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02-11-13 CC Reg Mtg MinCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, FEBRUARY 11, 2013 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Zerby called the meeting to order at 7:09 P.M. A. Roll Call Present, Mayor Zerby; Councilmembers Hotvet, Siakel, and Sundberg; Attorney Keane; City Administrator Joynes; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and, Interim City Engineer Hornby Absent: Councilmember Woodruff B. Review Agenda Sundberg moved, Hotvet seconded, approving the agenda as presented. Motion passed 4/0. 2. APPROVAL OF MINUTES A. City Council Special Meeting Minutes, January 28, 2013 Hotvet moved, Siakel seconded, Approving the City Council Special Meeting Minutes of January 28, 2013, as presented. Motion passed 4/0. B. City Council Regular Meeting Minutes, January 28, 2013 Hotvet moved, Siakel seconded, Approving the City Council Regular Meeting Minutes of January 28, 2013, as presented. Motion passed 4/0. Mayor Zerby reviewed the items on the Consent Agenda. Sundberg moved, Siakel 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. 13 -13 "A Resolution Making Appointments to Certain City Staff Positions." C. Termination of Independent Contractor Agreement for the Southshore Community Center CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 11, 2013 Page 2 of 14 Motion passed 4/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC HEARING None. 6. REPORTS AND PRESENTATIONS A. Report on the Visioning Process for the Southshore Community Center by Woody Love of the Southshore Senior Partners Board Mayor Zerby welcomed former Shorewood Mayor Woody Love, of the SouthShore Senior Partners (SSSP) Board. Mr. Love is present to report on a visioning process for the Southshore Community Center (SSCC). Woody Love, 5390 Barrington Way, stated he is representing SSSP this evening regarding the visioning process for the SSCC that is currently underway. Mr. Love explained the purpose this evening is to tell Council about the study and why SSSP is engaging in it. The organization has been in place for over 25 years and the building for about half that time. Four years ago there were questions in the South Lake community about the future of the SSCC. There was a loud public voice at that time. He thanked the then Shorewood City Council and City staff for providing a stable platform to begin programs and to look to the future with. There was an elegant interim solution. SSSP's volunteer staff has provided programming residents in the community had come to expect. The South Lake community is very diverse and an aging community. Over the last few years people have learned that the SSCC is enriching the lives of people who participate in the programs it offers. Mr. Love explained that the results of the 2010 census reflect that in Shorewood the population over the age of 65 increased by 65 percent when compared to the previous census. They represent 12.5 percent of Shorewood's total population. But, that is changing every day by what some would call "a silver tsunami ". In the City of Greenwood the percentage of its population over 65 years of age has risen to 22 percent based on the 2010 census. He noted that people are deciding to live in place. He stated now is the time to review what the SSCC's vision is and what its relationship to the City is. Mr. Love recognized the members of the Visioning Steering Committee. They are Tena Brandhorst, Linda Freeman, Sandy Hotvet, Woody Love, Bob Newman, Joanne Schmid, Catherine Turner, Howard Young and Theresa Zerby. The committee had the support of the SSSP Board to hire consultant Barb Strandell, of Strandell and Associates, to help with the study. SSSP has committed $5,000 to the study. He noted SSSP is not here to ask for anything but support and the City's involvement. Mr. Love stated there is an understanding that there is a need to re- vitalize and re- position the SSCC. He noted that he cares a great deal about what he has been told is the senior population. He stated the population over the age of 55 is really increasing. That senior population is redefining itself and its needs in different ways. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 11, 2013 Page 3 of 14 Mr. Love explained there is a need to explore what the SSCC can become. There are TED talks are being offered at the SSCC. That is a progressive and great idea; it's a real engagement to the community. He stated there is a need to engage the communities in the conversation. One of the strongest goals is to look at future financial viability. Mr. Love stated SSSP came to the City of Shorewood first by invitation. That is the format SSSP would like when going to other South Lake communities. He thanked Council for the invitation. Mr. Love reviewed the process SSSP has followed to date. It established a volunteer Steering Committee. The Committee is working with Barbara Strandell in developing a plan. People have gone around the country to find out what communities in similar circumstances have done. Assessing what future needs are and how will they be funded, and how to involve communities in the process. The Committee is