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062804 CC WS Min . . . CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, JUNE 28, 2004 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS Immediately following EDA Meeting MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Love called the meeting to order at 8 :32 P.M. A. Roll Call Present: Mayor Love; Councilmembers Garfunkel, Lizee, Turgeon, and Zerby, Administrator Dawson; Engineer Brown; and Finance Director Burton Absent: Attorney Keane and Planning Director Nielsen B. Review Agenda Without objection from the Council, Mayor Love proceeded with the Agenda for the evening. 2. STORMWATERPOLICIES AND ISSUES Mayor Love explained Staff had begun collecting information regarding drainage issues related to storm water. Administrator Dawson stated many discussions had taken place with the Engineering Department regarding storm water policies for the City, and Staff believed a discussion of broader issues related to policies and practices of managing storm water issues within the City was required given the large number of concerns in recent months. Engineer Brown shared numerous photos depicting areas of concern for local residents related to flooding of properties within the City. He explained that all parties involved needed to remember this spring and summer have provided inordinate amounts of rain. He noted western Shorewood seemed to have the bulk of drainage issues and was without a trunk storm water system to handle the drainage. He reviewed the history of specific residential neighborhood concerns. Engineer Brown also suggested the City consider conducting a public information meeting with storm water specialists from WSB and Associates to begin to categorize each event. Four categories had been utilized in the past, including safety to health and life, structural property damage, residential dissatisfaction with yard drainage, and basic nuisance issues. He stated he would like to gather and categorize information, document each issue, and assign each to a regional drainage area in order to proceed with evaluation of these drainage issues. In response to Councilmember Turgeon's question, Engineer Brown explained crews from the City's Public Works Department routinely inspects drains and clears them during rainfall events for approximately 12-15 key areas throughout the City. He went on to explain, in response to Mayor Love's question, that most systems were performing as they had been designed to perform. He specifically stated the Shorewood Oaks area was designed as an emergency overflow with drains sized to bring relief in that area, and were not sized to a trunk system of removal. Western Shorewood includes a large number of storm water systems pieced together over time. He cautioned improvements could be made to the current systems by installation of a trunk storm water system; however, it would be an expensive cost to the City and its residents. He stated other options for consideration that could potentially help to alleviate the storm water issues include curb and gutter, and ditching. Councilmember Zerby stated the western side of Shorewood was physically located between three lakes and it seemed logical that the water table would be high in a normal situation that could contribute to the drainage concerns residents were experiencing currently. Engineer Brown also commented the Shorewood CITY COUNCIL WORK SESSION MEETING MINUTES June 28, 2004 Page 2 of 3 . Oaks area was once a huge wetland, and the design engineer for the subdivision installed two separate drainage systems to combat the water in that area. Discussion ensued regarding how comprehensive a study of drainage throughout the City should be undertaken with consideration being given to anticipated costs of doing the study. Engineer Brown stated he believed Staff could continue to work with WSB, hold a public information meeting to document issues of concern for residents, and then begin categorizing these concerns to provide the scope of issues the City would need to consider in the study. He indicated the cost of the study could then be projected. He further stated the City had adequate funding for the first public information meeting. Mayor Love noted the number of people in the audience wishing to address Council on these issues. Don Aslesen, of Shorewood Oaks Drive, thanked Council for discussing this issue this evening, and noted the drain system in place currently was inadequate to handle the ponding of water in his residential area. He disagreed with Engineer Brown in that he stated residents were promised the drainage flow would be directed to the east and not to the west. Mayor Love stated he continued to see tremendous amounts of water in Mr. Asleson's neighborhood; however, he believed the City was making great efforts to determine the appropriate solution for drainage in his area. . Bill Norton, of McLain Road, expressed frustration with his current system of drainage and impacts from drainage areas he believed to be the responsibility of the City onto his property. Engineer Brown stated the City had committed to televising the drain tile system line to determine the integrity, connections, and deterioration that Mr. Norton spoke of; however, the waters needed to recede prior to that action taking place in the near future. In response to Mayor Love's question, Engineer Brown explained the system put in that neighborhood did not meet construction standards and flow standards, and he would not be able to determine the extent of these issues until the televised efforts could take place. Dan Broge, of McLain Road, stated he realized this year was an anomaly with rainfall; however, it was not unusual for his property to experience the kind of flooding depicted in the photos presented to Council this evening. He stated there have been ongoing issues and he hoped resolution could be found in the near future. Councilmember Zerby stated he thought it important to continue to identify issues and areas of concern, and then report back on the preliminary cost associated with a more formal study. Mayor Love stated he supported Staff in this case, as overwhelming rainfall events had increased pressure on the storm water system. He stated he agreed with examination of the cost of a formal study, especially the need for a public information meeting on the topic. He stated it would be difficult to realize the reality of the situation in that any projects providing resolutions would be done by assessment and would be up to the neighborhood residents to support in following City policies, procedures, and regulations. Mr. Aslesen stated he appreciated the efforts being undertaken by the City to bring resolution to the drainage concerns despite the frustration of the situation at hand currently. Mr. Norton stated he was more than appeased with efforts being made by the City at this point in time regarding the drainage issues. . Councilmember Turgeon stated she appreciated all parties being present this evening to share in the discussion. She stated she also appreciated residents' patience as the City began to uncover the right . . . CITY COUNCIL WORK SESSION MEETING MINUTES June 28, 2004 Page 3 of 3 solution for all residents and she wanted to be certain residents knew the issues related to drainage were not being ignored. In response to a question from Shorewood Oaks resident, Diane Aslesen, regarding the funding and paving plans for the southerly parking lot at Freeman Park, Engineer Brown explained the parking lot had been enlarged according to the original plan for the site, and gravel placed as a compromise to the extreme expense of paving the lot. He also said the parking lot grades had to be maintained as they encountered the Shorewood Ponds area. Mayor Love thanked all persons present for attending this discussion and providing a significant amount of quality feedback on drainage in the City. 3. PRELIMINARY BUDGET OVERVIEW Administrator Dawson briefly reviewed the timeline for budget discussion for the year 2005. He also briefly reviewed options available to the City regarding how to proceed with anticipated budgetary actions being undertaken by the State and City. Discussion ensued regarding the philosophy of budget planning shared by the Council, with specific attention being given to providing relief to the Engineering and Public Works Departments. Finance Director Burton stated she would provide a number of options for consideration at upcoming Council meetings. 4. GUIDELINES FOR ACCEPTANCE OF CONSERVATION EASEMENTS Administrator Dawson explained Director Nielsen and he had drafted a proposed document to guide the acceptance process for conservation easements. He then briefly reviewed the proposed draft, including policies and expectations while still allowing for flexibility in consideration of individual cases. He noted the draft was consistent with the recommendations made by the Land Conservation and Environmental Committee. Council indicated consensus for placing the proposed draft on an upcoming Council Meeting Agenda. 5. ADJOURN Garfunkel moved, Lizee seconded, Adjourning the City Council Work Session Meeting of June 28, 2004, at 10:10 P.M. Motion passed 5/0. RESPECTFULLY SUBMITTED, Sally Keefe, Recording Secretary