerby moved, Lizee seconded, Accepting the Comprehensive Annual Financial Report (CAFR) for the Year 2003. Motion passed 5/0. 6. PUBLIC HEARING There were no public hearings scheduled this evening. 7. PARKS Since there had not been a meeting of the Park Commission since the most recent City Council Meeting, there was nothing to report. 8. PLANNING . Commissioner Packard reported on matters considered and actions taken at the June 15, 2004, Planning Commission Meeting (as detailed in the minutes ofthat meeting). . . . CITY COUNCIL REGULAR MEETING MINUTES JUNE 28, 2004 Page 4 of 5 9. GENERAL/NEW BUSINESS None. 10. ENGINEERING/PUBLIC WORKS A. Authorize Easement Agreements for County Road 19 Reconstruction Project Engineer Brown explained he had received a request from Hennepin County regarding necessary easements for the County Road 19 Reconstruction project. He reviewed the parcels requested, and the type of easement for each parcel. Turgeon moved, Zerby seconded, Adopting RESOLUTION NO. 04-060, "A Resolution Authorizing the Mayor and City Administrator to Enter Into Easement Agreements for the C.S.A.H. 19 Reconstruction Project, S.A.P. 27-619-18 and S.A.P. 216-020-02." Motion passed 5/0. B. Set Public Meeting Date for Timber Lane Watermain Project Engineer Brown explained a Draft Feasibility Report had been prepared for the Timber Lane Watermain project by WSB and Associates, Inc. He went on to explain the report was initiated by a petition received by the City from residents who live along Timber Lane, to consider the installation of municipal water service. He also reviewed the process followed in potential projects such as this one, noting the next step in the process would include setting a date for a public information meeting, where comments would be gathered from residents and considered for inclusion in the final feasibility report. Councilmember Garfunkel stated he was uncertain about the parties responsible for payment of this project, since the roadway repair that was slated as part of this potential project would not be needed this year without the watermain being placed in that area. He stated he was concerned for the depletion of the roadway fund for future years expense as it seemed this roadway had remaining "road life." He went on to state City policy typically involved asking residents if they would like to consider municipal water when a roadway was being resurfaced, but this case posed the reverse scenario, and he was concerned for setting policy that could place the roadway fund in jeopardy in the future. Mayor Love stated this was an excellent policy point for further consideration, and he questioned Engineer Brown if some sort of prorating action could be taken in this matter. Engineer Brown explained the project could be grouped into two different sections with the restoration of the roadway grouped with the water and the overlay portion of the project funded through the City's local roadway fund. He suggested a full discussion of this matter take place at the July 12 Work Session meeting of the Council. Garfunkel moved, Turgeon seconded, Setting the Public Information Meeting for the Timber Lane Watermain Project on July 21, 2004, from 5:30 P.M. to 8:00 P.M. at the Shorewood City Hall. Motion passed 5/0. . . . . CITY COUNCIL REGULAR MEETING MINUTES JUNE 28, 2004 Page 5 of 5 11. STAFF AND COUNCIL REPORTS A. Administrator & Staff Administrator Dawson stated he was happy to report Hennepin County was expected to install poles in the next week for the temporary signal system at the intersection of County Road 19/5mithtown Road/Country Club Road to help direct traffic during the course of construction on the County Road 19 Reconstruction Proj ect. B. Mayor & City Council Mayor Love reported on a recent South Lake Minnetonka Police Department Coordinating Committee meeting where public opinion was gathered regarding the budget constraints presented by the actions of the Excelsior City Council in its decision not to approve the 2004 Operating Budget for the SLMPD. Councilmember Turgeon expressed concern and disappointment in the lack of resolution of the budget issues this year, and stated she was quite concerned the Joint Powers Agreement would not be amended to allow this issue to be resolved effectively. Mayor Love stated he believed action needed to be taken by the Excelsior City Council to make the 2004 Operating Budget whole for the remainder of this year, and also to incorporate a dispute resolution clause in the Joint Powers Agreement. He stated he thought it important to continue to have all City Councils involved in the Joint Powers Agreement to meet all together to discuss these issues, and also to have at least one Joint meeting of all Councils each year. Mayor Love also noted budget discussions were being held by the Excelsior Fire District (EFD) Board for the Year 2005 as well, and any interested parties were encouraged to attend the June 29, 2004, EFD Governing Board Meeting. 12. ADJOURN Lizee moved, Zerby seconded, Adjourning the June 28, 2004, Regular City Council Meeting at 8:04 P.M. Motion passed 5/0. RESPECTFULLY SUBMITTED, Sally Keefe, Recording Secretary