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05-26-15 CC Reg Mtg Minf +' TUESDAY, t l MINUTES !f i i —VC1 11 ROAD COUNCIL CHAMBERS 01 r Mayor Zerby called the meeting to order at 7:01 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Labadie, Siakel and Woodruff; Associate Attorney Guerrero; City Administrator Joynes; City Clerk Panchyshyn; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and City Engineer Homby Absent: Councilmember Sundberg B. Review Agenda Siakel moved, Labadie seconded, approving the agenda as presented. Motion passed 4/0. 2. APPROVAL OF MINUTES A. City Council Executive Session Minutes, May 11, 2015 Labadie moved, Woodruff seconded, Approving the City Council Executive Session Minutes of May 11, 2015, as presented. Motion passed 4/0. B. City Council Regular Meeting Minutes, May 11, 2015 Woodruff moved, Siakel seconded, Approving the City Council Regular Meeting Minutes of May 11, 2015, as presented. Motion passed 4/0. Mayor Zerby reviewed the items on the Consent Agenda. Zerby moved, Woodruff seconded, Approving the Motions Contained on the Consent Agenda. A. Approval of the Verified Claims List B. Approve Agreement between the South Lake Minnetonka Police Department and the City of Excelsior for Summer Bock and Park Patrol Services C. Establishing the 2016 Budget Schedule (This was moved to Item 10.0 on the agenda.) Councilmember Woodruff explained that in 2014 there had been discussion about having discussions about the Capital Improvement Program (CIP) prior to certifying the next year's maximum tax levy with Hennepin County by September 30. The 2015 maximum levy was set before there was any discussion CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 2 of 21 about the CIP. The proposed 2016 Budget Schedule reflects the 2016 — 2025 CIP will first be discussed on October 26. He noted that he thought that is too late. Mayor Zerby concurred. Mayor Zerby noted that Council has asked the last few years to start budget discussions earlier. There was Council consensus to remove Item 3.0 be from the consent agenda for further discussion. Motion passed 4/0. 4. MATTERS FROM THE FLOOR Tim Cradit, 5925 Galpin Lake Road, explained he has come before Council to speak about a concern about traffic speeds that he has had for 10 years, from the time he built his home. It is approximately one - half mile from Shorewood to Highway 7 where the posted speed is 25 miles per hour (mph). He thought it is unlikely that any vehicle travels at that speed. He was told by a policeman that 25 mph is not a legal limit. In that stretch of roadway there are two moderate curves, 20 driveways that connect to the roadway, and three streets in less than one -half mile starting at Mayflower Road. There are 10 —15 children who live in his area and there are about 12 dogs and many types of wildlife. He believes vehicles are traveling at speeds of 40 — 45 mph and possibly 50 mph. He has called the police department about this several times. A police person has come out and stayed for about 15 minutes. During those 10 years he has seldom seen an officer patrolling the roadway going either way (going to Highway 7 from the City of Chanhassen or the opposite). The posted speed limit on the section of the roadway in Chanhassen is 40 mph after Lake Lucy. He asked the City to put up a reduced speed ahead sign in Chanhassen just before the border between Shorewood and Chanhassen. At the border he would also like there to be a 25 or 30 mph posted speed limit sign. There is a 25 mph sign as drivers start up the hill but drivers appear not to see it. He noted his property is near the location of the stop ahead sign and drivers are traveling 45 mph at that sign. He stated that on May 24 the resident living at 5510 Galpin Lake Road parked her car on the side of the road and put a large 25 mph sign at the back of her car. He then stated that there are flashing speed awareness display signs on Country Club Road. He asked if the signs have had an impact on slowing vehicles down. He requested signs like that be installed in the area he is talking about. He stated he thought more vehicles travel on Galpin Lake Road then on Country Club Road. He thought the most heavily traveled time is 2 — 4 P.M. He recommended Councilmembers visit the area and observe the drivers. He asked for more police presence in the area; more than the two to four times he has seen them in 10 years. He commented that people have asked for speed bumps to be placed there but the City did not think that was a prudent thing to do. Pot holes slow drivers down. He then asked for a timetable for staff and Council to assess the situation and get back to him. He clarified he does not expect police officers to patrol the area all of the time. But, he does want more police presence than there has been in the past. Mr. Cradit thanked Council for allowing him the time to speak. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 3 of 21 Mayor Zerby noted that traffic is the number one issue Council hears about from residents. It had heard concerns about speeding on Country Club Road and as a result developed a policy for assessing traffic on roadways where speeding is an issue and determining how to address it. Director Brown explained that posting the speed awareness signs along Country Club Road was a trial effort. The signs were installed about two plus years ago at a cost of $6,950 for two signs. About 2,200 vehicles travel Galpin Lake Road daily and about 3,450 travel Country Club Road daily. He noted the most effective way to address speeding is enforcement. He stated that he thought the speed awareness display signs have a temporary effect. People will slow down when they approach them and then speed up after they pass them. And, if it is their daily route they generally ignore them. He then explained that previous councils chose to post 25 mph signs hoping that posting that sign would slow drivers down. But, a police officer cannot enforce that because the courts will find that the speed is improperly posted and not enforceable. About one year ago state statute was amended to reduce the minimum speed limit to 25 mph for minor roadways. Galpin Lake Road would not be considered a minor roadway because of the volume of traffic on it. WSB & Associates is working on a draft policy that defines the standards for which roadways could have posted speed limits of 25 mph. Councilmember Labadie stated she likes Mr. Cradit's suggestion of placing a reduced speed ahead sign close to the Shorewood/Chanhassen border. Unfortunately, the Shorewood City Council cannot authorize doing that in Chanhassen or Carver County. Mr. Cradit suggested posting that sign at the border and then the 25 mph sign a few feet after that. Councilmember Siakel asked if that authorization could be obtained from Chanhassen staff. Director Brown responded yes. Councilmember Woodruff suggested Council authorize staff to put out the road tubes to gather data about traffic volume and speeds. He asked what the legal speed limit is for Galpin Lake Road. Director Brown stated 30 mph. Woodruff also suggested the posted speed be 30 mph. Councilmember Siakel suggested contacting Chanhassen staff about putting up a sign. She asked Engineer Hornby if any traffic assessment was done when the proposed Galpin Lake Road trail was designed. Hornby responded no. Siakel then asked what can be done to get the South Lake Minnetonka Police Department (SLMPD) to provide more traffic enforcement. She stated she agrees with Mayor Zerby that speeding is the number one complaint residents have. Mr. Cradit stated he agrees that traffic enforcement is the only way to slow traffic down. Councilmember Woodruff stated that until the posted speed is changed to 30 mph the police cannot enforce the speed. Mayor Zerby asked Director Brown to bring recommendations back to Council during its next meeting. Councilmember Woodruff asked if the tubes could be put out before the next Council meeting. Staff responded they could. A. Request for Partial Right-of-Way Vacation Applicant: Ian and Carol Friendly Location: 5590 Shore Road Mayor Zerby opened the Public Hearing at 7:19 P.M. