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05-13-13 CC Reg Mtg MinCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, MAY 13, 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 7:01 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Hotvet, Siakel and Woodruff, Attorney Keane; City Administrator Joynes; Clerk Panehyshyn; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and City Engineer Homby Absent: Councilmember Sandberg B. Review Agenda Hotvet moved, Woodruff seconded, approving the agenda as presented. Motion passed 4/0. 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes, April 22, 2013 Woodruff moved, Siakel seconded, Approving the City Council Regular Meeting Minutes of April 22, 2013, as presented. Motion passed 4/0. 3. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Woodruff moved, Siakel seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. Approval of the Verified Claims List B. Minor Subdivision — Extension of Time Applicant: George Danser Location: Christmas Lake Road C. Adopting RESOLUTION NO. 13 -027, "A Resolution Approving Intoxicating Liquor License On -Sale Intoxicating Liquor and Special Sunday Sales, for the Minnetonka Country Club'; RESOLUTION NO. 13 -028, "A Resolution Approving Intoxicating Liquor License On -Sale Intoxicating Liquor and Special Sunday Sales, for American Legion Post #259 "; RESOLUTION NO. 13 -029, "A Resolution Approving a 3.2 Percent `Off -Sale' Malt Liquor License, for Shorewood 2001 LLC, dba Cub Foods"; RESOLUTION NO. 13 -030, "A Resolution Approving an Off -Sale Intoxicating Liquor License, for Park Square Subway, Inc., dba Shorewood CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 13, 2013 Page 2 of 14 Liquor'; and, RESOLUTION NO. 13 -031, "A Resolution Approving an Off -Sale Intoxicating Liquor License, for TL Shorewood Inc. dba Team Liquor Wine & Spirits.' 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 None. 7. PARKS Mayor Zerby stated there has not been a Park Commission meeting since the last Council meeting. Couneilmember Siakel stated the next meeting is tomorrow, May 14. Director Brown noted that Commission is going to tour some of the City's parks prior to the Regular Park Commission meeting on May 14. S. PLANNING A. Report on the May 7, 2013, Planning Commission Meeting Director Nielsen reported on matters considered and actions taken at the May 7, 2013, Planning Commission meeting (as detailed in the minutes of that meeting). G 010" 130 131NI`►[!7I1111311(INVJL17NFf.9 A. Roadway Preliminary Design Alternatives for Valleywood Lane / Valleywood Circle Improvement Project, City Project 13-01 City Engineer Homby noted that the meeting packet contains a copy of a memorandum from him regarding five design alternatives for the Valleywood Lane / Valleywood Circle Improvement Project. They include: 1) an urban section roadway; 2) a rural section roadway; 3) a combination of urban and rural roadway; 4) special width for Valleywood Lane west of Valleywood Circle; and, 5) a special width Valleywood Circle. He displayed a photograph of Valleywood Lane looking west from Eureka Circle which showed there are trees very close to the roadway. The trees are located in the right -of -way (ROW). He explained there is not a ditch there now so the water runs off the lawns on to the edge of the roadway and either sits there or flows over the roadway. During the public hearing for the improvements there was discussion about CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 13, 2013 Page 3 of 14 creating a ditch. If a ditch is put in the trees that close to the roadway will have to be removed. He displayed a photo of Valleywood Lane looking east from Valleywood Circle. Be displayed a photo of Meadowview Road looking south from Valleywood Lane. He explained the section displayed is an urban section with curb and gutter. Around the radii and the catch basin there is a barrier (B -type) curb which is 6 inches high. There is a surmountable (S -type) curb along the roadway going south; that type of curb can be driven over. He noted that roadway is a little narrower than the standard City roadway. He described three diagrams for Valleywood Lane. The first diagram illustrated the existing condition where the water from the lawns drains onto the roadway. On the left side there are areas that drop off to a natural lowland with or without trees. The second diagram illustrated an urban section with curb on both sides independent of whether the boulevard goes up or down. Curb on the right side would help to protect trees. The third diagram illustrated a rural section. Even a minimal ditch on the right side of the roadway would impact trees. As the ditch goes down the grade it will get deeper to allow the water to flow from one end of the roadway to the other to a low point. When the ditch has to go outside of the City's ROW the City will need to get drainage and utility easements from property owners. It will also need to get construction easements to construct the ditches. He noted the ROW is 50 feet wide and explained it is difficult to get ditches into a 50 foot ROW. He noted staff recommends using a hybrid of urban and rural segments; alternatives 3, 4 and 5. He explained there would be curb and gutter on: the south side of Valleywood Lane from Eureka Road to Valleywood Circle; on the north side it would be from the intersection of Meadowview Lane up to where Valleywood Lane goes north; and, along Valleywood Circle and the island in that roadway. For Valleywood Circle it would be a B612 curb around the island and a surmountable curb at the edge of the roadway. The width of Valleywood Lane would be 24.5 feet (21 feet of bituminous pavement surface with curb on one side and aggregate shoulder on the opposite side) from Eureka Road to Valleywood Circle. The width of Valleywood Lane west of Valleywood Circle would be improved to a 20- foot -wide bituminous surface with curb