Loading...
05-11-15 CC Reg Mtg MinCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, MAY 11, 2015 7:00 P.M. ja I lin 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Zerby called the meeting to order at 7:00 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Labadie, Siakel, Sundberg, and Woodruff; Attorney Keane; City Administrator Joynes; Park & Recreation Coordinator Grout; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and, City Engineer Homby Absent: None. B. Review Agenda Sundberg moved, Siakel seconded, approving the agenda as presented. Motion passed 510. A. City Council Retreat Minutes, April 9, 2015 Woodruff moved, Siakel seconded, Approving the City Council Retreat Minutes of April 9, 2015, as presented. Motion passed 5/0. B. City Council Regular Meeting Minutes, April 27, 2015 Sundberg moved, Labadie seconded, Approving the City Council Regular Meeting Minutes of April 27, 2015, as amended in Item I LA Other, Page 8, Paragraph 6, Sentence 3 change "The truck line" to "The trunk line". Motion passed 510. 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. RESOLUTION NO. 15-032, "A Resolution Approving Intoxicating Liquor License On-Sale Intoxicating Liquor and Special Sunday Sales, for American Legion Post #259"; RESOLUTION NO. 15-033, "A Resolution Approving a 3.2 Percent 'Off- Sale' Malt Liquor License, for Shorewood 2001 L.L.C., dba Cub Foods"; RESOLUTION NO. 15-034, "A Resolution Approving an Off-Sale Intoxicating CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 11, 2015 Page 2 of 14 Liquor License, for Park Square Subway, Inc., dba Shorewood Liquor"; RESOLUTION NO. 15 -035 "A Resolution Approving an Off -Sale Intoxicating Liquor License, for TL Shorewood Inc., dba Team Liquor Wine & Spirits"; and, Adopting RESOLUTION NO. 15 -036, "A Resolution Approving an Off -Sale Intoxicating Liquor License, Wine & Spirits by JD, Inc., dba MGM Wine and Spirits." C. Authorization to Hire Seasonal Public Works Employee D. Setting the Date for the Annual Appreciation Event Motion passed 510. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. None. 6. REPORTS AND PRESENTATIONS A. Minnetonka Country Club Planning Advisory Committee Update John Shardlow Mayor Zerby welcomed John Shardlow, Senior Principal with Stantec Consulting Services, Inc., who was present to give a brief update on the Minnetonka Country Club (MCC) Redevelopment Planning Advisory Committee (PAC) process. Mr. Shardlow noted the PAC is drawing close to the conclusion of the PAC process. On June 8 Council and the PAC will come together in a work session to provide Council with a summary of the PAC's opinions and its input. He also noted that as the end of the process is approaching some of the PAC members asked for clarification on what the PAC's role is and how the members are supposed to participate in the process. Council was provided with a copy of a document that clarifies that. The summary of the clarification document is as follows. ➢ Mr. Shardlow has been a planning consultant to cities and developers for 37 years. ➢ He has been involved with major projects that resulted in major changes and were often controversial. A People in a community generally get the opportunity to comment on a project during the public hearing process. By that time the developer has essentially completed its plan and submitted an application. The plans are locked in to some degree. ➢ The intent of the PAC is to provide Council with an opportunity to invite members of the community, who agree up front to attend a number of meetings to get information, to become educated about real estate development, land development and planning and then share their opinions with Council and the developer on a variety of key topics related to the project. ➢ The PAC will not present its plan for the property. The PAC will come forward with its opinions about all of the key issues that will shape the plan. ➢ The developer has full control over the MCC property and will come forward with its proposal. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 1.1, 2015 Page 3 of 14 Councilmember Sundberg stated she has heard from an individual who thought they submitted their name for consideration on the PAC in time but they were not selected for the PAC. She asked Mr. Shardlow why that happened. Mr. Shardlow clarified that no one was excluded from the process and explained that there was a meeting when there were 20 — 30 additional people present for a PAC meeting and they were allowed to participate and fill out the same forms as PAC members. Mr. Shardlow noted the web address for keeping current on what is being discussed is http./ /minnetonkace.min.dmixe:r.coin. He also noted that there have been seven PAC meetings to date and each of them was on a different topic. He explained that during the first meeting participants were asked to identify what they thought the issues were and they had an opportunity to ask questions. They also talked about strengths, weaknesses, opportunities and threats. He took that information and translated it into a vision statement and goals and presented that during the next PAC meeting. The PAC accepted what he presented. During the most recent PAC meeting he provided the members with that information again and had them break out into small groups and discuss whether or not they wanted to change the vision statement or goals. The vision statement read as follows. The redevelopment of the Minnetonka Country Club property resulted in a highly valued new Shorewood neighborhood. New housing choices infused