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032805 CC Reg Min . . . CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, MARCH 28, 2005 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, Callies, Lizee, Turgeon, and Wellens; Administrator Dawson; Attorney Keane; Finance Director Burton, and Planning Director Nielsen, Engineer Brown. Absent: None B. Review Agenda Lizee moved, Wellens seconded, Approving the Agenda as presented. Motion passed 5/0. 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes, March 14,2005 Wellens moved, Callies seconded, Approving the City Council Regular Meeting Minutes of March 14,2005 as presented. Motion passed 5/0. 3. CONSENT Lizee moved, Wellens seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein: A. Approval of the Verified Claims List. B. Authorizing RESOLUTION 05-024, "A Resolution Approving Appointment of Christopher Pounder as Light Equipment Operator." C. Authorizing RESOLUTION 05-025, "A Resolution Approving License for Tree Trimmers." D. Authorizing RESOLUTION 05-026. "A Resolution Proclaiming Arbor Day on April 29, 2005." E. Authorization of Expenditure of Funds for Park Signage. F. Approval for Setting the Date for the Timber Lane Public Hearing. . . . CITY OF SHOREWOOD REGULAR COUNCIL MEETING March 28, 2005 Page 2 of7 G. Authorization for Expenditure of Funds for Water System Repairs Motion passed 5/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented. 5. REPORTS AND PRESENTATIONS There were no matters from the floor presented. 6. PUBLIC HEARING None. 7. PARKS Chair Sue Davis reported that the Park Commission is excited about Music in the Park this year. A fundraising letter has been drafted that will be mailed to local businesses seeking monetary support for the Music in the Park program. Mayor Love asked Staff if there were funds in the budget for Music in the Park. Engineer Brown reported the 2005 budgeted amount for Music in the Park is $2,000. The need is approximately $3,500 due to advertisement costs and contracts for performers. Brown noted that they are relying on fund raising efforts to contribute to the costs. Councilmember Callies noted that the Commission established relationships with businesses that contributed towards Music in the Park last year. Callies noted that the Parks Foundation is supportive of working together to collect funds for projects and activities. Chair Davis noted that the Parks Foundation is the appropriate vehicle by which residents can make tax- deductible donations for Music in the Park or other park projects. Mayor Love asked if there were other activities the same evening as Music in the Park, specifically concessions.. Love stated that this is a great event and would-like to get feedback from residents regarding support of this program. Love also suggested matching funding by Council, to support closing the gap for the remaining amount needed. Love stated that as a community, people need to step up and help fund and support these programs; however, he would like to see the program self-sustaining and possibly funded by the concessions. Love thanked the Park Commission for its good work towards this program, given the tight budget it has had. Chair Davis stated that the entertainment line up this year is very good, ahd these events pull from outside the community. The Park Commission started months earlier with this project than last year. It will work with the Parks Foundation to get a contact list so they are not duplicating mailings. Mayor Love reiterated that he would like to see matching funds, which would close the gap very quickly. CITY OF SHOREWOOD REGULAR COUNCIL MEETING March 28, 2005 Page 3 of7 . Chair Davis stated that the goal is to get a fundraising letter out within a month. Lizee moved, Callies seconded a motion for the City to match donations up to $1,000 towards the Music in the Park program. Motion passed 5/0. Chair Davis reported on other park matters noting there was consideration to bring in a skate board performance group to kick off the opening of the new skate board park; however, the cost was too prohibitive. Davis also reported on a recent meeting she attended for the dog park at Minnewashta Park. Davis stated that the meeting was very informative and the park will open with a public education forum about the dog park. Davis noted that most of the attendees at the meeting were residents from the City of Shorewood. Chair Davis continued, regarding concessions operations the Park Commission voted unanimously to support Staffs recommendation of a $2,000 flat fee for the use of the concession stand this season. Councilmember Turgeon asked when a final decision would be made regarding the concessionaire. Engineer Brown stated that discussions with the concessionaire have been ongoing for several months. The concessionaire recently sent an emai1 declining the City's offer. Brown noted that staff has been trying to measure the cost of the facility versus finding a new vendor at this point in the year. Councilmember Turgeon asked if the concessionaire made a counter offer. . Engineer Brown stated that he did not counter the $2,000 request. The concessionaire is holding to his original offer of $775. Staff was directed to go back and calculate the costs to operate the facility per n;lonth, with insurance and maintenance. Brown noted that operational costs were approximately $2,200 per month inclusive of all maintenance costs, insurance and restrooms. Mayor Love reiterated that he would eventually like to see the concessions