on the north side. The width of Valleywood Circle would be 23 feet face to face of curb (20 feet of bituminous surfacing with 1.5 foot wide concrete gutters on each side) except for the area around the center island which would be reduced to a width of 20 feet. It may be beneficial to sign the roadway around the island to one way and no parking. Peggy Kauthold, 25675 Valleywood Lane, asked City Engineer Homby to clarify what was proposed for ditches along Valleywood Lane east of Meadowview Lane. Homby explained no ditches are proposed for that section of roadway. Ms. Kaufhold stated what is being proposed for the section of road her property abuts meets her needs. Pete Davis, 5495 Valleywood Circle, stated City Engineer Hornby's memo states "The costs to construct the urban roadway will be slightly higher than the rural roadway ... ". To him slightly is a nebulous number. Homby stated his memo explained that is because that roadway section would also require a storm sewer with catch basins to convey stormwater. Mr. Davis asked if there are numbers. Homby responded there are not and explained his comment about slightly higher is based on his experience. Mr. Davis then asked what easements need to be purchased and for what approximate cost. Honlby explained that to construct a ditch for the rural section alternative for Valleywood Lane would require the City to purchase a drainage easement to construct the ditch in. Mr. Davis asked what the average cost is to purchase an easement, and noted they would be willing to give the City an easement. Mr. Davis stated if the City wants to move forward without having cost estimates that's the City's choice. Mayor Zerby explained the City has to finalize the design before it can make better estimates. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 13, 2013 Page 4 of 14 Mr. Davis explained the roadway naturally slopes toward the wetlands. City Engineer Homby explained in the fall of 2012 there was a neighborhood meeting during which there was a design proposed to have the stormwater flow across the roadway. That was how the feasibility report was originally written. When stormwater flows across the roadway during February and March two things happen. There is a continual maintenance issue because of icing. There is also the issue of a freeze /thaw cycle created on the roadway. Neither of those is desirable. The feasibility report was modified for that reason. Mayor Zerby noted that a considerable amount of engineering work has gone into this project to date. Staff has worked hard to address environmental needs and residents' concerns. He stated he thought the hybrid of urban/rural proposed is good. Couneilmember Siakel asked what the cost would be to do a mill and overlay of the two roadways. She stated there is a lot of community support for other expensive projects such as sidewalks and trails. She explained the Valleywood Lane / Valleywood Circle neighborhood has about a dozen homes and this project is not on the top of their list for the City to do. She asked if the City would save funds by just doing a mill and overlay now and schedule the entire project for 10 years down the road. Some of the dollars for this project could be freed up to do other projects now. She stated it seems as if the residents in the small neighborhood are upset because they don't want the improvements to the roadway or the waterrnain extension. She commended staff for the job it has done. She stated the City and staff have done a really good job of reaching out to the residents. Director Brown stated staff can look at the mill and overlay option. He then stated in the 20 -Year Pavement Improvement Plan (PMT) it is challenging to spread out expenditures. He noted this has been the third or fourth project that a council has put on the backburner. He stated continuing to do that may well put the City in the predicament of having to do multiple major roadway improvements in a short time period. He cautioned Council that in the overall scheme financing roadway improvements may become problematic if Council continues to prolong major improvements. Couneilmember Woodruff stated although it is generous for Mr. Davis to say he would donate an easement to help manage stormwater runoff a future owner of that property may not like that even though there is an easement. He then stated a few years ago when Meadowview Road was being considered for improvements there was discussion about whether to reconstruct the road or reclaim the road. From his perspective the reason it was reconstructed was because of the significant drainage issues that could best be addressed when the road was replaced. He then stated the proposal for the Valleywood Lane / Valleywood Circle project seems to be a reasonable compromise. It addresses drainage issues and restores the roadways to something that will last for a considerable amount of time. He expressed concern that a mill and overlay would not last very long and the money spent would be wasted. He explained the 2013 budget for the project calls for reconstruction. He stated what is being proposed should be far less costly than what the budget allows for. City Engineer Homby explained that what is being proposed would be a lower cost alternative than reconstruction because some of the width is being reduced and not all of the curb and storm sewer will be put it. The base would be replaced with the proposed alternative. He noted the feasibility report cost estimate is conservative. He stated that after the public hearing for this project there was more discussion about a rural segment than in the feasibility report. With this project site an attempt is made to take advantage of the low areas and allow stormwater to flow the way it has in the past. The curb that would be constructed would help preserve trees in the corridor and help control the drainage. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 13, 2013 Page 5 of 14 Councilmember Woodruff stated at the same time Meadowview Road was done Nelsine Drive was reclaimed. Nelsine Drive was suitable for that and it has very little traffic on it. He noted the proposal is a reasonable solution for the Valleywood project. He stated he does not want the City to do a mill and overlay that will only last 7 — 8 years. Councilmember Siakel asked how long a mill and overlay would last. Director Brown stated the deciding factor as to whether or not to reclaim a roadway is underlying soils. If they are heaving during frost conditions then it would not do any good to reclaim a roadway. He explained for a normal mill and overlay it's common to start to see cracks in the asphalt every 20 feet after about 10 years and sever potholes start occurring after 12 years. If Valleywood Lane and Valleywood Circle were milled and overlaid he thought that would occur within a 7 -year time frame. Brown explained that Valleywood Lane is adjacent to low land and the underlying soils bear that out. By doing a mill and overlay for the roadways the City would lose about 25 percent of its investment over the life of that pavement. Councilmember Woodruff asked if what is being proposed will have a life of 30 years. Director Brown explained engineers typically like to use an expected life of 20 years. He noted most of the City's roadways were constructed in the early 1970s when the sewer system was installed. Councilmember Hotvet stated she thought that what is being proposed is a good compromise. Sue Davis 5495 Valleywood Circle, noted that she had a nice meeting with City Engineer Homby the previous week to talk about this. She stated there is one issue that will not be solved until another roadway in the area is done. Residents want some assurance that trees on the island in Valleywood Circle are not damaged. The trees are big and they are located out toward the edge. Their feeder roots are going to be damaged. She then stated that Hornby stated there will be two feet of sand put in the circle to help with drainage. That would be very beneficial. She commented that there is a pothole in front of her property that has had water in for 30 years even if there is a drought. She stated the residents want as low impact as possible and minimal disturbance as possible. She noted the proposal is probably as close as it can be. She stated residents are okay with making the road around the island one way. She requested that when the plans are done residents be able to see the construction limits. Richard Miller, 5445 Valleywood Circle, stated that the basically the residents along Valleywood Circle make sure the island is maintained. He noted that he mows the grass on the island. He commented that the island is viewed as the residents' yard. It does not belong to any one person. He conveyed that he has always hoped that a curb would be constructed around the island to prohibit a child from doing donuts on the island and wrecking the landscaping. He asked if constructing a curb is feasible. City Engineer Hornby stated from a design perspective it can be considered and there could be an area where the curb is dropped so a riding mower can get on to the island. Mr. Miller stated he would be okay with putting a plank down to mow. He noted that if constructing a curb would result in the loss of trees on the island he would not be in favor of doing that. He stated he did not know how far into the residential properties the new road would have to go to maintain proper width of the roadway. He asked if constructing the curbs would require doing more than a mill and overlay. Director Brown stated the hardest part of this type of roadway project is the removal of the subsoil and replacing it with materials that will not heave (mostly sand). lie then stated there will probably be a week CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 13, 2013 Page 6 of 14 when the subsoil is being mined out when the area will look like a war zone. Construction is dirty. He then stated staff clearly understands how special the center island is to the residents along Valleywood Circle. He noted a barrier curb around the island is being proposed. Councilmember Woodruff stated the memo from City Engineer Hornby states the width of the roadway around the will be reduced to 20 feet. He asked what the current width is. Hornby explained that in the feasibility report it states the current width of Valleywood Circle ranges from 14 feet to 24 feet. He noted that to meet fire code there must be a 20- foot -wide hard surface. Woodruff stated the proposed design reflects a surmountable curb on the outside of the roadway. He asked if that is 24 inches wide. Hornby stated a little wider than that. Homby explained he is counting 20 feet to be from the face of the barrier curb around the island to the flow line of the surmountable curb. It will be 20 feet face to face of curb. There will be another 8 inches for the back the barrier curb. On the residential property side there will be another approximate 16 inches. That amount to approximately 22 feet back to back of curb. Director Brown stated the PMP has Valleywood Circle listed as a 23 foot width, noting that is average. Woodruff moved, Hotvet seconded, directing staff to proceed with the final design for the Valleywood Lane / Valleywood Circle roadway improvements (alternatives 3, 4 and 5) per the recommendation identified in the memorandum from City Engineer Hornby dated May 13, 2013. Motion passed 4/0. Director Brown stated when the plans are nearing finalization a downloadable copy will be placed on the City's website. Mayor Zerby stated the next step for Council will be to authorize advertisement for bids. He then stated the plan is to complete construction in 2013. Councilmember Woodruff stated people will have an opportunity to comment on the final design. Mayor Zerby noted the City will involve the residents