Loading...
11-10-14 CC Reg Mtg minCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, NOVEMBER 10, 2014 Mayor Zerby called the meeting, to order at 7:04 P.M 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Hotvet, Siakel, and Woodruff, Attorney Keane; City Administrator Jaynes; City Clerk Panchyshyn; Finance Director DeJong; and, Director of Public Works Brown Absent: Councilmember Sundberg. B. Review Agenda B. City Council Regular Meeting Minutes, October 27, 2014 Woodruff moved, Siakel seconded, Approving the City Council Regular Meeting Minutes of October 27, 2014, as presented. Motion passed 4/0. C. City Council Executive Session Minutes, November 4, 2014 Siakel moved, Woodruff seconded, Approving the City Council Executive Session Minutes of November 4, 2014, as presented. Motion passed 4/0. Mayor Zerby reviewed the items on the Consent Agenda. Woodruff moved, Siakel seconded, Approving the Motions Contained on the Consent Agenda. A. Approval of the Verified Claims List CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 10, 2014 Page 2 of 14 B. Accepting; a Donation from WSB & Associates for Artic Fever C. Authorization for Expenditure of Funds for Public Works Equipment - Mower Motion passed 4/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC HEARING None. b. REPORTS AND PRESENTATIONS Discussion moved to Item 12.A.3 on the agenda. 7. PARKS A. Gideon Glen Improvements This was discussed after Item 12.A.3 on the agenda. Director Brown stated Director Nielsen had solicited a quote from Stonescapes to construct a gravel parking lot with concrete wheel stops at the Gideon Glen Open Space. The quote received is for $8,855. The 2014 Park Improvement CIP has programmed $15,000 for a sign and parking lot. The sign contractor has agreed to hold his price. Staff has not heard back from the masonry contractor regarding his original quote. Currently the cost for both items is near $17,000; staff thinks that is reasonable. It was noted that Director DeJong will push the expenditure to the 2015 CIP and increase the amount in the CIP to $20,000. Staff has had considerable discussion with the Minnehaha Creek Watershed District (MCWD) about erosion issues with the gravel interpretative trail going down to the ponding area. He noted that he has told Nielsen that it is possible that Public Works personnel can install the culvert and drainage improvement to minimize the cost. He stated staff recommends approval of the items noting it will be a spring project. Councilmember Hotvet asked if the MCWD has been asked to help fund this being it is concerned about the erosion issues. Director Brown stated he believes that has been talked about and commented that the MCWD is not in the parking lot business. Hotvet asked if staff asked for two other estimates. Councilmember Woodruff explained the project was put out for bid and there was only one bidder whose bid was outrageous. Council rejected the bid per staff's recommendation. Park Chair Mangold, the general manager for Stonescapes, asked if that company could submit a bid for the parking lot and was told that was okay. A copy of that bid is included in the meeting packet. The Stonescapes bid is significantly below what the other bid was. Councilmember Siakel stated she assumes it will not be an actual parking lot. Councilmember Woodruff stated the parking area will be off of the access road and it will be four gravel pads with concrete wheel stops. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 10, 2014 Page 3 of 14 Councilmember Woodruff stated that during a couple of Park Commission meetings the Commission has expressed frustration that the Gideon Glen project has been an approved project for about two years from its perspective. There has been money for it in the CIP. It has not gotten done and the Commission wonders why. Council put the project on hold because there was no solution provided for mitigating the erosion issues. There still is not an answer for that. He noted that Director Nielsen's staff report for this item states the 2015 CIP amount for this project was increased to $20,000 yet the 2015 Park Improvement CIP Council discussed in the work session prior to this meeting shows $25,000 to also accommodate the erosion issue. Mayor Zerby stated he met with MCWD representatives a few weeks ago and the Gideon Glen project was brought up. He received an email back from James Wisker (the MCWD Director of Planning, Project and Land Conservation Programs) which states "City and District staff are working cooperatively to provide cross drainage under the trail to mitigate any ,future actions." Directors Brown and Nielsen received the email as well. He questioned what that cooperation is. He explained that one of the big issues is that water is coming from the American Legion parking lot. The trail can be repaired but erosion is likely to happen again if are other improvements are not done. Director Brown stated the goal is to slow down the stormwater runoff so it does not cause erosion issues. That is what the MCWD has been working with City staff cooperatively on. No one is doing anything about the American Legion property. Mayor Zerby noted the Gideon Glen Open Space project was a joint project between the City and the MCWD and there was a third party involved as well. He asked if the American Legion has any responsibility in this. It is not very neighborly to allow water from that site to flow into the Open Space without slowing it down. Director Brown stated it is not the preferred situation and that he does not