make money for the City and would support the long-term viability of the concessions and an operator. Councilmember Wellens asked if the schools have any program where they would support student operation of small businesses. Counci1member Lizee stated that she was not aware of any school programs for this type of project. , ~ Chair Davis noted that the concessionaire's sales were higher than the previous year and noted that he does carry a lot of inventory, but agreed that she would also like to see the concessions become a revenue stream for the City. Councilmember Turgeon expressed concern with establishing a relationship with a new vendor, but agreed that $2,000 is not excessive, given the profits the concessionainnnade last year. Councilmember Callies also agreed that making a profit from the concession facility would be good. . Mayor Love requested that Council start discussing this matter in the fall for next season. Love stated that he would defer to the Park Commission to negotiate the best arrangement within reasonable parameters. . . . CITY OF SHOREWOOD REGULAR COUNCIL MEETING March 28, 2005 Page 4 of? Callies moved, Lizee seconded to authorize the Staff and Park Commission to negotiate the best alternative possible with the proposed concessionaire or create an alternate plan. Motion carried 5/0. 8. PLANNING - Report by Representative Commissioner Guiffke reported on two matters considered and actions taken at the March 1, 2005, Planning Commission meeting (as detailed in the minutes of that meeting). A. Conditional Use Permit for Accessory Space in Excess of 1200 Square Feet Applicant: Rodney Schwartz Locations: 26500 Strawberry Court Director Nielsen explained the applicant is seeking to construct a detached garage on the back center of the lot. City Ordinance requires a CUP subject to four criteria. The request does meet all four criteria specifically; 1) the floor area of the proposed accessory building does not exceed the existing floor area, above grade, of the principal structure; 2) the total area of the accessory buildings cannot exceed 10 percent of the minimum lot size for the zoning area that it is located and in this case it is well below; 3) the proposed structure does applies with the R-IA setback requirements and hardcover is less than the 33% maximum; 4) the proposed structure will have the same siding and roofing as the principal structure. Director Nielsen noted that based on compliance and the relatively small size of the structure there is no additional landscape requirements. The Planning Commission has recommended approval of the request. Nielsen stated that Mr. Schwartz was not able to be in attendance at the meeting this evening. Turgeon moved, Wellens seconded, Adopting RESOLUTION NO. 05-027, "A Resolution Approving a Permit for a Conditional Use Permit for an Accessory Structure in Excess of 1200 Square Feet." Motion passed 5/0. B. Preliminary Plat - Arbor Creek Applicant: Paumen Properties Locations: Approximately six acres on the west side of Grant Lorenz Road, approximately 200 feet south of Noble Road. Director Nielsen explained the history of this case, noting that the subdivision had been proposed about one year ago as Sleepy Hollow Plat Woods with six parcels. The property is adjacent to the elementary school on the west and south. The existing single-family home depicted on the plat belongs to the son of the owner of the property, and is not included in this proposed division. However, the plan does include two outlots that will be legally combined with the son's property to make it larger. The five new lots meet all the requirements of the RI-A zoning district. Director Nielsen went on to explain that one of the significant issues with the area is the drainage. Ther~ is an existing drainage way that runs parallel to Grant Lorenz Road. This project will drain almost entirely to that drainage way. The developer proposes to grade the site and pipe the drainage toward the existing drainage way, allowing the area of woods to be less altered. . . . CITY OF SHOREWOOD REGULAR COUNCIL MEETING March 28, 2005 Page 5 of7 With regard to analysis of the proposed plat, Director Nielsen summarized the reforestation plan and location of tree planting. Noting also that the drainage collected at the pond is redirected at a controlled rate back into the system. The neighbors did have concerns with water flowing across Noble Road. Director Nielsen noted that the property to the north has some drainage issues and the City can explore what easements exists' and the ability to trench the drainage way that flows north. That matter is separate from the Preliminary Plat, which complies with the requirements of the drainage plan and Watershed District. The Planning Commission has recommended approval ofthe Preliminary Plat. Councilmember Callies asked about the existing property being excluded from the preliminary plat. Director Nielsen noted that the property currently exists as a separate lot and is not clear why it was included in the first plat, other than they would like to make it larger and are doing so in this proposal with the attachments of outlots. Councilmember Wellens asked about the drainage comments contained in the memorandum from WSB, and if the drainage will be an issue. Engineer Brown stated that water does flow over Noble Road in heavy rain events. The slope towards the lake does not allow water to flow any faster. Staff considered the consequences of water flowage over the road, and noted that it is rare and no structures are endangered; it may create a minor traffic nuisance for a short period of time. Brown stated that he is confident that it does not present a hazard to houses. Director Nielsen stated that residents to the north have drainage issues caused from water seeping out of the hillside and embankment behind their houses. The plat will result in less ground water flowing into those lots. It will not solve any sub-surface water issues from the hillside. Councilmember Lizee asked if the School District approved the trail location. Director Nielsen stated that the School District's Operations Department preferred the proposed location. Wellens moved, Callies seconded, Adopting RESOLUTION NO; 05-028, "A Resolution Granting Approval ofthe Preliminary Plat for Arbor Creek." Motion passed 5/0. 