the community with new residents, economic value and new opportunities. Modern building technology and excellent development practices combined to achieve energy efficiency, the conservation and enhancement of natural systems and other sustainable objectives. Traffic generated from the development was accurately predicted and successfully managed through a combination of design improvements and mitigation strategies. He encouraged Council to assess whether or not it agrees with that vision statement. He highlighted the topics discussed during the PAC meetings. A Water and natural resources — they discussed the natural character of the property. Before the golf course was built the property was a savanna; it was not really wooded. The topography was identified — the soils and the drainage. Several of the properties that abut the MCC site have drainage issues and there is concern that the proposed MCC redevelopment might exacerbate them. Based on the soils and a 1951 aerial photo it seems that at one time there was a much larger wetland on the site. The PAC will discuss whether or not it makes sense to restore that natural wetland on the site. That would be about 55 — 60 acres of open space. A Land use — a lot of time was spent discussing land use. The group discussed what decisions the City needs to make in order to move forward with the redevelopment project. The PAC was told what the authority the City has to regulate private property and what the property owners' /developer's rights are. Tools like the City's Comprehensive (Comp) Plan, Zoning Ordinance, the zoning Map and subdivision regulations were discussed. The land economics of the project were discussed. There was some discussion about planned unit development (PUD) because PUD might be the appropriate tool for redeveloping the site. There was discussion about the property itself from a land planning perspective — its shape, access and circulation — and all of the opportunities for and constraints of the property. The PAC discussed the issue of parks and park dedication on the property as well as the potential for Badger Park. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 11, 2015 Page 4 of 14 He noted that from the very beginning everyone has understood that the issue of traffic generated from the redevelopment would be key. There are already concerns about existing traffic. He explained Lake Minnetonka is close to 11 miles long and close to 6 miles wide. It has many bays with very important real estate tucked in between the bays. That configuration creates traffic congestion in many areas throughout the Lake Minnetonka community. He explained that the route down Country Club Road to Yellowstone Trail to Lake Linden Drive is designated in the City's Comp Plan as a collector route. It is part of the City's plan for that route to carry traffic. The roadway system has issues related to traffic volume, the width of the right -of -way (ROW), some of the intersections and so forth. The different types and sizes of roadways are intended to carry certain amounts of traffic based on how a roadway is classified. None of the roadways in that area are carrying traffic that exceeds the amount that similar roadways carry in other parts of the region. There was discussion about possible improvements to the County Road 19 and Smithtown Road / Country Club Road intersection. There was discussion about the opportunities for trails and links to trails both within the property and adjacent to the property. He displayed a table which showed a typical amount of traffic that is generated by an 18 hole golf course in one year. There were also numerous events that were held on the property that generated traffic to and from the property. He noted there would be a relatively small amount of traffic increase as a result of the proposed redevelopment. Councilmember Labadie asked if the traffic table data was accurate for the MCC because the MCC had been experiencing a decline in membership. Mr. Shardlow stated measurements were not taken of the MCC when it was thriving and clarified he was trying to compare something to something and not something to nothing. He noted that he is very sensitive to there being congestion in the area. Mr. Shardlow noted that traffic volume along Country Club Road dropped by 1,250 vehicles per day after the County Road 19 and Smithtown Road intersection was reconfigured. He explained that early on three options were identified for addressing the Country Club Road traffic issue. The PAC was broken up into small groups and rated which of three options for dealing with Country Club Road was the best option. One option was to upgrade Country Club Road which would mean traffic improvements such as widening the roadway and installing curb and gutter. A second option was to close Country Club Road so it no longer served as a cut thru roadway. The third option was status quo with the improvement of a trail which would parallel the roadway or some intersection improvements. Based on the PAC rankings and the other public input there was not a unanimous ranking of any option. There was little support for widening the roadway. He then explained that during the last PAC meeting the members broke into small groups to discuss four key topics. Badger Park and the potential for redevelopment of the Park or around the Park were discussed. The open space issue on the MCC property — the restoration of the wetland or the transfer of ball fields to a portion of the site — was part of that discussion. Another topic was the redevelopment