in every part of the process they want to be involved in. B. Consider City Project Bid Award for Excelsior Boulevard Storm Sewer, Lift Station 11 Foreemain and Excelsior Boulevard Trail Extension (Additional Work) as Part of the Metropolitan Council Environmental Services (MCES) Excelsior Area Interceptor Improvements Cooperative Agreement City Engineer Hornby noted that the meeting packet contains a copy of a memorandum from him regarding three projects that are being considered as part of a cooperative effort with Metropolitan Council Environmental Services (MCES). He explained the memo describes the three projects. [1) Lift Station I 1 Foreemain Replacement — forcemain replacement in Covington Road will disconnect the City forcemain from MCES' forcemain and provide a new connection to gravity sewer approximately 1,000 feet east. 2) Excelsior Boulevard Storm Sewer Improvements — improvements will be made to the storm sewer at a roadway low point between Manor Road and Barrington Way. 3) Excelsior Boulevard Trail Extension — Extend the trail from Manor Road to Barrington Way.] The memo shows the estimated amount, the Capital Improvement Program (CIP) and the bid amount for each project. For the Lift Station 11 Forcernain project the respective amounts are $140,254, $194,800 and $123,717. For the Storm Sewer project the respective amounts are $10,074, $40,000 and $7,481. For the Trail Extension project the respective amounts are $162,506, $30,000 and $166,872. The reason the CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 13, 2013 Page 7 of 14 Trail Extension project is so much higher than the CIP amount is a retaining wall has to be constructed to support the embankment of Trunk Highway 7. Homby noted staff recommends the Lift Station 11 Forcemain project and the Storm Sewer Improvements project go forward. The bids for those two projects are favorable. He explained the Trail Extension project is feasible to construct from an engineering perspective. He stated Council needs to decide the financial viability of doing the Trail Extension project. Hornby stated the meeting packet contains copies of supporting information. There is a revised Exhibit B- 2 for the Cooperative Agreement with Metropolitan Council which reflects the costs estimates for individual components of each of the three projects. There are engineering drawings. There is a picture of an example of what the retaining wall would look like. There is a copy of a memorandum from Administrator Joynes and from Director Nielsen regarding the Trail Extension project. Hornby asked Council to make a motion specifying which of the three projects it wants to move forward with. Couneilmember Woodruff stated he was pleased that the bid amounts for the Lift: Station project and the Storm Sewer project are less than the estimate and CIP amounts. He noted that he thought the value of the Trail Extension project is low while the cost is exceptionally high. From his vantage point there are other trail segments that are far more important (e.g., the Galpin Lake Road trail segment). He noted that residents have come before Council to talk about the Galpin Lake Road segment. He stated he would prefer to spend the funds on that. Councihnember Siakel stated having the trail extension would be nice. But, because of the cost maybe it should be pushed out a number of years. She then stated the City has other priorities for trail segments. She noted she is okay with not including the Trail Extension project at this time. She stated the retaining wall could be put in at any time. Mayor Zerby explained the combined CIP amount for the Lift Station project and the Storm Sewer project is $234,800 and the combined bid amount for the two projects is $131,198. That leaves a balance of $103,620. When that balance is combined with the $30,000 in the CIP for the Trail Extension project it comes to $133,620. That is not that far off from the $166,872 cost to build the trail segment. There is an approximate $33,000 gap. He noted the staff report indicates a MCES cleanout structure would have to be relocated and a part of a high pressure gasmain would have to be relocated as part of the Trail Extension project. He asked if some of the balance in the CIP for the two projects could be used to do some components of the Trail Extension project (e.g., the relocations of the cleanout structure and gasmain) now because it would be easier than at a later date. He noted that he disagrees with comments made in a previous meeting that the trail would go nowhere. He stated it would connect the City of Excelsior to a greater part of Shorewood. The connector crosses Highway 7 and down Old Market Road and then almost to Minnetonka. The trail would allow residents who live in that part of Shorewood to walk or bike to that part of Excelsior safely. He commented it is a high visibility area. Comrcilmember Siakel noted she appreciates Mayor Zerby's perspective. She asked if there is another segment of trail in the Trail Implementation Plan (e.g., Galpin Lake Road) that is higher on the priority list. A segment that would be used more. Mayor Zerby clarified he is not questioning the priority. But, an opportunity has presented itself. He stated based on his experience mobilization (getting equipment to the site) is a large part of the cost of CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 13, 2013 Page 8 of 14 any construction project. That mobilization could be leveraged by doing some or part of the Trail Extension project now. Councilmember Woodruff asked if the relocation of the cleanout structure and high pressure gasmain have to be done because of the MCES project or do they have to be done because of the Trail Extension project. City Engineer Homby responded yes and no. City Engineer Hornby noted the C1P amounts included indirect costs. lie explained construction inspectors will be out at the City's projects. The