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04-12-10 CC Reg Min5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Lizee called the meeting to order at 7:07 P.M. A. Roll Call Present. Mayor Lizee; Councilmembers Bailey, Turgeon, Woodruff and Zerby; Attorney Tietjen; City Administrator Heck; Finance Director Burton; Planning Director Nielsen; Director of Public Works Brown; and Engineer Landini Absent: None. B. Review Agenda Councihnember Woodruff requested Item I L.A.2 Update on the City -owned House be added to the agenda. Turgeon moved, Woodruff seconded, approving the agenda as amended. Motion passed 5/0. 2. APPROVAL OF MINUTES A. City Council Work Session Minutes, March 22, 2010 Woodruff moved, Zerby seconded, Approving the City Council Work Session Minutes of March 22, 2010, as presented. Motion passed 510. B. City Council Regular Meeting Minutes, March 22, 2010 Turgeon moved, Woodruff seconded, Approving the City Council Regular Meeting Minutes of March 22, 2010, as presented. Motion passed 510. 3. CONSENT AGENDA Mayor Lizee reviewed the items on the Consent Agenda. Turgeon moved, Zerby seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. Approval of the Verified Claims List B. Authorize Purchase of Office Equipment - Photocopier CITY OF SHOREWOOD REGULAR COUNCIL M EETING MlNurES April 12, 2€ 1 Page 2 of 16 C. Adopting RESOLUTION NO. 10 ®011 "A Resolution Approving a Temporary 3.2 Pei-cent 'On -Sale" Malt Liquor License issued to the Excelsior Firefighters Relief Association." D. Adopting RESOLUTION NO. 10-012, "A Resolution Authorizing Mayor or City Administrator to Execute a License to Allow Draintile Connection in Strawberry Lane Right-of-Way to David and Abigail Klanecky, 6090 Strawberry Lane." Motion passed 5/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. None. A. Recognition of Service of Commissioners and Board Members On behalf of the Council and the residents of Shorewood, Mayor Lizee thanked Bob Gagne for his nine years of service as a Planning Commissioner and presented him with a plaque of appreciation and recognition. She noted Mr. Gagne had also served on the City Council and he worked at the Southshore Community Center for many years. Mr. Gagne thanked Council and Staff for the opportunity, and he encouraged all residents to volunteer some of their time to community service. On behalf of the Council and the residents of Shorewood, Mayor Lizee thanked Sue Davis for her almost eight years of service as a Park Commissioner and presented her with a plaque of appreciation and recognition. She noted Ms. Davis now serves on the Planning Commission. Ms. Davis stated volunteers are never turned away and she reminded residents that the Arctic Fever event will be held again in 2011. Travis DeMers was not present at the meeting to receive a plaque of appreciation and recognition for his two years of service as a Park Commissioner. On behalf of the Council and the residents of Shorewood, Mayor Lizee thanked former Park Commissioner Travis DeMers for his service. Patrick Hodapp was not present at the meeting to receive a plaque of appreciation and recognition for his for his seven years of service as a representative to the Lake Minnetonka Communications Commission (LMCC). He also served on the LMCC Executive Committee in different capacities. On behalf of the Council and the residents of Shorewood, Mayor Lizee thanked former LMCC representative Patrick Hodapp for his service. B. Tim Liftin, Executive Director, Minnetonka Community Education, Tour de Tonka 2010 Report Mayor Lizee stated Tim Liftin, Minnetonka Community Education (MCE) Executive Director, is present this evening to discuss the MCE's Tour de Tonka event, noting the event is one of the many things NICE coordinates. Councilmember Zerby asked Director Brown if Public Works has plans to seal coat any of the roadways that are on the route in the City. Director Brown stated there is and that usually causes some tension. Brown explained that before roadways can be seal coated they must be patched. Public Works staff begins patching roadways as soon as asphalt is available. He thought Public Works has implemented a good solution to deal with things. Once Public Works finishes patching the roadways the seal coating effort is done subject to the contractor's schedule. Normally the contractor is responsible for sweeping all of the roadways it seal coats. Public Works now sweeps the seal coated roadways that are part of the Tour de Tonka route a few days before the event. A few years ago the City added an additive that shortens the cure time. Brown noted seal coating of roadways in need cannot be postponed because of the event. Mayor Liz& expressed her appreciation for the communication and cooperation that exists between Director Brown and the Public Works staff and NICE personnel. 