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01.09.12 CC Reg Meeting MinCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JANUARY 9, 2012 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Lizee called the meeting to order at 7:02 P.M. A. Roll Call Present. Mayor Lizee; Councilmembers Hotvet, Siakel, Woodruff and Zerby; Attorney Keane; City Administrator Heck; Finance Director DeJong; Director of Public Works Brown; and Engineer Landim Absent: None. B. Review Agenda Woodruff moved, Hotvet seconded, approving the agenda as presented. Motion passed 510. 2. APPROVAL OF MINUTES A. City Council Work Session Minutes, December 12, 2011 Zerby moved, Woodruff seconded, approving the City Council Work Session Minutes of December 12, 2011, as presented. Motion passed 510. B. City Council Executive Session Meeting Minutes, December 19, 2011 Hotvet moved, Woodruff seconded, approving the City Council Executive Session Minutes of December 19, 2011, as presented. Motion passed 510. 3. CONSENT AGENDA Mayor Lizee reviewed the items on the Consent Agenda. Hotvet moved, Zerby seconded, approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. Approval of the Verified Claims List B. Adopting RESOLUTION NO. 12 -001 "A Resolution Setting the 2012 Regular Council Meeting Schedule for the City of Shorewood." C. Travel Policy for Elected Officials CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 2 of 12 D. Adopting RESOLUTION NO. 12 -002 "A Resolution Authorizing the Mayor and City Administrator to Extend the Electronic Parcel Database Conditional Use License Agreement with Hennepin County for the Year 2012." E. Administrator's Performance Review F. Setting the Dates for Joint Meeting with the Park and Planning Commissions G. Adopting RESOLUTION NO. 12 -003 "A Resolution Accepting Final Improvements for the Rehabilitation of Lift Station 15, City Project 10 -16." H. Adopting RESOLUTION NO. 12 -004 "A Resolution Accepting Final Improvements for the Rehabilitation of Lift Station 17, City Project 10 -17." Mayor Liz& noted Council had been provided a revision at the dais this evening for Item 3.B Setting the City Council Regular Meeting Dates. The November 12, 2012, meeting will be moved to Tuesday, November 13, 2012. Councilmember Siakel stated Item 3.17 proposes scheduling a joint meeting with the Park Commission for February 14, 2012. Because that is Valentines Day and people may want to celebrate it, she suggested changing it to another date. After discussion there was Council consensus to schedule that joint meeting to February 28, 2012. 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. 7. PARKS A. Report on December 13, 2011, Park Commission Meeting Park Commissioner Hartmann reported on matters considered and actions taken at the December 13, 2011, Park Commission meeting (as detailed in the minutes of that meeting). B. Park Concessions Agreement Administrator Heck explained that Russ Withum has been providing concession services at Eddy Station for the City since 2005. Mr. Withum has indicated he is willing to do so again for 2012. Mr. Withum will pay the City $394 and that payment is due by September 30, 2012. Mr. Withum retains all profit from the CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 3 of 12 sale of the concessions. He is responsible for purchasing and maintaining all of them and hiring the people to sell them. He noted that per the request of the Park Commission Staff will be checking with the various sports organizations to see if they have any interest in providing the same services for 2013. He stated the City had done that in the past but it was not very successful. Woodruff moved, Zerby seconded, approving the Park Concessions Agreement for 2012 with Russ Withum per the recommendation of the Park Commission subject to including Mr. Withum's address in the agreement. Motion passed 510. 8. PLANNING No report was given as there had not been a Planning Commission meeting since the last Council meeting. The next Commission meeting is scheduled for January 17, 2012. 