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03-12-12 CC Reg Mtg MinCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, MARCH 12, 2012 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Lizee called the meeting to order at 7:00 P.M. 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Lizee noted all Councilmembers were present this evening and that Administrator Heck was unable to attend tonight's meeting. A. Roll Call Present. Mayor Lizee; Councilmembers Hotvet, Siakel, Woodruff and Zerby; Attorney Keane; Finance Director De7ong; Planning Director Nielsen; Director of Public Works Brown; and Engineer Landini Absent: Administrator Heck B. Review Agenda Mayor Lizee noted that following this regular meeting Council will adjourn to Executive Session to complete the City Administrator's performance review. Siakel moved, Zerby seconded, approving the agenda as presented. Motion passed 5/0. 2. APPROVAL OF MINUTES A. Joint City Council/Planning Commission Work Session Minutes, February 21, 2012 Zerby moved, Hotvet seconded, Approving the Joint City Council/Planning Commission Work Session Minutes of February 21, 2012, as presented. Motion passed 4/0/1 with Woodruff abstaining due to his absence at the meeting. B. City Council Special Session Minutes, February 27, 2012 Zerby moved, Hotvet seconded, Approving the City Council Special Session Minutes of February 27, 2012, as presented. Motion passed 4/0/1 with Woodruff abstaining due to his absence at the meeting. C. City Council Work Session Minutes, February 27, 2012 Zerby moved, Hotvet seconded, Approving the City Council Work Session Minutes of February 27, 2012, as presented. Motion passed 4/0/1 with Woodruff abstaining due to his absence at the meeting. D. City Council Regular Meeting Minutes, February 27, 2012 CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 12, 2012 Page 2 of 14 Hotvet moved, Siakel seconded, Approving the City Council Regular Meeting Minutes of February 27, 2012, as presented. Motion passed 4/0/1 with Woodruff abstaining due to his absence at the meeting. E. City Council Executive Session Minutes, February 27, 2012 Zerby moved, Siakel seconded, Approving the City Council Executive Session Minutes of February 27, 2012, as presented. Motion passed 4/0/1 with Woodruff abstaining due to his absence at the meeting. F. Joint City Council /Park Commission Work Session Minutes, February 28, 2012 Hotvet moved, Siakel seconded, Approving the Joint City Council/Park Commission Work Session Minutes of February 28, 2012, as presented. Motion passed 4/0/1 with Woodruff abstaining due to his absence at the meeting. G. City Council Executive Session Minutes, March 5, 2012 Zerby moved, Siakel seconded, Approving the City Council Executive Session Minutes of March 5, 2012, as presented. Motion passed 510. 3. CONSENT AGENDA Mayor Lizee reviewed the items on the Consent Agenda. Zerby moved, Woodruff seconded, Approving the Motions Contained on the Consent Agenda. A. Approval of the Verified Claims List B. Approval to Purchase Picnic Tables for Parks C. Tennis Court Resurfacing 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 A. Mark Sylvester, Report on Lake Minnetonka Conservation District Activities Mayor Liz& noted that Mark Sylvester, the City's representative on the Lake Minnetonka Conservation District (LMCD) is present this evening to give a report on LMCD activities. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 12, 2012 Page 3 of 14 Mr. Sylvester, on behalf of the LMCD, presented Councilmember Siakel with a framed picture of Lake Minnetonka in recognition of her service on the LMCD Board. Siakel was the City's representative during 2011. Siakel thanked Mr. Sylvester for the picture and she noted that she has heard he is doing a greatjob. Mr. Sylvester stated his first two months as the representative (he started in January 2012) have been relatively slow in large part because it is the winter season. He explained in late January the LMCD purchased a third harvester. He noted the discussion about the purchase occurred before his tenure but the vote occurred during his tenure. He explained the LMCD Board listened to perspectives from the Minnesota Department of Natural Resources (DNR) and the Army Corps of Engineers regarding how they envisioned treating and managing Eurasian Watermilfoil in Lake Minnetonka going forward. Both agencies envisioned a combination of chemical treatment and harvesting. The two harvesters the LMCD had prior to the purchase were both about 10 years old and the expected life of a harvester is 10 — 15 years. The LMCD Board decided to purchase a third harvester (a replacement for the one that basically sank in 2011). Part of the cost of the new harvester would be paid for with insurance reimbursement money from the loss of the harvester. Mr. Sylvester noted the LMCD had a very successful Save the Lake banquet about one month ago. Over 100 people attended the banquet. Mr. Sylvester stated the LMCD has recently issued a couple of public service announcements. He explained that any time the Lake Minnetonka elevation level falls below 928 feet the LMCD can adopt a resolution that would allow people to extend their dock