06-24-13 CC Reg Mtg MinCITY OF SHOREWOOD
CITY COUNCIL REGULAR MEETING
MONDAY, JUNE 24, 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 7:07 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Hotvet, Siakel, Sundberg, and Woodruff; Attorney
Keane; City Administrator Joynes; Finance Director DeJong; Planning Director Nielsen;
Director of Public Works Brown; and City Engineer Hornby
Absent: None.
B. Review Agenda
Sundberg moved, Woodruff seconded, approving the agenda as presented. Motion passed 510.
2. APPROVAL OF MINUTES
A. City Council Regular Meeting Minutes, May 28, 2013
Woodruff moved, Sundberg seconded, Approving the City Council Regular Meeting Minutes of
May 28, 2013, as amended in Item 12.A.1, Page 12, Paragraph 7, Sentence 1 change "...authorizing
staff to have the HVAC system and water replaced ..." to "... authorizing staff to have the HVAC
system and water heater replaced .... ". Motion passed 510.
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 Resolution Therein.
A. Approval of the Verified Claims List
B. Accept Resignation of Light Equipment Operator and Authorize Recruitment for
Position
C. Accepting the 2012 Comprehensive Annual Financial Report
D. Adopting RESOLUTION NO. 13 -03711 "A Resolution Adopting Performance
Measures."
E. Accepting a Donation from Joyce and Dick McFarland
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June, 24, 2013
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Motion passed 510.
4. MATTERS FROM THE FLOOR
Gar Carlson, 3891 West 62 "a Street, explained he lives in the original Cathcart home which is located on
the corner of Cathcart and West 62nd Street. He owns another house on his property which has an address
of 6280 Cartway Lane. He noted he has resided in his home for more than 40 years. He explained the
home that is being damaged by stormwater runoff from Cathcart Park is a walkout and the lot is graded
properly for a walkout lot. From his vantage point, when Cathcart Park was developed many things were
overlooked. The area the Park is located on had been a plowed field and he owned land all around it.
Once the Park was started to be developed, more and more hard surfaces were placed in the Park. For
example, the baseball diamond has to be flat and the hockey rink has to be flat. The Park contains about 5
acres of land.
Mr. Carlson then explained that during the more than 40 years he lived in his house there has been a
hundred -year event, a five- hundred year event, another 100 -year event and recently there was another 3
inches of rain. All of the stormwater from the Park flows across Cartway Lane and down the hill on to his
property. The stormwater flow can be 7 inches deep and very wide at times. The stormwater washes into
his home and washes out his driveway. The City of Chanhassen spent all morning regarding the gravel
road again. It has done that many times over the years.
Mr. Carlson stated he believes a stormwater management plan for the Park needs to be developed; it
should have been done when the Park was developed. He commented that he could not come into
Shorewood and develop 5 acres of land without implementing a stormwater management plan. He
explained he took out the carpet in the house and replaced it with ceramic tile. This past weekend the area
rugs in his house were wet from stormwater, and his garage was filled with stormwater. He has tapered
land around the garage away from it. But, when there is as much stormwater as there was this past
weekend there is not much he can do. He stated he thought he has been very generous over the years. He
noted he is very close to suing.
Mr. Carlson stated he has spoken with city engineers and the Park Commission about the need to do
something to mitigate the stormwater issue. An engineer needs to develop a stormwater management
plan. He explained West 62nd Street was never engineered properly because it is a roadway between two
cities. It was never engineered to deal with stormwater flow. He then stated when Shorewood allowed the
church to be redeveloped (a bigger parking lot, a bigger church and more roof area) that increased the
stormwater flow off of the church property and on to West 62 "d Street continuing on to Cartway Lane and
then his property. He noted Cartway Lane is 16.5 foot wide; that is basically an expanded driveway. He
stated the only reason Chanhassen helps maintain Cartway Lane is it put a sewer line underneath it. He
then stated the stormwater should be kept on the Park side of Cartway Lane.
Mr. Carlson thanked Council for its time. He expressed hope that the City would budget money to help
rectify this problem. He stated he thought stormwater mitigation could be done without losing much of
the Park.
Mayor Zerby thanked Mr. Carlson for his patience. He stated he sympathizes with the issues Mr. Carlson
is having.
Director Brown noted Chanhassen owns Cartway Lane and Mr. Carlson's property is located in
Chanhassen. Cathcart Park is located within Chanhassen's borders. Shorewood owns and operates the
Park by agreement. He explained Engineer Hornby (relatively recently) and he (over the years) have been
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June, 24, 2013
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in contact with Chanhassen. That is why Chanhassen regarded the gravel roadway to try and create a
damming effect by Cartway Lane. Chanhassen has talked about possibly paving the roadway a few times
over the years to try and address some of the issues. When Chanhassen allowed the area on the other side
of Cartway Lane to be developed not much attention was given to stormwater flow to allow it to travel
through the development. He noted that there are a number of issues that have to be addressed by
Chanhassen and Shorewood. He stated staff is waiting for a response from Chanhassen at this time.
Mayor Zerby stated he would be happy to host a meeting of Shorewood representatives, Chanhassen
representatives and Mr. Carlson to talk about this topic. He noted it sounds as if this has been an issue for
a number of years.
