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08-12-13 CC Reg Mtg MinCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, AUGUST 12, 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 7:00 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Siakel, Sandberg, and Woodruff; Attorney Keane; City Administrator Joynes; City Clerk Panebyshyn; Finance Director DeJong; Planning Director Nielsen; and, City Engineer Hornby Absent: Councilmember Hotvet B. Review Agenda Sundberg moved, Woodruff seconded, approving the agenda as presented. Motion passed 4/0. 2. APPROVAL OF MINUTES A. City Council Work Session Minutes, July 22, 2013 Woodruff moved, Sandberg seconded, Approving the City Council Work Session Minutes of July 22, 2013, as presented. Motion passed 4/0. B. City Council Regular Meeting Minutes, July 22, 2013 Woodruff moved, Sandberg seconded, Approving the City Council Regular Meeting Minutes of July 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. Approving ORDINANCE NO. 503, "An Ordinance Enacting and Adopting the 2013 S- 8 Supplement to the Code of Ordinances for the City of Shorewood Minnesota" and Adopting RESOLUTION NO. 13 -044, "A Resolution of Official Summary of Ordinance No. 503 ". C. Adopting RESOLUTIUON NO. 13 -045, "A Resolution Approving Lease Agreement A- 131264 between Hennepin County and the City of Shorewood." D. Recording Secretary Agreement Motion passed 4/0. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 12, 2013 Page 2 of 12 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC HEARING None. 6. REPORTS AND PRESENTATIONS A. South Lake Minnetonka Police Department 2014 Budget Presentation by Police Chief Bryan Litsey Mayor Zerby noted South Lake Minnetonka Police Department (SLMPD) Chief Litsey is present this evening to give a brief presentation about the SLMPD 2014 Operating Budget (the Budget) and the proposed public safety facility capital maintenance plan. Chief Litsey stated this fall the SLMPD will offer the third Citizen Police Academy. He noted Mayor Zerby attended the first Academy and can attest to the success of the program. It's a great way for SLMPD personnel to connect with the SLMPD community. He thought the program has been fantastic. This year's Academy will start on Thursday, September 12, and run through Thursday, November 21. There will not be a session on October 31. The sessions generally run from 7:00 — 9:30 P.M. They sometimes run a little later depending on the topic. Attendees are encouraged to make most meetings. Classes are kept small to ensure people get enough hands -on time. He credited Sergeant Mark Geyer with much of the success of the program Geyer started. He noted staff is welcome to attend the program as well. He stated the program is fun for the patrol officers as well. He encouraged people to sign up for the Academy. Chief Litsey explained this is his fifteenth year of presenting a SLMPD operating budget as Chief of the SLMPD. His objective has always been to present a realistic budget that is lean yet meets the needs of the organization in an ever changing world. Technology continues to be more prevalent than in the past. The Department depends on it a lot. Unfortunately, the shelf life for technology is quite short. Therefore, the Department has to continually look at upgrading or replacing it. Budgeting over the last few years has been quite challenging. The economy has been slow to recover from the recession. Declining revenue from state aid has contributed the challenge. Over the last five years the SLMPD has lost over $250,000 in state aid. State aid is used to offset the SLMPD's contributions to pensions. The SLMPD member cities end up having to cover that loss. For 2014 there are increased pension costs. Mandatory contributions will go up 6.3 percent; the amount is set by the State of Minnesota. The impact of the Affordable Care Act could result in an increase in health care costs of about 13 — 14 percent; the amount will not be known until at least next month. The increase caps the SLMPD had with its current insurance provider will no longer apply. Volatility in energy costs is ongoing. In spite of these factors budget increases have been kept to a minimum; they have been on average in the 2 percent range the last four years. SLMPD staff believes it has done a very good job of trying to manage the variables while continuing to provide the service the SLMPD community has come to expect. The strategies in place and the support from the SLMPD Coordinating Committee have helped in accomplishing that. Preparing a budget for a joint powers organization for multiple cities can also present challenges. Ensuring there is transparency during the budget process is important. This is the third year that all of the documents and presentations the SLMPD Coordinating Committee has been provided for the budget process are available on the SLMPD's website www.southlakepd.com shortly after the Committee meeting is held. This allows interested individuals to track the budget process. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 12, 2013 Page 3 of 12 Because the SLMPD is a joint powers organization the budget process is started earlier than it is for the member cities. The current 2014 Budget proposal is a culmination of what transpired during the budget process to date. Preliminary budget considerations were discussed during the Coordinating Committee's May 21 meeting. The considerations were incorporated into au initial budget proposal developed by SLMPD staff. The initial proposal was presented to the Committee during its June 26 budget work session. The budget proposal was a result of staff having done a comprehensive assessment of what the budget needed to be to meet Department needs. During the work session the Committee directed staff to consider additional expense reductions and present them to the Committee during its July 10 meeting. He does not inflate the budgets he presents so he can later look good be reducing the budget. He enters into the budget process asking for what is realistic and what is really needed. Being asked to reduce the budget further after it has already been scrubbed is a difficult task. The original budget presented during the Coordinating Committee's June 26 work session included a 10- hour- per -week increase in the field hours for the Community Service Officer (CSO) program. That is a cost effective way of dealing with the issue of the patrol division being short staffed. Having a CSO handled those things that do not require the attention of a patrol officer makes better use of the current compliment of officers. For example, a CSO can transport a non - combative person to the Hennepin County jail which can save an officer up to 2.5 hours of time and keep them out in the community. To help offset the increase in costs for the additional CSO hours in the field CSO hours spent helping in the front office were reduced somewhat. He presented two new budget options during the July 10 Coordinating Committee meeting. Option I did not include the cost for an additional 10 hours per week of CSO field time. It did maintain the reduction in CSO front office time. That lowered the budget increase to 2.8 percent (when compared to the adopted 2013 Operating Budget); the increase for the original budget proposal was 3.3 percent. Option 2 also included cutting the additional CSO hours and it included a salary freeze on his current wage through 2014. Option 2 reflected a 2.8 percent increase. After considerable discussion the majority of the Coordinating Committee expressed its support for Option 1. The Committee directed staff to forward Option 1 to the member City Councils along with a recommendation for approval. The Excelsior City Council and the Greenwood City Council have already unanimously approved Option 1. Litsey noted that Mayor Zerby and Administrator Joynes have attended all of the SLMPD budget meetings. Therefore, they should be able to answer questions about the budget. Councilmember Woodruff stated the budget information includes a proposed contribution from the SLMPD member cities for Fourth of July activities. He asked if that would be in addition to the municipal contribution for the operating budget. Chief Litsey explained that is an additional amount. The Coordinating Committee discussed the idea of not billing the Fourth of July event sponsor, which the SLMPD does for other events, and instead billing the member cities directly. One of the reasons it was not rolled into the budget is it would artificially inflate the budget increase. Litsey stated he anticipates that eventually it will be absorbed into the budget. He cited the example of how the contribution for reserve officers evolved. For many years the cities contributed to that separately. Over time that got incorporated into the budget. He noted the net effect of billing the cities directly or incorporating it into the budget is the salve. For 2013, the amount was billed to the Excelsior -Lake Minnetonka Chamber of Commerce. Mayor Zerby stated some cities stipulate their contributions for Fourth of July activities be put toward police activities. Councilmember Woodruff stated the City contributes toward the fireworks activities. The budget does not include anything for police activities. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 12, 2013 Page 4 of 12 Councilmember Siakel noted the City has been contributing $5,000 toward fireworks activities. It can either allocate half of it for police activities or it can increase the budget to $7,424 cover the cost for police expenses. She asked what the reason for the change is. Chief Litsey explained this way the Chamber won't pay the SLMPD directly. Mayor Zerby explained there was a slight upcharge when the Chamber was billed. Billing the member cities directly will result in a small cost reduction because there will not be an upcharge. Zerby noted that he brought this up to the Coordinating Committee. This event is truly a community event and a national holiday. To raise money to pay for policing services through donations was not appropriate. Councilmember Woodruff asked when the Tonka Bay City Council is going to consider this budget. Chief Litsey stated they are going to discuss it tomorrow, but he does not know if it is going to take action on it then. Chief Litsey noted that he met with the Mayor of