think the City can force the Legion to do anything without the Legion taking any action that requires a permit. Zerby stated if the City were allowing excessive stormwater to run on to its neighbor's property that would be considered taking and the property owner would probably take the City to court. Councilmember Hotvet asked if the Legion been approached about the issue. Brown stated staff has spoken with Legion representatives. Hotvet suggested staff specifically ask the Legion to help address the drainage problem. Director Brown stated before the MCWD issues the permit for the drainage mitigation work it wants to be convinced that the mitigation work will not create a worse erosion problem. He then stated the MCWD has been the sole caretaker of the prairie grass in the Open Space and it takes responsibility for having the burns done. The MCWD has helped resolve some of the other erosion issues down by the pond. He noted the MCWD has been a great partner. He explained the mitigation project proposed is a simple culvert under the trail with some after treatment (e.g., rip rap). Mayor Zerby asked if a box with baffles will be needed to slow the stormwater down. Director Brown stated there are a number of energy dissipaters and most are engineering nightmares. Brown explained there are some simple things that can be done that will be effective and look appropriate. Director Brown noted the MCWD is reviewing the City's permit application. Mayor Zerby stated that because no work will be done until spring 2015 it may be beneficial to put more focus into this. Councilmember Woodruff stated it is his understanding the MCWD is fine with the parking lot and the sign. The issue is if more people are attracted to the site they are going to want to down onto the site. It CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 10, 2014 Page 4 of 14 would not be prudent to have more people walk the trail before the trail erosion problem is addressed. He then stated Council can approve the parking lot and sign expenditures before it approves the erosion mitigation issue. Or, Council could wait until an erosion mitigation solution is agreed upon. Mayor Zerby stated the trail erosion problem is severe. He noted that Council is ready to move forward as soon as staff presents the right solution; a solution the MCWD supports. Councilmember Siakel asked if the budgeted $25,000 is for the erosion mitigation, the parking lot and the sign. Director Brown responded yes. Siakel then asked if $8,000 of that $25,000 will be enough to address the drainage issue. Brown responded yes. Siakel went on to ask if Council could approve funding for the sign and parking lot subject to an acceptable erosion mitigation solution being identified and agreed to by the MCWD. Brown stated the parking lot construction will not proceed without the City receiving proper approval from the MCWD for addressing the drainage issue. Councilmember Woodruff stated if Council is going to approve the expenditure for the parking lot and sign there needs to be a plan in place for doing everything. Mayor Zerby stated he gets a little frustrated hearing that the Park Commission thinks Council has not done anything on this for a long time. He noted the acceptable quote the City received for the parking lot is dated October 31, 2014. He stated the various components of the project have been discussed for a while but this is the first time there was something to take positive action on. There are still a series of issues that have to be addressed. He asked Councilmember Woodruff to let the Commission know that Council is working as fast as it can. Woodruff stated he would do that during the Commission's next meeting. Siakel moved, Hotvet seconded, approving the purchase of a sign for the Gideon Glen Open Space and the construction of a gravel parking area for an approximate amount of $17,000 contingent upon an acceptable drainage solution to mitigate the erosion of the interpretive trail being identified and agreed to by the Minnehaha Creek Watershed District. Councilmember Woodruff stated the Gideon Glen Open Space was never intended to be a public park. The Park Commission suggested it become a park. It is a wetland conservation area and stormwater management area. Mayor Zerby stated it was. also intended to have educational value. Woodruff stated he thought that was added after the project was done. Woodruff then stated there are very strict covenants on what can be done on the site. Zerby stated he was a member of Council when the project was done and the educational component was part of it from the beginning. Motion passed 4/0. 8. PLANNING 9. ENGINEERING /PUBLIC WORKS A. Accept Proposal for Professional Services Feasibility Report Update for Star Lane and Star Circle Director Brown stated that in 2010 a feasibility study for the Star Lane and Star Circle for a proposed street reconstruction projects was done. The two projects have been discussed by Council recently as part the discussion about the 2015 — 2019 Street Reconstruction Capital Improvement Program (CIP). If Council decides to again consider moving forward with the projects the Feasibility Report needs to be CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 10, 2014 Page 5 of 14 updated. WSB & Associates has reviewed the old Report and submitted a proposal for updating the Report for an amount of $11,600. Woodruff moved, accepting the proposal from WSB & Associates to update the 2010 Feasibility Report for the reconstruction of Star Lane and Star Circle for an