7. PARKS Park Commission Chair Norman reported on matters considered and actions taken at the March 23, 2010, Park Commission meeting (as detailed in the minutes of that meeting). A. Manor Park Shelter Administrator Heck stated during its February 9, 2010, meeting the Park Commission reviewed several concept designs for the shelter in Manor Park. The Commission directed Staff to revise the options and gather more information. The Commission reviewed the revised options and discussed six different options during its March 23, 2010, meeting. The Commission selected a concept design which includes an addition for two restrooms, a drinking fountain on the inside of the structure, a small utility room for a forced air furnace, and a ten -foot extension of the existing canopy. He asked Building Inspector Pazandak, who is the project lead, to comment on the concept design. Building Inspector Pazandak explained the proposal is to add approximately 14 feet to the east end of the shelter which is closest to the ball field. The inside of the existing structure is approximately 18 feet by 18 In response to a comment from Councilmember Turgeon, Mayor Liz& stated option 98 is the recommended option. Councilmember Woodruff stated the cost sheet for option #8 doesn't reflect the inside drinking fountain feature being selected as part of the project for a cost of $750. Building Inspector Pazandak stated that option could be added at a later date. Some members of the Park Commission did not want to include that feature in the original project. Councilmember Zerby stated that's not his understanding of the Commission's desire. Administrator Heck stated his recollection is the Commission wanted a drinking fountain inside the building. Pazandak stated the fountain could be located either inside or outside of the building and the cost would be approximately the same. That feature can easily be added to the project. Director Brown stated based on the City's experience with adding a fountain at Eddy Station he recommended putting it in now. Installing a fountain after the fact at Eddy Station was difficult and far more costly. Councilmember Zerby stated one of the pros of the proposed design is the roof structure remained the same. It would not require a conditional use permit. Therefore, it would allow for the project to get started sooner and that was important to the Park Commission. The option with a detached structure would have been far more involved. Park Commission Chair Norman stated the proposed option has the structure close to the play ground. Councilmember Turgeon stated the City recently installed a SNOUT to increase the level of water in the pond in Manor Park. She asked if that could potentially cause water problems in the Park. Building Inspector Pazandak stated that area of the Park is already very wet. Building Inspector Pazandak stated this project will be a "design build" type of project. There has been recent discussion about removing two posts, which help hold the canopy up and replacing them with two steel columns and a beam at the end. That would help address potential increased wind pressure. Councilmember Turgeon stated that to her it appears the cost of the project would be approximately $92,000. Building Inspector Pazandak clarified the high level estimate is $81,650, not including the installation of a drinking fountain. He noted if this project wasn't done the City would still have to invest in required repairs for an approximate cost of $9,325, noting those repairs are included in the $81,650 cost. CITY OF SHO EW OD REGULAR COUNCIL MEE MINUTES April t2, 2010 Page 5 of t Woodruff moved, Zerby seconded, approving the concept design Option 9 8 for improvements to shelter located in Manor Park and authorizing Staff to proceed with the project including a drinking fountain. Building Inspector Pazandak stated the design includes a mop sink. He explained the restrooms would have time controlled access t o them from the outside. Frorn the inside peo ided with keys provi • �• ms. If the drinking fountain were located inside the building people using the Park wouldn't have access to the fountain. Councilmember Woodruff suggested the Park C ommission s o Planning Commissioner Vilett reported on matters considered and actions taken at the April 6, 2010, Planning Commission meeting (as detailed in the minutes of that meeting). Council Liaison Turgeon elaborated on the report. Turgeon noted the Code Amendment for Zoning Permits was recommended for approval on a 4/2 vote by the Planning Commission. Vilett stated the majority of the Commission didn't want to get too involved in residents business; they were concerned about too much government involvement. Vilett then stated that from her perspective it would be beneficial for the City to have some type of handout that specifies what types of things require zoning permits and building permits. Commissioner Vilett explained during the Planning Commission meeting there was discussion about oversized vehicles parked on City roadways in residential areas. Two Commissioners stated those issues weren't being policed even though the instances were being reported to the South Lake Minnetonka Police Department (SLMPD). There had been a comment that an 18 Wheeler had been parked on a roadway and another comment about a camper being parked. She stated she had brought up the concern of storage sheds and PODS on residential properties and the