9. GENERALINEW BUSINESS A. Authorization of Expenditures of Funds for a Document Imaging System Administrator Dawson explained that a Document Imaging System was included in the 2005 budget for $30,000. Over the course of several months Staff has researched several Imaging Systems and vendors. Administrator Dawson stated that an Imaging System will be a very powerful tool for Staff, Council and the public once implemented. There will be a great deal of entry at the front end, but there will be opportunity to get all the City's key records into an electronic format. In doing so the City will be in compliance with the Records Retention Act having documents stored in this approved archival form. Administrator Dawson noted that this item needs Council approval because there is a need to draw from the Council Contingency Fund. . . . CITY OF SHOREWOOD REGULAR COUNCIL MEETING March 28, 2005 Page 6 of7 Engineer Brown stated that City is required to have a records retention schedule. Many documents have to be permanently preserved. This system will help staff with day-to-day task and provide insurance by having backup data in the event of a disaster at City Hall. This system will allow staff to input documents on a daily basis. Staff spoke with three separate vendors and looked at two different systems. Cities Digital with Laserfiche was the preferred choice and they provided the low quote in the amount of $26,232 with an additional $6,600 for upgrades to the server. Staff recommends that Council accept the proposal from Cities Digital and up to $3,000 be taken from the Council Contingency Fund to bridge the gap for the server upgrades. Councilmember Turgeon asked if there were some documents that would need to remain in paper form. Administrator Dawson stated that there are some documents that will need to remain paper; however, the Laserfiche format is an acceptable archival format for data storage. Councilmember Turgeon asked if the scanning would be done by staff or outsourced. Administrator Dawson noted that the matter has not been discussed in length, but Staff will consider the possibility of summer staff or part-time support to get documents imaged. Lizee moved, Wellens seconded, Authorizing Expenditure of Funds for the Laserfiche Document Imaging System from Cities Digital Solutions in the amount up to $30,000 from the General Government Fund and Expenditure of Funds for Server Upgrades in the amount up to $3,000 from the Council Contingency Fund. Motion passed 5/0. 10. ENGINEERING/PUBLIC WORKS There was nothing to report on at this time. 11. STAFF AND COUNCIL REPORTS A. Administrator & Staff A. County Road 19 Intersection Engineer Brown reported that construction along the County Road 19 intersection is to begin approximately April 18 with relocation of the water main along the west side of County Rqad 19. The construction will then move to the area near the Police and Fire Station to work on the storm sewer. Engineer Brown continued that the schedule is reliant on all the utilities staying on schedule. Brown complimented the utility companies for their work with the City. Engineer Brown stated that several mature trees along the residential property south of the public works facility would be removed. The contractor is working with the private and public utilities and also trying . to get the retaining walls up early. . . . CITY OF SHOREWOOD REGULAR COUNCIL MEETING March 28, 2005 Page 7 of7 2. Freeman Plaza Garibaldi Family Dedication Engineer Brown reported that the Garibaldi family and friends will have a private dedication for the new plaza at Freeman Park on April 9. Brown stated that an application was received for a tent to be placed over the plaza facility, in the event of inclement weather. B. Mayor & City Council 1. SLMPD Issues Group Mayor Love strongly encouraged Councilmembers to attend the SLMPD Issues Group meeting on April 6. Mayor Love reported that the Fire Board met last week with discussed concerns regarding the response time to certain parts of Deep haven, which included discussion moving to zones. This matter was referred to the Fire Chief, fire fighters, and the Operating Committee to come up with recommendations regarding standards and zones. Mayor Love noted the Relief Association is requesting a benefit increase from $4,700 to $5,000. There was a motion for reconsideration of this matter and it will be on the next agenda. Love asked if there was consensus from Council to support the increase. Council acknowledged its support. 12. ADJOURN Lizee moved, Turgeon seconded, Adjourning the Regular City Council Meeting of March 28, 2005, at 8:20 P.M. Motion passed 5/0. RESPECTFULLY SUBMITTED, Shelley Souers, Recording Secretary OJ Woody Love, Mayor