exploring best practices and ideas. It intends to solicit input from other communities to feed into a plan. SSSP is looking to secure support from least one of the cities. Mr. Love then reviewed the hopes of the individual Steering Committee Members. They are as follows. ➢ Develop a plan that excites and attracts people in our communities. ➢ Have a full -time program staff. As a volunteer group SSSP simply cannot keep on top of the trends and information available to reach the needs of an aging population. ➢ Create a vision / plan that can be implemented. ➢ Secure financial viability. ➢ Increase the use of technology in programs offered. The SSCC facility is a strong asset, but it not the only way to reach people. ➢ Integrate the SSCC with all ages of the population. ➢ Have a life -long education component. Life -long learning is important. ➢ Have a much more active recreational component. ➢ Secure the endorsement of at least one city. Mr. Love went on to review strengths, weaknesses, opportunities and threats. ➢ Strengths — It's a strong community that is resource rich (e.g., parks, nature areas, Lake Minnetonka, libraries, etc.). It attracts people to it and makes them reluctant to leave. It's a great location The SSCC is paid for. There are volunteers who have kept programs alive. The burden placed on the volunteers is unbelievable. There is no way to thank them enough. ➢ Weaknesses — There is less participation. To meet the needs of the future there needs to be new programs. There has been some confusion over governance. Image and perception of relevance is not what it should be. Many people use the term senior proudly. To others it sounds out -of- mainstream population. There is a goal to change the public image to show the SSCC is relevant to the community and a need to the community. The great facility is underutilized. ➢ Opportunities — Life -long learning programs. Recreational program opportunities are numerous. People join organizations and do things to engage with other people. And, to be able to access resources they would not be able to have access to otherwise. There are partnership potentials (e.g., working more closely with Minnetonka Community Education and the library system). There are technology opportunities large and small. One of the monitors at the SSCC was an antiquated cathode ray tube (CRT). ➢ Threats — Unclear leadership and unclear partnership — there needs to be clear leadership and support from at least one city. Finances and funding. Lack of transportation. Transportation is a huge problem in the area and specifically for an aging population. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 11, 2013 Page 4 of 14 Mr. Love lastly reviewed topics for discussion. ➢ Areas for research — things such transportation, demographics and baby boomer needs. ➢ Mission development. ➢ Naming of the SSCC. People do call it the senior center. Southshore Community Center is not very descriptive of what it is or can become. ➢ Identifying stakeholder input throughout the community. ➢ How to put the vision and plan into a common report for community leaders. ➢ Much more.. Mr. Love highlighted next steps in this process. ➢ To keep working on this — finalize a new mission and identify options. ➢ Solicit more input from the communities. Hold an open house to bring residents in to discuss this in general ways. Share what is learned. Put together a vision and plan. ➢ Finalize the plan. ➢ Secure a sponsor and endorsements. Mr. Love stated the Steering Committee is looking for input. The need is known. He then stated people have questioned how this "grey tsunami" could have happened. It happened because people ignored it for 65 years. The residents in the community are not moving away. They are not going to Florida. They are not simply retiring to golf courses. They are an active, vital part of the community and they need to be integrated into the overall plan. Mayor Zerby thanked Mr. Love for his time. Councilmember Sundberg asked when a plan will be ready. Former Greenwood Mayor Bob Newman stated the Steering Committee does not have a specific timeframe to come up with the specific proposal. It will take soliciting a lot of input and then a lot of study. Mr. Love stated the hope is to have it completed by the end of the second quarter of this year. Sundberg explained that the reason she asked is there has been a lot of discussion about improvements to Badger Park. There is an opportunity to mutually help each other as the discussions for the Park and the SSCC move forward. She encouraged that type of collaboration. Mr. Love stated the SSSP Steering Committee would welcome that input, and that it is exactly the type of collaboration the Committee is looking for. Sundberg stated from her perspective it would be far better if at least two South Lake cities were actively involved in this. She stated if there is a way the City and Council can help make that happen she encouraged. SSSP to let the Council know. Councihnember Siakel stated it appears that a lot of responsibility is being put on SSSP. She asked what support would look like to SSSP and how the City could support it further. She stated there are four other cities that have some stake in this because they are co- owners of the SSCC. She then stated programming needs to be re- evaluated and there is a need for a full -time program director. She noted that prior to this meeting Council and the Park Commission met to discuss what the future Badger Park would like. She stated there has been some discussion about possibly making the SSCC the focal point for this area. She then stated now may be the appropriate time for there to be more involvement with that visioning process and not just put that responsibility on SSSP. Maybe a member of the Council and Park Commission could be involved. She went on to state that in addition to the City's support she asked what else SSSP needs from the City. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 11, 2013 Page 5 of 14 Mr. Love clarified that he is here only as the spokesperson for SSSP. He stated SSSP would welcome that type of engagement. It would also welcome the City's participation. He then stated based on what has been learned from the past SSSP is not trying to approach five cities for their individual support. It will engage in this conversation with any city that welcomes it. Councilmember Siakel stated there is a terrific opportunity for the concept of aging in place. She noted in the State of Minnesota the Governor Dayton /Lieutenant Governor Prettner Solon administration is sponsoring the Minnesota Own Your Future initiative. There is an opportunity to have programs to talk about aging in place and what that looks like. She stated in the past SSSP has taken on a lot of the burden for visioning for the SSCC. She then stated she would like to know what the City can do to be of assistance. Mr. Love, speaking for himself, thanked Councilmember Siakel for her observation. He noted that to some degree some of the programming at the SSCC in the past has been relegated to volunteers. He stated it should be treated much like youth sports, other community needs and much like focusing on any other segment of the population providing educational, recreational opportunities for an aging population. Councilmember Hotvet stated she thought it was a well presented visioning project. She expressed her agreement that there needs to be multi -level involvement. She stated she is very interested in making the SSCC a very viable part of the community. Mr. Love stated he does not know what asking for the City's support looks like. He noted SSSP would welcome any opportunity to engage the City of Shorewood in the thought process. Mayor Zerby thanked Mr. Love. He stated the timing is very appropriate. He noted that on the consent agenda this evening Council accepted the termination of the independent operations manager for the SSCC. He stated Council has discussed and will continue to discuss what to do about that. He then stated Council has also been exploring how to expand all senior activities and address seniors' needs in the community. He noted that there are a minimum of 700 residents in Shorewood that are over 65 years old. He stated the City owes it to that population that does want to age in place to make the community as accessible and adaptable as possible. He noted that he shares Councilmember Siakel's enthusiasm for supporting the visioning effort. Zerby noted that he wants to defer discussions about a senior commission at this time to allow the SSSP Steering Committee time to advance its plan. Zerby stated he supports Councilmember Sundberg's request for a time line for the visioning effort. He then stated Council would like the SSCC to be factored in as part of the vision for Badger Park. He went on to state Council looks forward to seeing the final visioning plan and to working with SSSP and supporting SSSP long term. Mr. Love again thanked Council. He stated SSSP will report back. He also stated SSSP looks forward to working with representatives from the City. Mayor Zerby thanked Mr. Love again and the other SSSP members that are in attendance. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 11, 2013 Page 6 of 14 7. PARKS Mayor Zerby noted that just prior to the meeting there was a City Council and Park Commission joint work session. He stated Park Commission Chair Quinlan is present to give an update on Park Commission activities. Chair Quinlan stated he is really encouraged about the discussion during the joint work session. The presentation and discussion with SouthShore Senior Partners (SSSP) Boardmember Love conveys that things will dovetail nicely. Over the last couple of years the Southshore Community Center (SSCC) has become an increasingly import part of what the Park Commission addresses. There has been an increase in summer activities at the SSCC and there was the successful snow sculpture contest at Badger Park as part of the Arctic Fever event. He encouraged Mr. Love or anyone else to attend a Park Commission meeting and talk about how to work together. He stated he intends to invite Mr. Love to a Commission meeting. Mayor Zerby suggested having a meeting with Mr. Love and other SSSP members at the SSCC. Chair Quinlan stated the SSSP visioning activity dovetails with what was discussed during the