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 4 of 21 Director Nielsen noted this is a two -part request for Ian and Carol Friendly with this partial vacation of a Shore Road right -of -way (ROW) being the first part. A setback variance is the second part. Nielsen explained the Friendlys purchased the property located at 5590 Shore Road and later purchased two outlots with one on each side of Shore Road and combined them with the 5590 property. The Friendlys are asking that the portion of the ROW that partially bisects their property be vacated because it causes setback issues. They have been informed that if the City vacates that portion of the ROW it still needs to keep the sanitary sewer easement that runs through their property. Because the City does not have a decent turnaround in that area staff asked the Friendlys to provide a turnaround that Public Works needs when snow plowing the roadway. Currently Public Works personnel have to back into an area that is very close to a wetland and a vehicle has become stuck in that area a couple of times. The Friendlys have proposed installing a paver ground system similar to what is used for overflow parking areas. The concrete block product would support the weight of a. heavy vehicle. The block cores are filled with dirt which allows grass to grow through them. The turnaround would also reduce the amount of the setback variance needed. He noted the resolution approving the vacation stipulates that the Friendlys will build the turnaround and the City will be responsible for maintaining it. The Friendlys would like a formal agreement about that. He suggested Council adopt the resolution contingent upon staff preparing a legal document about the construction and long -term maintenance responsibilities. Nielsen also noted that the Planning Commission unanimously recommended Council approve the vacation. Mayor Zerby expressed concern about the City having to be responsible for the maintenance of the turnaround area. He asked if there is a need for landscaping the area or weeding the area. Director Nielsen explained the City would use the turnaround seasonally. He clarified the Friendlys would take care of the grass that will grow in the cores and the City would plow the turnaournd area in the winter. Seeing no one present to comment on the case Mayor Zerby opened and closed the Public Testimony portion of the Public Hearing at 7:25 P.M. Nate Wissink, 4121 Uptown Avenue South, Minneapolis, builder with Elevation. Homes, stated he and the Friendlys worked with Director Brown and Director Nielsen to come up with a solution for the turnaround that would benefit both the City and the Friendlys. He thought that objective was reached as will be evidenced when the variance request is discussed under Item 8.A on the agenda. Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 15 -038, "A Resolution Vacating a Portion of the Public Right -of -Way of Shore Road" subject to Ian and Carol Friendly executing the required drainage, utility and roadway easement and recording the vacation and easement documents with Hennepin County and contingent upon the City and the Friendlys executing a legal agreement related to the construction and maintenance of the turnaournd area. Motion passed 4/0. Mayor Zerby closed the Public Hearing at 7:27 P.M. 6. REPORTS AND PRESENTATIONS A. Year -In- Review by Excelsior Fire District Chief Gerber CITE' OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 5 of 21 This item was postponed to a future meeting. 7. PARKS A. Report on the May 12, 2015 Park Commission Meeting Commissioner Stelmachers reported on matters considered. and actions taken at the May 12, 2015, Park Commission meeting (as detailed in the minutes of that meeting). B. Minnetonka Lacrosse Association Proposal to Install Artificial Turf on Badger Field Director Nielsen explained that representatives from the Minnetonka Lacrosse Association (MLA) came before the Park Commission and offered to share in the cost of installing artificial turf on the playfield in Badger Park. The Association had previously offered to pay for irrigation for the playfield. The Park Commission was in favor of doing that but it does have some questions about it. Jason Landstrom 7301 Minnewashta Parkway, Excelsior, and Steve Well, 24155 Mary Lake Trail, introduced themselves to Council. Mr. Landstrom noted that MLA President Lance Nelson and that Charlie Welsh from Sprinturf were also present. Mr. Landstrom stated that the MLA's objective is to partner with Shorewood and Hennepin Youth Sports Program on creating the first artificial turf field at Badger Park. He explained that lacrosse is the fastest growing youth sport in the country, the State of Minnesota and Minnetonka. The MLA is continually challenged with finding enough field space for its growing membership. The Badger Park playfield has been its home field for a number of years. Creating an artificial turf playfield will extend the lacrosse season by one month. The MLA's biggest challenge is in the spring and the fall. Mr. Well explained the Hennepin Youth Sports Program helps fund sports facilities and equipment primarily not related to baseball. The Program looks for partnerships with cities and nonprofit youth organizations (the MLA is one). The Program has helped out Chaska, Eden Prairie, Edina, Hopkins, and Wayzata. The only grass field the MLA uses is in Badger Park. Badger Park is not the ideal location for the MLA's home base. The MLA has been growing at a rate of 20 — 25 percent a year for the last three to four years. The MLA has to do something with field availability to accommodate that growth. The ideal thing to do would be to build an artificial turf facility in Badger Park. And, it seems like the ideal time to do that is now with the changes proposed for Badger Park and the Minnetonka Country Club property. The Program will release the process for its grant request for proposals (RFP) in August. The City would have to submit a grant application by around October 1, 2015, with the MLA as a partner. Grants would be awarded during the Program's board last meeting of the year sometime in December and the grant funds would be available for disbursement in January. Charlie Welsh, with Sprinturf, 9275 Crestview Drive, St. Joseph, stated that artificial turf can be played on much earlier in the season than grass because if it snows in March the turf can be cleared of snow and played on. The same applies late in the season. He explained artificial turf requires much less maintenance than grass but it does require a little. An average study indicates that 475,000 gallons of water is saved by going with artificial turf. Councilmember Siakel stated that during the Arctic Fever event some of the ice sculptures created are located on the playfield in Badger Park. She asked if doing that would damage the artificial turf. Mr. Welsh recommended putting plywood down to protect against sharp tools puncturing or scraping the turf. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 6 of 21 If the turf were to be snowplowed a piece of PVC pipe should be placed on the plow blade and the blade should be about one to two inches off of the turf. Councilmember Woodruff stated it is his recollection that the Star Tribune published an article about there being possible health issues from playing on artificial turf. Mr. Welsh explained that about 10 years ago that concern was raised. At that time it fell by the wayside. The concern came up again after a study was done by Brian Williams about crumb rubber. There have been multiple studies done on that. The City of Montreal conducted a study using European toy standards and found it was more abrasive for children to put toys in their mouths than crumb rubber. Crumb rubber is not as harmful as people thought. Woodruff asked what the Minnesota high school athletic group concluded about this. Mr. Welsh stated it is still looking into it and noted multiple rubber fields will be installed this year. Mr. Welsh stated the City could consider ecofill or futurefill rather than just crumb rubber. Woodruff asked if the City would have to purchase special equipment to maintain the artificial turf. Mr. Welsh explained the City would need a four -wheel Gator and a hard bristle brush and sweeper. The sweeper puts the surface back into place because it does fold over. Director Brown stated the City has a stiff broom brush for its Toro morrow that would likely work. Consideration is being given to acquiring a trackless unit. Mr. Welsh stated he will provide the City with a copy of a standard maintenance manual the company he works for uses. Woodruff stated he thought the artificial turf idea is good. He asked if the football association is on board with the concept. Mr. Nelson stated that association is aware of what is being proposed and it would be a secondary partner. Woodruff noted that the football association is a major user of the playfield in the fall. Mr. Nelson stated he has had extensive conversations with football Coach Nelson about this. Mayor