Mr. Carlson stated he has mostly a hobby farm. He commented he is used to a rural attitude. He clarified
that people have been very helpful.
5. PUBLIC HEARING
None.
6. REPORTS AND PRESENTATIONS
A. CenterPoint Energy Community Partnership Grant Presentation by Mark Spanton
Mark Spanton, a senior sales consultant with CenterPoint Energy, presented the City of Shorewood with a
check in the amount of $400 as a grant from the CenterPoint Energy's Community Partnership Grant
Program to help purchase a defibrillator for the Public Works facility. He noted that over the ten years
CenterPoint Energy has had this Grant Program it has reached $1 million in donations.
Mayor Zerby thanked Mr. Spanton and CenterPoint Energy on behalf of the City.
It was noted that there is a defibrillator at the Southshore Community Center.
B. Tad Shaw Report on Minnetonka Community Education Activities
Mayor Zerby stated Tad Shaw, the City's representative on the Minnetonka Community Education
(MCE) Advisory Council, is present this evening to discuss MCE activities.
Mr. Shaw stated he has served as Shorewood's representative on the MCE Advisory Council for many
years. He explained that MCE offers early childhood family education (ECFE) programs, youth
programs, and adult programs; all of the non K -12 educational programs in the Minnetonka School
District. He noted the Advisory Council has not had any meetings since early May. He stated the 2013
Tour de Tonka event is scheduled for August 3. He then stated MCE held a recognition event recently to
recognize people in the community.
Councilmember Woodruff stated MCE does great things. The programs MCE offers are available to
Shorewood residents who are not part of the Minnetonka School District (i.e., those that live on the
Islands who are part of the Westonka School District). The Westonka School District has a similar
community education program. Residents who live in the Minnetonka School District can take advantage
of Westonka's offerings as well.
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June, 24, 2013
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Mr. Shaw noted he did not see any MCE program catalogues for both Districts in the lobby at City Hall.
He suggested making some available. He stated the Minnetonka School District is one of the premier
school districts in the country. Many parents opt in for their children to attend Minnetonka District
schools rather than schools in the community where they live. The International Baccalaureate Program,
advanced placement classes and language emersion programs helped elevate the ranking.
C. Joe Huber, Lake Minnetonka Communications Commission (LMCC)
Representative Report on LMCC Activities
Mayor Zerby stated Joseph Huber, the City's representative to the Lake Minnetonka Communications
Commission (LMCC), is present this evening to give a report on LMCC activities. He then stated he and
Mr. Huber have been discussing the trials and tribulations of the LMCC as part of the franchise
negotiation and discussions about the LMCC joint powers agreement (JPA).
Mr. Huber stated his initial impressions of the LMCC continue to be supported by the quality work of
staff. It is a fine organization which is deeply committed to its member cities, the communities and the
Mediacom cable television subscribers. The LMCC appears to be a very good value for the expense, and
aligned with the needs of its clients.
Mr. Huber explained significant progress has been made in the LMCC's franchise renewal negotiations
with Mediacom, yet there are still issues that have to be resolved. The status of service extensions during
the negotiations is now at a density of fifteen homes per mile. That is a substantial improvement over the
current agreement of thirty homes per mile.
Not all of the LMCC member cities share an identical vision for the future of LMCC operations.
Although these visions may have great differences which may not be reconcilable, each appears to be
legal and deserving of respect. Some member cities think there is a need to only record and broadcast
member city council meetings. They support significantly cutting operational franchise fee funding to the
LMCC and remitting the balance of the franchise fees to the member cities. Other member cities have a
status quo view of LMCC funding and programming.
Mr. Huber noted that he personally thinks that the collection of franchise fees from a minority of residents
to support a city's general operations to be one of poor public policy; especially when there has been little
public debate and even less transparency. He explained if member cities use franchise fees to fund the
extension of cable service, they are simply taking monies from current cable subscribers to fund real
estate improvements for those currently not served by internet broadband. That would be done with little
regard to whether those subscribers will receive LMCC programming, nor any required contribution by
those receiving the improvements.
Mr. Huber explained that he believes there should be equity of payments by each cable subscriber in the
LMCC. The concept of "per subscriber" revenue has a strong history throughout the media and
telecommunications industries, as well as within history of the LMCC. Proposed contribution maximums
for larger cities would only serve to force the subscribers in smaller cities to pay a greater proportionate
share of LMCC operations; an inequity that runs counter to the original design of the LMCC. Pending
franchise negotiations, he expressed his opposition to sharing LMCC prepared programming with cities
that do not contribute to LMCC operations. He explained the LMCC was founded with full knowledge
that cable television service delivery was linked to population density. Population densities and cable
service topographies are so different between member cities that solving it with shared revenue would
create a substantial cross - subsidy between cities so great that he doubts the Shorewood City Council
would approve it, nor would he recommend approval.
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Mr. Huber stated it is possible for the LMCC to drastically reduce operational expenses with a
corresponding substantial reduction in programming. If that were to be done, he recommends that
franchise fees collected should be reduced to the subscribers paying those fees. He noted that in March he
reported to Council that a recent survey and needs analysis and public appearances at the February 2013
LMCC Full Commission meeting did not support such service cuts. He does not support those cuts either.