joint work session as well as during the January 8, 2013, Park Commission meeting. Councilmember Hotvet asked if there is any return on investment statistics for the Arctic Fever event, noting she was just curious. Quinlan responded not for the 2013 event. Quinlan noted the event was in the black the last couple of years. Quinlan stated the event is becoming a well -oiled machine. He noted there have been more sponsors coming forward. He stated he will get the numbers for Council. Hotvet stated the event seemed to be a bit more like a web with the South Lake cities for this year. She asked if it's becoming more of a South Lake activity versus individual city activities. Chair Quinlan stated it has become increasingly integrated. Quinlan noted it is now a three -day event. Mayor Zerby thanked Chair Quinlan for his report. He stated he is starting to see more of the fat tire bikes around town and that race during the Arctic Fever event was fun. 8. PLANNING A. Report on the February 5, 2013, Planning Commission Meeting Planning Commission Chair Geng reported on matters considered and actions taken at the February 5, 2013, Planning Commission meeting (as detailed in the minutes of that meeting). B. Zoning Code Discussion — Zoning Permits Director Nielsen explained that during a June 11, 2012, joint work session of the Council and Planning Commission there was discussion about the Commission's desire to have the issue of zoning permits put back on its work program. The Commission originally discussed zoning permits in 2010 and recommended approval of an amendment to the City Code to establish a system of zoning permits. It failed for lack of a motion by Council. A zoning permit system would address things not covered in the Building Code yet regulated in the Zoning Code. For example, the Building Code does not regulate buildings less than 100 square feet in area. There are a number of buildings less than that size that are on properties in the City. If fences are not CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 11, 2013 Page 7 of 14 taller than 6 feet they are not covered by the Building Code. One of the major things that would be covered under the system is driveways. The City does not have a permit process for installing driveways yet there are a lot of regulations that go along with that (e.g., setbacks and hardcover). The Planning Commission originally proposed the following items be covered by zoning permits in the code amendment. 1. Accessory buildings less than 120 square feet in area 2. Fences 3. Driveways (new, expansions and replacement) 4. Temporary signs 5. Sport and tennis courts 6. Patios and sidewalks (new, expansions and replacement) 7. Retaining walls higher than three feet (no separate permit required when a building permit is required for grading) 8. Above - ground fireplaces and cooking facilities but not including portable appliances The Planning Commission has recently added the following items to that fist as part of its review of the General Provisions of the Zoning Ordinance for Council consideration. 9. Irrigation systems (they often encroach over property lines) 10. Playground equipment or systems occupying more than 64 square feet of ground area or exceeding six feet in height 11. Underground animal control fences (there has been anecdotal evidence that those tend to go over property lines) 12. Tents and canopies erected for more than two weeks in a 12 -month period 13. Portable storage facilities not associated with a valid building permit and located on property for more than 30 days in a 12 -month period Nielsen stated if Council agrees the Planning Commission will schedule a public hearing to consider an amendment to the Zoning Code. The Council would then be presented with an ordinance listing the above 13 items in it for consideration. Councilmember Hotvet stated she can appreciate the value of an amendment. She asked what steps staff would take to monitor this. She stated it seems like every residential property in Shorewood may have one of those items on the property. Director Nielsen explained staff would not go looking for stuff. A lot of enforcement is based on neighborhood inquiry or complaint. In some cases if staff is on a property for another reason it may notice something is going on that requires a permit. The property owner would then be notified. Nielsen stated staff anticipates there would be a fairly substantial educational effort as part of this. Staff researched what the City of Chanhassen does. Chanhassen put together a brochure which explains what a zoning permit is, when it is required, what the value is and how to apply for one which staff fully intends to plagiarize. He then stated the proposed fee is minimal so it should not deter people from applying for a zoning permit. Councilmember Hotvet asked if the requirements for a zoning permit will be retroactive in any way. Director Nielsen explained that the likelihood of temporary type structures (e.g., canopies and storage pods) that have been there too long would be subject to Code. Something like a driveway that was put in CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 11, 2013 Page 8 of 14 