Zerby asked if stormwater runoff would have to be mitigated. Mr. Welsh stated in most places there is some type of pond to deal with that. Zerby stated there is a pond next to the playfield. Zerby then asked if it would be problematic to put lawn chairs on the artificial. Currently people attending the City's movie in the park event put chairs on the playfield. Mr. Welsh stated that would not be an issues Mr. Well stated the City of Chanhassen holds an art in the park event on its artificial turf field. Other cities also hold events on their turf. Zerby then asked if stakes could be put into the turf to secure tents. Mr. Welsh stated that would have to be dealt with during the installation of the turf. Zerby questioned if the City would have more liability with artificial turf than grass. Mr. Welsh stated he did not think so. Mr. Well, an insurance broker by trade, stated if someone wants to sue the City it will not make any difference if it is grass or artificial turf. Councilmember Labadie asked if the MLA's main use of the playfield in Badger Park would be for a practice or tournaments. The types of usage will have different impacts on traffic. Mr. Landstrom stated practice will be the primary use and commented that additional traffic may be a welcome for area businesses. Hosting of tournaments would have to be discussed with the City. Mr. Well stated that as a resident he thought it would be great to have tournaments in Shorewood and noted that the MLA is well aware of the limited parking. Mr. Nelson stated that there is a lot of desire for tournaments and noted that the MLA would do things in partnership with the City. He explained that the MLA primarily uses Badger Park Monday — Thursday from 5:30 — 8:00 P.M. He does not see that changing. In response to a question from Councilmember Woodruff, Director Nielsen explained that under Option 1.5 for Badger Park improvements the orientation of the playfield will remain as is. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 7 of 21 Director Nielsen stated the Park Commission has discussed that after the Badger Park improvements are done it would like to shift the ice sculptures to the sidewalk that will go through the Park and to the Village Green area. Councilmember Siakel stated the soils under Badger Park are of poor quality. She asked if installing an artificial turf playfield is viable. She asked if the Minnehaha Creek Watershed District (MCWD) would have to be involved for stormwater management reasons. Director Nielsen explained the poor soils are problems for buildings and parking lots. Poor soils are not an issue for playfields. He stated the City will have to contend with the MCWD. He noted that as part of Option 1.5 the parking lot will be increased and thereby create additional runoff so the MCWD will have to be involved with that. Councilmember Siakel stated she thought the MLA's proposal is very reasonable. But, before Council can decide on this it has to reach consensus about what is going to happen to Badger Park. Mr. Well stated he lives about 2.5 blocks from the City Hall campus and he has observed limited usage of Badger Park over the eight years he has lived there. He thought that with the MCC redevelopment now is the time to make the Badger Park playfield a home field for lacrosse. Mayor Zerby stated he thought the proposal is imlovative and exciting. He then stated staff is seeking authorization from Council to work with the MLA on preparing a. grant application. Woodruff moved, Labadie seconded, authorizing staff to work with the Minnetonka Lacrosse Association on preparing a grant application to submit to the Hennepin Youth Sports Program for an artificial turf field in Badger Park. Motion passed 4/0. C. Freeman Park Community Gardens — Extension of Water Line Director Nielsen explained that in 2014 Council directed the Park Commission to again consider extending a water line to the community gardens in Freeman Park. There was also some interest in putting a fence around the area. The Commission put that on hold until it could assess what the demand was for garden plots in that location. Staff solicited a quote from Westonka Sewer and Water for the installation of a yard hydrant. That company put in the water at the Skate Park. Because the City already had the fixture for the Skate Park water extension the cost to do the work was less than the new quote of $8,300. The Commission unanimously recommended approval of extending the water line. Since the Commission recommended approval Director Brown recommended a frost -free hydrant be installed and that will increase the cost by approximately $800. The Commission wants to continue to monitor the use of the garden plots before recommending approval of the installation of a fence. All of the plots have been rented and an expansion is being considered. Mayor Zerby asked if seasonal plumbing (i.e.; irrigation) has been considered. Director Brown stated that would cost about $4,000 — $5,000 to do and clarified that has not been bid out. Brown then stated having a hydrant there would allow gardeners to bucket water and put it on freshly planted items. Typically an irrigation system is on a secured timer. Zerby noted that his irrigation system has a faucet on it. Director Brown explained he and Director Nielsen have discussed the need to secure the access to water so people do not leave water running all night. What would be installed would have a secured box and the gardeners would have the combination to it. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 8 of 21 Mayor Zerby stated he has seen in public parks a faucet that is pushed down and then after five minutes shuts off. Director Brown stated that could be installed but they typically don't function long. That type of faucet was just replaced at the south concession stand. Councilmember Siakel asked which was installed first at the Skate Park — a fence or water. Director Nielsen responded water. Siakel asked how many garden plots there are in the Skate Park. Nielsen stated at first there were 10 and now there are 15. Siakel noted that she was one of the first gardeners at Freeman Park and that she had a plot for two years. She has given that up this year so someone else could have it. She stated at Freeman Park the gardeners made their own makeshift fence. That fence will not make it through a third season. She stored the fence in her shed. Based on her experience a fence is needed for the gardens at Freeman Park. She explained many of the gardeners at Freeman Park live at Shorewood Ponds; many of them are elderly. The biggest challenge for the water there now is the rain barrels fill up with dirt reducing the amount of water that can be held in the barrels. Also, the flow from the barrels is very slow. If the barrels could be propped up somewhat it would help with the outflow. She recommended a fence be installed, additional garden plots be created and the outhouse be relocated to the other end of the parking lot and away from the garden plots. She does not favor extending a water line for close to $10,000 if those other things are not done. She wants things done right. Councilmember Labadie stated there are Shorewood residents who have rented a garden plot in the City of Excelsior due to the water issue and the other issues. She noted that she wants the City to service its residents rather than have them go to Excelsior. Councilmember Siakel asked if the Park Capital Improvement Program (CIP) includes funding for the water line and fence. She thought there should be because a lot of park improvements have been put on hold. Director DeJong stated there should be plenty of money in the Park Improvements Fund. Councilmember Woodruff stated there is a lot of money in the Park Fund because the Badger Park improvements had been put on hold. He then stated he does not think the Park CIP includes money for water or a. fence at the Freeman Park gardens for 2015. Councilmember Siakel stated she thought it would be possible to find the needed funding. She asked what the cost for the fencing around the Skate Park gardens was. Director Nielsen stated he thought the initial fence, the black chain -link fence, cost about $5,000. If all of the garden plots at the Skate Park continue to be rented the fence should be extended. Director Nielsen stated staff can solicit quotes for increasing the number of garden plots at Freeman Park and for fencing around the area. Councilmember Woodruff stated from his perspective if the City is going to continue to have garden plots in Freeman Park then a water line should be installed. That can be done independent of expanding the number of plots or installing a fence. Councilmember Siakel clarified she was not proposing the City wait on the water line extension. She asked if there are any less expensive ways to get accessible water to the Freeman Park garden area. Director Brown stated that what has been proposed is the most reasonable solution. Siakel moved, Labadie seconded, authorizing the extension of a water line to the Freeman Park garden plots area for an amount not to exceed $9,500, directing staff to have the port -a -potty CITY OF SHOREWOOD REGULAR COUNCIL ?MEETING MINUTES May 26, 2015 Page 9 of 21 moved and to solicit quotes for the cost to install a fence around the Freeman Garden plots area, and to have staff discuss the idea of increasing the number of plots in 2016 with the Park Commission. Motion passed 4/0. 