9. ENGINEERING /PUBLIC WORKS A. Municipal State Aid Roadway Designations Engineer Landini explained the City became a Minnesota Department of Transportation (MnDOT) Municipal State Aid (MSA) city in the early 1990s when the City's population reached 5,000. Roads designated as MSA routes are eligible to funding derived from fuel taxes collected at fuel pumps for maintenance and construction. At that time, the City designated certain streets as MSA routes and has amended those designations as needed over the years. MSA routes have to be in a loop and they have to be connected to a State road, Hennepin County road, or another MSA route. When the 20 -Year Pavement Improvement Program was last reviewed, Staff realized that by moving Eureka Road North to MSA status would allow the City to access State road construction funds to make improvements to this road rather than use local funds for those improvements. In order to designate Eureka Road North as an MSA route, the City has to remove Grant Lorenz Road from the MSA system. The City can then designate Birch Bluff Road and Eureka Road North as MSA routes. The draft resolution contained in the meeting packet makes those amendments to the MSA system. Councilmember Hotvet asked about future improvements to Grant Lorenz Road and how would they be paid for? Engineer Landini responded the improvements would be paid for with local funds. Zerby moved, Siakel seconded, adopting RESOLUTION NO. 12 -005 "A Resolution Approving Amendments to the Designated Municipal State Aid Routes." Motion passed 510. 10. GENERAL /NEW BUSINESS A. Making Appointments to Certain Offices and Positions within the City of Shorewood for the Year 2012 Mayor Lizee stated the meeting packet contains a list of appointments made for 2011. She reviewed her recommendations for appointments to certain offices and positions within the City for 2012. The appointments were the same as those made for 2011 with the exception of switching the Council liaison appointments to the Park and Planning Commission to be the opposite of the 2011 appointments and designating Jeff Casale as the liaison to the Minnehaha Creek Watershed District (MCWD), an appointment Mr. Casale currently holds. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 4 of 12 Councilmember Zerby noted that partway through 2011 Council chose to appoint Councilmember Siakel as the alternate to the Lake Minnetonka Communications Commission (LMCC). He suggested that be added to the list of appointments. Councilmember Siakel explained that during its November 14, 2011, meeting Council appointed Mark Sylvester to the Lake Minnetonka Conservation District Board for the period of January 1, 2012 — January 31, 2014. She suggested his name be added to the list of appointments. It now just lists the appointment as a resident. Councilmember Siakel asked if the appointment of the liaison to the MCWD is up. Administrator Heck explained that Council decided not to formally appoint anyone as the liaison to the MCWD in 2011 as Mr. Casale was already on the MCWD Board of Managers and agreed to provide Council with quarterly MCWD updates. Siakel stated in 2011 Council made an effort to ask for resident participation. She asked if Council wanted to find out if there is interest from residents to serve as the liaisons to the MCWD the Riley Purgatory Bluff Creek Watershed District (RPBCWD). Councilmember Woodruff commented that Mr. Casale is a resident in the City. Heck stated last year it was difficult to find residents that were interested in becoming involved. Mayor Lizee noted the MCWD has a Citizens Advisory Committee and Shorewood residents have served on it in the past. She supported finding out if there are other residents interested in those two liaison positions by publishing those openings in the City's newsletter and on its website. Councilmember Siakel stated she thought it was great for the City to have a liaison to the MCWD. She clarified her point is that if there is another resident interested in being involved with the MCWD they should be given that opportunity. Zerby moved, Hotvet seconded, adopting RESOLUTION NO. 12 -006 "Making Appointments to Certain Offices and Positions within the City of Shorewood for the Year 2012." 1. The following persons are appointed to the following offices and positions a) Acting Mayor: Scott Zerby Council Representatives to b) Park Commission Liaison: January — June 2012: Richard Woodruff July — December 2012: Debbie Siakel C) Planning Commission Liaison: January — June 2012: Laura Hotvet July — December 2012: Scott Zerby d) Metro Cities (AMM): Richard Woodruff e) Alternate Metro Cities (AMM): Brian Heck f) Lake Minnetonka Communications Commission: Scott Zerby g) Alternate Lake Minnetonka Communications Commission: Debbie Siakel h) Coordinating Committee South Lake Minnetonka Police Department: Mayor i) Alternate to Mayor on Coordinating Committee South Lake Minnetonka Police Department: Debbie Siakel J) Excelsior Fire District Board Member: Scott Zerby k) Alternate Excelsior Fire District Board Member: Laura Hotvet CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 5 of 12 1) Investment Committee: Suspend m) Personnel Committee: Christine Liz6e and Debbie Siakel n) Weed Inspector: Mayor Liz6e o) Assistant Weed Inspector: Joe Lugowski 2. That the following other appointments are