before the code for zoning permit was enacted would be addressed on a complaint basis only if it is not illegal. Hotvet expressed concern that implementing a zoning permit system may result in neighbors complaining to the City about items they used to work with their neighbors on to resolve. Councilmember Siakel noted she agrees with many of Councilmember Hotvet's comments. She stated from her perspective to have to pay $20 to put in an underground dog fence seems like a lot. She suggested not having the same zoning permit fee for all thirteen items because the amount of staff time that would be consumed varies. She stated from her vantage point the zoning permit system borders on micromanaging. Director Nielsen stated the original list of items were items that have been a problem in the past. The five items that were added are things people had problems with. He then stated during the June 11, 2012, meeting there was concern expressed that the $20 fee may not be enough. It would basically cover one inspection. He noted a graduated scale could be considered. Councilmember Siakel clarified that she thought that some of the items seem reasonable, but there are some very common things on the list. Director Nielsen explained that people already apply for fence permits. The reason fences are on the zoning permit lists are they are not covered by the Building Code. Driveways are not covered at all. They are a big problem and an expensive problem if installed wrong. He stated the Planning Commission can again discuss the fee schedule. He then stated no one has a desire to have a fee that is so onerous that people won't apply for the permit. Councilmember Siakel stated she can understand zoning permits for a driveway or fence. But, when it comes to irrigation systems and animal control fences a lot of people have them. Director Nielsen stated some of them won't ever get inspected. But, if a neighboring property owner complains because his neighbor's irrigation system is on his property and if they cannot resolve it themselves it becomes a problem that is brought to City Hall. Councilmember Hotvet expressed concern that it is too much. She stated she understands requiring a zoning permit for a driveway or a taller fence. She cautioned about creating a vicious circle. She suggested considering limiting the items to fences, driveways and accessory buildings. Councilmember Siakel stated she understands all thirteen items could potentially be problematic. She then stated the Planning Commission discussed all of them Director Nielsen responded it did. Nielsen noted that a number of the items came out of the June 2012 joint meeting of the Council and Planning Commission. Councilmember Sundberg expressed she is comfortable with taking the next step by holding a public hearing. Siakel moved, Sundberg seconded, directing Staff and the Planning Commission to hold and public hearing regarding a potential zoning permit process. Mayor Zerby stated he views the zoning permit process as a tool to help citizens who cannot cooperate. He commented that he anticipates there will be many residents who will not be aware of this and continue CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 11, 2013 Page 9 of 14 to do their projects without obtaining a zoning permit. He stated that although he agrees this is needed he questions some of the items on the list. Motion passed 4/0. C. Accept Plans and Authorization to Obtain Quotes for the County Road 19 Sidewalk Project Director Nielsen stated staff has been working on the County Road 19 sidewalk project for 1.5 — 2 years. He explained this segment of trail was identified as the first to be done in the Trail Implementation Plan. The segment would extend from the existing sidewalk in front of the Tonka Village Shopping Center in the City of Tonka Bay north along the east side of County Road 19 to the Lake Minnetonka Light Rail Trail (LRT) Trail. The holdup had been the needed acquisition easements which the City has obtained. The Bus Garage people have given an easement and Xcel Energy has possession of a license agreement it is willing to execute with the City. He noted the City is getting both free of charge. He also noted the plans for the sidewalk were developed by HTPO (Hansen Thorp Pellinen Olson, Inc.) Engineers. Nielsen displayed three different drawings for the sidewalk (trail). He stated the first segment is somewhat boring. He noted the City will replace a few less than nice looking trees in front of the Xcel Energy property. He explained the middle segment basically starts at Glen Road. It does not have a lot of issues with it. The third, and final, segment terminates at the existing LRT trail. The City's trail will extend up to the property line for the Hennepin County Regional Rail Authority (HCRRA) at the existing gravel surface. Nielsen explained at this time the Three Rivers Park District (TRPD) is proposing that to get on the LRT overpass at County Road 19 a person would go north to Brenwood Avenue, then go east and pick up the Trail where it tapers to the east. A person would have to cross County Road 19 near Manitou Park, go through the Park and connect to the trail. He stated