lengths. The Minnehaha Creek Watershed District (MCWD) measured that water level to be 927.9 the beginning of February 2012. There has been some snowfall and rainfall since then. The LMCD is monitoring the issue. Mr. Sylvester then stated the MCWD and the LMCD are encouraging residents around the Lake to use service providers that are approved by the DNR. In order to be approved by the DNR the service provider has to complete a training program regarding how to mitigate the transfer of aquatic invasive species (AIS) between water bodies. Mayor Liz& asked if there is a link on the LMCD's website to a list of DNR approved service providers that the City could have on its website. There is one on the LMCD's website. Councilmember Hotvet asked what the LMCD's plan is for communicating this to owners of properties that front Lake Minnetonka. She then asked how the property owners can get the information. Mr. Sylvester responded there is information on the LMCD's website and it will be published in its newsletter. There is discussion about mailing a flyer to residents around the Lake. Councilmember Woodruff explained that in 2011 the State Legislature passed a law that requires service providers who put objects into water bodies in the State to have certified trained personnel in the detection and prevention of AIS. He then explained that the MCWD and the LMCD have issued a joint press release sent to all the cities announcing this requirement and where to get information. He thought the information will make its way to the City's website. The information has been published in some of the newspapers. He encouraged those people who have a service provider put in their dock, watercraft, an irrigation pump and so forth to check the service provider's vehicle to see if they have a yellow sticker indicating they are certified. They should also have backup paperwork. He then encouraged people not to user service providers who are not certified. Mr. Sylvester stated he is going to start writing a column for the City's website related to the Lake CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 12, 2012 Page 4 of 14 Councihnember Siakel stated she thought Mr. Sylvester was off to a strong start. She noted that Mr. Sylvester had spoken to her about writing a column which she thinks is an excellent idea. She also noted that Mr. Sylvester is a member of the LMCD's Ordinance Committee. PARKS A. Report on the February 28, 2012, Park Commission Meeting Park Commissioner Gooch Hartman reported on matters considered and actions taken at the February 28, 2012, Park Commission meeting (as detailed in the minutes of that meeting), 8. PLANNING A. Report on the March 6, 2012, Planning Commission Meeting Planning Commissioner Garelick highlighted his experiences over the last two days with the South Lake Minnetonka Police Department (SLMPD). He noted he is president of the Shorewood Ponds Association. He noted that SLMPD Community Service Supervisor (CSS) Hohertz spoke to the Shorewood Ponds property owners about fraud that elderly residents were experiencing. He explained the fraud that is most concerning involves young people calling and posing as grandchildren, and asking them to wire money because they are in some type of predicament and need money. The young people indicate they do not want to call their grandparents and ask for money. He then noted he went on a ride along with Patrol Sergeant Mark Guyer one day. He stated after spending time with SCC Hohertz and Sergeant Guyer he has a strong confident feeling that the City is being taken care of. Commissioner Garelick noted that he had spoken to the Planning Commission during its February 21, 2012, meeting about what is happening in the real estate market in the City. He commented the City is a community of mainly houses. He explained this evening he was going to review real estate statistical information. He noted that he would give the information to Director Nielsen for distribution to the Councihnembers and Planning Commissioners. He explained the information was put together by the Board of Realtors. The highlights of the information Commissioner Garelick shared is as follows. • Homebuyers in the 13- comity Twin Cities metropolitan area signed 3,756 purchase agreements during February 2012; up 34.2 percent over February 2011. There were over 5,300 new listings; up 1.1 percent from February 2011. The number of homes for sale continued to drop to over 16,600; down approximately 27 percent from last year. • In the City there are 52 residential properties for sale. They range in price from $149,900 to $4.2 million. • When comparing 2011 to 2012, in the City the average price median property value increased from $337,000 to $453,000. A 34 percent increase. Why? The real estate market is getting better and foreclosures are down. Property owners in the City area getting 87 percent of their asking price. • In 2007 the average price for a residential property in the City was $450,000. In 2008 it was $465,000. In 2009 it was $356.000. In 2010 it was $359,000. And in 2011 it was $350,000. The change from 2007 to 2011 was a 22 percent drop. • Last year foreclosures were 50 percent of the market. That has dropped. • The values of the properties in the City are increasing. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 12, 2012 Page 5 of 14 Commissioner Garelick stated the question people need to address is how to attract new residents into the City. He explained he attended a seminar in the City of St. Louis Park a few weeks ago. That City puts on a program for realtors that includes a welcome from the mayor, a discussion about the community and the schools, as well as the housing stock. There was a PowerPoint presentation; he will give Staff a copy of it for distribution. The City also prepared a packet of information for realtors. He recommended the City do something similar to promote the City. Commissioner Garelick expressed concern that there is very little move -up housing in the City. Shorewood is not a good place to purchase a home if you are a first or second dine home buyer. Residential properties are priced at the high end. Commissioner Garelick stated he was not able to attend the March 6, 2012, Planning Commission meeting. He asked Director Nielsen if he wanted to report on it. Nielsen explained the planning items on this meeting agenda reflect what the Planning Commission discussed during its most recent meeting. Mayor Liz& stated it's prudent to take into consideration the changing demographics of the community and how it works within the larger community that has the same zip code as the City. She thanked Commissioner Garelick for sharing the real estate information and sharing his perspective about the SLMPD. B. Zoning Code Amendment— Allowable Encroachments Director Nielsen explained that during its November 28, 2011, meeting Council considered a request for a front yard setback variance involving all entry structure encroaching into a front yard setback for a property located at 4675 Fatima Place. He noted the house on the property was older. He also noted the Planning Commission recommended Council deny the request. He stated the applicants ultimately withdrew their request. He explained the Council and Planning Commission agreed there were merits to the request. Staff was directed to prepare an amendment to the City's Zoning Code that would allow for certain encroachments into the front yard for older houses (houses built before the City's current zoning requirements were put in place). Nielsen highlighted of the proposed amendment. A definition for a portico was added. A portico is a structure that is attached to the front of the building. It has a roof that is supported by columns, but there are no walls. It is basically a covered entry treatment that allows people to get out of the weather as they approach the entry of the home. He explained the original draft of the amendment stipulated the extent of the encroachment could extend across 25 percent of the length of the house. The Planning Commission recommended it be changed to 50 percent. The copy of the Ordinance amending the Zoning Code included in the meeting packet reflects that change. The Commission also added a provision to allow ramps and other devices for access to buildings and sites by disabled persons in compliance with the Americans with Disabilities Act to encroach into any required front, side or rear setback, subject to certain restrictions. He noted the Planning Commission unanimously recommended Council approve the Ordinance amending the Code. Mayor Lizde expressed how pleased she was with this outcome. This amendment will allow a lot of residents to make improvements to their homes. Councilmember Siakel stated she was pleased to see progress CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 12, 2012 Page 6 of 14 Siakel moved, Woodruff seconded, Approving ORDINANCE NO. 492 "An Ordinance Amending the Shorewood Zoning Code as it Pertains to Allowable Front Yard Encroachments." Councilmember Woodruff stated he thought the amendment makes a lot of sense. He then stated he thought there is one thing that should be changed but he did not want to delay approving the Ordinance. He explained he did not think it should be restricted to supported overhangs. He thought a cantilevered roof should be allowed. He stated if ever there is a request for a cantilevered overhang and he is on the Council he will vote in favor of it. Motion passed 510. Dan Gloude, 4675 Fatima Place stated he and his wife had requested the variance referenced. He stated it is his understanding that if approved the Ordinance will go into effect upon publication in the City's official newspaper. He explained siding is being put on their remodeled house now. He asked Council to authorize their moving forward with what they originally requested in the variance right away, noting Director Nielsen has indicated Council has granted to permission to issue the building permit before publication. Mayor Liz6e stated she did not think there would be a problem with doing that. Director Nielsen noted that the Gloudes' plans are well within the draft Ordinance. Attorney Keane asked Nielsen if what the applicants want to do is within the scope of the application and plans on file. Nielsen responded yes. Keane stated then there is no problem allowing the applicants to