Mr. Huber explained the Southwest Consortium (a public cable television agency for Edina, Eden Prairie
Hopkins and some other cities) recently reversed a decision to decrease operations and it is again hiring a
community television administrator. That is reportedly due to constituent pressure and activism.
Mr. Huber stated there have been two meetings related to the possibility of updating the LMCC JPA.
During the meetings many suggestions were made, but there was little real consensus. This effort has
been sidelined until the close of franchise renewal negotiations. There was "near consensus" to update the
provisions for cities to withdraw, with a suggestion allowing for withdrawal with two years notice as
being sufficient. He questions if a simple vote of the full Commission might be sufficient to enact that.
Mr. Huber then stated that he believes the LMCC is a good value for Shorewood, and it provides valuable
services to cities, communities and subscribers. The wisdom of a consolidated organization for such a
specialized service for the LMCC member cities of relatively small populations still makes sense. It is
reinforced by the evidence of consolidation and service sharing in other public arenas in the Lake
Minnetonka area.
Mayor Zerby thanked Mr. Huber for an excellent report.
Councilmember Woodruff asked if there is a timeline for finalizing the franchise renewal agreement. Mr.
Huber responded there is not.
Mr. Huber stated the City of Medina has formally dropped out of the LMCC. He explained that Medina is
using franchise fees to build out the Mediacom network for that entire City. It is putting very little of fees
to the operation and none to the LMCC.
Councilmember Woodruff asked when the current franchise agreement expires. Mr. Huber explained in
December 2013.
Mr. Huber stated that it's his understanding there are automatic continuation provisions should the
franchise agreement not be finalized in time. He then stated based on emails from the lawyer for
Mediacom it appears the lawyer really wants to get this done. That has to be taken at face value. The
LMCC has asked Mediacom why it does not want to build out the entire area.
Councilmember Siakel stated that Mr. Huber has done a phenomenal job during his 5 — 6 month tenure as
the City's representative to the LMCC. She then stated she thought he gave a very nice presentation.
Mayor Zerby stated he agrees that the City has been very lucky to have Mr. Huber as its representative to
the LMCC. He noted he shares Mr. Huber's concerns and his position. He also thinks it would be unfair
for a city to take part of the franchise fees which are paid for by cable television subscribers. That would
be an unfair tax on those subscribers. As a policy maker he would be very uncomfortable making that
choice.
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7. PARKS
A. Report on the June 11, 2013, Park Commission Meeting
Park Commissioner Kjolhaug reported on the June 11, 2013, Park Commission's second tour of parks (as
detailed in the minutes of that meeting).
Director Nielsen explained the fences around the community gardens at the Skate Park should be installed
the week of July 8 or July 15. The company is behind due to weather. He suggested the gardeners put up
the individual fences they put up last summer. Also, the fencing was not ordered until the garden area was
tilled to its expanded size.
Councilmember Siakel stated as the Council Liaison to the Park Commission she participated in both
tours. She then stated it was apparent during the tours that some of the sidewalks /trails in the parks need
some maintenance. She suggested incorporating the maintenance of sidewalks in the parks into the Trail
Implementation Plan.
Councilmember Woodruff stated there is a comment in the meeting minutes that the Minnehaha Creek
Watershed District (MCWD) is responsible for maintaining the vegetation at Gideon Glen. That was true
for the first five years and then it became the City's responsibility. Director Brown clarified he thought
there is a supplemental agreement which made the MCWD responsible for that in perpetuity. Brown
stated he will research that. Councilmember Siakel stated there is some work that could be done at Gideon
Glen.
8. PLANNING
9. ENGINEERING/PUBLIC WORKS
A. Public Information Meeting — Storm Water Pollution Prevention Program
Mayor Zerby opened the Public Information Meeting at 7:45 P.M.
Engineer Homby stated Jesse Carlson with WSB & Associates, Inc., is present to discuss the City of
Shorewood's Storm Water Pollution Prevention Program (SWPPP) for compliance with the Municipal
Separate Storm Sewer System (MS4) General Permit. He noted Council will also be brought up to date on
requirements for the new MS4 General Permit.
Mr. Carlson explained that holding a public information meeting about the City's SWPPP is a
requirement for obtaining a National Pollutant Discharge Elimination System (NPDES) MS4 General
Permit, a permit required by the Federal Clean Water Act. Shorewood is regulated by NPDES;
Shorewood has been regulated since 2003. Agriculture is not regulated. In Minnesota this is administered
by the Minnesota Pollution Control Agency (MPCA). A MS4 General Permit is good for five years. He
noted the City's permit expired in 2010. The delays in getting a new permit have been a result of feedback
submitted by municipalities about the new Permit requirements. The new Permit has been approved and
will go effect August 1, 2013.
Mr. Carlson stated the City's SWPPP has six minimum control measures (MCMs).
• MCM 1 — Public Education and Outreach
• MCM 2 — Public Participation and Involvement
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• MCM 3 — Illicit Discharge Detection and Elimination
• MCM 4 — Construction Site Stormwater Runoff Control
• MCM 5 — Post - Construction Stormwater Management
• MCM 6 — Pollution Prevention and Good Housekeeping for Municipal Operations
Mr. Carlson reviewed the progress the City had made in 2012 to satisfy the MS4 Program.