8. PLANNING A. Rear Yard Setback Variance Applicant: Nate Wissink, Elevation Domes (Friendly Property) Location: 5590 Shore Road Director Nielsen explained Ian and Carol Friendly own the property located at 5590 Shore Road. They have made every attempt they can to enlarge the property in order to build a new home on it. The existing house does not conform to rear yard, lakeside and to some degreed the front yard setbacks. The front yard setback issue has been somewhat mitigated by the vacation of the right -of -way (ROW) approved under Item 5.A on the agenda; that ROW had basically bisected their property. The Friendlys are asking to reorient their property so its orientation will be the same as the other properties along that same lakeshore. The other properties have a lake setback and side yard setbacks and the front yard is opposite of the lake setback. Due to how Shore Road comes up to the property, the Friendlys request a setback variance that would treat the easterly property line as a side yard versus a rear yard. The Friendlys expanded their property by purchasing an out lot on the west side and an out lot on the north side of Shore Road. The increased lot size is now 33,079 square feet; it is half again as big as the minimum lot size in the R -1 C /S, Single- Family Residential /Shoreland District. The new house will be located further back and comply with the lakeshore setback. It will comply with the front yard setback and the wetland setback on the north side of the property. They will reduce the hardcover to 25 percent (the required maximum) from the current 29 percent. The new house will conform better with the exception of the rear yard setback variance. During the public hearing a question was asked about why the new house could not be moved further to the west. In spite of the vacation of the ROW the City will still maintain a sewer easement. Public Works also uses the area for snow storage for snow removed from Shore Road. The new house elevation will result in a driveway slope of close to 10 percent. To shorten it up would make the slope more severe. Also, moving it to the west would move the driveway into the wetland buffer area along the north side. Nielsen noted the Planning Commission held a public hearing on this request during its May 5, 2015, meeting and voted unanimously to recommend approval of the variance request. During the hearing there was one objection which was subsequently withdrawn via email and then the withdrawal was withdrawn with a subsequent email. Nate Wissink, with Elevation Homes and the Friendlys' architect, explained the vacated ROW went into the Friendlys' property about 57 feet. That left about 15.6 percent of the property developable under the existing zoning code because the property's orientation is different than the other properties along the same lakeshore. In order to set the new house three feet above the water table the grade has to be taken from access point to the driveway pad which results in about a 10 percent slope on the driveway. With the ROW vacation what is being proposed maximizes what can be done with the slope. He noted if the rear yard setback is granted what is being proposed will be in full conformance. Currently there are six nonconforming items. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 10 of 21 Councilmember Woodruff stated the setback on the easterly side of the property as proposed would be 10 feet. The objecting individual wants that much wider. He noted the setback for the existing structure is about 9 feet 7 inches or 9.7 feet. Therefore, what is proposed would increase the setback by a few inches. Mr. Wissink noted that what is being proposed would only touch the 10 foot point on the northeast corner of the garage and on the northeast corner of a portion of the new house. Councilmember Siakel noted she was the liaison to the Planning Commission when the public hearing was held. She stated that one of the things that stood out to her was the new house would be located further back from the lake than the existing house. In response to a question from Mayor Zerby, Director Nielsen stated the property to the east of the Friendly property is vacant. A house on the property could be built as close as 10 feet from the lot line between the Friendly property and the vacant lot. Director Nielsen commended the Friendlys for working with staff early on to identify what options there were for building on their property. Usually property owners come to City after they have already developed a plan. Mayor Zerby stated the opposing person expressed concern about the noise that would be generated by the air conditioner. Mr. Wissink stated there likely will be two high efficiency units. There is currently a fairly large hedge along the easterly edge of the Friendly property. The landscaping is a year -round type; the leaves do not fall off. That will somewhat mitigate the noise. The east side of the house is the most nondescript place to locate the air conditioners. Director Nielsen noted that that type of equipment cannot be located in the setback area. Mr. Wissink stated the grades on the survey indicate that a house on neighboring property would likely be built up higher. In response to a comment from Mayor Zerby, Mr. Wissink stated the walking path on the east side of the new house will be in the setback area. Director Nielsen noted that it is limited to four feet in width and it is an allowable encroachment. Councilmember Woodruff stated it does have to be no less than five feet from the lot line. Tad Shaw, 5580 Shore Road, stated his property is the last property a person goes by before they reach the Friendly property. He noted that he and his wife are pleased with the plans and they hope Council approves them. Siakel moved, Woodruff seconded, Adopting RESOLUTION NO. 15- 039, "A Resolution Granting a Setback Variance to Ian and Carol Friendly, 5590 Shore Road." Motion passed 4/0. Councilmember Woodruff stated Shorewood is extremely cautious about granting variances. It makes sense to do so in this case. B. Request for Setback Variances Applicant: David Moe Location: 20920 Forest Drive Director Nielsen explained David Moe owns the property located at 20920 Forest Drive. The property is very substandard with respect to its width even for the R -ID /S zoning district it is located in. It is 49 feet CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 11 of 21 wide at the front building line and it tapers back to 37.5 feet wide at the rear. The property does have enough area. Mr. Moe would like to build a new house on the property. The lot is virtually unbuildable without variances. Mr. Moe has requested a variance on the south side of the property against Forest Drive and a 6 foot setback on the north side of the property (10 feet is required). It is also where the current house sits. Forest Drive is a dead end street and it stops part way down Mr. Moe's property and from there on it is a paper street. Forest Drive has a 60 -foot wide right -of -way (ROW) which is greater than the minimum 50- foot standard. As proposed, the new house would be 20 — 30 feet from the paved surface of the street. The applicant's initial plans included one more variance and greater setback variances. After working with staff Mr. Moe redesigned his plans to eliminate the need for a front yard setback variance and a setback variance for a driveway serving the home. Also, the depth of the house and garage were decreased in order to minimize the extent of the variances. The Planning Commission held a public hearing on this during its May 5, 2015, meeting and unanimously recommended approval of the variances subject to the conditions identified in the staff report. Councilmember Woodruff stated the area this property is located in is full of strange lots. He then stated granting the variances are a reasonable accommodation for building on a lot. Councilmember Siakel stated the situation meets the definition of practical difficulty. Siakel moved, Woodruff seconded, Adopting RESOLUTION NO. 15 -0405 "A Resolution Granting Two Setback Variances to David Moe, 20920 Forest Drive." Motion passed 4/0. Mayor Zerby noted that there were people in the audience waiting for the discussion of Item 10.B. He suggested that be discussed next. Discussion moved to Item 10.13 on the agenda. 