move forward prior to publication. Zerby moved, Siakel seconded, authorizing the applicant to proceed prior to official publication of Ordinance 492. Motion passed 5/0. Mr. Gloude noted that during Council's November 28 meeting he and his wife were told that certain fees would be returned because they withdrew their variance request. That has not happened. He stated he will follow -up on that with Director Nielsen. C. Animal Regulations — Farm and Other Animals Director Nielsen explained that the Planning Commission has spent a fair amount of time over the last few months reviewing five drafts of a proposed amendment to the City Code which addresses farm and other animals in the City. It will add a new chapter to Title 700 of the City Code. The meeting packet contains a copy of the fifth and the final draft of the amendment. There was some concern expressed that residents may want to do some minimal "urban farming" and the proposed amendment is intended to address that. The proposed amendment limits the types of specific small animals that may be kept, it addresses confinement and shelter, it prescribes enforcement measures for the keeping of animals, it limits the number of them and it identifies the permit process for having them. With regard to nonconformity with the allowable number of animals at the time the Ordinance amendment is adopted, the applicant still has to obtain a permit and they will not be allowed to replace any animals in excess of the allowable limit in the Code. The Planning Commission unanimously recommended approval of the fifth and final amendment. Councilmember Zerby stated the State regulates certain wild animals and the federal government may do the same. He thought the City has to comply with those mandates. Director Nielsen stated the Ordinance does not allow for them with minor exceptions. Zerby asked if state and federal laws supersede the City's provisions. Nielsen stated he has not verified that. Zerby stated if there are already regulations prohibiting people from having wild animals he cautioned against the City having duplicative regulations or regulations that don't fit. Zerby asked if Staff researched what other cities in the area have for regulations. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 12, 2012 Page 7 of 14 Nielsen stated Staff has researched other cities regulations and the proposed amendment is consistent with what other suburban cities do. Nielsen noted that Staff has not researched state, federal and county laws. Councilmember Woodruff stated he is convinced the proposed amendment does what needs to do with regard to wild animals. He then stated the Planning Commission was very thorough in its discussion about the provisions in the amendment. He went on to state the amendment adequately references State Statutes. He explained there is a provision under wild animals that states "If a wild animal bites a person, the animal must be forfeited immediately to authorized City personnel for rabies testing." He noted that snakes don't get rabies, yet they are considered wild animals. He stated at some point a change to that could be considered. Woodruff moved, Siakel seconded, Approving ORDINANCE NO. 493 "An Ordinance Amending the Shorewood Zoning Code to Include Chapter 704: Farm and Other Animals ", and Adopting RESOLUTION NO. 12 -015 "A Resolution Approving Publication of Ordinance 493 by Title and Summary ". Councilmember Zerby asked Director Nielsen if he thought this Ordinance amendment would have addressed certain types of complaints that the City has received in the past. Nielsen stated the Planning Commission wanted to allow residents to be able to have some level of urban farming. Nielsen explained the Commission discussed whether or not an owner of a larger property should be able to raise more animals than someone who owns a smaller property. It decided the allowable number should be the same. He noted allowing urban farming was not intended to allow for a home occupation. Councilmember Hotvet stated she was present for one of the Planning Commission's discussions about this topic. She thought its lengthy discussion was very thorough and detailed. She noted she was impressed by the discussion. Motion passed 510. D. Erickson Final Plat Director Nielsen explained that Bill Erickson and his neighbors had purchased a parcel of land that was common to all of their lots. In August of 2009 they received preliminary plat approval to rearrange the property lines common to their lots. They proposed to split up one large parcel in the middle and combine the pieces with their respective properties. Doing so would bring some of the properties into better compliance with the Zoning Code. During the final plat process a number of problematic title issues were identified. He noted there have been several extension requests and all have been approved. Nielsen then explained that title issues have been resolved and the applicant has submitted the final plat. The final plat is consistent with the approved preliminary plat and the applicant has addressed three conditions imposed on the subdivision with the preliminary plat. They are: the owners have granted a conservation easement to the City for wetland that occupies the parcel being divided; they have created a driveway easement agreement for the common driveway serving the properties; and, they have posted an escrow to ensure that the portion of the tennis court that would become nonconforming due to the rearrangement will be corrected. He noted Staff recommends approval of the final plat. Siakel moved, Woodruff seconded, Adopting RESOLUTION NO. 12 -016 "A Resolution Approving the Final Plat of Bill Erickson Addition." Motion passed 5/0. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 12, 2012 Page 8 of 14 Mayor Liz& thanked the Ericksons for their patience and tenacity, and Director Nielsen for making this work out. E. Campbell Residence — Expansion of Nonconforming Structure Site Address: 450 Lafayette Avenue Director Nielsen explained Dan Krieter, with Mathias K Builders, has submitted plans to substantially renovate the house on the property located at 450 Lafayette Avenue. The subject property is very substandard with regard to the area and the house on the property. He noted that he has met with at least three owners or prospective buyers of the property and all of them wanted to do things that were well outside of what the City Ordinance requires. This is the first applicant that has tried to work to make it fit. He explained that the applicants commissioned Bob Shaffer, with the Foundation Architects, to prepare a plan that did not require any variances. Mr. Shaffer has done a remarkable job of doing that. Nielsen noted the City Zoning Code was changed in 2011 to make it consistent with State Statute with regard to nonconforming structures. He explained State Statute, and now the City's Ordinance, allows a person to replace a nonconforming structure even if it is torn down. An expansion is not necessarily allowed. The City Code allows an expansion of the nonconforming structure provided the expansion meets all of the requirements of the zoning district in which it is located. That does require Planning Commission review and recommendation and City Council approval. He noted that the City's old rule was if the nonconforming structure was destroyed to 50 percent or more of its value it had to be put back in compliance with the setback requirements. Nielsen explained the property is zoned R -lA /S, Single - Family Res idential /Shoreland and contains approximately 6370 square feet of area. Lafayette Avenue (which is basically a very narrow driveway) serves four lots on a peninsula of land extending into Lake Minnetonka. All of the Lots are thru lots; they go from shoreline to shoreline and none of them meet the R -1 A requirements. Nielsen then explained that the plan developed by Mr. Shaffer keeps the existing footprint. The existing second level will be replaced and it will be made somewhat larger while keeping within the buildable area of the very substandard lot. The existing foundation will be underpinned; it is grossly substandard. There are slightly pitched roofs on the current house. They will be flat roofs on the renovated house. They will have a little less visual impact on the adjoining property owners. Nielsen went on to explain the hardcover exceeds the maximum allowed for a shoreland lot. The hardcover is 38.11 percent and 25 percent is the maximum allowed. Even though the applicant will expand the house somewhat he will reduce the hardcover to 34.4 percent; a substantial reduction. He noted the driveway that serves the property serves the two properties beyond it. A Planning Commissioner suggested Staff do a second hardcover calculation that doesn't include the driveway or the land underneath. That second hardcover percentage is less than 30 percent. Nielsen noted the Planning Commission asked Staff to provide Council with floor area to lot area tabulations. On substandard properties the ratio cannot exceed 30 percent. He explained the floor area of all structures, including the garage, is 1905 square feet. The ratio of floor area to the 6,369 square foot lot is 29.9 percent. Nielsen reiterated the architect did a very nice job of making the house fit. Nielsen noted the Planning Commission recommended approval of the building permit CITY OF S14OREWOOD REGULAR COUNCIL MEETING MINUTES March 12, 2012 Page 9 of 14 Mayor Lizee stated it appears critical thinking skills were applied for this situation. Bo Shaffer, with the Fou ndati on Architects stated he worked closely with Director Nielsen on this to make sure it could be done. The goal was to make the renovation work, look good and fit in. It will work within the City Code and it will fit in in the neighborhood. There is some modern look to the house as well as some very traditional look to the house. Councilmember Woodruff stated he assumes this does not require a variance and it's his understanding that the City Code requires Council to approve a building permit under certain circumstances. Director Nielsen responded that is correct. Councilmember Siakel stated she was the Council Liaison at the Planning Commission when this was discussed. She noted she is very comfortable with the work that has been done by the applicant and Staff. Siakel moved, Zerby seconded, Adopting