Tonka Bay since the July 10 Coordinating Committee meeting and that went very well. In response to a comment from Councilmember Woodruff Chief Litsey explained the new default budget provision in the SLMPD joint powers agreement (JPA) is handled two ways. One is to match the levy limit amount some cities may be under and then potentially match that. The consumer price index (CPI) is also taken into consideration for most of the items. The CPI goes back twelve months from July 2013. The CPI for the first half of 2013 will not be known until next week. He noted that contractual union labor agreements have to be met regardless of the amount of them. Those are still pending. The default would be close to the increase proposed. Councilmember Siakel stated she does not know what she would out in the proposed budget. She then stated the SLMPD and the Excelsior Fire District (ETD) do an amazing job with the budgets they have. She went on to state she thought the proposed budget is responsible. The choice is to fund the budget or cut services, noting she does not want to cut services. Councilmember Sandberg stated she does not think there is anything in the proposed budget to make an issue about. She noted that she thinks police services have been good. She questioned if some SLMPD member cities receive more services than others. Chief Litsey explained the SLMPD tries to operate as a district for the most part. The joint powers arrangement allows the SLMPD to allocate resources where they are needed. Overall it tends to even out. Chief Litsey stated it would be preferable to build in discretionary time in the patrol schedule so there is some time for officers to work special details (e.g., traffic enforcement or fire lane issues). With the current patrol division staffing level there is not much discretionary time. There are times there is only one officer on duty. He explained the new record management system (RMS) has made data more accessible in the field and it allows reports to be filled out in the field. When the call comes in from the dispatch system it populates information in the call report. The officer adds additional information and the report is relatively complete for the more routine calls. The officer used to come to the office to do that and a person in the office would have to enter the information. The RMS allows officers to be in the field more. From his office he can pull up what an officer is doing on the RMS. People can go to the SLMPD's website and find crime reporting information. He noted that lie is fortunate to have SLMPD Coordinating Committee Members who are technologically savvy. He stated the results from the strategic planning process done in 2008 needs to be refreshed. Mayor Zerby stated he is looking forward to receiving new reports. He then stated his management perspective is you hire the best people you can and then you trust their expertise. He is somewhat disappointed when the Coordinating Committee did not accept Chief Litsey's first budget proposal. When Litsey tells people there is a pending or current morale problem and some additional help is need to mitigate that he takes it to heart. Unfortunately, other Committee Members were more interested in reducing the budget. He went on to state it has been difficult at times for the Committee Members to understand what the SLMPD's challenges are. Hopefully, the reporting off of the RMS will provide that needed utilization CITY OF SHOREWOOD REGIILAR COUNCIL MEETING MINUTES August 12, 2013 Page 5 of 12 information. He noted that he does not view traffic enforcement as a discretionary activity. He also noted that he implicitly trusts Litsey when he says there are higher priorities than traffic enforcement at times. But, it would be nice to have data to back that up. Chief Litsey stated when people drive by a speed limit sign every day they tend to become oblivious to it. A flashing speed awareness display sign is always changing and it tends to attract a driver's attention. He thought the sign recently put up along Country Club Road will have a positive impact along with enforcement and engineering. He then stated the Shorewood City staff has always stepped up to the plate. He relies on the great rapport the SLMPD has with the staff. As a joint powers entity it is nice to have those resources to somewhat rely on. Councilmember Siakel asked Mayor Zerby if he is confident the 2014 proposed budget provides the SI.MPD with what it needs. Or, is the budget shortchanging it. Zerby stated he thinks it does, but he does not like to use the word comfortable. He then stated that Chief Litsey will make good use of the resources the budget provides. Zerby noted a budget is a guideline. If the labor problem is really severe he encouraged Litsey to come back and ask for help. Zerby moved, Siakel seconded, approving the South Lake Minnetonka Police Department's 2014 Operating Budget as presented. Motion passed 4/0. Chief Litsey stated he would be willing to attend the Council meeting when the draft Uniform Animal Control Ordinance is discussed again. 