adherence to setback requirements and so forth, and the issue of PODS becoming semi- permanent storage fixtures. Councilmember Turgeon stated there was some question about who was responsible for enforcing what. Turgeon commented residents need to know people can't live in a camper on a street; it has to be on a residential driveway. The concern about the 18 Wheeler was it was driven on the roadway when there were weight restrictions. Turgeon suggested residents, staff and SLMPD personnel be educated on how such issues should be handled. Councilmember Bailey asked if the new Administrative Code Enforcement process could address such issues. Administrator Heck stated the City has a parking ordinance that prohibits long -term parking of large vehicles on City roadways. He explained it's up to the SLMPD to monitor and enforce the ordinance. He stated he was not sure if State Legislation allows the City's Administrative Code Enforcement process to handle non - moving traffic violations. He explained that traffic and parking on the roadways is not a zoning issue. He stated the SLMPD should be monitoring and enforcing that. Attorney Tietjen stated the Legislation does not include parking violations. Councilmember Turgeon stated part of the issue is residents have complained about the issue of oversized vehicles to the SLMPD but the SLMPD has not responded to residents' calls. Councilmember Woodruff asked if there is a set of things the City should be considering writing ordinances to cover. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 12,2010 Page 6 of 16 Director Nielsen stated there were two issues discussed: parking oversized vehicles on City roadways, especially when there are weight restrictions, and people staying in RVs while they are parked ooCity roadways. If an RV is parked on private property and people stay in them, the City can address that {brmngb its zoning ordiumucea. When the R\/m are parked on City roadways, the SLMPD has &uaddress the issue. The second issue discussed was PODS and temporary shelters becoming semi-permanent. The Planning Commission will add that topic tV its work program. Councilmember Woodruff expressed concern about the reported lack of enforcement by the SLMPD.Be stated be has been hearing a similar thing from o:oidnoto for that last two years. He asked Mayor Liz6e, the City's representative on the SLMPI} Coordinating Committee, bo bring this uptothe ConnooiKzc. Be stated if resident calls the Sl.MP[) about a violation in their neighborhood they have every m:ueoo to expect something will be done about it. He stated in his neighborhood there is a high level of belief that nothing will hodone. Muyo,l.iz& stated that is unfortunate. She will bring the uonunuunts forward. She then stated it has been her experience that the 8LM9D has been very responsive. A. City Code Amendment Planning Commission Chapter 201 Director Nielsen stated the Planning Commission had asked to have a review of the by-laws under which they operated added to the Cononuiaaion`n 2010 Work Program. What was originally anticipated to be minor changes tothe |uoQuuAc in City Code Chapter 20l (Planning Commission) turned out toho umajor re-write of the Chapter. The draft revision to the Chapter included in this evening's meeting packet is a result of working between the existing Code and the League of Minnesota Cities' (LMC) model Planning Commission ordinance. The Cornnuioaiou appeared tobe generally satisfied with the way it operates, but h thought the LMC`y uzdiuuucc better described their functions and duties. The Commission thought adding aprovision regarding attendance expectations as well as u provision for uPlunning Connnnioxiou liaison nxthe City Council was necessary. Nio|mcm explained that prior to this meeting CouooUoucnuber Woodruff suggested u couple of changes, noting Staff agrees with the changes. The old Code suggested there also be u liaison to the 9|aouin& Commission from the Park Commission. Woodruff suggested that be deleted and included in the Pork Commission's by-laws. Woodruff also suggested Section 201.06 Staff for the Commission bu modified to opcoiFv the Planning Director ahu|| act as oiu[[ for the Planning Commission; the reference to City Engineer, City Attorney and City Administrator should be deleted and replaced with other City staff and the City Attorney may act as staff aarequired. Counuilznenuber Zor6v asked if Section 201.07 Pov/co and Duties originally contained only 5 subdivisions. He u\utod it appears the revised draft Code ino|odmm 12 new subdivisions. Director Nielsen stated that is correct. Nielsen explained the Planning Commission considered not including Section 210.01 Subd. \0 Capital Improvements and Suhd. \| Purchase and Sale ofReal Property, noting both were included in the LMC`o model. Onfnduuu1u|y, bnib are statutory roquirerneu\e. Per guidance from Attorney 7iu6eu,the language stipulates the Commission will review the Capital Improvement Program onun annual basis. 