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07-12-10 CC Reg MinCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JULY 12, 2010 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Liz& called the meeting to order at 7:04 P.M. A. Roll Call Present. Mayor Liz6c; Councilmembers Bailey, Turgeon, Woodruff and Zerby; Attorney Tietjen; City Administrator Heck; 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 510. 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes, June 14, 2010 Turgeon moved, Zerby seconded, Approving the City Council Regular Meeting Minutes of June 14, 2010, as presented. Motion passed 510. B. City Council Work Session Minutes, June 28, 2010 Turgeon moved, Woodruff seconded, Approving the City Council Work Session Minutes of June 28, 2010, as presented. Motion passed 5/0. C. City Council Regular Meeting Minutes, June 28, 2010 Woodruff moved, Zerby seconded, Approving the City Council Regular Meeting Minutes of June 28, 2010, as presented. Motion passed 510. 3. CONSENT AGENDA Mayor Liz& reviewed the items on the Consent Agenda. Turgeon moved, Woodruff seconded, Approving the Motions Contained on the Consent Agenda subject to clarifying that Item 3.B is for a cost of $21,417. A. Approval of the Verified Claims List B. Award Preparation of Feasibility Report and Design for 2011 Road Reconstruction Project CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 12, 2010 Page 2 of 7 C. Accept Low Quote and Award Contract for 2010 Pavement Marking Motion passed 510. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC HEARING None. 6. REPORTS AND PRESENTATIONS None. PARKS A. Resolution Approving Change Order 1 for the Bituminous Overlay Project for Silverwood Park Parking Lot Improvements In response to a comment from Councilmember Bailey, Director Brown explained the 2010 Park Capital Improvement Program (CIP) includes $22,000 for improving the parking lot in Silverwood Park. He asked Midwest Asphalt,, the contractor selected to perform the 2010 bituminous mill and overlays project, to submit a proposal via change order to make the improvements at Silverwood Park. He made the request because of the attractive pricing the City received for the mill and overlays project. The total change order quote is $11,972.50; it's a very good deal. Brown noted the Park Commission has not had the opportunity to formally recommend this item for approval. Bailey moved, Zerby seconded, Adopting RESOLUTION NO. 10 -036 "A Resolution Approving a Change Order 1 for the 2010 Bituminous Mill, Overlays and Appurtenant Work, City Project No. 10 -06." Councilmember Bailey stated he did not think there was any need for the Park Commission to have to recommend approval of this item before Council adopts the resolution, noting he respects the Park Commission's role. There was Council consensus that it was not necessary to adopt the resolution contingent on the Park Commission recommending moving forward with the improvement to the parking lot. Motion passed 510. 8. PLANNING No report was given. 9. ENGINEERINGfPUBLIC WORKS Nothing additional to report. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 12, 2010 Page 3 of 7 10. GENERAL/NEW BUSINESS A. Deer Management Director Nielsen explained that during its March 22, 2010, meeting Council had again discussed the topic of deer management. During that meeting Staff reported to Council that the outcome of the annual aerial deer survey conducted under the guidance of the 'Three Rivers Park District indicated deer counts were up in the City after the year long suspension of the deer management program. The count was up 42 from the previous year, while noting the survey is just a snapshot. During that meeting, Council directed Staff to contact Metro Bowhunters Resources Base (MBRB) to arrange for a deer removal program for 2010 and to draft a formal deer management policy. During its May 24, 2010, meeting Council was presented with a copy of the 2010 Hunt Rules and it approved the suggested deer removal dates for 2010. Nielsen stated the meeting packet for this meeting contains a copy of the draft deer management plan. The plan is somewhat of an expansion of the March 2010 Staff memorandum about deer management. The document lays out a deer management strategy and it identifies numerical goals for the deer population. Staff has discussed deer population goals with the Three Rivers Park District, the Department of Natural Resources and other cities. After having those discussions Staff has recommended a goal of 15 deer per square mile in the City, and the plan indicates no square mile area should have a population of more than 20. There are some deer concentration areas in the City that have considerably higher populations. Nielsen then stated during August 2010 he will meet with the president of MBRB to identify recommended sites for the hunt. The recommended sites will be presented to Council for consideration. Highly populated areas will be the areas of concentration for the 2010 removal program. Mayor Lizee asked if the City has been contacted by the Minnetonka Country Club (MCC) about again conducting a removal on its property in 2010. Director Nielsen stated MCC usually contacts the City later in the year. Councilmember Turgeon asked if there was a better time of year than February to conduct the aerial survey. Director Nielsen responded he did not think so. Turgeon moved, Bailey seconded, directing Staff to prepare a resolution adopting the Wildlife Management Plan for consideration on the consent agenda for the July 26, 2010, Council meeting. Councilmember Bailey stated he thought it was a very good report and he appreciates the work Staff did. Councilmember Zerby concurred with that. Councilmember Zerby asked what it cost the City for the aerial survey. Director Nielsen explained the City's share of the cost for the last survey was approximately $800. Motion passed 5/0. B. Water Brochure Mayor Lizee stated Alan Wallner, with W Creative, was present to solicit Council's input on the draft brochure about the City's municipal water system. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 12, 2010 Page 4 of 7 Mr. Wallner stated he wanted to make sure that the brochure accurately conveys what Council wants it to. The brochure should be informative and effective. It's intended to get residents intrigued and to get a dialogue started. There could be a web page on the City's web site where there will be additional information about the water system. Councilmember Turgeon stated she thought Mr. Wallner brought all of the information together quite well. She suggested the word "got" be removed from the statement "Got Road Construction Coming ?" She also suggested the statement about volatile organic compounds have a period at the end of it. She indicated if those two changes were made, she would be quite happy. Councilmember Zerby recommended explaining what costs are based on. For example, the costs are based on 2010 costs. He suggested the statement about the benefits of rising property values and lower insurance rates be softened somewhat. Someone should check with a real estate agent and an insurance broker to determine if those benefits can be validated. He thought the softening could be accomplished by adding the word "may." Councilmember Bailey expressed discomfort about the phrase "Studies suggest a growing number of people prefer the security, reliability, and convenience of city water." The City has been challenged on the validity of studies before. Mr. Wallner stated he will reword that. With regard to a comment from Councilmember Zerby, Director Brown explained City water is tested monthly for coliform bacteria and it's tested annually for things such as nitrates, arsenic, volatile organic compounds, lead and more. Mayor Lizee suggested that under the the of Rest Assured the statement about the State of Minnesota recommends testing once a year be clarified to state the recommendation is for private wells. Councilmember Woodruff recommended the abbreviation for thousand be replaced with the actual numbers throughout the brochure. The word split should be replaced with assess or assessed throughout. The brochure needs to be corrected to say Council makes any decision to start a water main installation project or to kill a project. Residents can express their agreement or disagreement about water main projects. The statement beginning with "A blank check" should be reworded. The statement "city workers install water main during road construction" is not true; contractors do the installation. The word paid in the phrase "the $7,000 - $10,000 you paid" should be changed to were assessed. The concept of the connection fee needs to be explained more frequently in the brochure. Councilmember Zerby recommended replacing the City Engineer's name and direct phone number with his title and the City Hall main phone number. Things change over time. He suggested adding the word private to the statement "The short-term view: wells are cheaper ". Mayor Lizee stated it's her understanding that in accordance with state law unused wells must be sealed. Director Brown confirmed that. Lizee recommended that be corrected in the section of City Water Facts. There was consensus to replace "roughly $35 /month" with a "minimum of $17.50 /month ". In response to a statement from Councilmember Woodruff Director Brown explained private wells can be drilled as deep as city wells; it's all a matter of what the resident wants to pay. The brochure will be clarified. Councilmember Woodruff suggested including the word private in the statement "Shorewood city water is softer than area well water ". He stated he thought the statement in the brochure by Mayor Lizee which CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 12, 2010 Page 5 of 7 is "I think there is true value in the safety and reliability of city water. This is a big picture issue — it's about making the right investment." was subjective. He did not think the brochure should contain such an editorial comment without there being sufficient backup. Councilmember Turgeon stated it was a personal comment not a statement from the City. Liz& stated she stands behind her comment. Councilmember Zerby stated he did not think the pictures in the brochure with children related to water. Mr. Wallner stated the pictures are there to try and connect with residents. One way to connect to the future is through children. Mayor Lizde expressed her support for the pictures. Mayor Liz6e stated she liked the brochure and she thanked Mr. Wallner for his efforts. Councilmember Woodruff stated Mr. Wallner has moved the City a whole lot closer to having a brochure and he has done so relatively fast. Mr. Wallner stated he will have a new draft of the brochure available for the July 26` Council meeting. He noted the brochure is scheduled to go to the printer on July 28` C. Authorize Expenditure of Funds for Roof Repairs, Public Works Facility Administrator Heck explained the single ply roofing on the Public Works facility is shrinking and pulling loose at the edge of the roof. Building Official Pazandak obtained quotes for repairing the edge of the roof. The low quote is from Incline Exteriors for the amount of $4,160. He related that Pazandak recommends repairing the roof when the weather accommodates the best conditions for the installation and lower labor costs. Pazandak estimates the repairs should last 7 — 10 years. Heck noted an area of the roof where there was a leak has been repaired. Staff recommends accepting the low quote from Incline Exteriors. The 2010 Public Facilities Capital Improvement Program (CIP) has allocated $10,000 for the repair. Woodruff Moved, Turgeon seconded, directing