potential for the commercial areas near the Smithtown Road / Country Road 19 intersection. There are curb cuts very close to the intersection and if those sites were redeveloped and the curb cuts removed and access and circulation were moved that could have a positive effect. Another topic was the future of the large lot area immediately to the north of the MCC property. There had been a developer pursuing the redevelopment of that area before the MCC property was sold. Some of the people who live in the area have spoken to the developer for the MCC site about redeveloping that property. The PAC weighed in on CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 11, 2015 Page 5 of 14 whether or not it favored the long -term redevelopment of that area. The last topic was trails along Smithtown Road and Country Club Road. The members were also asked to identify any other issues they thought were important to bring forward as well as any other concerns they want Council and the developer to be aware of. He noted the PAC was reminded that the process is not one about the members reaching consensus. Its task is to represent the PAC's opinions to Council. The opinions may be diverging. The Planning Commission's and the City Council's task is to take these opinions under advisement as they respond to development requests from Mattamy, the developer for the site. Although there will not be unanimity there will be a lot of information in the comments that can be useful. He stated it would not be a good idea to eliminate cut thru traffic on Country Club Road. Public safety personnel believe that would have a detrimental effect on emergency response time. A trail along the roadway and possible improvements to the intersection would be desired. The comments convey that quite clearly. Mr. Shardlow stated at the end of June 8 there will be a group of people in the community who will be very well informed about the proposed redevelopment project. They will have a solid background about this process. And, they will have provided Council with their opinions on all of the key issues. The group could be called upon in the future to be of assistance. He then stated earlier in the day the developer related that he is very supportive of this process and. recognized that this has been a very thoughtful group. By getting a group of people together in this manner they have taken the time to think things through and understand that there are tradeoffs when land is developed. Mr. Shardlow noted that it has been his pleasure to work with the PAC members and that he is anxious to bring their recommendations to Council. In response to a question from Councilmember Sundberg, Mr. Shardlow explained that being a member of a planning advisory panel has been good for those who chose to be a member of a plamling commission or other commissions. The information the PAC members have been exposed to is comparable to the type of educational material he has provided to professional planners for continuing education. He stated it is obvious that the members are interested in this issue and he is confident the City could continue to use them as a resource. He then stated the last time he did a comparable project it was for the City of Richfield and. it was related to a very controversial housing project. A housing advisory task force was created and Richfield opted to keep that group in place because of the support received from them. Councilmember Woodruff stated he has read that there is some disagreement among the family members as to whether or not the MCC property has been sold. Administrator Joynes explained there have been two court dates that have been held when arguments were made about the ownership of the property. The judge is to make a ruling in the next 30 — 60 days. The City is aware of the purchase agreement Mattamy has on the property; it is sufficient to give it control of the property at least in terms of the actions being taken now. Mayor Zerby thanked Mr. Shardlow for his efforts. B. Report and Presentation by Tim Litfin'and Tad Shaw on Minnetonka Community Education Activities and Tour de Tonka CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 11, 2015 Page 6 of 14 Tad Shaw stated he is the City's representative on the Minnetonka Community Education (MCE) Advisory Council. 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. It is an all- encompassing education and service organization which is basically run by the school board. He noted that he is not present to ask for money for MCE. He explained MCE is 85 percent funded by people who subscribe to the services. Many of the things MCE does are state mandated. They have dedicated funding. That makes up the other 15 percent of the funding. If anyone in the City has issues with MCE he encouraged them to contact him through the City offices. Mr. Shaw introduced MCE Executive Director Tim Litfin. Mr. Litfin explained that on July 1, 2014, MCE implemented a new registration program which has been embraced by staff and MCE customers because it is much easier and faster to use. Forty percent of registrations for MCE programs occur on Monday around 2:00 P.M. During March 2015 there were two back -to -back heavy weeks of summer catalog registrations; MCE's highest registration weeks (excluding registrations for the Firecracker and Tour de Tonka events). One week there were 722 registrations and the second week there were 689 registrations. Mr. Litfin introduced Jenny Bordurka, the MCE Youth Programs Coordinator. Ms. Bordurka explained there has been a lot of