2er6vfheo stated the p/uy Subdivision |O and I read they appear to, by |un', hind the Council from making changes unless the Commission makes the reoonunnoodu1ion if it has anything to do with the Comprehensive Plan (the Cornp Plan). Nielsen ozp|oiuud if the Council decides the City will purchase property Council can either route tile proposal io the Planning Commission for its recommendation and determination of its consistency with tile Comp Plan, or the City Council can declare it has no bearing on CITY OF SHOR WOOD REGULAR COUNCIL M STING MINUTES April 12, 2010 Page 2 of 1 Ca Councilmember Woodruff stated Section 201.06 states the Planning Director may be required at times to attend Planning Commission meetings. He thought it should be changed to say the Director shall attend all the Planning Commission meetings. He suggested Council wait to take action until the changes have been made. Administrator Heck stated Council may want to discuss Section 201.03 Subd. 3 Members of the Commission Removals. It states "The City Council shall have the power to remove any member of the Planning Commission for just cause as defined in the Shorewood Personnel Policy .,. ". He explained Planning and Park Commissioners can't be subject to the City's personnel policies and procedures. He asked Council if it wanted to include the reference to "just cause ". Commissioners are not going to have the same level of just cause as employees have. Mayor Lizee stated it would be wise to delete that. Director Nielsen stated the Planning Commission discussed this and it wanted to have some standard in there. Just cause was a defined term in the Personnel Policy. It was not intended to hold them to the standard; it was intended to refer to that definition. Attorney Tietjen stated if Council wants to use the same Policy, then it could be incorporated into the by -laws. Commissioners could also be included in the scope of policy, but that may require an amendment to the Personnel Policy. Tietjen noted the City is not required to have a just cause standard for commissioners. Councihnember Zerby stated he did not think there was a need to include that; in all actuality the appointment is to serve at the whim of the Council. Councilmember Woodruff suggested the subdivision be changed to "The City Council shall have the power to remove any member of the Planning Commission." Councilmember Woodruff again reiterated he would like to have the opportunity to review this amendment one more time after Council's suggestions have been incorporated before it takes action on the amendment. Councilmember Bailey stated Section 201.05 Attendance specifies "... members of the Planning Commission shall be required to attend no less than half the official meetings of the Planning Commission held within a given calendar year unless specifically excused by the Chair of the Planning Commission." He questioned why a commissioner would need an excuse from the Chair. He thought the "bar was set low at 50 percent." He suggested deleting "unless specifically excused by the Chair of the Planning Commission" from that statement. Mayor Lizee stated she hoped that any commissioner that would have to miss a meeting would let the Chair know. Councilmember Bailey stated he thought the changes to the by -laws were good. 9. ENGINEERING/PUBLIC WORKS A. Request to Waive Water Connection Fee CITE' OF SHOREWOOD REGULAR COUNCIL MEETING ING I tiN'UTE April t 2, 201 0 Page g of 16 Administrator Heck stated Engineer Landim and he had met with the Frank and ,loan Svoboda 25880 Nelsine Drive regarding a drainage and utility easement the City is trying to get from them for the Nelsine Drive road reclamation project. He explained the Svobodas currently have the ability to connect to water main at Eureka Road. The Svobodas were assessed $5,000 for the installation of water main along Eureka Road in 1996. At that time they were told water main would be installed along Nelsine in the next few years and they could connect to water main there instead if they so chose. Because water main is not going to be installed along Nelsine Drive, they have decided they would like to connect at Eureka Road. They would like to connect to water main without paying the $5,000 connection charge in exchange for granting an easement. Staff believes this would be a fair exchange for the City. Heck noted the City has done exchanges for other things in the past, but not necessarily a connection charge. Engineer Landini noted Council had been provided with a copy of a revised resolution for consideration. The language in the resolution is clearer than that in the resolution included in the meeting packet for this meeting. Mayor Liz6e noted the Svobodas were in attendance this evening. Councilmember Turgeon asked if the drainage and utility easement still has to be filed. Engineer Landini explained it will be filed once it's signed, and the City will pay the $46 filing fee. Turgeon stated it was her recollection there were two easements required for this project. Engineer Landini explained the O'Neills (25540 Nelsine Drive) have verbally agreed to sign an easement but there are some issues with the property that have to be resolved first. He stated he did not know enough about the issues to comment on them, but he is working