Staff to initiate the roof repairs for the Public Works facility and accepting the low quote from Incline Exteriors in the amount of $4,160. Motion passed 510. D. Authorize Expenditure of Funds for Roof Repairs, SE Area Well and Filtration Plant Administrator Heck stated the SE Area Well Building and Filtration Plant roofs need to be repaired. The shakes on the building roof needs to be replaced with new shakes or new asphalt shingles. The Filter Plant roof needs to be replaced. The repairs are not budgeted for in the 2010 CIP. The costs will be paid for out of the Water Fund. In response to a comment from Councilmember Woodruff, Director Brown explained the cupola on the Well building is a decorative item. Councilmember Zerby asked what the total cost of this request is. Director Brown explained based on Building Official Pazandak's report to Administrator Heck the quoted cost to replace the Filter Plant roof is $7,530. Replacement downspouts for that roof are $400. The cost to replace the roof on the cupola is $460. The cost to replace the shakes on the Filtration Plant roof with new shakes is $4,312, while the cost to replace the shakes with asphalt shingles is $2,172. Council needs to decide if it wants to make repairs CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 12, 2010 Page 6 of 7 to the cupola roof and whether it wants to replace the SE Area Well building roofing with shakes or singles. Mayor Lizde recommended re- roofing the SE Area Well building with asphalt shingles. There was consensus not to re -roof the cupola and to replace the SE Area Well building roofing with asphalt shingles. Zerby moved, Bailey seconded, directing Staff to initiate the roof repairs for the SE Area Well Building and the Filtration Plant and accepting the low quote from Incline Exteriors in the amount of $10,642 to replace the roof and downspouts and install roof installation on the SE Area Filtration Plant, and to replace the shakes on the SE Area Well Building roof with asphalt shingles. Motion passed 5/0. Councilmember Bailey requested that in the future the council action form include where the funding for projects is proposed to come from. 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff Administrator Heck stated he attended a Minnehaha Creek Watershed District (MCWD) public hearing on July 8` about proposed MCWD rule changes. He noted Mayor Liz6e and Couneilmembers Woodruff and Zerby also attended the meeting. He explained he thought the exceptions for single family residential properties for the Wetland Protection Rule are not very clear and he recommended developed single family residential properties be exempt from the Wetland Protection Rule. He stated the MCWD will meet on July 15 " to discuss the comments made during the public hearing, noting he cannot attend that meeting. He noted the MCWD is not going to have any more public hearings on the Wetland Protection Rule and the Shoreline and Streambank Stabilization Rule. Councilmember Woodruff clarified the revised rules could possibly be adopted on July 15 "', but the rules would not take affect until the Stormwater Management Rule is completed and adopted. Heck then stated there is a South Lake Minnetonka Coordinating Committee quarterly meeting scheduled for July 21, 2010, at 5:00 P.M. There is also a Mound Fire Department meeting scheduled for the same day. There is an Excelsior Fire District Operating Committee meeting scheduled for July 14 "'. Director Nielsen stated MCWD staff attempted to remove the blue tubes in Gideon Glen. They gave up on their attempt because of the number of wasps in the area. They will try to remove the tubes on a rainy day. Director Brown stated the first layer of asphalt has been put down on Smithtown Lane and the area has been sodded. The final lift of asphalt should be put down on Smithtown Lane and Harding Lane in the next couple of weeks. Nelsine Drive was paved with the first course of asphalt on July 9"'. The storm sewer has been installed on Wild Rose Lane and Meadowview Road, and the contractor is working on drain tile. The mill and overlays of Meadowview Road and Eureka Road South will begin on July 19"'; it was delayed because of rain. Councilmember Bailey asked if the City was going to submit a proposal to provide fiscal agent services to the Excelsior Fire District. Administrator Heck stated he did not it would be an appropriate time to take that responsibility on because the City is currently without a finance director and it will take the new CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES July 12, 2010 Page 7 of 7 director time to come up to speed. Councilmember Turgeon and Councilmember Woodruff agreed with that. B. Mayor and City Council Councilmember Turgeon stated she received a letter from Minnesota Senator Olson regarding a representative in Vadnais Heights who is trying to get Lake Minnetonka Conservation District (LMCD) disband. In her letter Senator Olson asked if there was any interest in having a meeting with her on the topic. Turgeon asked if there was any interest in doing that. Administrator Heck stated Councilmember Woodruff, the City's representative on the LMCD, had forwarded the letter to him and he has not contacted Senator Olson about it. Mayor Liz6c stated Senator Olson's intent is to share information and solicit feedback. Liz6c stated she has asked Senator Olson to consider a meeting with a few cities or all of the Lake Minnetonka cities at the Southshore Community Center rather than visiting each city separately. Councilmember Woodruff thought it would be prudent to have a meeting with the cities about the LMCD and its future. 12. ADJOURN Turgeon moved, Woodruff seconded, Adjourning the City Council Regular Meeting of July 12, 2010, at 8:05 P.M. Motion passed 510. RESPECTFULLY SUBMITTED Christine Freeman, Recorder ` Christine Lizke, Mayor