bid amounts include construction as bid plus a 15 percent contingency. He then explained the high pressure gasmain wanders in and out of the City's right -of -way (ROW) between the City's ROW and the Minnesota Department of Transportation's (MnDOT) ROW. To put the retaining wall in will require relocating it in a couple of areas. If that is not done and if something went wrong with the gasmain then the retaining wall and trail will have to be taken out, the gasmain would have to be repaired, and the trail and retaining wall would be replaced. The City has control of the relocation within the City's ROW. The City would have to work with MnDOT for any relocation within its ROW. Part of the retaining wall would be located within MnDOT's ROW. He then explained MCES has a cleanout structure for its existing forcemain. He noted that from his perspective that is a private facility and MCES would be responsible for relocating it for a City improvement project. He anticipates he will get pushback on that. Councilmember Woodruff stated he understood Mayor Z.erby to suggest relocating the cleanout structure and gasmain now in anticipation of a future Train Extension project because it would be less expensive to do that as part of the MCES project rather than later. City Engineer Homby stated there are cost advantages to doing that now as part of a much larger project. Costs usually go up for a much smaller project. He then stated MCES will have several types of contractors that will be involved throughout the length of the project. Councilmember Woodruff stated it's his understanding that if the City decides to move forward with the Trail Extension project including the retaining wall now the cost to relocate the cleanout structure and gasmain would be borne by the owners of those structures. The City would not have any cost. Therefore, there would not be anything to apply the balance of funds in the CIP to unless the City wants to pay the owners to move the structures now even though there would not be an immediate need for that. He commented he does not know why the City would want to do that. Councilmember Hotvet asked if the gasmain has to be moved if the trail is not constructed. City Engineer Hornby stated it does not. Hornby then stated if the trail is constructed it would have to be moved because it would conflict with the retaining wall. Hotvet then asked what Excelsior and the City of Greenwood are doing with regard to trails in conjunction with the MCES project. Hornby noted they do have trails along Excelsior Boulevard in the MCES project area. Homby explained there is a trail about 4 feet wide in Greenwood that dead ends at Manor Road. It is a heavily distressed bituminous surface. The plans do show a trail in the MCES project plans. Hotvet asked what Excelsior is planning to do for its segment of trail. Homby explained there is a sidewalk along Excelsior Boulevard in Excelsior. He noted that he does not know who is paying for that. Hotvet noted that she thought the City would make a huge mistake by not doing the Trail Extension project in conjunction with the MCES project. The cost to retrofit a trail and retaining wall later will be more. She expressed her support for moving forward with the Trail Extension project now in conjunction with the MCES project. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 13, 2013 Page 9 of 14 Councilmember Siakel stated the Trail Extension project could be done later. The current bid cost does not take into consideration all of the infrastructure costs that would be incurred later. She clarified she has been coming from the perspective of the priorities of trails. If there were money she questioned if it would be better to spend it on the Galpin Lake Road segment. She agreed with relocating the cleanout structure and gasmain now. She noted that she can go either way. Councilmember Hotvet stated during Council's April 22 meeting she asked to find out what Excelsior and Greenwood are doing about trails in conjunction with the MCES project. She expressed her desire that there be more collaboration and creative approaches to the Trail Extension project. City Engineer Homby asked if she was asking if MCES will pay for the Trail Extension project. Hotvet responded maybe MCES could participate in the funding. Hotvet asked how Excelsior is funding its segment of trail. City Engineer Homby explained there is an existing trail in Greenwood. It's his understanding that will be replaced. It will not be as wide as what is being proposed for the trail segment in Shorewood. There would be a transition to the Shorewood width after the trail crosses Manor Road. Because there is an existing trail in Greenwood there will be some cost participation from MCES. He then explained Excelsior has some sidewalk along Excelsior Boulevard and there will be some cost participation from MCES because the existing infrastructure will be disturbed. He noted if the infrastructure is not being disturbed and if it has not been in existence prior to the project MCES is not going to participate in the cost. Councilmember Hotvet asked if anyone has asked MCES to help pay for the cost. Homby responded yes. Councilmember Siakel asked Director DeJong to explain the impact of doing the Trail Extension project on the City's budget. How would the City pay for it and make up the difference? DeJong explained the math being talked about amounts to transferring the unspent funds from the Stormwater Improvement Fund to the Trail Fund and transferring the unspent funds from the Sanitary Sewer Fund to the Trail Fund in order to fund part of the Trail Extension project. There is still part of the cost that is not going to be funded. That will bring a deficit in the Trail Fund on faster. DeJong noted the current plan is to spend all of the money in the Community hifrastructure Fund basically in the next two years. Absent transfers out of other funds