on gaining an understanding. Woodruff moved, Bailey seconded, authorizing the City Administrator to waive the Water Connection Fee for Frank and Joan Svoboda, 25880 Nelsine Drive, in exchange for granting the City a 10 -foot drainage and utility easement along the east side of Nelsine Drive as written in the resolution provided to Council this evening. Councilmember Bailey asked if the Svobodas did not have anything to trade would the City still waive the connection fee. He then asked if it was an equity thing or was the City buying land for $5,000. Administrator Heck explained the City was looking at this as an equity trade. Bailey stated that would mean if the Svobodas had nothing to trade, the City would be handling the connection charge differently. Bailey then stated he was uncomfortable with this equity trade arrangement. Councilmember Turgeon concurred with Bailey's comment. She expressed concern that doing this would open the City up to trade issues in the future. Councilmember Woodruff stated the City is implicitly attaching a value to something the Svobodas are offering. From his vantage point, it would obligate the City to consider similar offers in the future from other residents. He then stated he would be comfortable with doing this, while commenting it isn't the best situation. He expressed his willingness to agree to this. He thought the City was trading possible revenue at some future date for value in an easement the City needs for a project. In response to a comment from Councilmember Turgeon, Engineer Landini explained the easement documents will identify all the easement specifics and the rights conveyed. In response to a question from Mayor Liz6e, Engineer Landini explained the easement being discussed is located entirely on the Svobodas' property. There is a separate easement being discussed, which would be CITY OF S OREWOOD REGULAR COUNCIL MEETING MINUTES April 12 2910 Page 9 of 16 located entirely on the O'Neills' property. Liz& stated it's her understanding that both easements are necessary to address drainage issues. L,iz& asked if the City could end up considering a similar offer from the O'Neills for this project. Landini explained the O'Neills currently don't have access to City water. Mayor Lizee stated if this is approved the City would have to consider similar offers in the future; it may not have to accept them, just consider them. She wondered if the O'Neills may want something such as a cash offer in exchange for granting an easement. Councilmember Turgeon stated she was uncomfortable with doing this. She expressed concern that people could interpret the City executing this offer as putting a price tag on easements. In response to a question from Mayor Lizde, Engineer Landini explained that Mr. O'Neill has received all the necessary easement documents. He noted that the O'Neills have a different situation. Director Brown explained the O'Neills have an issue of interest in the property. Councilmember Zerby noted that in 2009 the City swapped land it owned for an easement from a property owner on Smithtown Lane. He thought Staff needed to be given latitude to do things such as this in order to be able to do a project. Councilmember Turgeon stated from her vantage point that was different because a price tag was not put on the value of the property owners land. Zerby expressed concern that not agreeing with the Svobodas' offer would delay the project. Engineer Landini stated there is an alternate pathway for the storm pipe within the City's right -of -way, and this would not require getting easements. The City is not locked into acquiring the easements. The project cost would increase because some re- design work would have to be done. He thought the added cost would be close to $5,000. Councilmember Bailey expressed he thought doing such an exchange would set a bad precedent. He stated there are a number of residents who have paid the $5,000 connection charge. He did not think Council has resolved the water policy connection charge issue. Although he did not want to delay the road project, he had concern about doing something different for one property owner, which could affect how it deals with other property owners. Councihnember Woodruff stated he did not think this would affect the water policy with regard to a connection fee. This would be a trade of items of value. This City is bartering for something. The O'Neills could potentially ask for some type of compensation for their easement. Councilmember Zerby stated taking this exchange approach would not cost the City any out -of- pocket money. It would be an eventual loss of revenue. The alternate pathway alternative would cost the City additional out -of- pocket money. Councilmember Woodruff stated the Svobodas could ask for compensation for granting the easement. Councilmember Turgeon stated the City still needs the O'Neills to grant an easement if the current design is used. Councihnember Bailey stated he is willing to do this as a package deal between the City, the O'Neills, and the Svobodas with the City waiving the water connection charge for the Svobodas in exchange for