amount not to exceed $11,600. Councilmember Hotvet asked if the City is always required to use WSB for professional services for feasibility reports. She clarified she has nothing against WSB. Director Brown explained when Council and staff decided to have WSB as its general engineering consultant part of the agreement was that WSB would provide general engineering services at a discounted rate provided WSB would do the project studies as well to help somewhat make up for providing discounted services. Councilmember Siakel stated she recollects that in 2010 the Star Lane and Star Circle neighborhood residents being in strong opposition to the reconstruction of those two roadways and the extension of watermain. The then Council did not move forward with the projects because of resident opposition. She then stated there are residents, such as those that live in the Strawberry Lane area, who have asked Council to improve the roadway. She asked why Council is being asked to reconsider reconstruction of the two roadways. She stated maybe the City should just do a mill and overlay and put funds into roadways that need improvements and where residents want that. Director Brown explained that from a purely technical perspective if a roadway has a poor foundation and deteriorated significantly then doing a mill and overlay or reclamation of the roadway would not be a good investment. That would not last as long as the City would like. Star Lane and Star Circle have deteriorated to the level where they are some of them most challenging from a base soils perspective. From a technical perspective the wise choice is to reconstruct those two roadways. Mayor Zerby stated the staff memorandum states that Councilmember Woodruff asked that Council reconsider the reconstruction of the two roadways. He asked if the City has heard from residents about the safety and the quality of the roadways. Councilmember Woodruff stated in 2010 staff rescheduled the reconstruction of the two roadways for 2015 in the Street Reconstruction Capital Improvement Program (CIP) and in the 20 -Year Pavement Management Plan (PMP). He then stated during a Night to Unite neighborhood gathering some property owners indicated to him that their perspectives on reconstruction are different from those expressed by property owners in 2010. He told the residents it is on the schedule and Council will be discussing it. There will be meetings with property owners about what is being proposed and Council and staff will discuss it. Councilmember Siakel asked if there is access to municipal water in that area. Director Brown stated there is water accessible at Smithtown Road. Siakel noted she is willing to approve updating the Feasibility Report. She stated if the projects are again considered and the property owners are in strong opposition to it then it should be put back on the docket and assessments should be considered down the road to help cover the increase in costs. Mayor Zerby suggested discussing assessments during the February Council and staff retreat. He stated the City has a process where the quality of the roads are rated annually and Council and staff determine an optimum time for maintaining the roadways and for an optimum cost. He then stated he has thought about a sliding scale assessment for street reconstruction when residents strongly oppose doing it when it CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 10, 2014 Page 6 of 14 is best for the City and the cost to do so is more when that is finally done. Some of that increase in cost needs to be borne by the property owners. Councilmember Hotvet noted that if the two construction projects moved forward in 2010 the City would not have to spend $11,600 to just update the Feasibility Report. Councilmember Woodruff stated Council could change the City's policy to assess for roadways improvements. He noted that he would semi support that. He stated he has advocated for road improvement districts that the State Legislature hasn't yet endorsed. He asked. Attorney Keane if the City would have a policy where property owners are assessed some of the increase in roadway reconstruction costs because the opposed that the first time and when they reconstruction was finally done the cost was higher and other property owners are not assessed anything because they did not delay the projects. He thought that would cause a legal problem. Attorney Keane stated he did not think that would create a legal liability for the City. He then stated in terms of policy consistency and political acceptability, a policy that applies one standard to a neighborhood that supported the City's plans and another standard to a neighborhood that opposed the City's plans could be problematic. He noted there are plenty of examples of street reconstruction policies throughout the region that are based on a uniform rate of participation, a uniform dollar rate, and successfully petitioned projects by the adjoining property owners. The uniformity of the policy is an important benchmark of any successful, ongoing street reconstruction system. Mayor Zerby stated, for example, a roadway will cost the City $1 million to reconstruct this year and the property owners in the area oppose it. Then 10 years from now it costs $2 million to reconstruct it. That additional $1 million cost should not be the general taxpayers' responsibility to fund. He clarified what he proposed was to help make up that difference. The opposing property owners should have to pay for some of that increase in cost. He stated that the