• Public Education/Outreach
■ City website — it has a lot of information about stormwater related activities.
■ Newsletter articles about stormwater related information.
■ Resident guide — for example the City regulates how dog droppings are handled.
■ Recycling
■ The City passed an ordinance banning coal -tar based sealants.
• Construction site stormwater control — the City is required to be concerned about
construction sites that are one acre or more in size. There were none in 2012. The City
does have stormwater management requirements for smaller lots.
• Post - construction plan reviews — the City is required to be concerned about construction
sites that are one acre or more in size. There were none in 2012.
• A sediment trap was installed off of Covington Lane to stop some of the sediment from
flowing into Silver Lake.
• Street sweeping — it's estimated the City removes approximately 57 pounds of
phosphorus annually.
Mr. Carlson summarized the new requirements the City will need to undertake as a result of the new MS4
General Permit that will become effective August 1, 2013. He noted there will be a lot of work as the City
goes through this process.
• Prioritize educational activities — prioritize three educational areas.
• Target illicit discharges — define how the City resolves it.
• Develop enforcement response procedures — define how the City resolves it.
• Develop written procedures for public works activities — for the proper handling of
materials, de- icing, street sweeping, construction site inspections and so forth.
• Facility assessment — with primary focus on the Public Work facility, City Hall and City -
owned parks.
• Prioritize system maintenance — prioritize maintenance projects so that the City spends
the least amount of money per pound of phosphorous removal.
• Evaluate TP (total phosphorous) and TSS (total suspended solids) removal efficiency of
ponds — how much sediment is in the pond that does not need maintenance.
Mr. Carlson explained Lake Virginia, which is located in Shorewood, has an approved total maximum
daily load (TMDL). The City is allowed to discharge 27 pounds per year for Lake Virginia. The plan
developed by FOR and the MPCA identified what the City is supposed to do in general terms to meet that
goal. One of the things the City is doing to help meet the goal is street sweeping. It's estimated the City is
achieving a 4 pounds per year phosphorous reduction per year into Lake Virginia through street sweeping.
The plan does identify other things the City may want to do achieve the goal such as considering regional
type projects like partnering with the Minnehaha Creek Watershed District (MCWD) or stalling a water
re -use facility. As part of the SWPPP project the City is required to look at TMDLs.
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June, 24, 2013
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Mr. Carlson then explained there are grant opportunities available to help offset costs. The MCWD has a
cost -share where 50 percent of the cost could be funded. As of now the MCWD has not identified a
funding cap. The Public Facilities Authority (PFA) does provide a 50 percent grant. It likes to fund green
infrastructure type projects (e.g., an infiltration type project). The Minnesota Board of Water and Soil
Resources (BWSR) has clean water legacy funds. BWSR funds up to 75 percent. In an ideal world the
City could identify a good project and pursue grants funds from all three sources.
Councilmember Woodruff stated he participated in a session put on by the League of Minnesota Cities
(LMC) on June 21 during which there was discussion about the new requirements for MS4 General
Permits. The LMC's materials should be available in about one week. Based on the discussion it's his
understanding that the City will have to submit something to the State of Minnesota before the end of
2013. Mr. Carlson stated the City has to submit something by December 29. Woodruff noted that is an
unplanned expenditure.
Mr. Carlson explained the first phase in the process is for the City to submit application for
reauthorization to obtain permit coverage. That will basically be a summary stating what the City is going
to do to revise its SWPPP program. The actual implementation activities the City commits to as part of
the application can potentially be done in 2014 and they should be planned for in 2013. Some of the
activities could include review of City ordinances and revisions to them and updating the City's
geographic information system (GIS) to handle record keeping requirements associated with the new
program. Staff has discussed the possibility of having a Council work session to talk about this.
Councilmember Woodruff stated it's his understanding that by the end of the year the City has to submit
what it intends to do and then next year it has to formally document the plan. The updated plan has to be
submitted to the State and other cities. The consultant he spoke with at the LMC session indicated plan
execution would not have to start until 2015. Woodruff requested staff prepare a timeline for what has to
be done.
Director Brown stated the requirements for the new permitting system are very onerous. The reporting
requirements involve every department in the City. Staff has been pondering how to make those records
available should the city be audited (it has been audited in the past). An audit is a very rigorous process.
Resources will have to be assigned to this. He then stated WSB is in the process of developing an online
GIS system that would cost less than what staff had anticipated. It will perform a lot of the record keeping
as results are tallied.
In response to a question from Councilmember Sundberg about cost - sharing grant opportunities, Mr.
Carlson listed off stormwater management projects that had been partially funded with grants. He
explained he helped the City of Orono secured almost $200,000 in funding for a stabilization project to
reduce erosion into Stubs Bay in Lake Minnetonka. He is in the process of working on a grant opportunity
through the PFA for a chemical treatment system in the City of St. Anthony. The MCWD is moving
forward with a treatment system project in Halsted Bay to clean up lake water. There is a project going on
that enhances stormwater ponds by putting iron into sand. That sand -iron filtration system will dissolve
phosphorous. There are a number of Best Management Practices (BMPs) that organization may consider
funding.