easements from both the Svobodas and the O'Neills. The O'Neills would eventually have to pay the full $10,000 cost for the access to City water (this includes the assessment cost and connection charge). a'ry OF SH REWOOD REGULAR COUNCIL MEETING MINUTES April 12, 2010 Pugs 10 of 16 Without objection froin the seconder, the maker of the motion withdrew the motion. Mayor Liz& stated it was the Svobodas' property that was affected and not the O'Neills because the Svobodas' property also abuts Eureka Road. Councilmember Turgeon stated if watermain had been installed along Nelsine Drive the Svobodas would have still have had to pay the $5,000 connection charge when they chose to connect to watermain. Engineer Landini explained the resolution passed in July 1995 regarding to change the City's water policy from a $5,000 cost to a $10,000 cost; the $10,000 cost was for both the assessment for watermain installation and the connection charge. The Ordinance was changed before Eureka Road was reconstructed and watermain installed. Councilmember Zerby suggested this be continued until the O'Neills resolve the issue of interest they have with their property and sign the easement. Director Brown stated it could take some time for the O'Neills to resolve the property issue. Councilmember Woodruff stated the next item on the agenda is to accept bids and award contracts for the Nelsine Drive road reclamation project and the Meadow View Road and partial Wild Rose Lane road reconstruction project. If the City is not successful in obtaining the two easements, then the bid award will have to be revised to reflect the alternative pathway option, which would be located in the right -of -way. A change order would have to be issued. He asked Staff when the change order would have to be issued in order to keep the project on track. Engineer Landini explained a change order can be issued after the contract has been signed but before construction is started. Director Brown explained Staff has discussed what the worst case scenario if the easements don't work out with the Svobodas and O'Neills. There is an alternate pathway for dealing with the drainage issues for an additional cost. It would be up to the successful bidder to come forth with a schedule. From the time Council awards the contract there is an approximate three to four week period before the contractor will be ready to start the project. B. Accept Bids and Award Contract for 2010 Road Improvement Project, City Project NOs 10 -01 and 10 -02 The low bidder for the 2010 Nelsine Drive road reclamation and the Meadowview Road and Wild Rose Lane road reconstruction projects is W. M. Mueller and Sons Inc. in the amount of $404,697.18. The engineer's estimate was $606,610. Councilmember Woodruff stated the bid from W. M. Mueller is approximately $50,000 less than the next lowest bid and approximately $100,000 below "the pack." He expressed concern about the large difference in bid amounts. He asked Staff if this was a good contractor. Engineer Landini stated the City of Victoria and TKDA have done several successful roadway projects with this firm for Victoria over the Motion passed 4/1 with Lizee dissenting. Mayor Lizee again reiterated her opposition to any roadway reconstruction project that does not include the extension of watermain (where it doesn't exist). She expressed her disappointment watermain will not be installed as part of the Meadowview Road and Wild Rose Lane reconstruction project. C. Authorization to Distribute Request for Proposal for Superior Control and Data Acquisition System ( SCADA) System Director Brown explained that in previous years' discussions about the capital improvement program (CIP) Staff has discussed its desire to design and install a Superior Control and Data Acquisition ( SCADA) System for both the waste water lift stations and the municipal well system. The SCADA System has been programmed into the CIP and Enterprise Budgets for both the sewer and water systems over a three year period starting in 2010. Staff has written a request for proposals (RFP) for the design and implementation of the base system as well as the design and installation of new lift station control panels for Lift Station 15 and 17 located on Enchanted and Shady Islands. Brown then explained the goal of the new System and controls is to obtain better alarm reporting and real time or moderately delayed flow data and reporting. Data will also be provided to help reduce infiltration and inflow into the service areas. Brown stated the RFP is designed as a "performance based RFP." This was done because of the wide range of technologies available for vendors use. The RFP specifies many of the detailed parameters while at the same time leaving vendors enough latitude to identify their individual solutions. Brown explained the proposals must be received by the City no later than 10:00 A.M. on May 12, 2010. Staff anticipates it will present the proposal and cost considerations to Council during its Mary 24, 2010, meeting. Brown noted Staff will present an additional RFP for the actual reconstruction of the remaining portions of Lift Stations 15 and 17 to Council during its April 26, 2010, meeting. Full reconstruction of these lift stations have also been programmed into the CIP and Enterprise Budgets. The two RFPs were spaced out because the control panel deigns and construction will take considerably longer than the remaining design and construction of the Lift Stations. Brown stated there are a couple of corrections to the RFP. Council has been made aware that the submittal deadline in Section 1.5 was changed to consistently reflect responders must submit three copies of their proposal. In Section 10.7.viii TDMA was changed to CDMA. He related that Councilmember Motion passed 4/1 with Woodruff dissenting. 