made: a) Minnehaha Creek Watershed District Liaison: resident b) Riley Purgatory Bluff Creek Watershed District Liaison: Jeff Arnold C) Lake Minnetonka Conservation District: Mark Sylvester (January 1, 2012 — January 31, 2014, Resolution No. 11 -064) d) Lake Minnetonka Communications Commission: Ken Hendrickson (January 1 — December 31, 2012, Resolution No. 12 -007) e) Minnetonka Community Education: Tad Shaw (January 1, 2011 — December 31, 2012, Resolution No. 11 -002) f) City Attorney: Timothy J. Keane g) City Prosecutor: Ken Potts h) Emergency Preparedness Director: SLMPD Police Chief Bryan Litsey 3. Official Depositories: Beacon Bank, 4M Fund & other Depositories as necessary 4. Official Newspaper: Sun Sailor. Notices may also be published in the Laker. 5. That the Blanket Bond (Official Bonds) is approved. That such appointments shall take effect on the date hereof and shall continue for the remainder of the year or until such time as a successor is appointed by the City Council. Motion passed 510. B. Lake Minnetonka Communications Commission Appointment Mayor Liz6e noted that Ken Hendrickson has expressed interest in continuing as the City Representative to the Lake Minnetonka Communications Commission (LMCC) for 2012. She stated she has been pleased with Mr. Hendrickson's work on the LMCC. Councilmember Zerby noted that he is also pleased with the work Mr. Hendrickson has done on the LMCC and he noted that Mr. Hendrickson is a member of the LMCC Executive Committee. Zerby moved, Woodruff seconded, adopting RESOLUTION NO. 12 -007 "A Resolution Appointing Ken Hendrickson as the City Representative to the Lake Minnetonka Communications Commission Board for the Year 2012." Motion passed 510. C. Park Commission Appointments Mayor Liz6e explained that in February 2012 there are two Park Commission and two Planning Commission seats up for reappointment. The three -year terms for Park Commissioners Edmonson and Robb are up and both expressed an interest in reappointment. The three -year terms for Planning Commissioners Arnst and Hasek are up. Arnst is not seeking reappointment; Hasek is. She asked Council if it would like to interview the incumbents that want to be reappointed and advertise for applicants for CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 6 of 12 the other Planning Commission seat, or would it prefer to advertise for four seats as well as interview the incumbents that want to reapply. Councilmember Siakel thanked the three incumbents who want to reapply. She explained that in 2011 Council put a process in place to interview incumbents who wanted to reapply to the two Commissions to assess how they felt about their current term which was expiring as well as compare them against new applicants. From a perspective of fairness, she thought things should be handled similarly for 2012 appointments. The other four Councilmembers agreed with that. Councilmember Siakel asked if this process should apply to appointments to positions such as the representative to the Lake Minnetonka Communications Commission (LMCC), the Lake Minnetonka Conservation District (LMCD) and so forth. She stated she thought things should be consistent. Councilmember Woodruff stated the Park and Planning Commissioners are more involved with what is going on with the City and Council. He clarified he was not diminishing the role of other appointees. He then stated he could support handling all of the appointments the same. Councilmember Siakel reiterated Council should adhere to its established process and it should be fair. Councilmember Zerby stated he agreed with Councilmember Woodruff s thought that the process for selecting Park and Planning Commissioners should be standardized. The other organizations to which resident appointments are made have lesser involvement with City staff. Woodruff moved, Hotvet seconded, directing Staff to advertise for the soon -to -be open two Park Commission and two Planning Commission seats, to interview the incumbents that want to reapply for their seats, and to complete this effort by February 28, 2012. Motion passed 510. D. Planning Commission Appointment This was discussed as part of Item 10.C. E. Recycling Fees Administrator Heck explained that the 2012 Recycling Budget adopted by Council reflected an increase in the 2012 recycling fee. Director DeJong explained the 2012 Recycling Budget reflects a revenue increase of $5,000. That increase is the result of increasing the per - quarter recycling rate by $0.50; from $13.50 per quarter to $14.00 per quarter. Siakel moved, Hotvet seconded, approving Ordinance No. 489 "An Ordinance Titled "License, Permit, Service Charges and Miscellaneous Fees." Motion passed 510. F. 