Councilmember Sundberg asked if there is a possibility that grants would help fund equipment purchases.
Mr. Carlson responded possibly. Sundberg asked specifically about street sweeping equipment. Mr.
Carlson stated he did ask the MCWD about that. The MCWD indicated to him that it is thinking about
that and it won't likely make a decision about that for 2 — 3 years.
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Councilmember Woodruff stated the Riley- Purgatory -Bluff Creek Watershed District did contribute some
funding to help with the silt chamber project on Covington Road.
Mayor Zerby stated the City has been discussing reconfiguring Badger Park and possibly partnering with
the MCWD on underground stormwater storage in that area.
Councilmember Woodruff suggested Council have a discussion about various techniques that are
available. He stated there is move to keep stormwater where it falls and run it through a filtration system.
Mr. Carlson stated with the new MS4 Permit requirements for developments or redevelopments existing
runoff volumes would have to be maintained. The only way to accomplish that is with infiltration
projects.
Seeing no one present wishing to speak on this topic, Mayor Zerby opened and closed the public
testimony portion of the Public Information Meeting at 8:11 P.M.
Siakel moved, Woodruff seconded, directing staff to prepare and submit a Record of Decision
Regarding the Storm Water Pollution Protection Prevention Program and submit the annual
report for the 2012 program by June 30, 2013. Motion passed 5/0.
Mayor Zerby closed the Public Information Meeting at 8:12 P.M.
B. Authorize Expenditure of Funds for a Street Sweeper
Director Brown stated the meeting packet contains a copy of a memorandum from him outlining the
breakdowns that have occurred with the City's street sweeper. It also details all of the tasks the sweeper is
used for. He explained staff has solicited proposals from a State contract holder (MacQueen Equipment)
on the two most common types of sweepers for municipal operations — a "Pelican Sweeper" and a "Truck
Mounted Sweeper ". The quote for the Pelican Sweeper is $173,334.83. The quote for the Truck Mounted
Sweeper is $240,308.44. Staff did do a comparison of purchasing a sweeper against contracted sweeping
and also renting a sweeper (which is very difficult). The purchase of a sweeper would be more
economical and it would allow Public Works personnel to more quickly respond to needs. He noted staff
recommends approval of a Pelican Sweeper as quoted by MacQueen Equipment.
Mayor Zerby stated he found the report to be very thorough. He suggested displaying photos of things on
the screen so the viewing audience can see them.
Councilmember Siakel asked if there is any other piece of Public Works equipment that has exceeded its
useful life and is in constant need of repair. She stated it seems as if the City waits until equipment falls
apart before replacing it. She clarified that she thought the sweeper is a necessary piece of equipment and
a new one is needed.
Director Brown stated there has been a pattern that most cities have established, Shorewood included, of
pushing replacement of equipment out beyond its service life. A sweeper is very expensive so cities want
to push the replacement out as long as possible. The City experienced a similar experience with its front
end loader when it pushed out the life expectancy farther than it should have. It totally failed and needed
to be replaced sooner than what was anticipated. He noted during the next budget cycle Council and staff
may have to adjust the life expectancy of the key pieces of equipment and advance the replacement of
them. He thanked Councilmember Siakel for her consideration.
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Councilmember Woodruff stated he understands what Director Brown said. He noted he agrees that the
City needs a sweeper. He stated the report from staff indicates the equipment Replacement Fund has
enough money to make the purchase. He then stated prior to the purchase of a sweeper the Fund was
already going to run into trouble in a few years. The purchase of the sweeper will significantly advance
that problem.
In response to a question from Councilmember Hotvet, Director Brown suggested a 12 -year replacement
schedule for sweepers. Brown noted the replacement of the sweeper had been scheduled for 2020 in the
Capital Improvement Program (CIP).
Councilmember Sundberg asked if staff has looked to see if there are any grant opportunities for the
replacement of the sweeper because there are a lot of environmental benefits gained from what the
sweeper is used for. She then asked if it would be possible to share a sweeper with other South Lake
cities. Director Brown stated staff scanned the list for grant opportunities and did not see any that fit.
Brown noted urgency is warranted in replacing the sweeper. The vendor is willing to hold a sweeper for
the City for a short period of time. Brown then stated he previously reported to Council that the City tried
utilizing the City of Excelsior's sweeper and that did not perform as hoped. He commented that he
anticipates at some point the City will be asked to share its sweeper with Excelsior and the City of Tonka
Bay.
Councilmember Sundberg noted that she supports the purchase of a replacement sweeper now. She
encouraged staff to continue consideration of sharing with the other South Lake cities. She noted that
additional wear and tear on equipment needs to be considered.
Director DeJong explained the City's ratio of capital assets left to depreciate is significantly below the
peer groups. The peer groups have been fairly steady in the mid -60s percent. The City's is down into the
30s percent and trending into the high -20s percent of life. That means that the City has a significant
number of fully depreciated assets. He noted that Director Brown has been very judicious of not asking to
replace equipment if it appears that they can be kept operational without a lot of repair.
Councilmember Woodruff stated the 2012 audit report indicated that there is approximately $137,000 in
unassigned funds that the City did not expect to have. He then stated Council keeps talking about
spending down the General Fund balance in excess of what is recommended in the General Fund Balance
Policy. It tries to do that but it has not been able to. He thought the Equipment Fund would be a good
place to put that $137,000 and not raid the Fund totally.