10. GENERAL/NEW BUSINESS A. Grant Application for Organic Waste Recycling Pilot Program Administrator Heck stated the meeting packet for this evening contains a grant application for a one -year pilot Organic Waste Recycling program for Council's consideration. The pilot program would begin on September 8, 2010. Heck explained Hennepin County has a Waste Abatement Incentive Fund and the City could apply for grants funds to cover half of the per - household cost of organic waste collection for pilot program participants. Staff has discussed such a program with Organic Disposal, the recommended service provider. The cost per household for organics waste collection would be $4 for pilot program participants. The pilot program would be available to approximately 500 residents in the west portion of the City. Organic waste would be picked up weekly during the summer months and bi- weekly during the winter months. The pick -up would occur on Wednesdays, the same day as garbage and recycling pick -up. Heck then explained the total grant request is for $24,540. There would be little cost to the City. The City would have to provide nominal funds in the amount of $1,000 for the development and printing of a survey and Staff time. The total project cost would be$25,540. If the grant is not awarded the City is under no obligation to offer the program. Heck went on to explain that at the end of the one -year pilot program period the City could decide whether or not it wants to continue with organic waste recycling, noting the cost per household would be $8. It could be extended to the entire City. Heck stated Staff recommends Council authorize the submittal of the grant application. Councilmember Bailey asked if when Heck said "little cost to the City" he meant $1,000, to which Administrator Heck responded yes. Bailey asked if there is any risk to the City, to which Heck responded no. Heck noted if the grant were awarded to the City, the City does not have to accept it. Heck stated Staff is only asking for authorization to submit the grant application. CITY OF SHOREWOOD REGULAR COU Ctt, ML E MINUTES April t2, 2010 Page 13 of 16 Councihnember Turgeon stated she wanted to know the full program cost. She then stated this would require a third waste container. She also wanted to know the staff costs to bill the program participants for the service as well as any other staff costs before she would support submitting the grant application. And, she wanted to know what determines success. She questioned what the longterm cost to the City would be after the pilot program is over. Administrator Heck stated the City's Recycling Coordinator is managing this project; it falls under the Coordinator's regular responsibilities. If there are not enough residents who want to participate in the pilot program, it won't be offered. He again stated Staff is only asking for authorization to submit the grant application. Councilmember Turgeon stated she wanted to know the success rate of organic waste recycling in other cities. She wants more information about what other cities are doing. She stated she didn't need to be on the leading edge for everything. Councilmember Bailey asked what the purpose was of doing such a pilot program. Administrator Heck stated part of it is to determine if there is any resident interest in organic waste recycling. Heck then stated Hennepin County may require cities to provide organics waste collection services in the next two to three years. Bailey stated he was not sure what the point was in doing this now. He questioned what lessons will be learned from the pilot program. Mayor Lizee stated she thought it important to give residents the option to recycle organic waste. Such a program would show that recycling organic waste would reduce the amount of solid waste collected. She thought it would be great to start with a pilot program and learn more about it. Councilmember Zerby stated he didn't think there is any harm in offering the pilot program. He noted residents can subscribe to organic waste recycling already. He thought it would be a nice service to offer the residents. Councilmember Woodruff stated the Recycling Coordinator is already busy and this will be an additional thing for her to take on. The Finance Department has to handle the billing and receivables for the program. He didn't think all Staff costs have been identified. He expressed concern that other job responsibilities will not be done if