there will be no funding source for future trail segments. Councilmember Woodruff stated the Trail Implementation Plan is a multi -year plan that extends out much farther than two years. Yet, the Trail Fund is going to run out of money in two years. Therefore, there is a large segment of the Plan that is not funded. The City will have to find a way to put funds into the Trail Fund to fund other segments. Spending funds from the Trail Fund on the Trail Extension project will only make that situation worse. Councilmember Siakel stated in the Trail Implementation Plan there are a number of trail segments that could be pushed out for quite some time because they are less value than the trail segment from Manor Road to Barrington Way. She then stated if the cost to construct that trail will increase if it is delayed then maybe there is value in seizing the opportunity and constructing it now. She asked if this segment is as important as other proposed trail segments. If it is, it comes back to whether or not there is funding for this. Director DeJong stated the trail planning process needs to be taken into consideration. The Trail Planning Committee (the Committee) identified the trail segments that were the highest priority. There were a lot of people involved in that process. If the trail segment from Manor Road to Barrington Way did not make into the highest priority category then he questioned the appropriateness of constructing it at this time. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 13, 2013 Page 10 of 14 Councilmember Siakel noted she was a member of the Committee. She stated she thought there was thought put into the prioritization. But, it was not scientific or detailed. The Committee tried to apply common sense to the prioritization. There was not discussion about the possibility of changing priorities if an opportunity with Hennepin County or another entity presented itself. For situations that present itself like this, it is up to Council to decide if there should be a change in priorities. Councilmember Hotvet noted she was also a member of the Committee. She stated no one on the Committee was aware of the MCES' foreemain project. Councilmember Woodruff stated the Committee developed the Trail Implementation Plan and the Council signed off on the Plan. Priorities and a schedule were identified. At that time it was thought there were sufficient funds to fund the projects in the Plan but there are not. The hail segment from Manor Road to Barrington Way did not make it into the Plan. Because this opportunity presented itself Council chose to consider that trail segment. He noted if it was going to cost the $30,000 budgeted in the CIP he would probably support constructing it although it would be low value. But, to spend $166,000 plus the inspection fees he does not think it is the right thing to do for the City or the residents. He stated there are segments such as the Galpin Lake Road trail segment, the rest of Smithtown Road segment, and the segment near the public safety facility that need to be funded. Mayor Zerby stated from his vantage point the trail segment from Manor Road to Barrington Way is more important than the Committee understood. It will connect residents in the southeast area of Shorewood to Excelsior. That's a pretty big connection. The connection would also connect to the City's Skate Park. Councilmember Woodruff stated it would not connect to the Skate Park. Zerby stated it gets people across the road. Woodruff stated it does not; it stops at Barrington Way. Woodruff asked how far the Skate Park is from Barrington Way. Zerby noted Barrington Way is not a heavily used road. Zerby stated it would help people get from Excelsior to the Skate Park. Councilmember Hotvet stated she is not of the opinion that doing the Trail Extension project will take away from doing other trails. She then stated the balance in the CIP from the other two projects is an important factor. Councilmember Woodruff stated the City is running out of money in the Storm Sewer Fund. Councilmember Hotvet stated Council was provided options of how to build the various funds up. Woodruff stated one option is to not spend money foolishly. Hotvet noted from her perspective spending money on that trail segment is not a foolish expenditure. Administrator Joynes stated clearly the decision about the value of a trail segment rests with elected officials. He noted staff has no opinion about that. He stated it is prudent Council understands that shaping the financial picture will involve making some difficult decisions in the future about how to make the funds whole. He clarified the cost for this trail segment does not become an issue if Council finds other revenues to support what it wants to do. He explained that decision means that Council will have to do some things that that will be unpopular with residents. If Council is willing to make those decisions, to make those transfers that is within Council's purview. It is clear that spending that amount of money on this trail segment will make those decisions more difficult. Little decisions Council makes now will have an impact later on. He clarified he is not telling Council it cannot decide to move forward with the Trail Extension project. But, it is his responsibility and the Staff s responsibility to inform Council that it will have an impact. The volume of that impact has been noted. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 13, 2013 Page 11 of 14 Councilmember Hower noted the results of the resident survey indicated that one of the most important requests of residents was to make the community walkable. She stated the City is given an opportunity to create a trail segment that will cost less than it will in 10 years. Mayor Zerby reiterated the combined CIP amount for the Lift Station project and the Storm Sewer project is $234,800 and the combined bid amount for the two projects is $131,198. That leaves a balance of $103,620. When that balance is combined with the $30,000 in the CIP for the Trail Extension project it comes to $133,620. That is not that far off from the $166,872 cost, not including inspection fees but including a 15 percent contingency, to build the Trail Extension. He asked if Director DeJong would concur that the estimate difference in funding is $40,000 — $50,000. He stated that although the difference does impact the budget it is not a $1 million dollar impact. Director DeJong explained there are different dedicated funding sources for the three projects. The gap in the Trail CIP is going to be close to a $137,000 plus construction inspection fees. In order to use the surplus funds in the Stormwater Management Fund and the Storm Sewer Fund there has to be a cash transfer to the Trail Fund. Councilmember Woodruff reiterated that in two years the Storm Sewer Fund will be broke Councilmember Siakel stated it's her recollection that the last couple of audits have suggested the City take action on its rates. Council has not done that. From her vantage point regardless of what happens with the Trail Extension project Council does need to raise utility rates. Councilmember Woodruff stated transferring funds from the Storm Sewer Fund to the Trail Fund to do the project makes things worse in the Storm Sewer Fund. Director DeJong stated at the end of the financial projections each of the funds is in a deficit state. Over the course of the next eight years there really is not any money to move if the City is going to do the projects identified in the CIP. Councilmember Woodruff agreed that the resident survey indicated residents are very interested in a walkable community. He stated there are lots of places the City could construct trails and sidewalks that are not in the Trail Implementation Plan. He asked why the trail segment from Manor Road to Barrington Way is so important as opposed to other opportunities included in the Plan and not included in the Plan that there is no funding for. He reiterated constructing that segment now makes no sense to him. Woodruff moved, Hotvet seconded, approving the construction of the Excelsior Boulevard Storm Sewer Project improvements and the Lift Station 11 Forcemain Project improvements with the Metropolitan Council Environmental Services cooperative project as presented in the Staff report dated May 13, 2013. Motion passed 4/0. Councilmember Siakel reiterated she can go either way about the Trail Extension project. She noted that she does consider the priorities in the Trail Implementation Plan as set in stone. She also noted that she does have some concern about the financial impact on the project. She stated she understands it is Council responsibility to be fiscally responsible. Yet, sometimes decisions like moving forward with the Trail Extension Project have to be made. Siakel moved, Havel seconded, approving the construction of the Excelsior Boulevard Trail Extension with the Metropolitan Council Environmental Services cooperative project as presented in the Staff report dated May 13, 2013. Motion passed 3/1 with Woodruff dissenting. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 13, 2013 Page 12 of 14 10. GENERAL/NEW BUSINESS 11. OLD BUSINESS 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff Southshore Community Center Update Administrator Joynes reminded Council that there is a Council work session scheduled for May 20 at 5:00 P.M. in the Council Chamber to discuss the Southshore Community Center (SSCC). To start the meeting there will be a 15 minute presentation by the Southshore Senior Partners (SSSP). Then Council will have a discussion about the long -term goals and vision for the SSCC. Council will be provided with information about bookings, revenue projections, the estimate of what it would cost to have a full -time position to manage that, and other pertinent information. He noted that Council has already been provided with a document from SSSP about what it sees as a vision for the SSCC. He stated it's anticipated the work session will last two hours. 2. City Owned House Update Attorney Keane stated the City has informed the property manager for the City -owned house that the City intends to put that property on the market. The property manager informed the tenants of that. The tenants asked to be released a month early and the City agreed to that. It is to the City's benefit to put the house on the market sooner versus later. He noted that he, Administrator Joynes and Building Official Pazandak did a walk- through of the house and found the house to be in pretty good condition. The City will ask three realtors to submit a marketing proposal to the City within the next 10 days. Couneilmember Siakel asked if the proceeds from the sale of the property will be put into the General Fund. Director DeJong stated the proceeds will go into whatever fund Council wants them to go into. Siakel asked if that includes the Trail Fund. DeJong stated it would be perfectly appropriate to put the proceeds in the Trail Fund. Director DeJong explained that the original money to purchase the property was borrowed by the General Fund from the Water Fund. It was repaid over five years at a rate of $60,000 per year plus interest. The loan was paid off in 2011. 