City could also decide just to reconstruct a roadway at the optimum time and cost without taking in to consideration residents' input. Councilmember Woodruff noted that he tends to agree with Mayor Zerby's perspective. There is a cost for delaying projects. He stated Council needs to take a firm stand when it wants to do reconstruction projects. He commented that Council had the same discussions about reconstructing Sunnyvale Lane. He suggested Council authorize the update of the Feasibility Report and part of that effort will include having neighborhood meetings. The property owners will also get to weigh in on watermain extension. But, at the end of the day everything is really Council's decision. Siakel seconded. Motion passed 3/1 with Hotvet dissenting. Administrator Joynes noted that roadway reconstruction and its financing will be added to the November retreat agenda. 10. GENERAL /NEW BUSINESS A. Certification of Delinquent Charges Director DeJong explained it is standard practice for the City to certify delinquent, unpaid utility charges to Hennepin County to be levied against the respective properties for collection the next year. The meeting packet contains a list of the delinquent charges. There is about $46,000 in delinquentt charges outstanding to the City. The dollar amounts for this year are fairly typical with those the past several CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 10, 2014 Page 7 of 14 years. There is one parcel that is serviced by the City of Chanhassen and located in Shorewood that is on the list per Chanhassen's request. People have been provided with notice of this meeting. Councilmember Siakel asked if all of the delinquencies are residential. Director DeJong responded yes. Siakel moved, Hotvet seconded, Adopting RESOLUTION NO 14 -094, "A Resolution Directing Delinquent Charges be Placed on the 2014 Property Tax Rolls Payable in 2015 ". Motion passed 4/0. B. Request from Excelsior -Lake Minnetonka Chamber of Commerce for Holiday Lighting Administrator Joynes stated the City has received a request from the Excelsior -South Lake Chamber of Commerce seeking a donation to help with the purchase of holiday lights, greenery and wreaths. It is the first time for the request. He noted that Councilmember Hotvet can speak to this in her capacity as the Executive Director of the Chamber. Councilmember Hotvet noted she put out the request to the South Lake Cities of Deephaven, Excelsior, Greenwood, Shorewood and Tonka Bay. She stated she considers downtown Excelsior business district as the downtown of all five cities. Every year the Chamber has raised money to help pay for the cost to buy, put up and take down the lights and greenery and wreaths. Councilmember Siakel asked what it costs to do that. Councilmember Hotvet responded about $8,000 annually. Councilmember Hotvet noted that Excelsior donated $2,500. Mayor Zerby stated he also considers the Excelsior business district as the center of the South Lake area. Councilmember Siakel asked Councilmember Hotvet what she recommends for a donation. Councilmember Hotvet responded $1,000. Siakel stated she thought the major portion of the cost should be paid for by Excelsior and its businesses. She suggested a donation of between $500 and $1,000. Councilmember Woodruff stated he does not see any benefit to the Shorewood residents out on the Islands. He views any donation as a way to support the businesses in downtown Excelsior. Zerby moved, Siakel seconded, authorizing the City to make a $750 donation to the Excelsior -South Lake Chamber of Commerce to help with the purchase of holiday lights, greenery and wreaths for downtown Excelsior. Motion passed 2/1/1 with Woodruff dissenting and Hotvet recusing. 11. OLD BUSINESS 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Trail Schedule Mayor Zerby noted the meeting packet contains a copy of the Trail Schedule. 2. Quarterly Investment Report CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 10, 2014 Page 8 of 14 Mayor Zerby noted the meeting packet contains a. copy of the Quarterly Investment Report. Discussion moved to Item 12.A.4 on the agenda. 3. Boulder Cove Update This was discussed after Item 6 on the agenda. Director Brown noted that Engineer Homby was not able to be in attendance this evening. He stated that Homby has documented some of the discussions that have occurred regarding the Boulder Cove development that is occurring in the City of Chanhassen. He explained that there has been a great deal of discussion about Strawberry Lane which is the main access to the new development. There is limited capacity on that roadway and that capacity was strained prior to this development. Therefore, something needs to be done to that roadway and that will be discussed during the February Council and staff retreat. The contractor has finished the construction of the concrete curb and gutter. It does not seem to be a good fit even though it was trying to account for the future realignment of Strawberry Lane and a trail along that roadway. It is his understanding that some of that concrete curb is or will be removed and replaced with asphalt curb. Shorewood staff has worked with the owner of the property on the corner about planting some landscaping on that corner to soften that impact. Brown noted that the meeting packet contains a copy of the results of a traffic impact study for the Boulder Cove subdivision from Spack Consulting dated April 23, 2014. Mayor Zerby noted there are a number of residents who live in the area around the Boulder Cove