growth in the Minnetonka Music Academy over the last five years at all age levels. MCE held its first archery tournament in 2015. There were 216 participants from grades 3 — 12. It held its eighth annual ice fishing tournament on January 31, 2015; 35 families participated. MCE will offer its second high potential summer camp this year. There will be five classes this summer. MCE will welcome a contingent of students from the Experimental Primary School of Beijing Normal University. They will be in the United States for three weeks and participates at MCE programs July 20 — 24. MCE offers a program called Project SOAR for adults with disabilities. It is a partnership between the Cities of Hopkins, Minnetonka, St. Louis Park and Wayzata. At least 170 classes are offered throughout the year in the various communities. MCE's Explorers Club PreciouStatus program is for elementary students before and after school. There is also a juniors' program for three and four year old children. There is a phone app for parents to use to read an update on what the children did that day before they see their children. Mayor Zerby stated the number of residents fifty -five years of age or older in the Minnetonka School District is increasing. Yet, he did not hear Ms. Bordurka mention anything that addresses that audience. He asked if MCE has programs for that age group. Ms. Bordurka stated MCE offers a lot of culinary, physical fitness and arts programs. MCE grows its program based on feedback received from its customers. Jenny Van Aalsburg noted that she is the Preschool and ECFE (Early Childhood Family Education) Coordinator. She explained MCE Preschool and ECFE communicates with its families in a variety of ways. It has a website and often posts videos for parents to watch. It has a Mini Tonka Times monthly newsletter and a Facebook page. It does intentional collaboration in its programs. In additional to the Preschool and ECFE programs she coordinates there is early childhood special education and Junior Explorers for three and four year old children. Some children may use one, two or three of those programs on any given day. The programs try and use similar language and similar tools for continuity reasons. From age two to five much of what children are learning is the social and emotional part of school. She noted the MCED Outdoor Learning Center will open this summer. She will post construction updates on the Facebook page during construction. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 11, 2015 Page 7 of 14 Mr. Litfin noted the Tonka Youth Triathlon was held on May 2. More than 200 children participated. Councilmember Labadie noted that over the years she and members of her family have been involved in numerous MCE programs. She stated that after the first summer calendar is distributed and a second one is distributed which lists programs in date order. She suggested the programs also be listed by the location. She then stated there is an MCE program titled Recreation in the Parks where people can go to different and one of the parks is Freeman Park in Shorewood. MCE's program is double the cost of Carver County's Chanhassen program which is held in Roundhouse Park south of Highway 7 and very close to Shorewood. She is aware of 10 — 15 families who registered through Chanhassen / Carver County because of the difference in price. Mr. Litfin stated it could be because Carver County is subsidizing that program and noted MCE staff will look into that. Mr. Litfin highlighted the 2014 Tour de Tonka event; a multi - distance bicycle ride through the Lake Minnetonka communities. In 2006 there were 861 riders. There were 3137 in 2014. The riders have been between 4 and 86 years of age. In 2014, 20 states, 52 Minnesota counties, 204 communities and 2 countries were represented. There were 75 legacy riders in 2014; they are riders who have ridden since 2006. There were 113 riders from the City of Shorewood. Mayor Zerby commented that he thought there were more Shorewood riders because some were improperly assigned to Excelsior because the two Cities share the same zip good. In 2014 there were 16 -mile, 26 -mile, 44 -mile, 52 -mile, 67 -mile and 100 -mile routes. Routes are changed each year. Tour de Tonka has partnered with the local food shelf ICA. Over the nine years Tour de Tonka has raised more than $36,000 for the ICA. In 2014 it collected $5,980. Safety is paramount with that many riders over that many miles. There were 20 police and fire agencies involved in 2014. Aid stations / rest stops are also important. There will be 9 throughout the 2015 course. Each rest stop is sponsored by a local business or local community group or an organization. Local bike shops will have a mechanic at each of the aid stations. There will be music at each of the aid stations and at the start / finish line. The 2015 event will be held on August 1. For 2015 there will be 16 -mile, 28 -mile, 49 -mile, 57 -mile, 77- mile and 100 -mile routes. The routes go through 23 communities. Shorewood is a big part of Tour de Tonka. All routes with the exception of the 100 -mile route begin and end at the Minnetonka High School. The 100 -mile route will start at the MCE building and end at the High School. He noted that the 2015 major sponsors are Cub Foods Minnetonka, Tonka Bay Marina, Maple Grove Cycling, Invicta, Boyer Building Corporation, Twin Cities Orthopedics and Park Dental. He stated volunteers are needed for a variety of positions. In 2014 there were about 500 volunteers for different volunteer positions on the course. Riders and volunteers all get a Tour de Tonka shirt. The website is www.tourdetonka.or, , and the phone number is 952.401.6800. Mr. Litfin thanked Shorewood and all of the communities for their cooperativeness and participation in making the event possible. Mr. Litfin thanked Council for its time. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 11, 2015 Page 8 of 14 Mayor Zerby asked if any wheelchair -bound riders participate in the ride. Mr. Litfin explained some wheelers participated in the 2014 Firecracker run. There have been times when riders have ridden behind their parents who were handicapped in one way or another. He noted that he has not received a request for a rider to ride a unique vehicle. If there were such a request they would not be turned down. Zerby asked Mr. Litfin to think about that for future events. Councilmember Labadie asked if riders must wear helmets. Mr. Litfin responded yes. Mayor Zerby thanked Mr. Litfin, Ms. Bordurka and Ms. Van Aalsburg for coming. V.11 IN 8. PLANNING A. Report on the May 5, 2015 Planning Commission. Meeting Planning Commissioner Davis reported on matters considered and actions taken at the May 5, 2015, Planning Commission meeting (as detailed in the minutes of that meeting). 10. GENERAL/NEW BUSINESS A. Special Event Permits Mayor Zerby explained that he has been working with City Clerk Panchyshyn to find out what other cities in the area are doing with regard to special event permit fees. A number of cities charge fees for the special events. Because of the number of special events occurring, at least in part, in Shorewood it may be appropriate for Council to consider charging fees. He clarified it is not his intent to stop the events from occurring. It is to try and recoup some of the costs for staff time for coordinating and preparing for events. He noted the meeting packet contains information from the City of Excelsior. He explained Excelsior's information is broken out in a number of different ways. The packet also contains information from the City of Minneapolis. Minneapolis charges $.50 per participant. He stated the Tour de Tonka event uses a number of roadways and intersections in Shorewood. The Planning Department staff and Public Works personnel are involved in the event. He proposed adopting something similar to two fees Excelsior charges. One fee is for athletic events that only use streets. The fee is $250 for a local event and $500 for a non -local event. The other is for athletic events that use streets and the Commons or City Parking Lot. He would change "the Commons" to a City park. The fee for the second type is $500 for a local event and $1,000 for a non -local event. Zerby stated if Council thinks charging a fee is appropriate there are a number of ways that can be done. For example, it could be based on the number of participants, number of miles of roadways used, or the number of hours the event lasts. He noted the Excelsior City Council is considering raising its fees because the number of special events is increasing. CITE' OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 11, 2015 Page 9 of 14 Councilmember Woodruff questioned if special events happen frequently enough to warrant charging a special event fee. He stated that most of the special events that occur in Shorewood are sponsored by the City. Councilmember Labadie stated in addition to the special events identified in the memorandum from Mayor Zerby (the Tour de Tonka event, the Wells Fargo Half Marathon and the Excelsior Fire District's (EFD's) Fundraising Dance) the Apple Day 5k Race and the Firecracker 5k Race meander through Shorewood. The Excelsior Elementary School PTO has a fund raising Fun Run. The Minnewashta Elementary School PTO has asked her if it could have a run on Shorewood streets. There is interest out there in using Shorewood roadways and parks for special events. Director Brown stated staff has received feedback from the South Lake Minnetonka Police Department (SLMPD) staff that the Tonka United Soccer Association's 2015 Tonka Splash traveling tournament will be the Association's largest event in its history. Staff may have to bring that before Council. He then stated the 1.4 cities in the Lake Minnetonka area are starting to hear from more organizations that want to use the same route the Wells Fargo Half Marathon uses because it works. Councilmember Siakel asked what the costs are for staff's time to help with the event or event preparation. She noted she is not familiar with the Tonka Splash event. Director Brown explained that for the Tour de Tonka event Public Works personnel spend 2 — 3 days sweeping the roadways that are part of the ride routes. The volunteers also ask staff for other assistance as well. Mayor Zerby stated he spoke with Clerk Panchyshyn about that and learned that there is staff time involved for some events. Many of the special events are fundraising events that use City -owned facilities and staff time at the taxpayers' expense. He thought it would be fair to the taxpayer to recoup some of those costs. He reiterated it is not his intent to stop the special events; he would like to see them continue. Director Brown explained that Minnetonka Community Education (MCE) Executive Director Tim Litfin is trying to have sealcoating removed from any part of the Tour de Tonka event routes close to when the event happens so it does not interfere with the event. Staff has informed Mr. Litfin that it will try to sweep any roadways that had been sealcoated prior to the event. One year the routes for the event