Mayor Zerby stated he thought the Tonka Bay rents a sweeper in the spring. He asked if the
recommended sweeper would be suitable to satisfy Shorewood's and Tonka Bay's needs if there is a
desire to do that. Or, would it be better to purchase the larger sweeper to accommodate doing that.
Director Brown stated he thought the proposed sweeper could also accommodate street sweeping in
Tonka Bay. He explained the difference in the two recommended sweepers is travel time. In particular,
when going to the east side of the City and out to the islands in the City. The Pelican Sweeper travels at
18 — 20 miles per hour (mph). The Truck Mounted Sweeper can travel at normal highway speed. The
tradeoff is in maneuverability. Tonka Bay has some very confined and narrow streets, similar to many
parts of Shorewood. The Pelican Sweeper would work better in those situations.
Mayor Zerby asked if staff has talked to the City of Minnetrista about contracting with them to sweep the
streets on the islands. He noted that at 18 mph it would take quite some time to get to the islands from the
Public Works facility. Director Brown stated staff has spoken with Minnetrista in the past about possibly
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June, 24, 2013
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contracting with it for snowplowing services. An agreement could not be reached. Brown noted there are
very few sun shiny days when the sweeper is not used. Brown explained sharing equipment for seasonal
street sweeping may be feasible, but sharing a sweeper on a day -to -day basis may not be. Zerby asked
staff to explore the seasonal opportunities further.
Councilmember Woodruff suggested contacting the City of Mound about contracting with it for providing
the seasonal street sweeping on the islands twice a year.
Siakel moved, Sundberg seconded, authorizing the purchase of a Pelican Sweeper for an amount
not to exceed $181,000 including delivery and excise taxes and funding it out of the Equipment
Replacement Fund. Motion passed 5/0.
C. Authorize Advertisement for Bids for the 2013 Sealcoat Project
Engineer Hornby stated the meeting packet contains a copy of a memorandum from him which lists the
roadways that would be included in the 2013 Seal Coat Project. [These include Birch Bluff Road, Boulder
Ridge Drive, Boulder Bridge lane, Boulder Circle, Burlwood Court, Christopher Road, Club Lane,
Eureka Road North, Eureka Road South, Fairway Drive, Lee Circle, Mann Lane, Maple Leaf Circle,
Maple View Court, Meadowview Road, Nelsine Drive, Oak Leaf Trail, Orchard Circle, Park Lane,
Seamans Drive, Shorewood Oaks Drive, Smithtown Road (between the City of Victoria and the LRT
trail), Sylvan Lane and Wild Rose Lane]. He noted the Smithtown Road segment will not be done in
2013 because of the construction of the sidewalk along that segment. He explained the City is
collaborating with the Cities of Victoria and Tonka Bay in this year's project.
Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 13 -038, "A Resolution Approving
Plans, Specifications and Estimate and Authorizing Advertisements for Bids for 2013 Seal Coat
Project, City Project 13 -08." Motion passed 5/0.
10. GENERAL/NEW BUSINESS
A. Authorize Expenditure of Funds for a Financial Software Package
Director DeJong explained the Finance Department has reviewed several financial software packages in
the past six months either at conferences or by on -line demonstrations. Staff has decided the best fit for
Shorewood would be an integrated package which has a similar look and feel for each of the financial
functions. With the City's limited staff an integrated package will save on training and assist with ease of
use. Staff surveyed other finance departments within Minnesota to find out what their satisfaction is with
existing programs. Based on that feedback and the review of the functionality, staff narrowed things down
to two packages to review intensely.
Staff received detailed demonstrations on those two packages at City Hall. The City received proposals
for those two packages. The packages were Munis (the upgrade path from Incode from Tyler
Technologies) and Springbrook (out of Portland, Oregon). Both packages would meet the City's needs
very well. After considering the licensing cost and the maintenance cost Staff decided on Springbrook.
More than 20 cities in Minnesota are using the Springbrook package. The City of Albert Lea converted to
Springbrook during 2012. Springbrook does convert data from the City's existing Incode financial
package to its package. Springbrook did a similar conversion recently in Illinois from Incode version 8.
Springbrook was the only vendor that would consider exploring adding other agencies. Springbrook has
an existing consortium in the City of Roseville; Roseville provides services to five other cities.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June, 24, 2013
Page 12 of 16
DeJong noted he is recommending Council authorize the expenditure of $103,375 for the licensing and
implementation (including data conversion) of Springbrook financial software.
Councilmember Siakel asked Administrator Joynes if he had faith and confidence that this is what the
City needs to help rectify some of the issues the City has. She stated she wants a vote of confidence from
Joynes that he supports this. Joynes stated he thought it would be a good step forward and that there
would be a marked improvement in all facets of the operation. Joynes then stated that Springbrook has a
solid track record. He noted he thought it would be a good move for the City.
Councilmember Woodruff noted he had asked Director DeJong a number of technical questions. He
stated he was satisfied that Springbrook has a good track record. Springbrook has successfully converted
users of the Incode system to its system. The Springbrook software package will allow the City to do a
number of things that can't be done with the current software that should be of benefit to the City's
residents and that would improve productivity.