staff needs to talk to the TRPD about different ramps. He stated that regardless of what the TRPD is going to do about the ramps the City's sidewalk /trail is intended to go north beyond the LRT trail. He noted it will be relatively easy to tie the sidewalk/trail into whatever the TRPD does with the ramps. Nielsen noted the City was awarded a grant for this project in an amount of $18,000. Nielsen stated this evening staff is asking Council to accept the plans and authorize HTPO to obtain quotes for the construction of the project. He noted that if all goes well it's anticipated a construction start date in June 201.3. Siakel moved, Hotvet seconded, accepting the plans for the County Road 19 Sidewalk Project subject to the Interim City Engineer's recommendation and authorizing HTPO to obtain quotes for the construction of the project. Motion passed 4/0. 9. ENGINEERING/PUBLIC WORKS None. 10. GENERAL/NEW BUSINESS A. Authorization to Obtain Quotes for Financial Software CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 11, 2013 . Page 10 of 14 Director DeJong stated the City needs to do something with its financial software. He explained the City has received notice from the software vendor, Tyler Technology, that the version of software the City is currently using will not be supported starting June of 2014. The City could upgrade to a newer version of its existing software. Tyler Technology has some other software that is potentially more interesting that the City of Chaska has recently selected. Staff has surveyed other communities to find out what software packages are available and the satisfaction level with the packages. Staff intends to review select vendor packages that have a Minnesota presence that would already have some of the Minnesota specific reports written and functioning. He noted the meeting packet contains a copy of a list of goals for the software upgrade. He then noted he has a more comprehensive document that is about 57 pages in length. He stated staff wants any software it recommends to support multiple agencies. DeJong noted that staff is seeking Council's authorization to solicit quotes. That would be completed by May 13. Councilmember Sundberg stated it appears from the staff memorandum that the price tag would be about $90,000. Director DeJong clarified that amount was a rough quote from one vendor about a year ago. Sundberg asked what the life of a financial software package would be. DeJong stated the life span is typically 7 — 10 years. Councilmember Hotvet asked if that is just a ballpark figure that could actually be more or less. DeJong responded yes. Siakel moved, Hotvet seconded, directing Director DeJong to solicit quotes for financial software from integrated software vendors with an existing presence with similar sized cities in Minnesota. Motion passed 410. B. 2013 Staff Compensation Administrator Joynes stated the meeting packet contains a copy of a compensation recommendation for 2013. He noted that during the 2013 budget process Council authorized a salary pool of 2 percent for wage increases. He explained that he is recommending a 1.5 percent increase for all non -union positions except the City Administrator and Interim City Engineer. Some positions would receive a wage base increase depending on where their base wage falls in the comparable range that was used to survey and others would receive a lump sum payment if their current wage outside of the range reported to the League of Minnesota Cities (LMC). He recommended the remaining 0.5 percent of the pool be allocated to Director Brown and Clerk Panchyshyn for serving as Interim City Administrator and City Clerk respectively during the transitions in 2012, . Councilmember Sundberg noted she approves of the recommended wage increases. She stated some employees exceed the recommended salary range for their position. She asked if that means the City should reevaluate the compensation ranges for those positions. Administrator Joynes explained the ranges are comparables that are picked from the LMC's database. The recommended compensation information provided includes the number of comparable positions that are moderately the same. For some positions there were not enough data points to make a good comparison. He noted that it is difficult under the LMC's system to understand if that job is exactly the same as the City's. He explained the City has a senior work force and therefore it is more than likely that wages are at the upper end anyway. He then explained a lump sum payment does not increase the base wage. When an employee retires or leaves a position that would be an appropriate time to reevaluate the range. He stated a number of employees do tasks that jobs of similar nature do not do. Also, staff has been asked to do different things by Council that other cities may not ask their staffs to do. He noted that the jobs do not exactly correspond to the range. CITE' OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 11, 2013 Page 11 of 14 Councilmember Sundberg noted that she is not at all concerned about the level of compensation. Siakel moved, Zerby seconded, approving the recommended compensation increase proposal for 2013 as presented to Council with a special recognition of Clerk Panchyshyn and Public Works Director Brown for all of their extra efforts in 2012. Motion passed 4/0. 