happened to line up with a large portion of the roadways that were sealcoated that year. Public Works personnel spent 1.5 — 2 weeks sweeping those roadways. Mayor Zerby noted that the special events put a strain on the public safety personnel. He also noted that the last count taken showed there were 27 inspectable special events in a year. Councilmember Woodruff stated that for 2015 the EFD is charging for special event inspections and for some events it is charging a special event fee. He is not sure how a Shorewood special event fee structure would help the SLMPD. He then stated that he has issue with charging a small organization that wants to have a fund raising event a $75 fee because staff, for example, has to set up a barricade. Councilmember Siakel suggested Council ask staff to come back with a recommendation for fees for various types of events. Mayor Zerby agreed with that. Mayor Zerby stated the City could have restrictions on charging a fee for events that have fewer than, for example, 100 participants. He noted that he does not envision the City charging the Excelsior Firefighters Relief Association (EFRA) for a temporary liquor license for its fundraising dance. It has not done so in the past. He stated the fee schedule could allow Council to make adjustments to the fee. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 11, 2015 Page 10 of 14 Councilmember Sundberg suggested looking at what cities do that are similar to Shorewood. She does not view Excelsior as comparable because it has much more commercial business. Mayor Zerby stated staff has looked into what some other cities do but it was difficult to find adequate data. He then stated the genesis for many of the special events in the South Lake area is Excelsior and they meander through Shorewood. Councilmember Siakel stated that during the summer there are many demands on Public Works personnel for park needs. She thought this is worth looking into in part because of the demands on Public Works staff. Councilmember Labadie stated there will be a large number of athletes participating in the Tonka. Splash tournament. She then stated if the event takes place in some of the City's parks she asked who is responsible for cleaning up litter. Director Brown explained that as part of the City's permitting process the organizations have to put down deposits and they are required to bring in portable restrooms and large trash bins. He stated that the largest issue the City will be faced with for Tonka Splash is parking. SLMPD staff has met with representatives from the Tonka United Soccer Association to try and address that. At this time the Association has no plans to shuttle people around. Brown suggested consideration be given to placing some restrictions on the event. Councilmember Siakel suggested considering a requirement that if an event will have a certain number of participants and vehicles then there has to be some shuttling of people. Mayor Zerby asked. Administrator Joynes to work with Director Brown to frame a special event permit fee recommendation. Councilmember Siakel stated she wants staff to also let Council know what it needs and to quantify the impact of special events. Councilmember Labadie clarified that Tonka Splash is a tournament for the traveling higher level soccer teams. The teams will come from a large geographic area. She noted that one week after that event there is the Tonka Blast tournament for the recreational players. Councilmember Woodruff stated Excelsior's fee schedule would probably have the Tonka Splash as a level 3 activity and noted it does not mention shuttling of people. He questioned if staff would be able to craft something general enough and specific enough at the same time. He stated he thought the process needs to have some flexibility and maybe handled on a case by case basis. A fee schedule could be established. Administrator Joynes recommended Council have a discussion about the types of events. There can be community sponsored events, events put on by private companies and City events. ;; A. Administrator and Staff 1. 'frail Schedule Mayor Zerby noted the meeting packet contains a copy of the Trail Schedule. Engineer Hornby stated the neighborhood informational meeting for the Smithtown Road East Sidewalk Extension Project will likely be moved to May 27 because of a meeting conflict on May 19. In response CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 11, 2015 Page 11 of 14 to a question from Mayor Zerby, Engineer Hornby explained that on July 27 Council will consider approving the plans and specifications and authorizing the advertisement for bids for that project. Hornby noted that about one half of the easement agreements for that project have been signed and if they all get signed then the July 27 approval date can be moved up. Staff has met with the Minnehaha Creek Watershed District and received clarification on a few things. Staff will make some minor modifications to the plans. 