RESOLUTION NO. 12 -017 "A Resolution Approving a Building Permit to Add On To a Nonconforming Structure at 450 Lafayette Avenue." Councilmember Hotvet asked if the applicant is proposing a green roof and, if so, does it factor into hardcover calculations. Mr. Shaffer noted it is not a green roof and he explained the City's Code would not give credit for it in the hardcover calculations. Ms. Shaffer explained that in theory a green roof would handle a good portion of the stonnwater that would hit the flat roofs. It would hold the stonnwater for up to a one inch rainfall before releasing it. It's difficult to include it in City Code because it is not definable by engineering standards especially on a small residential roof. Councilmember Woodruff stated the City Code doesn't contain anything that prohibits a person from installing a green roof on a house. It does not give credit for having one. Director Nielsen noted the Planning Commission is going to consider green roofs and permeable pavers during 2012. Motion passed 510. 9. ENGINEERING/PUBLIC WORKS None. 10. GENERAL/NEW BUSINESS A. Establishing Election Precinct Boundaries and Polling Places Mayor Lizee stated the meeting packet contains a copy of a resolution which establishes electoral precincts and polling places. Deputy Clerk Panchyshyn explained that during its January 23, 2012, meeting Council discussed the possibility of reducing the number of precincts in the City from five to four or three. Council unanimously agreed to keep the island precinct, and it directed Staff to draft of maps to go with four precincts. The recently approved state -wide redistricting plan indicates the City remains completely in Congressional District 3 and Legislative District 3313. She noted that she worked with Hennepin County and the City's Planning Department to prepare a four - precinct map option (three on the mainland and one on the island). The meeting packet contains a copy of that map as well as voter /population statistics about each of the four precincts. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 12, 2012 Page 10 of 14 Panchyshyn then explained Eureka Road would separate Precinct 2 and Precinct 3. Before the City had a ward system Eureka Road was the dividing line. Mill Street would separate Precinct 3 and Precinct 4. Although Precinct 4 would be a somewhat larger in population than Precincts 2 and 3, the Mill Street boundary keeps the neighborhood in one precinct. Staff believes the voting population size of Precinct 4 will not create an undue burden on election officials. Panchyshyn went on to explain the copy of the resolution contained in the meeting packet is for the proposed precinct plan. If Council is not comfortable with the plan proposed, she can have alternative plans drawn up. Mayor Lizee expressed her appreciation to Deputy Clerk Panchyshyn for her thorough consideration of this item. She noted Panchyshyn has done a very good job for the City as its Election Official. Councilmember Siakel thanked Deputy Clerk Panchyshyn for her efforts. Siakel moved, Zerby seconded, Adopting RESOLUTION NO. 12 -018 "A Resolution Establishing Precincts and Polling Places." Councilmember Zerby asked if the polling place locations identified in the resolutions will be the same for state and federal elections. He stated it's his recollection that at one time the polling place for Precinct 2 was the elementary school. Deputy Clerk Panchyshyn stated that years ago the school was used as a polling place, but during her tenure with the City Minnewashta Church has been the polling place. Zerby stated he thought the school would be a more central location. Panchyshyn stated if Zerby wants she can ask the school representatives if the school could be a polling place. Councilmember Siakel explained it is difficult to get in and out of the school property in the morning when students are coming to school. Siakel stated voting traffic moves easily at the Church. Councilmember Woodruff stated the City chooses where it wants its polling places to be. If the City wants to change its polling places it is obligated to notify Hennepin County within an established timeframe. He asked Deputy Clerk Panchyshyn if the City wants to change a place is the deadline for notifying the County approaching soon. Panchyshyn stated the deadline to establish the number of precincts is April 5, 2012, and the deadline for establishing the polling places is farther out. Councilmember Siakel stated she is comfortable with what has been proposed, noting she thought Deputy Clerk Panchyshyn has put a lot of thought into this. Motion passed 510. B. Council Chambers AudioNideo Updates Mayor Lizee stated during its January 9, 2012, meeting Council directed Staff to research the cost of installing a third camera and audience microphone (mic) in the Council Chambers. The audience mic would not be connected to the speaker system in the Chambers; its sole purpose is to enhance the audio on the video recording of meetings. Director Brown explained the reason for connecting the audience mic to the video recording only is the concern about feedback if it were also connected to the speaker system. He then explained the quote