7. PARKS A. Badger Park Plan Director Nielsen explained in 2012 the Council and Park Commission met to discuss possible ways to scale down the cost of improvements to Badger Park as proposed in the Master Plan for the Park prepared by TKDA. Council was taken aback by the total cost. There were things in the Plan that did not need to be redone (e.g., moving the tennis courts for a large cost). During that joint meeting Council decided that ultimately the hockey rink would be removed from the Park. The Commission would like it to be replaced in another City park. Removing the rink would free up a lot of space that could be used for other purposes and it would eliminate a large expense in the budget for Park improvements. He reviewed a number of issues relative to the Park that had been identified. There is the need for additional landscape screening along the north edge of the Park against the commercial properties to the north. The connection between City Hall and the Southshore Community Center (SSCC) should be enhanced and it should tie to the Park. There has been discussion about having a focal point near the SSCC. Something the SSCC could use that also relates to the Park. There should be a creek crossing that would connect the rustic trail with a future perimeter trail around the Park. The playfield should be moved to the south somewhat. The hockey rink should be removed and the space repurposed. The tennis courts would remain where they are. He highlighted two rough concept plan sketches presented to the Park Commission. Concept 1 shows a focal point in the northeast corner of the Park north of the playfield. That requires shifting the playfield a little to the south to make room there. Both plans include a wide walkway between City Hall and the SSCC which would connect all elements of the Park. Concept 1 includes a play area, a picnic area and a village green area (all included in the TKDA plan) that are connected to the walkway. An attempt was made to try and increase parking to some degree. ht both concepts the driveway to the SSCC is realigned. Concept 2 would reorient the playfield from north/south to east /west. That would free up a lot of space on the north side of the playfield between it and the parking area. The play area and picnic area would be located in CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 12, 2013 Page 6 of 12 that area. A shelter or bathroom area could also be located near those two areas. There is room for a village green area between the playfield and the temiis courts. Concept 2 more than doubles the parking area for the SSCC. It also helps parking for the playfield and picnic activities as well. The pond on the east end may have to be enlarged to satisfy the Mimnehaha Creek Watershed District's (MCWD) requirements regarding impervious surface. He noted the Park Capital Improvement Program (CIP) currently includes approximately $577,000 for the TKDA plan improvements to the Park. That plan did not include a trail system through the Park and adding that would have increased the cost. He stated for the Concept 2 the cost is estimated to be $433,500. It appears that the driveway /parking cost will be more than estimated $67,100; it could be as high as $94,000. The reduction in cost for Concept 2 when compared to the CIP amount was estimated to be $143,500. Increasing the cost of the parking to $94,000 would lower that reduction to $116,600. He explained Park Fund never had the funds for making the TKDA identified improvements. It doesn't have the $460,000 in funds for Concept 2 either. He stated that during its August 13 meeting the Park Commission is going to discuss how to spread out the improvements differently. He asked Council if it thought Concept 2 makes sense. If it does the Commission can start to adjust the Park CIP accordingly. Councilmember Sandberg stated she is hesitant to do anything about this until the long -term plan is for the SSCC is known. That plan may influence what changes are made to Badger Park. Councilmember Woodruff stated he likes the thought that has gone into Concept 1. He noted that reorienting the playfield does not gain anything for sports activities unless something like an irrigation system is installed. But, he does understand that in order to make some of the other improvements that are recommended the reorientation need to be done. He stated if substantially all of the sports parking reorientation could be done first that would be a major improvement. He clarified he is ignoring the SSCC parking issue. Woodruff stated there is an $80,000 warming house estimate included in the list of improvements costs. Being there will not be a hockey rink he assumes that is for restrooms. He asked when they would be built. He suggested the restrooms be located closer to the playfield and tennis courts. He stated he thought it prudent to phase changes in. Maybe spend about $150,000 in 2014 and then build the Park Fund up. Director Nielsen noted that doing the sports parking first necessitates reorienting the playfield. Councilmember Woodruff asked if the playfield cost includes changing the lights for the playfield. Director Nielsen stated he will verify that. Director Nielsen stated that the Park Commission has discussed having free ice skating on the pond. If so