11. OLD BUSINESS 12 ow-- 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Smithtown Road West Trail Update Director Nielsen noted that he does not have an updated schedule for the Smithtown Road West Trail Project (which would go from the Shorewood /Victoria border to the Minnewashta Elementary School and then on to the Lake Minnetonka Light Rail Trail at Eureka Road) available for Council this evening. He explained the previous schedule had Council considering adoption of the eminent domain resolution on February 25"'. That is being pushed out in the schedule. Work continues on plans and specifications. Easement acquisition continues as well, but it may be a little behind. Nielsen stated staff still anticipates a summer construction start. He noted construction could possibly extend into 2014 because the portion in front of the Minnewashta. Elementary School may have to be constructed in 2014. If construction cannot begin before school begins in the fall of 2013, staff recommends against starting there once school has started. He stated staff will provide a more detailed schedule for Council's February 25, 2013, meeting. Councilmember Hotvet asked if it is the School that is concerned about starting construction in front of the School after school has begun or is it staff's concern. She noted the schools have been under construction year round. Director Nielsen explained that staff fully intends to meet Mike Condon (the Supervisor for Buildings and Grounds for the Minnetonka School District) about the construction in general. He noted the concern has been raised by staff. Staff expects the School will share that concern. He stated the idea of having construction equipment along the route where children are walking and closing lanes in an already congested area during the school year does not make sense to staff. Councilmember Hotvet strongly encouraged the Planning Department to research ways to construct that section in front of the School first. Director Nielsen stated staff is. Hotvet stated it would be a bummer to have that section be left in a dead zone. A large part of why the project may be done is to allow children to get to school safely. Nielsen stated staff is doing everything it can to construct the entire trail this summer. But, staff does not think it would be prudent to be constructing in that area during school. Nielsen stated if the School feels differently, then that staff will take that under advisement. Hotvet requested staff come back to Council with options. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 11, 2013 Page 12 of 14 Mayor Zerby stated during Council's last meeting, Council was told they would be provided with dates at this meeting. Now Council is being told it will get dates for its next meeting. He asked if it is possible to have WSB & Associates help with things. He stated he does not know how he should interpret the words "working on if. He would like more detail. For example, he would like to know what action has been taken on steps in the project plan. Director Nielsen stated the initial letter to residents has been sent out. A copy was sent out to Council as well. He then stated staff will arrange for WSB to provide Council with a schedule update during its February 25`h meeting. Nielsen explained the milestone schedule showed the quick take process would take 90 days. It will take at least 120 days and maybe 124 days. He noted he was not involved in creating the original schedule. He explained if the City does not have access to the parcels across from the school and therefore cannot get in early to start construction then the issue of constructing during the school year comes into play. He stated if the School is fine with construction going on during the school year then the City can ensure traffic control is arranged for. Mayor Zerby stated in some ways it feels a little bit like the County Road 19 Sidewalk Project when a letter was sent to the property owners where easements were needed and it appeared as if the letters vaporized. He asked if for this project staff could be proactive and maybe call the property owners or meet with them. Director Nielsen advised against doing that. Director Nielsen stated the Planning Commission has been asked to review and revise the trail implementation process. The time for getting survey data will be moved up and the time for the easement process will be lengthened. He noted that WSB has told staff that it's as if a year's worth of work is being crammed into six months for this project. Mayor Zerby noted that mobilizing for a project twice is expensive. If the trail has to be constructed over two years that will increase the cost of the project. The project cost is already substantial. He expressed his preference for it being constructed in one year. Director Nielsen stated staff is doing everything it can to make that happen. Zerby asked staff to schedule WSB for the next Council meeting to provide a schedule update. Couneilmember Hotvet stated she would like that to happen. Councilmember Hotvet stated residents questioned her about the reality of this ever coming to fruition during the open house held on the project. She asked staff to explain on the City's website why things are taking longer than originally anticipated. 