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02-22-10 CC Reg MinCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, FEBRUARY 22, 2010 7:00 P.M. • t Present: Mayor Lizee; Councihnembers Bailey, Turgeon, Woodruff and Zerby; Administrator Heck; Finance Director Burton; Planning Director Nielsen; Director of Public Works Brown; and Engineer Landini Absent: None B. Review Agenda Turgeon moved, Woodruff seconded, Approving the agenda as presented. Motion passed 5/0. 2. APPROVAL OF MINUTES A. City Council Worksession Minutes, January 20, 2010 Woodruff moved, Zerby seconded, Approving the City Council Work Session Minutes of January 20, 2010, as presented. Motion passed 5/0. B. City Council Regular Meeting Minutes, January 25, 2010 Woodruff moved, Turgeon seconded, Approving the City Council Regular Meeting Minutes of January 25, 2010, as presented. Motion passed 510. C. City Council Special Meeting, February 1, 2010 Turgeon moved, Zerby seconded, Approving the City Council Special Meeting Minutes of February 1, 2010, with an amendment to the time of adjournment from 7:15 p.m. to 8:15 p.m. Motion passed 5/0. 3. CONSENT AGENDA Mayor Lizee reviewed the items on the Consent Agenda. Turgeon moved, Woodruff seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. Approval of the Verified Claims List B. Accept Proposal for Portable Restroom Facilities CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 22, 2010 Page 2 of 7 C. Approve the Purchase of LO Picnic Tables for the Parks D} Community Rec Resources 2009 Year-End Report f t F Motion passed 5/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC HEARINGS A. Water Ordinance Mayor Lizee opened the public hearing at 7:08 p.m. Administrator Heck stated the City Council discussed amending the existing ordinance to allow the installation of watermain whenever road construction was occurring. He indicated following a work session the Council consensus was to leave this part of the Ordinance unchanged. He then stated there are a couple of changes to be made to 903.08 subd. 6 relating to calibrating water meters. He noted this section should be removed as it is now obsolete. The second change is to Section 903.09 subd. 1, paragraph a(2) relating to the minimum rate for low income residents. He recommended it be deleted as well. Lizee opened the Public Testimony portion of the Public Hearing for comments. There were no public comments. Lizee closed the Public Testimony portion and closed the Public Hearing at 7:12 p.m. Turgeon moved, Bailey seconded, Approving ORDINANCE NO. 464, "An Ordinance Amending Chapter 903 of the Shorewood City Code." Motion passed 5/0. 6. REPORTS AND PRESENTATIONS None 7. PARKS Commissioner Edmondson reported on the Park Commission meeting, as detailed in the minutes of those meetings. He stated the commissioners have embraced having two meetings a month. He discussed recent Park Commission items from the February 9 Park Commission meeting. He updated the Council on the Arctic Fever celebration, proposed shelter at Manor Park, and new picnic tables. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTE February 22, 2010 'age 3 of 7 A. Arctic Fever Cost Summary Turgeon moved, Woodruff seconded, accepting the Arctic Fever cost summary. Motion passed 510. g. PLANNING Commissioner Arnst reported on matters considered and actions taken at the February 16, 2010, Planning Commission meeting (as detailed in the minutes of that meeting). f�r.3it= A. Gideons Bay Milfoil Treatment Administrator Heck stated a group of residents on Gideons Bay attended a meeting in 2009 to discuss funding for the milfoil treatment on this bay. A formal request was provided requesting fiends for this treatment. He noted Tonka Bay has pledged $5000 and Excelsior $2500. He asked if the Council would like to fund this particular bay or keep the current allocation and allow the LMA to determine best use of funds. Lizee stated we have had an ongoing commitment for herbicide treatment and 2010 would be the third year of a three -year commitment. Woodruff stated he is on the exotics task force for the LMCD. He updated the Council on their intent to raise enough money to do all three bays in 2010. He stated the final numbers as far as cost will not be available for a few weeks. Lizee asked the Council for their thoughts on contributing to the treatment on Gideons Bay. Zerby stated he supported the requested, and he was comfortable with putting the funds toward this treatment as they are a budgeted expense. Lizee noted Shorewood has twenty percent of the shoreline on Gideons Bay. She asked if the Council would like to allocate additional funds for Gideons Bay. Woodruff stated lie would be comfortable with allocating monies for the Shorewood bays and let the LMA determine where the funds will be used. Turgeon stated she supports staffs recommendation. Bailey concurred with staffs recommendation as did Lizee. Heck stated no motion was required on this item. B. Quotes for Financing Consulting Road Improvement Financing Plan Heck stated staff would like to have a worksession with the City Council to lay out scenarios to fund road improvements. He didn't think we are at the point to bring in a consultant. He suggested a worksession be held in March. Woodruff agreed, noting the importance of creating objectives first. Bailey was concerned about getting more consultant help on the scope and not just the funding. Zerby agreed with previous comments made. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTE Febmary 22, 2010 Page 4 of fi C. Making Planning and Park Commission Appointments Liz& stated there are three openings on the Planning Commission and the Park Commission. Turgeon suggested taking the appointments one at a time. Woodruff stated he was not at the interview session a couple weeks ago but did interview them all by telephone. Woodruff moved, Turgeon seconded, to appoint Tom Geng to the Planning Commission. Motion passed /0. Turgeon moved, Zerby seconded, to appoint David Hutchins to the Planning Commission. Motion passed 510. Bailey moved, Woodruff seconded, to appoint Sue Davis to the Planning Commission. Motion passed 4/1, with Zerby dissenting. Councilmember Bailey recused himself from the voting on the Park Commission appointments, as his spouse is one of the candidates. Zerby moved, Lizee seconded, to appoint Bridget Donahue to the Park Commission. Motion failed 2/2, with Turgeon and Woodruff dissenting. Woodruff moved, Zerby seconded to appoint Josh Trent to the Park Commission. Turgeon stated she cannot support the reappointment due to Mr. Trent's attendance at meetings. The last two years have been around fifty percent. Motion passed 311, with Turgeon dissenting. Woodruff moved, Turgeon seconded, appointing Suzanne Gaidos to the Park Commission. Motion passed 4/0. Woodruff moved, Turgeon seconded to appoint Molly Grove to the Park Commission. Motion failed 2/2, with Lizee and Zerby dissenting. Lizee stated she did not support Ms. Grove's appointment, as she is new to the community; Lizee also believes there is the perception of a conflict of interest as Ms. Grove is the spouse of a councilmember; for these reasons Lizee favors Ms. Donahue, who has resided and been involved in the community for many years. Turgeon stated she would support the appointment as she believes her background would bring a lot of knowledge and insight to the Commission. Zerby stated he supports Ms. Donahue because she has much experience working in community events; such as her involvement with Art on the Lake. Woodruff moved, Turgeon seconded, authorizing staff to advertise the Park Commission opening for additional applicants. Motion carried 510. Heck stated Travis DeMers has expressed an interest in serving on the Park Commission but was not CITY OF SH R ;W OD REGULAR AR tit UNCIL, MEETING MINUTES February 22, 2010 Rage 5 of 7 available for an interview. Lizee stated it appeared to the council, from Mr. DeMers most recent memo, that he was not really interested in re- applying for the position. Bailey stated he was deeply concerned about the Council's action on Ms. Grove's rejection as a Park Commission member. Liz6e clarified her preference for candidate Donahue because she has shown ievotion to serving the community for • Grove was the length - - - of Ms. Grove compared to the • - r applicants. Bailey stated if length of ence in the city is a preferred requirement, this should be communicated to applicants in the application process. Heck stated staff is still interested in testing electronic Council packets. Staff would like to purchase a laptop or tablet and have it set up and let each Councilmember try it to see how they like it. If it works out, we will seek authorization to move forward. Lizee asked for Council comments. Zerby noted the 3 -year warranty is half the cost of the laptop. He also questioned the cost for Adobe Acrobat and other software. Heck discussed the software needs. Woodruff agreed the warranty cost is rather high. He was concerned about the availability in the U.S. He recommended it be cut back to around $750 plus tax and do a test. Turgeon stated she had a concern moving forward, as additional units would be needed in the future for the recording secretary, city attorney and three other staff members. Heck stated as computers are replaced for staff members, they will get the choice of a laptop or a desk top computer. Lizee stated she was not in favor of the city providing the recording secretary a computer. Heck stated during the test period, a paper packet would also be provided. Woodruff moved, Zerby second approving the expense