received from Alpha Video for the purchase and installation of the third camera and audience mic is $7,520. The Equipment Fund had allocated $10,000 for computers and software for Councilmembers for CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 12, 2012 Page 11 of 14 electronic meeting packets and those funds can be used for the camera and mic. He stated Staff recommends Council approve the purchase and installation. Councilmember Zerby noted he was very surprised at how expensive the camera is, noting the costs for cameras have come down significantly over the years. He stated he asked the Communications Coordinator earlier in the day to research other options. He noted the third camera was intended to largely pick up the audience, and he did not think it is necessary to have a camera that is controllable and one that can be moved to different locations. He does not think the City needs the specifications the camera in the quote has. He stated the Communications Coordinator is checking with Alpha Video about the availability of used equipment and other camera options. He suggested deferring this until the next Council meeting. Councilmember Hotvet noted the results of the recent resident survey reflect that the vast majority of the residents don't get information about the City from local cable government access stations or from the Lake Minnetonka Communications Commission's website. She stated she thought the current setup is sufficient. She then stated she thought Council has done a good job of directing the audience to the podium if they have something to say. She noted she thought the funds could be used elsewhere. Councilmember Woodruff stated he supports deferring this item until other alternatives can be researched. He then stated the quote provided is thorough, but it doesn't include the electrical connections and so forth. If this is deferred, he requested Staff provide an estimate of what it will cost to have someone hook this up. Councilmember Siakel noted she had also spoken with the Communications Coordinator about the quote. She stated based on the survey results, she asked if it would be more reasonable to just add an audience mic. She expressed her support for deferring this to a future Council meeting. Councilmember Woodruff stated he could support a mic only option because he thought that is a major shortcoming with the recording system. Lizee moved, Zerby Seconded, continuing this item to a future Council meeting and directing Staff to request separate quotes for the audience microphone and the third camera. Motion passed 510. C. Mound Fire Commission Representative Mayor Lizee explained the City contracts for fire services from the City of Mound Fire Department (MFD) for Shady and Enchanted Islands. As part of the contract the City participates in quarterly meetings with the MFD Fire Chief and representatives of other cities who also contract with Mound for such services. That group is referred to as the Mound Fire Commission (the Commission). In the past the City Administrator has attended those quarterly meetings. She noted that the City Administrator has recommended Council appoint a Councilmember to the Commission to represent the City when the Administrator cannot attend a quarterly meeting. The Administrator recommended appointing Councilmember Woodruff to also serve on the Commission. Councilmember Siakel stated she called Mound to ask how this has been handled in the past. She then stated she continues to believe this can be handled by Staff and she questioned the need for appointing a Councilmember to the Commission. Councilmember Zerby agreed with Siakel. There was Council consensus to continue to have the City Administrator represent the City at Commission meetings. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 12, 2012 Page 12 of 14 11. OLD BUSINESS A. Trail Plan Director Nielsen explained Council and the Planning Commission have discussed having the Planning Commission assume oversight responsibility for trail development and implementation. Both groups thought it would be a good idea. The current top trail priority identified in the Trail Plan is for the trail segment that will go along County Road 19 from roughly the LRT Trail to approximately the bus garage. Staff has already spent a fair amount of time on that project. Therefore, Staff recommends that work be completed and that this segment of trail be put out for bid in order to get real costs for constructing trail segments. He noted that Engineer Landini has told him that the City is waiting to hear from the owner of the bus company about an easement the City needs before it could move forward. Nielsen noted that Staff recommends the planning process for the County Road 19 trail segment continue and that bids be solicited for constructing that segment. Woodruff moved, assigning oversight of the Trail Plan implementation to the Planning Commission and directing Staff to continue to move forward with the design of the trail segment along County Road 19 from roughly the LRT Trail to approximately the bus garage and to obtain bids for constructing that trail segment. Councilmember Woodruff stated the design of and bids for the