this takes a priority. He stated he thought organic waste recycling was a great idea. He stated he is not in support of offering such a program at this time. He thought the City could wait until Hennepin County makes it a requirement. He did not think "Shorewood has to be in the business of trying to save the organic recycling world here ". Mayor Lizee recessed the meeting at 9:03 P.M. Mayor Lizee reconvened the meeting at 9:06 P.M. B. Grant Application for Parr Recycling Mayor Lizee stated based on the reluctance to support submitting a grant application for providing organic waste recycling services she assumed Council would not support submitting a grant application for providing recycling services in the City's parks. Councilmember Woodruff stated he thought the City has asked its residents to recycle and he thought the City should ask the same of itself. CITE' OF SHOREWOOD REGULAR COUNCIL M ETING MINu April 12, 210 Purge 14 of 16 1. Minnehaha Creek Watershed District Rules Update Administrator Heck stated Minnehaha Creek Watershed District (MCWD) representatives and Lake Area administrators met last week to discuss potential MCWD rules changes. There was a lot of philosophical discussion about buffers and size of buffers. Everyone understood there needs to be a buffer. Administrators expressed concern about applying that process to single family residential properties and lots of records. The MCWD Board will discuss the comments it received during its June 2010 Board meeting. He then stated some bake Area cities have sent in individual comments to the MCWD. The City of Mound will draft of joint response from member cities. He noted he did not attend the discussion about shoreland stabilization. CITY OF SHIRK WOOD REGULAR COUNCIL MEETING INN MINUTES April 12, 2010 Doge 15 of 16 2m City-Owned House Administrator Heck stated the renters are still there. He's been informed by the rental agency that the renters may be interested in purchasing the house and directed Bonnie Burton to follow -up with Mr. Schwartz the rental agent. He noted the renters have had very few issues. B. Mayor and City Council 1. Excelsior Fire District Board Councilmember Bailey explained he attended a meeting of the Excelsior Fire District (EFD) on April 7, 2010. The Board was provided a review of the 2011 Operating Budget preliminary proposal and the 2011 — 2031 CIP. He noted draconian like cuts were made to the 2010 EFD Operating Budget because of the anticipated 2010 $120,000 mandatory contribution to the Excelsior Firefighters Relief Association. EFD Chief Gerber is proposing to restore some of the cuts made in the 2010 budget. He thought it likely the City will see a several percentage point increase in its contribution to the District. H indicated it's his understanding that there will property valuation reductions in the neighborhood of 8 percent this year across the City. Therefore, the City will be under a lot of budget pressure. Should Council want him to take a position back to the EFD Board, he recommended Council deliberate that at least at a high level sometime during the next two meetings. Councihnember Turgeon asked if there was any discussion about the impact of the State Legislature taking fiends from the State's Fire Safety Fund for general State operations. Councihnember Bailey stated he did not think that directly impacted the District. Administrator Heck stated it doesn't directly impact the District. He explained fire departments throughout the State request reimbursement for training; the reimbursements ultimately come from the Fire Safety Fund (the Fund). There are a number of fire departments who requested reimbursements for training but were not awarded them and others departments received much less than what was requested. Also, the Legislature had not previously allocated all of the funds in the Fund for use. The Legislature recently looked at the size of the Fund and decided to allocate $10.5 million from the Fund to the State's General Fund leaving approximately $2 million in the Fund. In addition to reimbursement for firefighter training, the Fund provides fiords to regional hazardous materials responders and the State Fire Marshall. He explained a person's homeowners' insurance shows a .65 percent surcharge which is supposed to be dedicated for fire safety purposes. That .65 percent surcharge is now going to go to the State's General Fund. He stated he sent a note to the City's legislative representatives conveying the City was against that. He noted that Representative Doepke voted against doing this. Unfortunately, it's been put into law. Councilmember Turgeon asked that the topic of the City's community gardens be added to the next Council agenda. Mayor Lizee stated there is a South Lake Minnetonka Police Department Coordinating Committee meeting scheduled for May 5, 2010. CITY OF S1-It REWOO REGULAR COUNCIL MEETING MINUTES April 12, 2010 Page 16 of 1.2. ADJOURN Woodruff moved, Zerhy seconded, Adjourning the City Council Regular Meeting of April 12, 2010, at 9.21 P.M. Motion passed 5 /0. RESPECTFULLY SUBMITTED Christine Freeman, Recorder Christine Liz6e, Mayor