of $750 plus tax for a laptop to test electronic council packets. Heck stated all Council members would rotate using the laptop to see how they like it. Motion passed 4/1, with Turgeon voted against the motion. E. Council Chambers Rental Heck stated the city has had requests from organizations wanting to use the Council Chambers and city hall. Staff is of the opinion the Community Center should be used. On rare occasions when the Center is not available, we could find a way to accommodate them at City Hall. Attorney Tietjen stated she would follow up with bond counsel on the use of the facility, as there may be some issues with renting when tax exempt bonding was used to finance the project. She indicated if the Council decides to rent city hall, written agreements would be necessary, similar to what is provided for the Southshore Community Center. Bailey asked if that would also be the case if there is no charge for rental. Tietjen stated it would be. Zerby moved, Woodruff seconded to table this item. Motion passed 510. F. Minnehaha Creek Watershed District Rules D and F Heck stated the MCWD has been working on several of their Rules, and the City Engineer has been CITY OF SHOREWOOD REGULAR COUNCIL MEETING MlNur S February 22, 2010 Page 6 of 7 Zerby moved, oo i.. continue to work with other communities. Motion passed 5/0. Director Burton stated staff is looking at the possibility of utilizing on -line registrations and payments. She stated Rev Trak is used by many cities throughout the Metro area. They are certified for high security and will train all necessary personnel. Rev Trak would like the city to sign a one -year contract. An on -line convenience fee can be charged; it has to be the same fee for all transactions, Burton suggested charging a $1.00 fee until the level of interest is determined. Staff is seeking authorization to begin. Zerby believes it is a good fit for our city. It is attractive because the start-up costs are absorbed by Rev Trak. Zerby questioned if transactions could be done by phone or in person; Burton indicated customers could use lobby computer for this. Burton noted the amount of the payment is often limited, so transactions over the set limit could not be paid this way. She noted some cities have a $1,000 limit, and we will want to determine a limit. Bailey asked who the primary users would be for this service. Burton stated the primary user would be those signing up for classes at the Southshore Community Center; it would also be used for payment of utilities, other permits, donations, and registrations for the city's surnmer park programs and park user fees. Woodruff stated the agreement is pretty standard, but he had a concern about the $1 fee because it would not cover the fee charged by Rev Trak. Burton asked what the Council would be comfortable using, noting some of this is a cost of providing this service. Zerby asked if there is an administrative cost of processing a payment made by check. Burton stated there is and is looking into what other cities do. Zerby asked if we can charge for a credit card use. Burton stated cities are permitted to have a convenience fee for all transactions. Zerby moved, Woodruff seconded to authorize staff to begin use of the program. Woodruff stated he would like a list of the charges and fees first. Motion passed 510. 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Upcoming Public Information Meetings An informational memo was provided in the meeting packet regarding upcoming meetings. 2. Water Tower Rehabilitation Project Financial Summary CITY OF S14OREWOOD REGULAR COUNCIL MEETING MINUTES February 22, 2010 Page 7of`T Brown stated Zerby had asked for financial information on the water tower rehabilitation project, and it is provided in the Council packet. He explained the structural repair costs in answer to a question from Zerby. He noted there is a cost down the line to protect the equipment whenever we allow a cellular provider on the tower. Burton reviewed the January 2010 financial report. She noted 2008, 2009 and 2010 revenues and expenditures in order to identify any trends. Heck noted Greenwood has made a contribution to the Southshore Community Center. Trees have been removed near the tennis courts. Brown stated there are two other trees that also need to be removed that are tangled in the electric lines. We will be moving forward with only having one computer service at the Center. B. Mayor and City Council Lizee stated resident David Cochran passed away last week and he was of great service to the communities. 12. ADJOURN Councilmember Turgeon moved, Councilmember Woodruff seconded, Adjourning the City Council Regular Meeting of February 22, 2010, at 9:00 P.M. Motion passed 510. RESPECTFULLY SUBMITTED, Clare T. Link, Recorder F� Christine Lizee, Mayor k