9. ENGINEERING /PUBLIC WORDS A. Accept Bids and Award Contract for the West Water Tower Rehabilitation Project This was discussed after Item I0.13 on the agenda. Director Brown explained that on May 12, 2015, the City opened bids for the West Water Tower Rehabilitation Project. The bid schedule included two options for performing the project. The options varied the schedule for doing the work. Schedule must not have been much of a factor because the bid amounts were the same for each option. The lowest responsible bidder is Classic Protective Coatings with a bid for construction of $440,950. The engineering and inspection costs total $58,800 bringing the total Project cost to $508,800. The Capital Improvement Program (CIP) lists a project cost of $450,000. Staff believes there are sufficient funds in the Water Fund to pay for the Project. The contractor will put up a containment curtain around the Water Tower. Staff is working with representatives from the Minnewashta Elementary School and the cellular service providers regarding this Project. The providers need to remove their antennas. Two temporary poles will be put up. Some of the landscaping has already been removed in preparation for the containment system. The landscaping will be replaced at the end of the Project. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 12 of 21 Brown noted that Classic Protective Coatings did the rehabilitation of the East Water Tower a few years ago. He also noted that staff recommends approval of the award of contract to Classis Protective Coatings. Mayor Zerby commented that he found it interesting that the second lowest bid amount was only $50 more than the lowest bid amount. Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 15 -041, "A Resolution Accepting Bids and Awarding Contract for the West Water Tower Rehabilitation Project, City Project 15 -01, to Classic Protective Coatings for an Amount Not To Exceed $440,950" and authorizing staff to choose the schedule option. Motion passed 4/0. B. Accept Bids and Award of Construction Contract for the Star Lane & Star Circle Improvements Engineer Hornby explained the meeting packet contains a copy of the bid tabulation for the Star Lane & Star Circle improvements with and without watermain extension. The lowest bidder did not provide the Contractors Verification of Compliance Form as required by Minnesota Statutes so that bid had to be considered nonresponsive. The lowest responsive bid was received from Valley Paving, Inc., Shakopee, Minnesota, in the grand total amount of $665,018.13; it includes $106,062.00 for watermain extension. Without watermain extension the total bid amount would be $558,956.13. The Feasibility Report for the project estimated the assessable project costs for watermain extension to be $13,723 per parcel. The post bid estimate of the assessable portion is $11,500. He noted staff invited residents to a post -bid open house meeting on. May 7 to discuss the assessable watermain portion of the project. Owners of eight of the thirteen properties proposed to be assessed for the watermain extension came to the meeting. Of the eight properties represented only one resident expressed less favor of the extension. That individual was on the fence about the extension. Hornby stated the meeting packet contains a copy of two resolutions awarding the contract. One includes the project with watermain extension. The other does not include watermain extension. Councilmember Woodruff stated it was nice to find out that the per - parcel assessment amount came in over $2,000 less in the bid than the estimate in the Feasibility Report. He noted there were no residents from the project area in attendance this evening. Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 15 -042, "A Resolution Accepting Bids and Awarding Contract for the Star Lane and Star Circle Improvements Including Alternate No. 1 for Watermain Extension, City Project 14 -11, to Valley Paving, Inc., for an Amount Not To Exceed $665,018.13." Mayor Zerby stated the residents have been provided with a lot of information throughout the process to date. He noted he is pleased that the City is moving forward with the project including the watermain extension. Councilmember Siakel noted that the project bid is quite a bit less than the amount budgeted in the Street Reconstruction Capital Improvement Program (CIP). She stated this is the first time in quite a while when the bid amount was noticeably less than the CIP. She asked Engineer Hornby to comment on that. Hornby stated he thought the City hit a sweet spot in the bidding market. Hornby explained a lot of bids were CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 2b, 2015 Page 13 of 21 rejected last fall and it is likely that many were rebid early this spring. Siakel asked if a portion of the excess budgeted amount could pay for the installation of a water line in Freeman Park. Motion passed 4/0. Director Brown thanked Engineer Hornby and W SB & Associates for their efforts on this project to date. He noted that Homby spent a lot of his personal time making sure the residents in the project area were made aware of what their costs and options were for watermain extension assessments. C. Accept Proposal for Professional Services, Construction and Materials Testing for Star Lane & Star Circle Improvements Engineer Hornby explained that for almost every construction project the City has done there is verification that the construction materials used are in general conformance with the plans and specifications. The City has used American Engineering Testing, Inc. (AET) to provide those project testing services for some projects in the past. The meeting packet contains a copy of a proposal from AET to provide those services for the Star Lane & Star Circle Improvements Project for an estimated fee of $4,801.50. He noted that staff recommends Council accept the proposal from AET as presented. Woodruff moved, Labadie seconded, accepting the proposal for professional services, construction and materials testing for the Star Lane & Star Circle Improvements Project from American Engineering Testing, Inc., for an estimated fee of $4,801.50. Motion passed 4/0. D. herbicide and Weed Control Options Director Brown explained. that about one year ago Council and staff started discussions about what types of herbicides to use to treat weeds on City -owned land. Past practice has been to use products that contain 2,4 -D for the control of broadleaf weeds. That program was put on hold until alternative treatment products were explored. The City has a responsibility by State Statute to control noxious weeds. The discussions that have occurred included treatment of noxious weeds as well as weeds that are not considered noxious. The City is required to enforce noxious weed control on private properties. The Mayor is the weed inspector and the Council can appoint an alternate. The City has heard concerns expressed about weeds on a few of its properties. The City has also heard concerns expressed by residents about the use of herbicides on any City -owned property. The concerns were, for example, about the impact on ground water and pollinators such as bees. Staff has been researching alternative products. One of the more popular products is Ringer Herbicides which has been one of the forerunners in attempting to formulate an organic product to control weeds. The product is not as effective as traditional 2,4 -D products. Com gluten appears to be most promising alternative. Unfortunately, it provides fuel for existing weeds that have germinated and it costs about 10 times as much. For Freeman Park, it would cost $31,111 for one application of corn gluten. To treat the turf areas in the Park with conventional 2,41) products would cost $3,400. It is recommended that corn gluten be applied three times a year. Brown noted that staff recommends continuing on with the use of 2,4 -D products for weed control. Councilmember Siakel stated she agrees with continuing the use of 2,41). She recommended