2. Quarterly Financial Report / Other Operating Funds Report Mayor Zerby noted the meeting packet contains a copy of the March 2015 quarterly investment report and a copy of an Other Operating Funds Report. Other Director Brown stated that had been two watermain breaks at Old Market Road and the repairs went quite well. He noted the spring clean -up event is scheduled for May 16 at the Shorewood Public Works facility. Brown then stated that per Councilmember Sundberg's request staff has spoken with a representative from Xcel Energy about power outages. Xcel would prefer to meet with people one on one. Staff has encouraged them to come before the full Council during one of its meetings. Sundberg stated based on what she has heard from residents they are fed up with power outages. She believes it is way out of line. Councilmember Labadie stated she would also like representatives to come before Council to talk about the outages. Councilmember Sundberg stated she wants Xcel to provide Council with outage data and a work plan. Engineer Hornby stated the City has received bids for Star Lane and Star Circle roadway reconstruction. The resident meeting was held on May 7 and the owners of 8 of the 13 properties in that area attended. Most of the conversation was favorable. The bids for the watermain extension came in less than the estimates in the feasibility report. Therefore, the assessment would be about $2,000 less than the assessment estimate in the report. Council will be asked to award the contract during its May 26 meeting. Councilmember Sundberg asked if a renewable energy study update to Council has been scheduled. Engineer Hornby stated that should occur during Council's May 26 or June 8 meeting. Sundberg then asked if staff is reassessing the completion date for the project. Hornby explained the consultant needs more information from staff and one energy provider. He noted that he thought the consultant has made a lot of progress related to ordinance recommendations and community energy use. In response to yet another question, Hornby stated the energy consultant is aware of the Minnetonka Country Club (MCC) redevelopment project. Mayor Zerby stated that after having driven through the Boulder Cove project in Chanhassen last week he spoke with Engineer Hornby about the entrance into the development. He explained that there is somewhat of a three -way intersection of the new road and West 62nd Street and Strawberry Lane. The mouth of the new roadway is quite wide. When coming out of the development there is no barrier to a right turn to go north on Strawberry Lane. He asked Hornby if he made any progress on possibly having that intersection alignment modified. Honiby stated he has not had an opportunity to look at that geometrically and noted he will speak with the staff at Chanhassen. Zerby noted that he spoke with the Mayor of Chanhassen earlier in the day about his concerns. He stated he thought the intersection is odd. Hornby stated the new roadway is set up for the future reconstruction of Strawberry Lane. Hornby stated even if Chanhassen does not want to participate he thought there are CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 11, 2015 Page 12 of 14 things the City can do at the northwest corner of West 62ND Street and Strawberry Lane. He has not spoken with Director Brown about that yet. Zerby stated timing may be of the essence being Chanhassen is working on its sewer system in that area. Brown reiterated it is being set up for the future reconstruction of Strawberry Lane and that may require the configuration be a little odd until that happens. Zerby asked if a temporary obstacle could be placed there to make it harder to turn through. Councilmember Labadie stated that because Strawberry Lane is not scheduled for reconstruction until 2019 it would be a long time for a temporary fix. Homby stated there has been discussion about moving that reconstruction project up. Director Nielsen explained that on May 8 he and Mayor Zerby met with Minnehaha Creek Watershed District (MCWD) Research and Monitoring Director Craig Dawson and three representatives from the Minnesota Department of Natural Resources (DNR) to discuss the proposal for 100 percent decontamination of watercraft at the Christmas Lake access. DNR representatives' biggest concern is the legality of doing that. They will review that and then forward it to the DNR's legal counsel. People will confer about this during a conference call on May 21. Zerby stated that originally the DNR was going to stay status quo. He pointed out to the representatives that this was a unique situation and people want to continue with the efforts to keep Christmas Lake free of zebra mussels. Mayor Zerby explained Director Brown and Director Nielsen are working on getting the surveillance camera installed at the Christmas Lake access site. The Christmas Lake Homeowner's Association (CLHA) has gotten internet service installed and has contracted with a contractor to mount the camera on the pole. South Lake Minnetonka Police Department (SLMPD) staff has indicated that it will be able to accept a feed from the camera into its system so it can be recorded. He will work with the City Communications Coordinator to put a link to a live feed on the City's website. Director DeJong stated the 2014 audit field work has been completed. He noted that he had placed a copy of an updated Quarterly Investment Report and Other Funds Report at the dais before the meeting. Mayor Zerby asked that a percent change column be added to the investment report. Administrator Joynes explained that during an executive session preceding this meeting Council discussed how to proceed with the Southshore Center. Council had been provided a copy of the appraisal. He asked for direction from Council on what the next steps should be. Mayor Zerby thanked Attorney Keane for working with the appraiser. Siakel moved, Sundberg seconded, directing staff to send a copy of the appraisal for the Southshore Center to Shorewood's partner Cities of Deephaven, Excelsior, Greenwood and T onka Bay; to submit a buy -out offer from the City of Shorewood based