subdivision present this evening. He asked them to limit their comments to three minutes and to not expound on comments previously made. Lisa Hashbarger, 6090 Strawberry Lane, stated she is here to speak on behalf of many residents who live near the Boulder Cover development including the Shorewood Oaks, the Strawberry Lane, West 62"d Street and Church Road neighborhoods. She explained the residents in those neighborhoods have concerns about stormwater drainage and safety. The residents ask the Shorewood Council to address their concerns and make improvements as soon as possible. She noted that she sent an email to Shorewood Planning Director Nielsen on November 6, 2014, which included attachments of photographs documenting two things of significance which she would like to point out. She explained the developer, Lennar, has built up the development area in order to avoid water damage to the properties in the development. The properties located in Shorewood Oaks subdivision that abut the Boulder Cove subdivision are now about five feet lower than that development. There is not a gradual decline. That is of great concern to the Shorewood residents who already have their sump pumps running during the warmer weather. Many residents have experienced flood damage the last few years because there has been nowhere for the stormwater to go. During the spring of 2014 many residents in the Shorewood Oaks area were taking water soaked carpet and furniture out of their basements on a Saturday afternoon. Lennar has promised that stormwater from the Boulder Cove subdivision will not create more of a problem for Shorewood residents. If that does not prove to be the case she asked what Plan B is. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 10, 2014 Page 9 of 14 She then explained that the entry into the Boulder Cove subdivision from the intersection of Strawberry Lane and West 62 d Street is now complete. That has allowed for large trucks to enter the site into the evening hours. At 6:00 P.M. on November 7 traffic was down to one lane on part of Strawberry Lane because large trucks were blocking one half of the roadway. The residents are concerned about safety now and into the future once the thirty plus houses are occupied. She noted that some of the photographs she attached in her email showed the flooding that occurred in the Strawberry Lane and West 62 pd Street area last spring. She provided Clerk Panchyshyn the photographs. She stated the standing water in the area continues to be a problem. In addition to it being a flooding problem it also allows for a rise in the mosquito population. As the area continues to develop the stormwater needs to flow somewhere. She stated residents are present this evening to reiterate their concerns about stormwater drainage in the neighborhoods surrounding the Boulder Cove subdivision and the safety of pedestrians, particularly children, along Strawberry Lane and West 62nd Street. She noted that Minnewashta Elementary School is at the end of Strawberry Lane. The Minnetonka LRT Regional Trail crosses at Strawberry Lane. She stated the speed limit is 30 miles per hour (mph) along that stretch of roadway and there are no stop signs in that stretch or speed bumps to slow traffic down. She noted that residents want to know that Council views the situation as a priority. Ms. Hashbarger thanked Council for allowing her the opportunity to speak. Patrick Johnson 26350 Alexander Lane, noted his property is part of the new Ashley Woods development located off of Strawberry Lane. He stated he spoke to the Chanhassen City Council just prior to that Council approving the Boulder Cove subdivision about Shorewood residents' concerns about the traffic impact study that was done. Residents think the numbers in that study are very low. They wonder if Shorewood could have another study done. He then stated that a lot of clear cutting was done in the Boulder Cove subdivision. Basically one tree was preserved not including the trees around the perimeter. He expressed hope that Council will not allow that to happen to the Minnetonka Country Club (MCC) property when it is redeveloped. He also hopes that there will be a lot of transparency with that redevelopment. Kevin Welsh. 26225 Oak Leaf Trail, stated he was on the Boulder Cove subdivision site the previous weekend. In some areas there is still one to two additional feet of fill required and it is unlikely that fill be put in place before next spring. He then stated that even if the final as is construction works as expected he still has concerns about what will happen in the spring if the site is not totally up to grade. He went on to state he is unclear about the filtration basin proposed for Outlot C and where the stormwater will go as well as who will be responsible for maintaining the outlet of the concrete pipe. Jill Johnson 26205 Oak Leaf Trail, noted she agrees with what the other speakers said. She also noted that her backyard is between lot 11 and lot 12 in the Boulder Cove subdivision. She has a direct line of sight into the development. She stated the roadway into the Boulder Cove subdivision site is paved and on the evening of November 8 she saw two cars drag racing on that roadway. Because that roadway is located in Chanhassen she did not know what agency to call and report that to. Mayor Zerby stated that residents should call 911 and report that and the call center operator will direct the concern to the appropriate agency which in that instance is the Carver County Sheriffs Office. Because mutual aid may kick in the South Lake Minnetonka Police Department (SLMPD) may be the first to respond. The 911 call center creates a record of any call to the center. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 10, 2414 Page 10 of 14 Kristi Killelea, 6080 Strawberry Lane, stated she supports all of the comments the residents have just made. Director Brown explained when the Boulder Cove subdivision was proposed one of Shorewood's primary concerns was drainage. There are known drainage issues in the Strawberry Lane area. A priority for Shorewood was to have the developer ensure that the majority of the stormwater from the new development would flow to the Highway 7 ditch system. The system Mr. Welsh referred to does flow to that system. Shorewood staff also wanted to make sure that when there are 100 -year rain events the stormwater would also flow into the Minnesota Department of Transportation (MnDOT) right -of -way (ROW) system. He stated tree removal on the development site is regulated by Chanhassen. Mayor Zerby stated during a recent meeting with representatives from the Minnehaha Creek Watershed District (MCWD) he and staff were informed there is a rule that states a site has to capture the first inch of rain in a day. He asked if that varies by city or is that a MCWD rule. Director Brown clarified that is a MCWD restriction. Zerby asked who is responsible for the stormwater in excess of one inch of rain in a day. Brown explained the subdivision must be designed to handle 100 -year rain events. The MnDOT ROW system should handle the events as well. Mayor Zerby asked if Shorewood can do a traffic impact study or should it approach Chanhassen or the developer about that. Director Brown responded all three are options Council can consider and suggested Shorewood staff first approach the staff at Chanhassen to undertake that. Councilmember Woodruff stated the traffic impact study report refers to northbound Strawberry Court. He questioned if that should be Strawberry Lane. He asked staff for its opinion on the validity of the study because he questions the numbers shown in the report. He stated the way he interprets the report the underlying thing is the uncontrolled intersection which from his perspective is problematic. Director Brown stated this Council has reviewed the realignment of that intersection. Part of that effort would include making it a controlled intersection with a stop sign on all three roadways. The three -way stop sign configuration has already been approved by Council. Councilmember Woodruff stated Shorewood cannot put a stop sign on the new Boulder Cove roadway. Brown explained that because Chanhassen asked Shorewood for permission for ingress on to a Shorewood roadway having a stop sign on that roadway was a condition of approval. Councilmember Hotvet stated a lot of things have changed since the Boulder Cove subdivision was first approved in 2006 which is why she asked for a copy of the traffic impact study. She expressed hope that Council will approve a new study. She noted that Minnewashta Elementary School has the highest student population of any elementary school in the Minnetonka School District due in large part to open enrollment. She stated any student living within one mile of school is charged $100 to utilize the bus service. Therefore, a lot of families have their children walk to school. She thought those things should be taken into consideration. She disclosed her property is located along side of Strawberry Lane. She stated she thought the numbers in the traffic impact study report were very low. Councilmember Siakel questioned the value of conducting another traffic impact study because the Boulder Cove subdivision has already been approved, while noting she thought the numbers seem very low. She stated it is clear that Strawberry Lane needs to be fixed. That will be an expensive undertaking. Council has agreed to discuss improvements to Strawberry Lane during the February Council and staff retreat. She asked if the posted speed limit for Strawberry Lane could be reduced to 25 mph. She suggested something be done in the near future to improve the look of where the new Boulder Cove roadway abuts Shorewood. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 10, 2014 Page 11 of 14 Director Brown explained that during its work session just prior to this meeting Council discussed the City's 2015 — 2019 Capital Improvement Program (CIP). The CIP showed that the improvements to Strawberry Lane, including the trail, would cost about $2.2 million. That needs to be programmed in over time; it cannot be done right away. Council understands that issue needs to be addressed. He noted that State Statute allows Council to reduce the speed limit to 25 mph. That is the lowest it can be reduced without MnDOT conducting a petitioned traffic study. He stated he does not think MnDOT will approve lowering it to less than 25 mph. Staff will craft a resolution for Council's approval that will lower the speed limit if that is what Council wants to do. He explained that after hearing concerns expressed from some members of Council about the appearance of the intersection some of the concrete curb has been/will be removed and replaced with asphalt to soften the look. The City Engineer has contacted the owner of the corner property and informed them that Council has approved some plantings for that area. Councilmember Siakel noted that Shorewood has a Tree Preservation and Restoration Ordinance that will prohibit clear cutting of the MCC property. Director