3. IT Services Update Director DeJong stated the conversion of IT Services to HeatSeeker Technology Partners, Inc. went very well. HeatSeeker was very thorough. The first week after the conversion there were a few minor glitches. The Monday following the conversion there were two representatives from HeatSeeker on site. They worked through minor issues without generating any trouble tickets. Since then a few trouble tickets have been submitted and they were processed promptly. At the end of the first week there were five outstanding trouble tickets and several of them have been cleared up. Director Brown explained staff had concerns about how the previous service provider was securing the City's backup data off site. After the conversion the City's backup data is stored off -site in two different locations. The most critical data and applications are also available as a cloud based service. He noted that CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 13, 2013 Page 13 of 14 staff is excited about the promise HeatSeeker is providing as vision casting. It is on the cutting edge of technology and will lead the City into some promising infrastructure changes in the future. Mayor Zerby stated staff wisely chose the correct vendor. 4. Smithtown Road and County Road 19 Sidewalk Projects Ground Breaking — June 10, 2013, Starting at 6:00 P.M. Director Nielsen stated staff is suggesting Council partake in ground breaking ceremonies for the County Road 19 trail /side walk project and for the Smithtown Road west sidewalk project prior to Council's June 10"' meeting. He explained that on May 21 there is a bid opening for the Smithtown Road sidewalk project. During its May 28 meeting Council will be asked to award the contract for that project. Staff has been talking about having a pre - construction meeting with the residents in the area. That may possibly occur on June 12. He then stated the second South Lake Park Summit is scheduled for May 21. Other Director Brown stated Public Works has been patching potholes all winter long. It recently switched to using hot fill. He noted Public Works is down two employees. He stated Public Works has started the street sweeping process. There had been a problem with the sweeping equipment which kept it out of service for a while. It is in service again. The sweeping will be done in two passes; there will be an initial sweep of the entire City and then a more thorough sweep. It's anticipated it will take 2.5 — 3 weeks to complete the sweeping. Once the sweeping is complete Public Works will start the hydrant flushing process. Mayor Zerby stated he has heard from a couple of residents that the snow plowing removed more surface material this past season then in the past. There was comment that the blade on the truck was changed. Director Brown explained cutting edges for the plows are the wear edges that people often see sparking when major plow trucks are traveling on the freeway. They are very expensive. Public Works did try a harder edge blade which under normal winter conditions would probably have fared pretty well. Unfortunately, having to plow after the frost was out of the roadways did result in surface damage where there were cracks. He asked Council to bear in mind that at 2:00 A.M. all the drivers see is one white blanket and drivers have to use their good judgment as to where the edge of the roadway is. He stated a lot of the turf damage has been cleaned up, but there is still a little more to do. Mayor Zerby noted he has heard nothing but compliments from the residents on how the snow situations were handled. He thanked Director Brown and Public Works personnel for their efforts. Director Brown stated the City's spring clean -up day is scheduled for Saturday, May 18, at the Public Works facility. It opens at 8:00 A.M. There will be a free shredding event at the City Hall parking lot from 9:00 A.M. — Noon. City Engineer Hornby stated there are contractors interested in the Smithtown Road west sidewalk project. He then stated staff will contact the design services provider for the Valleywood Lane / Valleywood Circle project and let them know what the design parameters are. Staff will also contact Metropolitan Council Environmental Services (MCES) and inform them that the City is going to move forward with the three projects that will be done in conjunction with the MCES' forcemain upgrade project. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 13, 2013 Page 14 of 14 Administrator Joynes stated aquatic invasive species (AIS) inspections at the Christmas Lake boat launch were started on May 11. The City has put processes in place for handling the payroll for the inspections. Mayor Zerby stated the Chri stmas Lake Homeowners Association (HOA) held its annual meeting on May 7 "'. During that meeting it awarded Leadership in Government awards to three local government units — the City of Shorewood, the Min cludia Creek Watershed District and Carver County. The entities were presented with an engraved crystal trophy. He thanked the HOA for the recognition and the appreciation it expressed for the City's efforts. B. Mayor and City Council 1. Invitation to South Lake Area Communities to Discuss Sharing Services Mayor Z,erby stated the meeting packet contains a copy of a draft letter from him (drafted by staff) to Excelsior Mayor Gaylord and Tonka Bay Mayor De La Vega regarding having a meeting about sharing of services. The letter is in response to an April 25 meeting he and Administrator Joynes had with De La Vega and Tonka Bay Administrator Kohlmann to talk about whether or not it makes sense to talk about sharing public works services. He has also had some informal discussions with Gaylord who has expressed interest in this as well. During the April 25 discussion they thought it best to get the City Administrators /manager and one member of staff to talk about this. He then stated if Council agrees the letter will be sent to the other two Mayors. Councilmember Hotvet stated she fully supports this and she finds it to be innovative and creative. She will be interested in hearing what the results will be. Councilmember Woodruff stated he likes the idea. He indicated he would like staff to informally broaden the discussion beyond public works. He then stated he is okay with sending the letter. Fk \I71L�311i�i Hotvet moved, Woodruff seconded, Adjourning the City Council Regular Meeting of May 13, 2013, at 8:42 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: Sc erby, Mato Je n Panchyshyn, Cit, Jerk