Woodruff asked if Council is being asked to authorize a capital expenditure of $ 103,375 for the software
and implementation and an operating expenditure of $7,521 for the first year of annual maintenance.
Director DeJong stated based on timing the maintenance would not be due until in 2014.
Woodruff moved, Siakel seconded, authorizing the expenditure of $103,375 for the Springbrook
financial software package licensing and implementation and conversion.
Director DeJong noted the target cutover date is January 2014.
Mayor Zerby noted he is somewhat conflicted on this, while noting he likes new software and he has been
pushing for this for a while. He stated that during the work session preceding this meeting he thought he
heard Director DeJong indicate that he has just become comfortable with the current financial system. He
also heard that for the last three years it has been somewhat of a race to get the financial books closed in
time to be audited. He questioned staff's ability to continue to provide financial services at the same time
it is learning and implementing a new financial system. He asked if staff has considered hiring temporary
help or using a service to help with the transition to new software. He does not want the Finance
Department to get behind with its regular tasks because of the transition to the new system.
Director DeJong stated he not given consideration to bringing in temporary help. He noted that he has a
great deal of confidence in his ability to install new software. He has been involved in the conversion of
three separate software packages one at each of at the Cities of St. Louis Park, Chanhassen and
Minnetonka.
Mayor Zerby stated installation of a software package is one part and the operation of the system is
another part. He commented that it has taken a while for staff to learn the existing financial system. He
stated that he appreciates staff perspective that the current system is cumbersome and difficult to learn.
He expressed hope that the Springbrook system will not be as difficult to learn. He noted he understands
there is a learning curve associated with every new system.
Director DeJong stated he will work closely with Administrator Joynes during the process and if he
encounters challenges Council will be informed of them early on.
Mayor Zerby suggested having some "trial closes" to ensure the closing process works correctly.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June, 24, 2013
Page 13 of 16
Administrator Joynes clarified staff is not comfortable with the current financial system; staff is
comfortable that it has figured out the quirks. He stated that is why staff is recommending installing a new
system.
Motion passed 5/0.
B. Southshore Community Center Advisory Committee Appointment
Administrator Joynes stated during its June 10, 2013, meeting Council authorized the establishment of a
Southshore Community Center Advisory Committee and it requested staff invite the five co- owners of the
Center (Deephaven, Excelsior, Greenwood, Shorewood and Tonka Bay) to assign a representative to the
Committee along with a representative from the South Shore Senior Partners and a representative from
the Advisory Group that was in place under the former management contract for the Center. Staff has sent
a letter to the other four cities and the other two groups asking them to assign a representative. Staff is
asking Council if it would like to appoint a member of Council to be the City's representative.
Mayor Zerby stated he did hear from the Mayor of Greenwood and she told him that this item would be
on the next Greenwood Council meeting agenda.
Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 13 -039, "A Resolution Making
the Appointment of Councilmember Sundberg to the Southshore Center Advisory Committee."
Councilmember Woodruff stated he thought Councilmember Sundberg would have a fresh perspective
being she does not have much history with the Center.
Councilmember Sundberg stated she would be happy to serve in that capacity. She noted the Center is an
important asset for the entire community.
Motion passed 5/0.
11. OLD BUSINESS
A. Update on the City -Owned House at 5795 Country Club Road
Attorney Keane stated since Council's June 10, 2013, meeting Staff has narrowed the selection of realtors
to two finalists for the sale of the City -owned property located at 5795 Country Club Road. Staff will
make the final recommendation this week. Staff anticipates bringing the property to market the first week
of July. He noted the general consensus of those who have been through the property is there should be
some cosmetic changes made and then the property could be sold basically as is subject to the
replacement of the HVAC system and the water heater.
B. City Hall Landscaping Maintenance Plan
Director Nielsen stated during its June 20, 2013, meeting Council reviewed a proposal from Lan De Con
for periodic maintenance of landscaping on the City Hall property. The landscaping has been in place for
about three years and it is in need of maintenance. During that meeting staff was directed to solicit
another proposal that would address periodic maintenance more. Staff did receive a proposal from
Stonescapes. He noted that one of the Park Commissioners works for that company.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June, 24, 2013
Page 14 of 16
Nielsen explained the proposal submitted by Stonescapes has three parts to it — initial cleanup, additional
plantings, and continued garden management. The total amount for all three parts $4,250 ($915 less than
the Lan De Con proposal) and it would include twice a month service for landscape maintenance.
Nielsen noted that staff recommends doing the initial cleanup for sure. It also thinks that additional
plantings would be desirable. He stated if this gets approved the work would commence the first week of
July, weather permitting.
Councilmember Siakel stated she agrees there is a need to clean up the landscaping. She is not sure there
is a need for the additional plantings. Nor is she sure there is a need for management every month. Some
additional maintenance may be needed.
Councilmember Hotvet concurred with Councilmember Siakel's comments.