staff continue to research other weed control alternatives. Councilmember Woodruff concurred with doing both. CITY OF SHOREWOOD REGULAR COUNCIL. MEETING MINUTES May 26, 2015 Page 14 of 21 Councilmember Woodruff suggested staff research what some other cities use and discuss alternatives in a work session. He explained the applicator the City uses for weed control is licensed by the State and uses chemicals and processes approved by the State and federal government. Director Brown noted that the 2,4-D product that is proposed for use is neonicotinoid free. It is not harmful to pollinators such as bees. Mayor Zerby asked where the 2,4 -D product is applied and if it needs to be applied everyplace that it is being applied. He noted that based on his research there are products used in New Jersey that are less harmful. He stated some of the areas the City has treated in the past are near wetlands and some of the product labels indicate they should not be used near wetlands. From his perspective a lot more study needs to be done on alternative products and various impacts. Councilmember Woodruff stated 2,4 -D products have been approved for use by the Minnesota Department of Natural Resources (DNR). For the last two years the 2,4 -D chemical has been used to help control Eurasian Watermilfoil in Lake Minnetonka. The DNR grants permits to do that under controlled situations. Mayor Zerby stated he thought the chemical being used had three ingredients. Siakel moved, Woodruff seconded, accepting the proposal from Pyramid Home Specialties for 2015 weed spraying work. Motion passed 3/1 with Zerby dissenting. Mayor Zerby noted he voted against it because he thinks more research needs to be done. 10. GENERAL/NEW BUSINESS A. Approval of Rate Structure for Sanitary Sewer and Stormwater Charges Director DeJong explained that in 2013 the City contracted with Ehlers to conduct sanitary sewer service and stormwater management utility rate studies. Council approved the studies in early 2014. The increases implemented in 2014 are having the desired effect; the balances in the Sewer Fund and the Stormwater Management Fund have increased. Council was provided with an ordinance amendment which will put into effect the rates proposed in the studies for 2015. He thought the increases are necessary and prudent. He noted the total increase over the course of a year is slightly more than $23; about a 5 percent increase in the total utility bill. Siakel moved. Labadie seconded, Approving ORDINANCE NO. 519 "An Ordinance Titled License, Permit Services Charges and Miscellaneous Pees" regarding the Stormwater management utility and sanitary sewer service rate increases. Councilmember Woodruff stated that in the past he has expressed his dislike about paying for stormwater management improvements made in conjunction with trail projects out of the Stormwater Management Fund. From his perspective if the trail projects were not being done there would not be a cost for stormwater management improvements. He noted that he wants residents to know that part of the stormwater management rate increase is to help pay for stormwater management improvements made as part of constructing trails. Mayor Zerby stated based on his experience those stormwater management improvements are needed by the time a trail is constructed. Woodruff stated the improvements are needed only because of the trails. Zerby strongly disagreed. Councilmember Siakel noted she whole heartedly disagrees with Woodruff s perspective. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 15 of 21 Councilmember Siakel noted that there are new mandates and regulations being implemented that require improvements be made. Siakel stated the rate studies were well thought out and the increases were recommended by a financial firm. Motion passed 4/0. Discussion moved to Item 10.0 on the agenda. B. Tonka Splash Event Permit This was discussed after Item &.B on the agenda. Director Brown explained that traditionally the Tonka United Soccer Association (TUSA) holds its Tonka Splash traveling tournament /fundraiser event in Freeman Park. Staff was told about the schedule for the event from South Lake Minnetonka Police Department (SLMPD) Sergeant Ballsrud who had met with event coordinator Scott Yaeger. The event is scheduled for June 5 — 7, 2015. There are 304 teams registered for this year's event with an average of 10 players per team. In addition to the approximate 3,040 players there will be parents, siblings and other attendants. Every hour there will be about 400 vehicles going in to and out of the Park. In 2014 there were approximately 270 teams. During last year's event he was called and asked if Shorewood could put up signage to limit traffic on Eureka Road because there was concern that emergency vehicles would not be able to travel the roadway. Last year the City received a number of phone calls related to turf damage. In addition to vehicles parking on the lawn in Park some also parked in the woods. There are approximately 375 parking spaces at Freeman Park; that doesn't include the grass. Staff and the SLMPD believe there is a need to shuttle people to and from other parking areas (such as Mimiewashta Elementary School) to the event at Freeman Park. As of yet TUSA has not been interested in doing that this year. He noted that Excelsior Fire District (EFD) Chief Gerber has stated that with this size of event the EFD will require contracted emergency management services (EMS) so that people can be attended to for emergency purposes. Bobbi Hoebelheinrich, 6300 Chathum Way, Eden Prairie, noted she is the TUSA Executive Director. Scott Yaeger, 2350 100 Drive, Chanhassen, noted he is a member of the TUSA Board. Ms. Hoebelheinrich clarified that not all of the 303 teams will play in Shorewood. Only 102 teams will be served by Shorewood from Friday evening to Sunday late afternoon. Multiple venues are used for Tonka. Splash. Nine fields will be used; the same number as those permitted for use Monday — Thursday between soccer and baseball /softball. Mr. Yaeger explained that in 2014 TUSA contracted with the SLMPD to provide assistance with parking. In years past when people left Freeman Park they typically turned right to go out on to Highway 7. He asked for them to typically turn left. Last year there were two officers stationed there; TUSA had scheduled three. There were no parking signs posted on the grass in the Park last year but because of the rain a lot of them fell down and were not replaced by the police department. For 2015 the TUSA has procured signs. TUSA representatives and Sergeant Ballsrud walked the site a few weeks ago and talked about what happened in 2014 and what did and did not work. He will be at Freeman Park this year during the event as a Boardmember and as one of the Tournament Directors. He asked for Ballsrud's phone number and the phone numbers of the other officers that will work the event. Ballsrud assured him that an CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 16 of 21 officer would be stationed as people leave the Park and he wants two officers to patrol the area. He noted Freeman Park is one of seven sites. Ms. Hoebelheinrich stated she received her permit in March 2015 and it had the Tonka Splash dates on it. She apologized if she had not submitted the necessary paper work. Mr. Yaeger clarified that all of the league games are on there as well. Ms. Hoebelheinrich stated she thought the schedule she submitted was enough. Ms. Hoebelheinrich stated the game times are scattered. A lot of the time they will be in thirds. She noted TUSA will pay for police presence again this year. She stated event organizers will communicate the parking limitations to families of TUSA athletes and encourage carpooling. Mr. Yaeger stated a map of the area will be included in the team packet. It will show the direction for traffic flow. Mayor Zerby stated he had spoken with Ms. Hoebelheinrich over the weekend and learned that games at Freeman Park will be for a certain age group (8 — 10 year olds) and that there are a few less teams in that age group this year. Ms. Hoebelheinrich stated the increase in teams is for the 13 — 16 age group and they will play at Minnetonka High School and Hopkins High School. Zerby asked that the event organizers strongly encourage carpooling. Councilmember Labadie asked how many teams played at Freeman Park in 2014. Ms. Hoebelheinrich stated approximately 108. Labadie then asked if the organizers are aware if there are any baseball /softball games scheduled during the event at the other end of Freeman Park, Ms. Hoebelheinrich