2012 Staff Salaries Administrator Heck noted that in 2010 the council adopted a compensation plan / policy that ties compensation adjustments to an employees overall performance. He explained that he conducted the 2011 reviews for department heads. Department heads who supervise staff conducted reviews for those employees they supervise. He and the department heads discussed the reviews the department heads prepared. He then made recommendations for compensation adjustments based on the reviews. He CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 7 of 12 reviewed his adjustment recommendations with the Personnel Committee and revised the adjustments based on the feedback received from the Committee. The meeting packet contains a document outlining recommendations for non -union employee compensation adjustments. The adjustments conform to the compensation policy. Heck explained that a few employees are at the maximum of their salary range. If an employee is at there range maximum, they are eligible for a lump -sum payment provided their performance meets or exceeds expectations. A market comparison of staff positions will be conducted in 2012 and the outcome of that analysis could result in changes in salary ranges. A couple staff positions will have their classifications re- evaluated. He noted there are four full -time employees who he recommends receive a lump -sum payment because they are at or exceed the maximum of their salary range and they met or exceeded expectations. One of those four will also be brought up to the maximum in their range. He also noted that the total amount of adjustments uses a portion of the 10 percent of the total adjustment pool he was asked to set aside by Council. Councilmember Woodruff requested that the adjustment document be modified to list the actual names as part of the notation for lump -sum adjustments. He stated he was a member of the Council when the current compensation policy was adopted. He explained that at that time a lump -sum payment opportunity was for those that met or exceeded expectations, are at the top of their salary range, and made a particular contribution that should be rewarded. From his vantage point, it was not intended to automatically give those employees at the top of their salary range a lump -sum payment every year as long as they met or exceeded expectations. Lump -sum payments were intended to be earned. He expressed he was troubled that there was no information about what those employees did to warrant a lump -sum payment. He commented that it was not his intent to spend the entire adjustment pool just because it was budgeted for. Councilmember Siakel stated if job descriptions are to be reviewed this year she recommended that be accomplished the first quarter of 2012. She also thought the job definitions be reviewed for accuracy and revised as needed. She then stated based on her experience in private industry when an employee receives and exceptional rating there are usually specific examples of what contributed to that exceptional rating. She questioned if that feedback is consistently provided. She commented she thought that there is both equity and inequity with what is being recommended. She stated that although she may not agree with all of the recommended adjustments proposed by Administrator Heck she thought Council should support his recommendations because staff reports to Heck and it should be his decision. Councilmember Woodruff stated he thought it important that all employees understand the compensation adjustment ground rules and that the rules are applied consistently. He commented it was not clear to him how they are being applied and what the criteria is. Mayor Lizee expressed her disagreement that the lump -sum payments are proposed just because there are sufficient budgeted funds to do so. She stated an individual's performance review reflects why they earned the overall performance rating. Those reviews are in employees' personnel files. Based on the reviews she read she thought there is sufficient justification for ratings and adjustments. She noted she had explained to Administrator Heck that she thought the job descriptions and job classifications need to be reviewed for applicability. She agreed with Councilmember Siakel's recommendation to accomplish that in the first quarter of 2012. She noted she is satisfied with the compensation adjustments proposed by Heck. Zerby moved, Hotvet seconded, approving the 2012 compensation adjustments for non -union staff as recommended. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 8 of 12 Administrator Heck stated that over the last year a concerted effort has been made to insure staff clearly understands what is required to meet and exceed expectations. The employee evaluation tool also identifies core values and core responsibilities. An employee should be able to review their performance review document which is prepared with their department head at the beginning of 2011 to refresh themselves on what they are expected to do. Motion passed 510. G. 2012 Planning Calendar and Project List Administrator Heck noted the agenda materials contain a copy of the draft planning calendar for Council meetings and work sessions for the first half of 2012. It identifies potential agenda items for those meetings. Some of the dates for the meetings will change as the year progresses. The calendar is on the shared computer drive so all of staff can access it. The packet also contains a list of City -wide projects as well as department specific projects. He asked Council for feedback. Councilmember Zerby asked if the Council calendar dovetails with the work plan timetables for the Park and Planning Commissions. He cited the solid waste discussion as an example. Administrator Heck clarified that solid waste is a topic for Council discussion; not the Commissions. Zerby stated there are other things on the Commissions' work plans. Heck stated they do dovetail in. Councilmember Woodruff thanked staff for preparing this document, noting it likely took a great deal of time to prepare it. He expressed concern that staff may have committed to doing more than is realistic. His preference would be to have a plan and goals that are achievable. He supported implementing the planning calendar. Councilmember Hotvet agreed that preparing the planning calendar likely took a lot of work to prepare. She asked how often staff will review the calendar. Administrator Heck explained staff meets every Tuesdays and one of the items is to review the agenda for the upcoming Council meetings and work session agendas. This provides staff with more time to prepare items for discussion. Administrator Heck described the project schedules included in the meeting packet. The City -wide project schedule is for projects that spread across departments or that will take a long time to complete. He reviewed the project list headings for all of the project lists. They are: Task / Project; Description and Individual Actions; Timeline; Key Decision Point Dates; Staff Responsible; Staff Accountable; and, Consulting Staff. The largest City -wide project is the GreenStep City Program. Strategic Planning and Municipal Water Planning and Policy are the two other City -wide projects. Each individual department also has a project list. Park Commission projects will be discussed with the Park Commission. Heck explained priority 1 projects have to be completed in 2012. It would be nice to complete priority 2 projects in 2012, but it is not a problem if they are not. It's very unlikely that priority 3 projects will get done in 2012. He noted that staff has not prioritized the project lists as of yet. The Planning Department project list will reflect the Planning Commissions work plan once that has been solidified. Councilmember Zerby suggested the project list include some indication of scope of effort and / or personnel resource commitment. Councilmember Siakel agreed with adding a scope of effort column of high, medium and low. Councilmember Hotvet asked Administrator Heck to refresh Council on what the minimum requirements are to be classified as a GreenStep City. Heck responded the items identified in the City -wide GreenStep CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 9 of 12 Cities Program project are pretty much it. There are a few GreenStep Cities best practices that have not been included in the list that must be done but they are long -term projects. Administrator Heck noted he will also add a progress to date column to the project lists. Councilmember Woodruff stated because the City doesn't have a strategic plan. Therefore, the project goals will feed back into a future strategic plan. He cited a timeline statement "indicated this is done need full review and verification" but there is no date. He asked Administrator Heck to clarify statements like that. He noted the timeline for the Engineering project Covington Road Silt Chamber has a timeline of "3r quarter construction ". He stated he hopes that is wrong. Engineer Landim stated it needs to be done by the first of September 2012. Woodruff asked for that to be changed. Administrator Heck reiterated the planning calendar and project lists are draft documents H. Electronic Council Meeting Packets Administrator Heck stated Council has discussed going to electronic meeting packets several times. He explained Council