2. Minnehaha Creek Watershed District Cost Share Grants for Watercraft Inspections Administrator Joynes stated the City received a notice from the Minnehaha Creek Watershed District (MCWD) Director of the Aquatic Invasive Species (AIS) Program asking the City if it is interested in participating in its shared grant program for watercraft inspections for the inspections done at Christmas Lake. The grant will cover about 50 percent of the costs. He noted there is a change from how the program had been administered. He explained the assumption is the City will contract with a vendor to provide the inspection services. The City will provide the oversight for that. Last year the MCWD did that. He expressed concern that there could be 7 — 8 different sites that could end up having oversight by different jurisdictions and that may not result in great consistency with the program. CI'T'Y OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 11, 2013 Page 13 of 14 Joynes recommended Council authorize staff to submit a request for grant funding. Siakel moved, Sundberg seconded, authorizing the City Administrator to write a letter to the Minnehaha Creek Watershed District requesting grant funding to support watercraft inspections at Christmas Lake for 2013. Motion passed 4/0. Other Interim City Engineer Hornby stated a second resident workshop is scheduled for February 12`x' from 5:00 P.M. — 6:30 P.M. regarding the feasibility report for the Valleywood Lane and Valleywood Circle improvement project. He noted that three residents showed up for the first workshop. He stated Mayor Zerby attended it and stated he thought it went well. He noted the Public Hearing will be held on February Mayor Zerby noted that Director Brown was there as well and gave some good information. He stated residents had good questions and that a lot of good information was shared. He learned some new information and he encouraged staff to incorporate it into the City's water brochure. He then stated people are becoming more interested in municipal water. He thanked staff for accommodating the request for a second meeting. B. Mayor and City Council 1. Lake Minnetonka Communications Commission Franchise Negotiations Administrator Joynes explained the meeting packet contains a copy of a resolution from the Lake Minnetonka Communications Commission (LMCC) expressing the City's support of exclusive representation by the LMCC in cable television franchise negotiations. He noted Mediacom has attempted to negotiate with some LMCC member cities separately. He stated he thought the LMCC wants to establish a solid base before it enters into negotiations. Mayor Zerby explained the LMCC's franchise agreement with Mediacom expires at the end of 2013. The LMCC has been in negotiations since 2011 and this is the final year of negotiations. The LMCC has been negotiating with Mediacom while Mediacom has been talking with some member cities to try and create other agreements. The LMCC is asking the member cities to support it through the adopting of the resolution. He noted he supports adopting the resolution prepared by the LMCC Executive Committee of which he is a member of. Councilmember Siakel stated it is important to have unity going into this final year of negotiations. She commented she has a few questions about the funding for build out in certain LMCC member cities that she would like to have answered at a future date. She stated she thought it is in the City's best interest to remain a member of the LMCC. Hotvet moved, Siakel seconded, Adopting RESOLUTION NO. 13 -014, "A Resolution in Support of Exclusive Representation by the Lake Minnetonka Communication Commission in Cable TV Franchise Negotiations." Motion passed 4/0. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES February 11, 2013 Page 14 of 14 Other Councilmember Siakel stated there is an Excelsior Fire District (EFD) orientation session for new EFD Board members scheduled for February 13`h from 6:00 — 7:30 P.M. at the public safety facility in Shorewood. Other members of the member City Councils are also welcome to attend. Mayor Zerby stated he attended the February 8, 2013, South Lake Minnetonka Police Department (SLMPD) Coordinating Committee meeting. He noted three of the four Committee Members are new. He stated Greenwood Mayor Kind is the returning member and was appointed Chair. The SLMPD's new record management system is working well. SLMPD Chief Litsey talked about an incident reporting system where people would be able to find GPS locations of incidents. He then stated the title of the second in command position was changed to Deputy Chief and the third in command is called Lieutenant. 13. ADJOURN Sundberg moved, Hotvet seconded, Adjourning the City Council Regular Meeting of February 11, 2013, at 8:35 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder Sco Zerby, Ma o ATTEST: Jd n Panchyshyn, City6derW