trail segment along County Road 19 would serve multiple purposes. He expressed hope that this Council would establish a standard for what a trail would look like. He stated from his perspective it is necessary to continue with the planning process and bidding process for the County Road 19 trail segment to aid in the discussion about standards and to obtain better construction cost estimates. Siakel seconded. Councilmember Siakel stated she initiated the discussion about shifting the responsibility for trail plan implementation to the Planning Commission during Council's recent joint meeting with the Planning Commission and also during its joint meeting with the Park Commission. She then stated she supports Councilmember Woodruff's motion. She suggested amending the motion to include the requirement for Staff to provide a quarterly status update to the Park Commission about trail projects. Without objection from the maker of the motion, the motion was amended to include a requirement for Staff to provide the Park Commission with a quarterly status update about trail projects. Councilmember Zerby asked if the City would have any liability for going out for bids on the trail segment if the City decides not to move forward with the project. Director Brown responded no. Councilmember Siakel thanked Staff for addressing this issue. She stated she thought things were on the right track. Motion passed 5/0. 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 12, 2012 Page 13 of 14 I. Department Project Updates Director Brown stated as a result of the recent snow melt Public Works Staff has been working on parks equipment startup, storm sewer inspections, inspecting Skate Park equipment and street sweeping. Engineer Landini stated he is continuing to move forward with the projects identified in the 2012 Capital Improvement Program (e.g., the 2012 mill and overlay project, the 2012 sealcoat project, the Apple Road ditch restoration, and stormwater improvements). He stated on March 9, 2012, he attended an informational meeting about the tree restoration project near East Stratford Place and Apple Road for the ditch restoration project. The meeting was held in a property owner's back yard. Councilmember Woodruff asked Director Brown and Engineer Landini to conduct a formal evaluation of the Otto Seal project done in 2011 when time permits and to present their findings to Council. Director DeJong stated the Finance Department is preparing for the 2011 financial audit which will start on April 16` He commented that Engineer Landini is going to prepare a proposal for Council consideration to contract with an engineering firm to review the draft 20 -Year Water Plan. He recommended the City hold off on any financial evaluation of the Plan until the engineering review has been completed. Director Nielsen explained the Planning Commission's March 20` study session is devoted to continued discussion of the Smithtown Crossing Redevelopment Study with the intent to incorporate neighborhood feedback into the Study Report. After the Report is revised another public hearing will be held. The aquatic invasive species (AIS) working group has a meeting scheduled for March 14`'. The Christmas Lake Homeowners Association has agreed to fund the cost of 100 percent AIS inspections (above the $10,000 contributed by the Minnehaha Creek Watershed District) at the boat landing at Christmas Lake for 2012. Council will be provided information about how the inspection logistics will work during its next meeting. Councilmember Woodruff stated in 2011 Council approved money for the installation of a gate at the Christmas Lake parking area. It is his recollection that the Christmas Lake Homeowners Association had committed to fund a substantial amount of money for the gate. He stated he thought the City has spent about $20,000 on that gate, and he is not aware of the City receiving any reimbursement money from the Association. Director DeJong explained the city has about $5,000 in outstanding invoices for the Association out of the $7,000 incurred (the City committed to $2,000). DeJong noted the invoice to the Association was sent out the previous week. 2. Financial Update Director DeJong stated the meeting packet contains a copy of the preliminary December 2011 Monthly Budget Report. He noted the budget has come in almost exactly on budget for the year. B. Mayor and City Council Mayor Lizee thanked the Tomlinson family for hosting the informational meeting for about ten neighbors about the tree restoration project near East Stratford Place and Apple Road for the ditch restoration project. She noted that she, Councilmember Siakel and Engineer Landini attended the meeting as did representatives from the Minnehaha Creek Watershed District and from Weak Engineering. She noted there is an AIS working group meeting on March 14 ° i at City Hall. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 12, 2012 Page 14 of 14 13. ADJOURN Hotvet moved, Woodruff seconded, Adjourning the City Council Regular Meeting of March 12, 2012, at 8:17 P.M. Motion passed 5/0. RESPECTFULLY SUBMITTED Christine Freeman, Recorder ATTEST: Christine Lizee, Mayor J n Panchyshyn, DepuV Ciq Clerk