receives a copy of a work session or regular meeting packet in PDF format electronically. He stated Staff is recommending converting all of the Councilmembers and staff members to electronic packets./ If Council agrees, then a decision needs to be made regarding what hardware and software is required. Mayor Lizee stated she likes the way things are done today. All Councilmembers and all staff members receive a meeting packet electronically. If a Councilmember wants a printed packet they pick one up at City Hall. She supports keeping the option of having a printed copy as an option. Councilmember Siakel stated going forward she will request a printed copy when she wants one. Councilmember Hotvet stated she will continue to receive only an electronic copy of a meeting packet and she will continue to use her own equipment. Councilmember Woodruff stated a year ago he tried using a small computer provided by the City for accessing electronic meeting packets and he found that platform to be cumbersome to use. He stated he will use his own computer to access electronic packets; he doesn't need another computer. He noted that he doesn't have the software to annotate a PDF packet on his personal computer. He thought Councilmembers should be provided with that tool. He expressed his preference to continue to get a printed copy of meeting packets as well. Councilmember Zerby stated most residents have computers. Therefore, he does not think the City should provide Councilmembers with a computer. He then stated the 2012 budget includes funding for computers for Councilmembers. He suggested that funding be used to purchase another camera for the Council Chamber. He noted the Lake Minnetonka Communications Commission has expressed that would be helpful to capture audience participation. Councilmember Siakel noted that in an early discussion this evening it was pointed out that the resident survey indicates that only a small percentage of residents watch Council meetings on cable television or on the internet. Zerby stated he thought more residents will watch meetings once agenda parsing is implemented. Mayor Lizee suggested another microphone also be added over the audience area. Councilmember Woodruff agreed with Lizee and Zerby on their additional hardware recommendations. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 10 of 12 Administrator Heck stated if Councilmembers need additional software to annotate PDF documents then the City should provide that. Mayor Lizee and Councilmember Woodruff reiterated they want to continue to receive a printed packet Councilmember Siakel stated that at least for now she will receive an electronic packet only. 11. OLD BUSINESS A. GASB54 Fund Designation Director DeJong stated during its December 12, 2011, meeting Council adopted the Governmental Accounting Standards Board (GASB) 54 requirements subject to changing "... subsequently to remove or change any constraint so adopted by the board." to "... subsequently to remove or change any constraint so adopted by the council." in the GASB 54 Policy. He noted he thought there may have been some confusion about the GASB 54 Policy that was actually adopted. He asked that re- adopting the Policy be placed on this meeting agenda to ensure there was clarity about the Policy adopted. Woodruff moved, Siakel seconded, adopting RESOLUTION NO. 12 -008 "A Resolution Adopting Governmental Accounting Standards Board 54 Requirements" again. Motion passed 510. 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Hennepin Country Open Book Meeting Date, May 7, 2012, 5:00 — 7:00 P.M. Administrator Heck stated the Hennepin County Open Book Meeting has been set for May 7, 2012, from 5:00 — 7:00 P.M. to allow property owners the opportunity to ask Hennepin County Assessors about their property valuations. 2. GreenStep Cities Program Update Administrator Heck noted that Staff is in the process of updating the City's website with regard to the GreenStep Cities Program. It will show the status of actions items as well as the contract person for each action item. The bench marking site is up and functioning. Council will have to prioritize the GreenStep Cities Program project list. 3. Grant Updates: Organics Collection and Trails Administrator Heck noted the City did not receive a trail grant to help fund the construction of 1200 linear feet of paved trail from the LRT Trail on the County Road 19 Tonka Bay /Shorewood border to Smithtown Road. There were 57 grant applications totaling a cost of $4 million and there were only approximately $900,000 in grant funds available. Staff is continuing to work on engineering for that project and identifying what the necessary easements would be. Staff is continuing to research if there are other grant opportunities. Staff has put out requests for proposals for organics collection because there are two haulers that are interested in providing that service. The service may start as early as March 1, 2012. Councilmember Hotvet asked how residents will be selected to participate in that pilot project. Administrator Heck stated it will be opened up to any resident who wants to participate in it up to the limit the City can subsidize. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 11 of 12 4. Hockey Day Minnesota Administrator Heck stated there is still hope that Hockey Day Minnesota will happen. Director Brown stated there are a number of issues with the ice where this will occur in the City of Excelsior. Brown explained that he and Administrator Heck met with representatives from Excelsior and Hockey Day Minnesota earlier in the day. Arrangements have been made to allow them to rent the City's ice maker for a fee. 5. Excelsior Finance Director Services Update Administrator Heck stated he and Director DeJong met with Excelsior City Manager Luger on January 6, 2012, to discuss the possibility of the City providing financial services to Excelsior. Luger is revising the agreement she has prepared. It appears the Excelsior may want to purchase basic clerical financial services (e.g., payroll, utility billing, accounts payable, accounts receivable). Excelsior may also want to be able to purchase minimal contract services from Director DeJong to help work on officer type services. A proposed agreement may be available for Council consideration by the end of January. 6. Tonka Bay Engineering /Planning Services Proposal Administrator Heck stated that Staff has worked on a request for proposal response for providing engineering and planning services to the City of Tonka Bay. That was sent to Tonka Bay the end of December 2011. Staff will contact Tonka Bay City Administrator Kohlmann next week to see what the next steps in the process are. 7. Draft 2012 Planning Commission Work Plan Administrator Heck stated the meeting packet contains a copy of a draft Planning Commission work plan for 2012. The Commission will discuss the plan during its January 17, 2012, meeting. 8. City Boundary Signs Director Brown stated the meeting packet contains a copy of a summary document of costs for the recently purchased City of Shorewood city boundary signs. He explained the City was able to recover the costs of the revised signs by salvaging materials that had been damaged or deteriorated. He noted the Minnesota Department of Transportation (MnDOT) will be putting up the two signs to be located along State Highway 7 soon. MnDOT will cover the costs of furnishings and the installation. Other Administrator Heck stated there was an article published in the Star Tribune Newspaper regarding the Minnesota Department of Natural Resources (DNR) increasing its enforcement of aquatic invasive species (AIS) transportation violations. The DNR has indicated the education phase is over. It's his understanding the DNR representatives have drafted a document for eventual legislative consideration that would allow the DNR to delegate authority to local agencies for enforcement and regulation of AIS. Heck then stated the City is going to order five types of trees for sale to residents. The lowest price tree will be $30 and others will range in price from $60 — $70. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 9, 2012 Page 12 of 12 Heck went on to state that Hennepin County Sheriff Stanek has received the authorization to move forward with the construction of a new communications facility. He explained that Mayor Lizee had given him a copy of a letter that spoke of financing of the facility. That financing may including charging agencies for the dispatch services it receives from the County. Stanek has indicated that he is opposed to doing that but it is the prerogative of the Hennepin County Board of Commissioners. Director Brown stated ice rinks have become a hot topic of conversation with some residents. He explained Public Works has been trying to keep the frost in the ground by soaking the rink areas while waiting for cold weather. He noted that Administrator Heck has worked with Staff to draft guidelines for the Park Commission's review regarding when the City should abandon its efforts on rink preparation. B. Mayor and City Council Nothing reported. 13. ADJOURN Zerby moved, Hotvet seconded, Adjourning the City Council Regular Meeting of January 9, 2012, at 8:25 P.M. Motion passed 510. RESPECTFULLY SUBMITTED Christine Freeman, Recorder t ATTEST Christine Lizee, Mayor Brian Heck, City Administrator /Clerk