on the appraisal; and to set a deadline to respond to the offer by the close of business on June 30, 2015. If one or more of the Cities declines the offer or fails to respond as requested, the City of Shorewood will pursue its legal options to resolve outstanding ownership issues. Mayor Zerby stated this is part of a long process with the partner Cities. There have been numerous discussions about continued operations of the Center with or without them. The Cities have chosen to have it operate without. They requested through a mayors' meeting that Shorewood move forward with the Shorewood Option (which is for Shorewood to buy out the other four Cities from the original construction). Shorewood was to get an appraisal for the building which factored in its location and what can be done with it based on its location. He noted that he thought the appraisal is very fair. Councilmember Sundberg stated there has been an ongoing refusal by the other four Cities to pay their fair share for the last few years. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 11, 2015 Page 13 of 14 Motion passed 510. Administrator Joynes noted Excelsior Fire District (EFD) Chief Gerber will come to Council's May 26 meeting to give an update on the proposed 2016 EFD Operating Budget and other budget related information. He stated the SLMPD member City Administrators/Manager will draft an advertisement for the hiring of a new SLMPD chief of police. B. Mayor and City Council Councilmember Siakel explained that on April 30, 2015, she and Mayor Zerby attended an open house held by the Three Rivers Park District (TRPD) about the Lake Minnetonka LRT Regional Trail crossing at County Road 19. The event was well attended by people in the community and people who use the trail. There was a lot of discussion about the viability of an overpass crossing. The cost to build the overpass is double what the TRPD thought it would be. TRPD does not consider an overpass a viable option because of the cost. She thought people clearly communicated to Hennepin Country representatives and to the TRPD representatives that the current crossing is not safe. An overpass or underpass would be a much safer solution. Mayor Zerby explained that TRPD had a $1 million grant from the federal government for the overpass that expired. The $1 million or so that TRPD had earmarked for the overpass has now been earmarked for other projects. TRPD representatives have told him the TRPD has about $300,000 earmarked for trail crossing improvements. Attendees at the open house were asked to place a sticker on the solution they thought would be best. Different options were discussed. He and Councilmember Siakel spoke with a Hennepin County engineer who indicated there may be a chance to consider an underpass. A concrete tunnel could maybe be poured. That may require a sump pump that would have to be pumped periodically. It would also have to have periodic maintenance done. The engineer asked if Shorewood Public Works would be able to do that. He and Siakel were both adamant that a ground crossing is nowhere near as good as an overpass or underpass would be. He noted that he thought TRPD did a nice job with the open house. Councilmember Woodruff stated he attended the Association of Metro Cities annual meeting. During the meeting there was a presentation by the CEO of the Super Bowl Host Committee. The 2018 Super Bowl will be held in Minneapolis. He provided a few highlights from the presentation. Woodruff then stated that earlier in the day he received an email from a resident regarding a weed control issue on City -owned property which abuts private property. He forwarded that email to Administrator Joynes and Director Brown. Brown responded back to him that based on discussions last year the City's weed control activities were put on hold. He suggested that be taken off hold because of the email and because in general the City cannot let weeds grow wild on public property. Brown clarified it was not staff's intent to ignore those activities. He explained that last year there was discussion about using alternative chemicals to treat the weeds. He noted that the City does not do its herbicide treatments this early in the year. He stated staff will bring this back to Council in a timely manner. Councilmember Siakel asked if this is an issue in multiple places. Councilmember Woodruff stated he thought it is a problem all over. Councilmember Woodruff stated that per Director Brown the City did not treat roadsides last year because of the desire to use alternative chemicals. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 11, 2015 Page 14 of 14 Councilmember Siakel asked where the property is located. Councilmember Woodruff stated along Covington Road. Mayor Zerby stated it is the land the City purchased next to the Bobby Arnold property. Mayor Zerby stated there is some question about what type of maintenance should be done to a couple of City -owned parcels of land. Director Brown noted that there has been discussion that the City was not going to keep some parcels manicured. It will mow the grass. He also noted that many of the people who mow the grass are doing street sweeping because the streets must be swept before the watermain can be flushed. Also, ' Public Works does not have its seasonal help yet. nmvnn.. Woodruff moved, Sundberg seconded, Adjourning the City Council Regular Meeting of May 11, 2015, at 8:47 P.M. Motion passed 510. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: ZYX 1 � 1 can Panchyshyn, Cy Clk �— zr Scot Aerby, VMa or