leaving the shelter where it is may be a good idea. He commented that sometimes people using the tennis courts use the restrooms in City Hall. Councilmember Siakel cautioned against doing this piecemeal. She stated there needs to be a comprehensive plan for Badger Park and the SSCC. She thought the SSCC component of the campus area has been under thought. She indicated she thought Concept 1 is a good start. She thought having additional signage directing people to the SSCC would be helpful. She then stated for the SSCC it is not just a parking issue. It needs to be incorporated into the campus. She noted she views the operational aspect of the SSCC separate from the functional aspect. The functional side can be considered separately. She suggested consideration be given to putting in a sidewalk that goes along the side of the SSCC to County Road 19. She stated the soil quality in the Park has not been brought up. There needs to be funding for some infrastructure work and soil remediation. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 12, 2013 Page 7 of 12 Siakel explained the City purchased the 5795 Country Club Road property to add to the City campus. She asked Council to consider using the proceeds from the sale of the property to help fund improvements to the SSCC. She stated during her tenure on the Council she has heard there are grant monies available through the MCWD for improvements to the ground. She asked if the City could get grant funds to help address the parking issues, drainage and the pond. She suggested staff pursue that. She stated the restrooms were recommended because events at the SSCC could potentially be outdoors and because of other outdoor activities in the Park. She noted that during the July 22, 2013, Council meeting a resident spoke about the poor quality of the playfield. She stated something needs to be done and it should be done right. The resident indicated the Lacrosse Association may be willing to do some cost sharing for irrigation. She then stated she thought the City would be shortchanged if the improvements to the campus were done piecemeal. The area should be viewed as a campus. It's an opportunity to expand the functional aspect of the SSCC She noted that she thought the financial resources are available to build out the campus over the next few years. Councilmember Woodruff stated if the potential $250,000 in net proceeds from the sale of the property and that were added to what would be in the Park Fund thought the end of next year it would amount to about $500,000. That would barely be enough to make the improvements in Concept 1 and it would deplete the Park Fund. He expressed his reluctance to spend all the Park Fund and not do anything in the other parks for a few years. Councilmember Siakel agreed that there should be a plan to phase things in; it should be a plan for the entire campus. She cautioned against short changing the SSCC. It needs to be incorporated into the campus. Councilmember Sundberg noted she supports Councilmember Siakel's approach. She stated making improvements piecemeal is not a strategic approach. The campus needs to be considered as a whole. She then stated working with the other co- owners of the SSCC on the operational aspects of it in the early stages. She suggested standing back. She noted she agrees with using proceeds from the sale of the 5795 Country Club Road property for campus improvements. Mayor Zerby thanked Director Nielsen for bringing the concept plans forward and the thanked the Park Commission for the time it has spent discussing Badger Park improvements. Concept 1 is close to what Council is looking for. He noted he agrees with using proceeds from the sale of the 5795 Country Club Road property for campus improvements. lie stated he has encouraged staff to work with the MCWD on this. He extended an offer to meet with a representative from the MCWD and Director Nielsen to find out what opportunities there may be. He noted the campus area was a swamp years ago. He explained there are some challenges with stonnwater drainage. The small creek along the east end does flow into Lake Minnetonka. Therefore, it's important to have a proper and environmentally friendly drainage system on the campus. Zerby concurred parking is a concern with or without the SSCC. He stated when the playfield is used in the fall parking is very challenging. He noted he is encouraged by what has been presented. He stated he also thinks the shelter /restroom concept is not quite there yet. He then stated there is no covered space for people to, for example, barbeque and eat. It would be nice to have that feature which the other parks have. Zerby stated he would like to have this move along sooner versus later. He cited there was a resident who told Council how bad the condition of the playfield is and thought it created safety concerns when used for sports activities. He recommended developing a plan for the area that improves /replaces the playfield sooner than later. He stated the playfield could be moved and the drainage and pending issues could be addressed and then parking could be considered as a second phase. He asked Director Nielsen to tell the Park