Councilmember Sundberg asked if staff has considered native plantings as opposed to a more managed
garden like current one. Director Nielsen explained the initial plan was to have more native plants. A
decision was made to plant what is called "more natural" plants because there are plants native to
Minnesota that do not fare well in this climate. Native plants were not meant to grow well along
sidewalks. Natural plants fare better than some native plants. Sundberg clarified she was suggesting
plantings that do not require a lot of maintenance. Nielsen explained there has been very little
maintenance done to the landscaping since it was planted about three years ago. He noted the mulch
having deteriorated has contributed to an increase in weeds.
Councilmember Woodruff noted he likes the proposal from Stonescapes. He suggested having the Park
Commission discuss landscaping in general. He stated it is somewhat late in the season to plant a lot of
plantings. He expressed his support for the initial cleanup and on -going maintenance this year. He stated
the twice -a -month maintenance could possibly be cut back in 2014.
Woodruff moved, Sundberg seconded, accepting the proposal from Stonescapes to perform an
initial cleanup of landscaping at City Hall and continued garden management for 2013.
Councilmember Siakel stated she would like Council to revisit the schedule for on -going maintenance for
2014.
Mayor Zerby stated he continues to believe there is a need for Council to set a standard for what type and
amount of landscaping is needed at City Hall. He noted that he personally thinks the existing landscaping
is extravagant. He recommended finding a solution that can be maintained by City staff or by a very small
outside service. He stated if the City is putting in gardens that staff cannot maintain he thought that should
be revisited.
Councilmember Sundberg stated she likes the suggestion of having the Parks Commission talk about
landscaping. She then stated she would like the City to be an example of environmental stewardship.
Motion passed 5/0.
12. STAFF AND COUNCIL REPORTS
A. Administrator and Staff
1. Monthly Financial Report
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June, 24, 2013
Page 15 of 16
Mayor Zerby noted that the meeting packet contains a copy of the May 2013 General Fund Monthly
Budget Report.
2. Update on Sharing Public Works Services
Administrator Joynes explained the City has asked the Cities of Excelsior and Tonka Bay to consider
joint public works services. Tonka Bay has responded that it would be interested in exploring that. The
initial step was for the City Administrators/Manager to get to get to talk about issues the elected officials
would need to address. Excelsior has stated that it wants the elected officials to be up front in that process.
Part of the reason for that is the Excelsior City Manager is going to be on maternity leave for a few
months. He and Mayor Zerby have met and drafted an outline of a process to follow. One of the steps is
to look at some of the documents that were created a few years ago albeit they suggested a different type
of arrangement. The issues identified then would be overlaid with more current issues. He will draft what
could be referred to as a white paper that Zerby can use when he meets with representatives from those
two cities. He anticipates that paper will be drafted sometime after July 4. Zerby suggested letting the
other South Lake cities know what is going on.
Other
Director Brown stated on June 21 — June 23 a number of trees in the City had fallen and there had been
some localized flooding. He had notified Council via email that it will take 2.5 — 3 weeks to remove and
dispose of the debris. Public Works personnel worked around the clock keeping roadways open and lift
stations operational. That ended at around 7:00 P.M. on June 23. Personnel continued with tree removal
again today. He anticipates getting more calls about trees due to the saturated soils. Very mature trees
cannot be supported by the saturated soils.
Councilmember Woodruff asked if there was any damage in the City -owned property or the parks.
Director Brown stated there was a little bit of roof leakage in the Council Chambers. At Manor Park a
fallen tree damaged a portion of a chain link fence.
Councilmember Sundberg stated this past weekend's event reminded her of the emergency preparedness
seminar people attended. She thought the preparedness from a physical perspective is good. She
recommended enhancing the communications plan; a plan that would deal with a significant event. She
stated she would like that to be addressed down the road.
Engineer Hornby stated weather permitting he anticipates the contractor for the Smithtown Road (west)
sidewalk project will be mobilizing its equipment either later in the week or early in the upcoming week.
The first thing the contractor will work on is putting up erosion control barriers.
Mayor Zerby stated he has seen a lot of spray paint and flags along Highway 7 for the Metropolitan
Council Environmental Services' forcemain project. Engineer Hornby stated a portion of the detour is
also up.
Director DeJong stated the equipment for the technology connection between City Hall and the
Southshore Community Center has been ordered. That should be installed in the next couple of weeks.
Director Nielsen stated the survey work for the Galpin Lake Road and Mill Street trail segments is in
progress. He noted Council will be asked to consider feasibility studies for those two segments during its
July 8 meeting.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
June, 24, 2013
Page 16 of 16
B. Mayor and City Council
Councilmember Woodruff stated he attended the League of Minnesota Cities' (LMC) conference on June
19 — 21. He noted he attended a number of good sessions. He stated he gave Administrator Joynes
materials about many different grant programs for projects.
Councilmember Hotvet stated she attended the conference on June 21. She attended a session on shared
services which she found to be very good. She recommended funding be built into the budget for staff to
attend the conference. She stated representatives from many cities attended the conference.
Mayor Zerby noted there is a South Lake Minnetonka Police Department Coordinating Committee 2014
budget work session scheduled for June 26.
13. ADJOURN
Hotvet moved, Woodruff seconded, Adjourning the City Council Regular Meeting of June 24, 2013,
at 9:01 P.M. Motion passed 510.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
ATTEST:
Sco# Zerby, Ma-6r)
Je n Panchyshyn, City dbrk