stated based on the information she has received from the City fields 4 — 6 are reserved for the event. Labadie went on to ask if TUSA is planning to implement the no right turn rule again when leaving the Park. Ms. Hoebelheinrich responded yes. Councilmember Siakel asked what TUSA's objection is to shuttling. Ms. Hoebelheinrich stated if the request was made months ago TUSA would have looked into that. But, it is too late in the process to consider that now. Siakel noted that Sergeant Ballsrud brought it up early May. Director Brown explained the City requires an event permit and an application was not submitted until the City asked for it. There was some resistance to that. Staff learned what the actual dates for the event were on May 21. Councilmember Siakel noted that the special event permit application indicates it is anticipated that there will be 200 people in attendance. Ms. Hoebelheinrich stated that is at the same time. Councilmember Labadie asked if the time gap between the games will be greater this year than last year. Ms. Hoebelheinrich explained there are technically nine fields. Basically three games will be played at a time and there will be a sufficient time period before the next three games are played and then there is a third set of games. On Saturday and Sunday games will be played later into each day than last year. Councilmember Woodruff stated based on his experience when drivers cannot find a legal place to park they park on the grass for those types of events. Having a no parking sign will not stop them from doing that. He asked what is going to be done to mitigate that. Mr. Yaeger noted that is why the TUSA has contracted with the SLMPD. The officers have to enforce that and issue citations when needed. Woodruff questioned if there would be benefit to have TUSA people keeping people from parking on the grass. Mr. Yaeger stated there will be volunteer field marshals there to help monitor that. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 17 of 21 Councilmember Siakel clarified that the City is fully supportive of TUSA having part of its tournament played at Freeman Park. She stated people want to ensure it is a safe event. Part of the City's job is to ensure access for emergency vehicles in the event there is an emergency. She expressed concern that may not be possible with the volume of vehicles that will be in that area. She stated when public safety personnel say that is an issue she tends to listen to them. She asked if the option of shuttling people can be explored. She noted that Minnewashta Elementary School is just down the street and around the corner. She stated she thought it would be easier to shuttle people than it will be to get them to move their vehicles that day. She would like to have the shuttling idea move forward. Mr. Yaeger stated the concern is about timing at this late date. Siakel asked staff what the City can do to help facilitate this. For example, talk to CUB Foods and the School about parking and shuttling from there. Director Brown stated staff can serve as an intermediary between CUB Foods and School representatives. Director Brown stated concerns have been expressed about the parking along Eureka Road and Pond View Drive. It is likely people will park along Park Lane; it is wider. He recommended Pond View Drive be posted as no parking and the same for at least one side of Eureka Road. Councilmember Woodruff asked what the current designation is for parking along Eureka Road. Director Brown stated that unfortunately people can park along Eureka Road. Woodruff suggested it be posted as no parking on at least one side of the roadway for the entire length of the roadway. Brown noted that if Council wants that as a temporary measure he would like to be directed to do that with a motion. Woodruff suggested the same be done for any other streets staff deems appropriate for safety reasons. He stated Eureka Road is not wide enough to have vehicles parked on it and handle heavy traffic at the same time. Woodruff moved, directing staff to post temporary no parking signs along Eureka Road (both sides), Pond View Drive and any other roadway staff deems necessary during the Tonka United Soccer Association's Tonka Splash event. Councilmember Siakel stated if Council moves forward with that without TUSA providing shuttle service for the event it will create an even bigger problem. The overflow parking for Freeman Park is Eureka Road. Zerby seconded. Motion passed 4/0. Councilmember Woodruff stated it is unfortunate this was not brought to Council's attention two months ago. Mayor Zerby stated the timing of considering shuttling is a little tight for this year's event. He suggested shuttling for the 2016 event be discussed as soon as this year's event is over. Councilmember Siakel asked what the parent of a player is to do if they arrive and there is no parking available at Freeman Park and all of the roadways in the area are posted no parking. She stated there needs to be communication provided by TSUA event organizers on where the driver should go. Ms. Hoebelheinrich stated that if a driver drives around a bit a parking spot should open up. She then stated she can work with School representatives. But, her concern is about getting a shuttle company at this short notice. She does not think it would be a good or safe idea to have the volunteers drive people around. CITY OF SHOREWOOD REGULAR COUNCIL, MEETING MINUTES May 26, 2015 Page 18 of 21 Mayor Zerby recessed the meeting at 8:59 P.M. Mayor Zerby reconvened the meeting at 9:04 P.M. Councilmember Labadie stated she does not agree that a person can drive into the Freeman Park parking lot with an athlete and drive around and find a parking spot. That does not happen on a regular game day. If the athlete is going to miss their game the parent is going to park on the grass. She then stated there is approximately the same number of teams as last year and about the same number of athletes and there will likely be the same number of spectators. Somethings needs to be done in order to avoid the same issues as last year. Mr. Yaeger stated the league games are in blocks; they are all on or all off. He noted that out of the 102 teams that will play at Freeman Park about 40 of them would be TUSA teams. He stated he spoke with Ms. Hoebelheinrich during the break about communicating to the TUSA membership that parking will be a problem and request that parents of TUSA team players coordinate among themselves to have a few parents park locally and make arrangements to have parents drive other parents from offsite parking locations. Then for next year there can be early discussions about how to address the limited parking issue. Mayor Zerby stated he would like the event coordinators to reach out to the TUSA membership about the parking situation and make them responsible for using remote site parking and getting to Freeman Park. A policy decision about shuttling can be implemented for 2016. Councilmember Labadie asked what will happen if it rains and the grass, fields and parking areas get damaged. Last year the grass was torn up because of drivers parking on the grass in Freeman Park. Ms. Hoebelheinrich stated when it came to the fields TUSA representatives brought in loads of dirt and seeding and restored the soccer fields. Councilmember Woodruff stated TUSA and City representatives need to get together and ensure Minnetonka School District representatives are on board with allowing drivers to the event to park at the Minnewashta Elementary School. He then stated that trying to organize a proper shuttle service in a very short time could be challenging. He went on to state he thought a shuttle service would have to run every 10 — 15 minutes for as long as 10 hours at least one of the days. He did think a commercial enterprise would do that. He asked what TUSA's ability is to pay for that service. Ms. Hoebelheinrich stated it has the ability to pay for that. Ms. Hoebelheinrich noted that she is confident that she can arrange for parking at the Minnewashta Elementary School. The School is one of the seven sites; there is one field there. Councilmember Siakel stated that Eureka Road is going to be no parking on both sides of the roadway during the event. There are 375 parking spots at Freeman Park that the TUSA will be held to. When that is used up she asked what the drivers are going to do. Mr. Yaeger stated that the event organizers can communicate that each of the TUSA teams is limited to having only one or two cars for parents and spectators park at Freeman Park. The rest of the parents / spectators need to park someplace else. Teams will be responsible for coordinating that. Councilmember Woodruff asked if TUSA event coordinators will have signs telling people where there is additional parking and having signs at those sites. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 19 of 21 Mayor Zerby stated that in some ways the City has oversold Freeman Park based on the amount of parking available. He thought staff and Council need to work with TUSA to find the best solution to that. This event has been held in part at Freeman Park for a number of years yet the issue of parking is surfacing quite close to the tournament. Better steps can be taken for the 2016 event. He noted that he did not think the City could require a shuttle service for 2015 because of the tight timeframe. Councilmember Woodruff stated that for this year TUSA needs to take proactive steps to address the limited parking issues through its membership. And, the SLMPD will be used to encourage people to park legally and not on the grass. Councilmember Labadie asked if the SLMPD officers are planning to ticket any cars parked outside of a designated spot. Mr. Yaeger stated he has asked SLMPD Sergeant Ballsrud to specifically do that. Labadie suggested that be conveyed in the event packet. They need to know there is a penalty for parking in a no parking area. Labadie noted parents are willing to wait 30 minutes to pick up their child at Minnewashta Elementary school. She stated people driving to the games are driving minivans. Woodruff moved, Labadie seconded, approving the special event permit application for the Tonka United Soccer Association for its event on June 5 — 7, 2015, given the Association's assurance that it will make a very concerted effort to reduce or eliminate the parking issues experienced in 2014. Motion passed 410. Councilmember Siakel stated that in addition to restricting parking on Eureka Road she asked if there is anything else that has to be done to ensure emergency vehicles can travel where they need to in Freeman Park and the surrounding area. Director Brown stated staff will convey the essence of this discussion to the SLMPD and hopefully that will give the officers an incentive to enforce the parking standards. It was clarified the TUSA will take care of the signage for in Freeman Park and Public Works will take care of the no parking signs for roadways. Discussion returned to Item 9.A on the agenda. C. Establishing the 2016 Budget Schedule This item was removed from the consent agenda at Council's request. Administrator Joynes stated staff will rework the 2016 budget schedule and move Capital Improvement Program discussions up in the schedule. 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Trail Schedule Mayor Zerby noted the meeting packet contains a copy of the updated Trail Schedule. Engineer Hornby noted that the project schedule on the City's website was updated to reflect that the project has been placed on the 2016 Capital Improvement Program. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 26, 2015 Page 20 of 21 2. Spring Clean -up Director Brown stated the spring clean -up was well attended. The paper shredding event was somewhat chaotic. Staff may propose a different location for 2016 to help address traffic issues. In 2015 it was again held in the parking lot at City Hall. The cost for an additional shredding truck is about $400. Staff will put that on a future Council agenda for discussion. Minnetonka Boulevard Rehabilitation-Cooperative Effort with the City of Greenwood Engineer Hornby stated late the previous week he met with representatives from the City of Greenwood about Minnetonka Boulevard. A frost boil issue had been developed. Someone excavated it out and back filled it but neither Shorewood nor Greenwood knows who. Complaints have been received at City Hall and people wonder when it will be repaired. The roadway is distressed and a mill and overlay is not going to fix the approximately 500 foot segment of roadway. There has been discussion about possibly doing a cooperative project with Greenwood to reclaim at least that segment of the roadway and put in new bituminous mat. He noted that is not in the Capital Improvement Program (CIP). He stated the engineer for Greenwood will send the City an estimate for the cost to do the work. Other Director Brown stated people will be dealing with watermain break three on May 27 in the Muirfield Circle area. He then stated street sweeping has been done. He noted the first seasonal employee is on board. Mayor Zerby asked what the status is of repainting the stop lights. Engineer Hornby stated staff is in the early stages of preparing a quote package for that and that should be ready for a June Council meeting. Zerby then asked Engineer Hornby if he has had a chance to go and look at the Boulder Cove situation at the street intersection. Hornby stated he did not get there before work on the excavation of the sanitary sewer. Zerby asked who the City goes to if its roadway is damaged. Hornby stated Chanhassen. Zerby noted that he asked the Building Inspector to go to the site to make sure that things like the silt fence are in place. Director DeJong stated staff and the auditor are in the process of wrapping up the 2014 audit. He then stated staff is starting to use the new software for budget documents. Administrator Joynes noted that he emailed Council the South Lake Minnetonka Police Department (SLMPD) Assessment completed by Interim Chief Mike Siitari and presented to the SLMPD Coordinating Committee during the week of May 18. The full -time SLMPD chief position has been advertised and placed on all of the appropriate websites. Resumes are expected to be in by mid -June. He stated staff met with people about the recent findings of zebra mussels (about 10) in Christmas Lake outside of the containment area. Three options are being considered for the boat launch there with one of them being the closure of the access ramp. There will be some additional treatment done and the area will be determined by the Department of Natural Resources, B. Mayor and City Council Councilmember Siakel thanked staff for their efforts related to the spring clean -up event. She stated the City should do whatever it can to support people getting rid of unwanted stuff in a purposeful way. She CITY OF SHOREWOOD REGULAR COUNCIL MEE'T'ING MINUTES May 26, 2015 Page 21 of 21 thought $400 for an additional shredding truck is minimal. She commented that having the Salvation Army there in the past has been very helpful. Mayor Zerby stated lie attended the May 20 SLMPD Coordinating Committee work session. The locks and cameras are nearly installed. The SLMPD will be able to receive the camera feed from the camera at the Christmas Lake boat launch. There was a lot of discussion about establishing an Operating Committee for the SLMPD. The Excelsior Fire District has one and it meets monthly. The search for the new SLMPD chief has officially started. SLMPD Interim Chief Mike Siitari has recommended hiring an additional patrol officer in order to be able to provide around the clock coverage with two officers. He supports doing that. The Mayors of Greenwood and Tonka Bay have reservations about that. Councilmember Siakel stated there are new homes being constructed in the South Lake area. There are more people frequenting the City of Excelsior than ever. She thought it was time to consider additional staffing. Councilmember Woodruff stated he thought the SLMPD Assessment was very good and thoughtful. He suggested caution be exercised about adding a patrol officer unless there is some assurance that the resource will be applied to areas of need such as traffic enforcement. He clarified it is not additional DWI enforcement he is after. The SLMPD appears to be the best in the State based on awards received for that. He does not think being the best department in the state for DWI enforcement is an objective the SLMPD should have. He noted that he does think that enforcement is very important. He suggested the SLMPD Coordinating Committee refocus service priorities. Councilmember Siakel stated she read through the SLMPD Assessment earlier in the day. She suggested there be a discussion about where emergency management oversight responsibilities should be housed. In the past it has resided with police and it may be time to change it to fire. 12. ADJOURN Woodruff moved, Siakel seconded, Adjourning the City Council Regular Meeting of May 26, 2015, at 10:03 P.M. Motion passed 4l0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: Jea% Panchyshyn, Cite Cle Sc Y Zerby, ayor