Commission to keep moving on this. Director Nielsen stated staff and the Park Commission will continue to work on this CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 12, 2013 Page 8 of 12 B. Movie in the Park Promotion Director Nielsen stated a Movie in the Park event is scheduled in September in Badger Park. Joey Nova's restaurant has offered to help promote the event by placing post -it notes announcing the event on its pizza boxes it delivers two to three weeks out from the event. The restaurant claims it puts out about 1000 pizza boxes a week. The City would have to purchase the printed post -it notes. It would cost $16 for 400 post -it notes and $80 for 2000. The Park Commission thinks this would be a good idea. Woodruff moved, Sundberg seconded, approving up to $100 for the purchase of post-it notes announcing the Music in the Park event that would be placed on Joey Nova's pizza boxes. Motion passed 4/0. Discussion moved to Item 9.A on the agenda. 8. PLANNING A. Report on the August 6, 2013 Planning Commission Meeting This was discussed after Item 9.A on the agenda. Director Nielsen reported on matters considered and actions taken at the August 6, 2013, Planning Commission meeting (as detailed in the minutes of that meeting). Discussion moved to Item 9.13 on the agenda. 9. ENGINEERING /PUBLIC WORKS A. Accept Plans and Authorize Advertisement for Bids for the 2013 Bituminous Mill and Overlay, City Project 13 -05 This was discussed after Item 7.13. Engineer Hornby noted the meeting packet contains a copy of a memorandum from him about the 2013 Bituminous Mill and Overlay Project, a copy of a title sheet and a copy of a resolution that would approve the specifications and authorize the advertisement of bids for the project. He stated there is $129,000 designated in Street Reconstruction Fund for this maintenance project. Councilmember Woodruff expressed concern about this and Item 9.13 being advertised for bids so Late in the year. Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 13 -046, "A Resolution Approving Specifications and Authorizing for Advertisement for Bids for 2013 Bituminous Mill & Overlay, City Project 13 -05." Motion passed 4/0. Discussion returned to Item 8.A on the agenda. B. Approve Plans and Specifications and Authorize Advertisement for Bids for Valleywood Lane and Valleywood Circle Roadways Improvement, City Project 13 -01 This was discussed after Item 8.A on the agenda. Engineer Homby explained staff has been working with the property owners in the Valleywood Lane and Valleywood Circle neighborhood since last fall about the roadway reconstruction project. The project CITY OF SHOREWOOD REGULAR COUNCIL, MEETING MINUTES August 12, 2013 Page 9 of 12 includes Valleywood Lane from Eureka Road going to the west end which ends in a cull -de -sac and Valleywood Circle north of Valleywood Lane. Improvements include subgrade excavation of the roadways, storm sewer, part of the roadway would have curb and gutter and part would be a rural section. The base bid would be to construct the roadways in 2013. He noted there is some risk in reconstructing roadways late in the fail because of unpredictable weather. It is not uncommon to have projects like this go into the middle of November and have a base of bituminous down. He explained that once a roadway is tom up it needs to be completed at least to a level where the roadway can be driven on in the winter. He noted staff is going to ask contractors to submit an alternate bid for construction in 2014. He explained if the 2014 alternate bid is awarded there may be opportunities to have this construction coincide with the Sunnyvale Lane project in 2014. That is the next project scheduled. Homby noted the meeting packet contains a copy of a resolution approving specifications and authorizing for advertisement for bids for the project. Councilmember Siakel stated she does not think it will matter to the residents in the project area if the roadways are reconstructed in 2013 or 2014. It may be better to put the reconstruction off until 2014 because of weather concerns. She asked what the consequences are for starting this project later in the year. Engineer Homby explained that if it ends up being a wet fall the risk would be in trying to dry the soils out with limited sunlight and cooler temperatures. Siakel asked if there is a chance that the roadway could be torn up over the winter. Hornby stated that is a risk, noting he saw that happen once and it was in a new subdivision. Engineer Homby noted this project could also be bid with next year's project. There would be some savings because of volume. He agreed that this is late in the season and that there is some risk associated with starting it late. He stated in the past there has not been a problem getting the reconstruction work done by mid- November. He noted restoration and turf work would have to wait until 2014. That may be an inconvenience for the residents. Councihnember Woodruff stated he thought the chance of not finishing the reconstruction in 2013 would be small. He is concerned about potential inconvenience to the residents. He then stated when the bids come back to Council he requested that staff provide Council with what the contractor's start date would be. He noted he is comfortable asking for a base bid for 2013 and an alternate bid for 2014 construction. He stated he does not want the residents to have a mess around their properties for weeks on end. Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 13 -048, "A Resolution Approving Specifications and Authorizing for Advertising for Bids for 2013 Street, Drainage and Utility Improvements for Valleywood Lane and Valleywood Circle, City Project 13 -01" subject to also asking for an alternate bid to do the reconstruction in 2014. Motion passed 4/0. C. Change Order Request for County Road 19 Sidewalk, City Project 12 -01 Engineer Homby explained a couple of items came up that were unforeseen at the beginning of the County Road 19 Sidewalk Project. One of the items was a design change. Before the project there was a bituminous spillway and catch basin at the northern end of what is now the sidewalk near the LRT Trail. The original plans had a connection to the spillway. After much pondering staff decided it would not meet ADA (Americans with Disabilities Act) requirements. An alignment change was made, the grade of the sidewalk was raised and two culverts were temporarily installed under the sidewalk. The additional fill material was in connection with the change in grade. As part of the Three Rivers Park District overpass project it will have to reconstruct a portion of the bituminous sideway. Xcel had an irrigation system that staff was not told about. There were valve boxes and controls underground that were discovered during excavation. The system had to be removed and replaced. An abandoned underground water storage tank was also discovered during excavation. A subcontractor needed to come and find out if it was filled. CITY OF SROREWOOD REGULAR COUNCIL MEETING MINUTES August 12, 2013 Page 10 of 12 The entire cost of Change Order 1 is $14,004.96 and it brings the project construction cost to $68,301.96 from $54,284. Xcel was asked if they would share the cost for the irrigation system and abandoned tank. Xcel pointed out that in the license agreement for the property the City was responsible for all costs. Staff just wanted to replace the portion of the irrigation system disturbed by the sidewalk construction. The irrigation subcontractor would not bid on a retrofit and repair. They thought it best to remove and replace the system and it would be more cost effective. Zerby moved, Woodruff seconded, Adopting RESOLUTION NO. 13 -047, "A Resolution Approving Change Order No. 1 for the County Road 19 Sidewalk Extension Project, City Project 12 -01." Motion passed 4/0. 10. GENERAL /NEW BUSINESS A. Letter from Resident Regarding Wild Turkeys Director Nielsen explained the City received a letter from a resident about the growing population of wild turkeys. The resident wants to see something done about them. The resident asked if Metro Bowhunters Resource Base (MBRB) could be asked to harvest turkeys when they are harvesting deer. He explained spoke with MBRB hunt coordinators last week and asked specifically if they ever have opportunities to do that, and if they did, would it be effective to try and do that. The coordinators explained turkeys are hard to get with a bow, and if they did get one sporadically it would not do much to control the population. And, they would have to get a permit from the Department of Natural Resources (DNR) to hunt them. The limit on turkeys is one. Staff will look into other measures. The DNR has ideas on how to control different types of habitat. Councilmember Woodruff stated his first reaction is he wonders who is feeding the turkeys. Turkeys tend to move toward where there is food. Someone has to be feeding them based on the number of them. Director Nielsen stated there are turkeys where he lives and they feed on gardens. He then stated where the resident lives is not a very big area habitat wise but there are big lots and the habitat is conducive to all wild life. Mayor Zerby stated this is an issue and there are a lot of turkeys in a very small area. He supports seeking out advice from the DNR. And, recommends putting something in the City newsletter. Director Nielsen stated sprinklers attached to motion detectors works well on deer. Councilmember Woodruff suggested the Park Commission talk about the lawn in Silverwood Park being unusable because of goose droppings. 11. OLD BUSINESS 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Quarterly Investment Report Mayor Zerby stated the meeting packet contains a copy of the June 2013 Quarterly Investment Report. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 12, 2013 Page 11 of 12 2. Southshore Center Advisory Committee Administrator 7oynes explained the Southshore Center Advisory Committee has had two meetings. He, Mayor Zerby and Councilmember Sundberg have attended them. There has been fairly good representation from the other Committee members. Zerby generated a list of options for the Committee members to consider during the last meeting. Staff is waiting for feedback from the other co- owners of the Southshore Community Center on the direction they would like to go. When the directions come back a plan for the SSCC will be generated. He stated he thought the process is moving along quickly. He noted the Excelsior City Council is going to talk about this during its meeting on August 19. Mayor Zerby stated from his vantage point the representatives from the other cities have done an excellent job of carrying the message back to their Councils and bringing the feedback back. Councihnember Sandberg stated from her perspective the participation from the other cities has been good. She then stated whatever the other cities decisions are is fine. Councilmember Siakel asked if the next Committee meeting will be posted in case other Councilmembers want to attend. Clerk Panchyshyn stated all of those meetings are posted. Staff will send out the meeting notice to Council. 3. Update on 5795 Country Club Road Attorney Keane stated the City -owned property located at 5795 Country Club Road ready has been put on the market. It's listed at $339,000. The painter has to remove their equipment. There's some cleanup that needs to be done. The realtor will have a brokers' open house a week from tomorrow. 4. Update on Trail Projects Engineer Hornby explained the County Road 19 sidewalk/trail project is almost complete. The contractor for the Smithtown Road west sidewalk project is moving along with storm sewer work. There have been a couple of redesigns on storm sewer to get around underground utilities. There are a lot of underground utilities and a lot of aboveground utilities to get around. He noted the contractor has submitted a request to change the substantial completion date for the area in front of the Minnewashta Elementary School. The extension will be part of a change order staff will bring to Council for consideration. Mayor Zerby stated it's his understanding the Excelsior City Council did not approve a feasibility study for a segment of trail along Mill Street in Excelsior. Director Nielsen stated the feasibility reports for the Mill Street trail segment in Shorewood and the Galpin Lake Road trail segment are being done. He then stated he spoke with a couple of people from Hennepin County and they felt the grant for the Mill Street feasibility study should hold. It would pay for part of the cost for the feasibility study. The Planning Commission will do its trail walk during a special meeting on September 10. Mayor Zerby stated he attended three Minnesota Night to Unite gatherings — one by Star Circle, one by Harding Lane and one by W edgewood Road. All were in areas near Smithtown Road. All of the residents he spoke with were very excited about the Smithtown Road sidewalk project and all asked when the same thing would happen on the east end of Smithtown Road. All were willing to have that segment be located on the north side of Smithtown Road. They did not mind if the trail crossed over to the other side at Eureka Road at the LRT intersection. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 12, 2013 Page 12 of 12 Other Director Nielsen stated he met with the Metro Bowhunters Resource Base (MBRB) hunt coordinators about the 2013 deer harvest. For 2013 there will be two new sites added; one near Edgewood Road and one in the southeast area of the City around the corner on Silver Lake Road. There is an orientation meeting scheduled for September 19 and the first harvesting will begin on September 20. Director DeJong stated staff had a preliminary meeting with Ehlers about the rate studies. Preliminary recommendations will be made to Council in September. He then stated he had a preliminary meeting via phone with Springbrook about the new financial system. The payroll component will go live by the end of the year. The general ledger component will go five the beginning of 2014. The utility billing component will go live by April 1. Engineer Homby stated the Silver Lake outlet structure has been installed. The contractor has some restoration work remaining on the roadway pavement and a portion of the old weir structure needs to be removed when the lake level goes down. He then stated one of the speed awareness display signs has been put up along Country Club Road and the other should be put up in the next few days. The programming of the signs is being worked on. He went on to state Metropolitan Council Environmental Services (MCES) is holding a public information meeting to talk about its Excelsior Boulevard forcemain upgrade project on August 14 at 5:30 P.M. at the corner of Manor Heights Road and Excelsior Boulevard. If there is inclement weather it will be held in the project field office. B. Mayor and City Council Councilmember Siakel stated there is a joint meeting of the Excelsior Fire District member City Councils scheduled for August 14 at 6:00 P.M. to talk about the proposed 2014 ETD Budget. Mayor Zerby stated he attended the ground breaking for new Hennepin County library in the City of Excelsior. The library is scheduled to open in November 2014. 13. ADJOURN Woodruff moved, Sundberg seconded, Adjourning the City Council Regular Meeting of August 12, 2013, at 8:41 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: Scot rby, Ma of U1 -A Je. n Panchyshyn, City Clerk