Brown noted that during its last meeting Council approved a professional services proposal from WSB & Associates to go back and explore the Freeman Park wetland restoration concept. Shorewood Oaks will be included in that effort. That study will take a fair amount of time. Councilmember Woodruff stated he can support lowering the posted speed for Strawberry Lane to 25 mph provided the same is done for West 62 "d Street. He commented that the City's Tree Preservation and Restoration Ordinance is quite stiff. Councilmember Hotvet stated she drove past houses along Strawberry Lane and West 62 d Street for three months this past summer and saw standing water. She hopes the City will take a proactive approach to managing that proactively next spring. She thanked the residents for coming this evening. Mayor Zerby stated if another traffic impact study was done by Shorewood and if the results come back quire different he asked if any changes could be made to the subdivision. Director Brown stated Councilmember Siakel's point is well taken; what is the alternative. An access from the subdivision on to Strawberry Lane has already been approved. And, MnDOT will not allow an additional access on to Highway 7. He questioned. if the developer would be willing to reconfigure the site so that there is ingress on to Church Road. Councilmember Hotvet stated from her perspective doing another study over multiple days will help determine if what is being done is sufficient. Zerby stated if the numbers end up being twice as high or event three times as high there is still only one option and that is the one approved. MnDOT will not allow another outlet on to Highway 7. Director Brown stated the traffic impact study was done by a consultant hired by the developer or Chanhassen. Councilmember Woodruff noted that what has been discussed to date is reconstructing Strawberry Lane to City standards (it would be wider in some areas and there would be curb and gutter), making the necessary stormwater management improvements and constructing a trail. The current budget cost estimate well over $2 million and the City does not have the money now. Mr. Johnson stated that during residents' conversation with the Chanhassen Council at a meeting the developer had indicated that it would be willing to help out with the costs for addressing the impact on traffic. He noted the traffic study was basically done within two days of approving the subdivision. The traffic cameras were out 1.5 days. He staff if a new traffic study comes back with much higher numbers he asked if that would open the door to asking Chanhassen and /or the developer to fund or help fund CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 10, 2014 Page 12 of 14 Strawberry Lane improvements. He then stated he thought that stop signs could be put in on Strawberry Lane between the School and West 62 "d Street. Mayor Zerby stated this discussion has been about gathering information. He noted that Council is well aware of the issues. He stated it may be more beneficial to conduct a traffic study later; closer to when work would begin on Strawberry Lane improvements. Councilmember Hotvet stated she hopes that Council and staff will keep the drainage issue and the safety issue a priority going forward. Mayor Zerby suggested having Shorewood's City Engineer visit the site on a regular basis and provide Council with updates. He noted that Council and staff make a concerted effort to have transparency on projects and things going on with the City. Discussion returned to Item 7.A on the agenda. 4. Green Steps Program Update No report was given due to Director Nielsen's absence. 5. Police Chief This was discussed after Item 12.A.2 on the agenda. Mayor Zerby noted that South Lake Minnetonka Police Department ( SLMPD) Chief Bryan Litsey has tendered his resignation effective November 30, 2014. He has served with the Department for nearly 34 years, an incredible amount of time. People will have an opportunity to express their appreciation to him during the SLMPD Coordinating Committee's November 18 meeting. He stated he is saddened to have Litsey leave. He has accepted a job in academia as a teacher. Councilmember Siakel asked if anyone has been named Interim Chief. Mayor Zerby stated the Coordinating Committee will discuss that on November 18. Mayor Zerby noted that Chief Litsey had told the Coordinating Committee that he would be leaving no later than February 28, 2015. He also noted that Litsey recommended Deputy Chief Pierson fill the interim position. Administrator Joynes stated the member City Administrators/Manager will present the Coordinating Committee with a plan for the interim position and a recommendation for filling the position. Mayor Zerby stated the Coordinating Committee has discussed the possibility of having a combined public safety organization. The member City Administrators /Manager were asked to discuss that further. Based on what he has heard it is likely that the structure will remain more traditional. That has to be discussed at the Committee level. 6. FEMA Director Brown explained that as of this afternoon he learned that the City will receive a reimbursement from the Federal Emergency Management Agency (FEMA) in the amount of $74,157.31 for activities related to the June flooding. Part of that is for the overlay of Enchanted Lane. Although it has been a long CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 10, 2014 Page 13 of 14 arduous process, FEMA representatives have been good to work with. He stated FEMA pays 70 percent of the reimbursable costs incurred and it is optional for the State to pay 25 percent. The State did do that. Councilmember Siakel asked what fund the reimbursement funds will go into. Director Brown stated that is up to Council to decide. Siakel stated she does not need an answer this evening. Councilmember Woodruff stated the change order to do the overlay of Enchanted Lane is $55,746. 7. Woodside Road Sanitary Sewer Update Director Brown explained that there was a slope failure by Woodside Road during the heavy rains during June 2014. There is a sanitary sewer line alongside of Woodside Road proper and there is a sanitary sewer line along the shoreline. One of the sanitary sewer lines is very close to the surface. Not all of it became exposed because of the mud slide. The City owns and operates the sanitary sewer line near the private property by easement. The property owner has contracted with a dredging company located next to Lake Minnetonka to restore the slope slide by the end of October. He learned a few days ago that the contractor cannot make that happen. It won't be done until spring. That puts some of the City's sanitary sewer line at risk. He has spoken with representatives from WSB & Associates as well as Public Works staff on how to best insulate the line over the winter. Within the next few days staff will drape insulation blankets over the sanitary sewer line for approximately 100 feet along the shoreline. He has been told that will be sufficient enough to keep the frost from penetrating the line. He has ordered about $2,000 insulation blankets. Mayor Zerby asked how many residential properties that section of sanitary sewer line services. Director Brown stated only two houses are immediately affected. Zerby stated he went skiing in the Michigan Upper Peninsula last winter and people were told to run a constant stream of water throughout winter to keep pipes from freezing. Director Brown stated when there are such few users on the line that will not help. Brown noted the users in the area are on private wells. Councilmember Siakel stated she is surprised there is sanitary sewer line so close to Lake Minnetonka. She asked if that is common in the Lake area. Director Brown responded it is. Director Brown explained that Shorewood's sanitary system infrastructure was installed in 1970 — 1972. Nowadays the sanitary sewer would have been limited to Woodside Road roadway. Today's technology allows for each house to effectively have a pumping station. In response to a question from Councilmember Woodruff, Director Brown explained that the plausible solutions are limited until the slope has been stabilized. The line may be rerouted in the spring. 8. Accounting System Update Director DeJong stated a couple of employees at City Hall will use the employee self - service component of the new financial system for the next pay period. He then stated training on the credit card processing component will go live for the December utility bills. There will be some small wording changes on the back of the statement in January. Staff has worked through a few minor things that did not work the same way they did with the old system. The City had to purchase new receipt printers and scanners and a software update for the interface with the utility billing system. Staff has experimented with different report formats and will present them to Council during its second meeting in January for comment. 9. Enchanted Road Update CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES November 10, 2014 Page 14 of 14 Director Brown stated Public Works staff elevated Enchanted Lane, graded out the base materials when the Lake level receded and then paved over it. He then stated the Minnehaha Creek Watershed District (MCWD) as the responsible governmental unit has asked what the City plans to do with regard to floodplain mitigation. The MCWD has a mitigation project planned that the City may be able to participate in. He has asked WSB & Associates to conduct a survey of what the volume is. He hopes the volume is small enough that the MCWD will think it is not necessary to involve the Army Corps of Engineers. Mayor Zerby stated an email states that the MCWD and the City of Minnetrista have entered into a. cooperative agreement to collaborate on floodplain mitigation on a conservation tax forfeit land abutting Jennings Bay. It also states the MCWD's engineer has reached out to Director Brown to determine some permanent fill calculations. He then stated there needs to be a permanent solution. Councilmember Woodruff stated Enchanted Lane and the other roadways on Enchanted Island are scheduled in the 20 -Year Pavement Management Plan for 2021. There will be interesting discussion about what to do what that time approaches. There are a lot of low spots out there. Other Director DeJong stated he and Administrator Joynes met with the Hennepin County Assessor. Generally in Hennepin County there will be a 5 percent increase in the tax. For Shorewood properties not fronting a lake taxes will go up about 6 percent and slightly less than that for lakefront properties. He noted that Truth in Taxation statements will be mailed out this week. B. Mayor and City Council Councilmember Woodruff stated that Metro Cities and the League of Minnesota fall meeting will be on November 13. Woodruff moved, Siakel seconded, Adjourning the City Council Regular Meeting of November 14, 2014, at 8:51 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder Scot erby, Mr �.&4A Palnche�� .lean Panchyshyn, City Clerk