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06-22-15 CC Reg Mtg MinCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JUNE 22, 2015 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Zerby called the meeting to order at 7:30 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Labadie, Siakel, Sundberg, and Woodruff; Attorney Keane; City Administrator Joynes; City Clerk Panchyshyn; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and City Engineer Hornby Absent: None. B. Review Agenda Administrator Joynes stated that during the work session immediately preceding this meeting Council indicated it wanted to add Item 10.13 Resolution in Support of a New Xcel Energy Substation in Chaska be added to the agenda. Siakel moved, Woodruff seconded, approving the agenda as amended. Motion passed 5/0. 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes, June 8, 2015 Woodruff moved, Siakel seconded, Approving the City Council Regular Meeting Minutes of June 8, 2015, as presented. Motion passed 5/0. 3. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. A. Approval of the Verified Claims List B. Establishing Dates for the 2015 Deer Management Program C. Accepting a Donation for Shorewood Parks D. Adopting RESOLUTION NO. 15 -046, "A Resolution Adopting Performance Measures." E. Adopting RESOLUTION NO. 15 -047, "A Resolution Approving Plans, Specifications and Authorizing Advertisements for Bids for 2015 Crackfill and Seal Coat Project, City Project No. 15 -03." CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 2 of 16 F. Adopting RESOLUTION NO. 15 -0481 "A Resolution Approving PIans, Specifications and Authorizing Advertisements for Bids for Lift Station 11 Rehabilitation Project, City Project 13 -03." Councilmember Siakel stated there are four weekends specified in the documentation for Item 3.13 the 2015 Deer Management Program. She asked if an alternate weekend could be added in case one of the four weekends is rainy. Director Nielsen stated he would do that. Councilmember Labadie stated the Computer Check Proof List by Vendor shows a check was written to vendor 1.84 Gregory Fasching for Child Care Reimbursement. She asked what that is. Director DeJong explained there is a child care account setup that is tax free. Mr. Fashing takes money out of his check into that account and submits his child care expenses for reimbursement out of the account. Siakel moved, Labadie seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein subject to adding an alternative weekend to the 2015 Deer Management Program. Motion passed 5/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC HEARING 6. REPORTS AND PRESENTATIONS A. 2014 Audit Report by Abdo, Eick and Meyers Mayor Zerby noted Andy Berg, with the independent CPA firm of Abdo, Eick & Meyers, LLP, is present to provide an overview of the City of Shorewood's 2014 financial audit. Mr. Berg noted the firm he works for issued a clean opinion on the City's financial statements. The firm also issued a separate report on Minnesota League of Compliance; there were seven different categories that are tested. That also received a clean opinion. There were not any compliance issues with Minnesota Statutes. He stated there were two 2014 material audit findings. One was for having an old city administrator's name on an investment account. That has been taken care of The other was for untimely bank reconciliations. He provided a financial overview of the City's General Fund expenditures and revenues. He displayed a five -year trend graph of the City's General Fund balance and how it relates to the next year's expense budget. He explained the City's General Fund balance was about 72 percent of 2015 budgeted expenditures at the end of 2014. The City's General Fund Balance Policy requires a fund balance of 55 — 60 percent of the next year's expenditures. That has been more than maintained over the last five years. He highlighted the summary of the 2014 operations. The summary showed final budgeted amounts, actual amounts and variances from the final budgets. Revenues were close to $184,000 over budget. That was primarily because Licenses and Permits were higher than budgeted. Expenses were about $312,000 under budget. That was mainly in the Public Works and General Government areas. Just over $1.315 million CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 3 of 16 was transferred out to other City funds; about $283,400 more than what was budgeted. The General Fund balance increased approximately $109,000 in 2014. The ending field balance was just under $4.1 million. He displayed a graph comparing five sources of revenues excluding property taxes and transfers in for 2010 — 2014. He explained that property taxes made up about 86.6 percent of the revenues in 2014. The revenues from licenses and permits have been increasing slightly each of the last five years mainly due to permits with a little higher increase in 2014. He displayed a graph comparing five sources of expenditures and transfers out for 2010 — 2014. He explained the majority of the City's expenditures are in general government and public safety with them being 21.7 percent and 27.7 percent respectively of the total expenditures and transfers out. The 2014 transfers out were just over $1.315 million; they totaled about $1 million in 2013. He explained that at the end of 2014 the bonds outstanding totaled about $8.135 million and the total interest remaining for the life of the bonds is about $1.75 million. He displayed a graph of the principal and interest scheduled payments for 2015 — 2028. In 2023 the bonded debt for the public safety facilities will be paid off. There will only be the 2008 lease revenue bonded debt remaining; at the end of 2014 there was just over $1 million in principal remaining. He displayed a table of the City's capital project funds. The six funds totaled approximately $3.3 million at the end of 2014. That reflects an approximate increase of about $80,700. The Street Reconstruction Fund decreased close to $607,000. The Trail Construction Fund increase about $517,000 due to Municipal State Aid funding. The Park Capital Improvement Fund increased about $323,000 mainly because proceeds from the sale of the City -owned property were transferred in. Mr. Berg highlighted the Enterprise Funds (water, sewer, recycling, and storm water management). For each fund he displayed a cash flow graph and a cash balance graph for 2011 — 2014. hi 2013 the City refunded the G. O. Water Revenue bonds with some of the payback in both 2013 and 2014. The Water Fund cash receipts have been covering the operating disbursements. The operating receipts decreased the last two years. There was a decrease in the ending cash balance when compared to 2013 due mainly to the payoff of the bonds due to the refunding transaction. The year -end balance was close to $4 million. That has been fairly consistent over the last four years except for 2013 when there were more restricted funds related to the bonds. Mr. Berg stated the Sewer Fund cash flow graph indicates there are no outstanding bonds for sewer operations. The cash receipts from operations have been consistent to cover operating cash disbursements. The cash balance is significant in relation to the minimum target balance of four months of operating disbursements. The 2014 year -end cash balance was about $3.2 million. The Recycling Fund is basically a break -even fund. Receipts were higher than disbursements in 2014. The cash balance graph shows the cash balance increased in 2014 when compared to 2013. It went up in 2013 and 2014. The 2014 the year -end cash balance was approximately $70,000. The recorn mended minimum target balance is three months of operating costs based on a three -month billing cycle. The Stormwater Management Utility Fund cash flow graph indicates the cash receipts from operations have been fairly consistent over the last four years. There was a slight increase in 2014. The cash balance decreased by about $30,000 in 2014 when compared to 2013. It was about $119,000 at the end of 2014. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 4 of 16 Mr. Berg reviewed some of the items in the ratio analysis over a four year period comparing some of the City's financial - ratios to peer group ratios. The City's debt -to- assets ratio (for the City's assets this measures how much is owed for them) is 26 percent; 4 percent lower than the 2013 peer group's average. The City's taxes -per- capita ratio is $645; the 2013 peer group's was $487. It has been consistent over the four -year period. The City's current - expenditures- per - capita ratio is $502; the 2013 peer group's was $634. It has been decreasing 2012 - 2014. Mr. Berg stated the new GASB (Governmental Accounting Standards Board) Statement 68 relates to pension reporting. It has to be implemented in fiscal year 2015. The main pension plan the City participates in is the Public Employee Retirement Association (PERA) plan. PERA has unfunded liabilities and none of its member cities or other governments recognize their portion of the liability on their financial statements. The new standard will have each member city recognize their share of the unfunded pension liability. It will mainly be a year -end accounting transaction and it will show up on the City's financial statements. It is currently a note disclosure with no liability recorded. In response to a question from Councilmember Siakel with regard to the Excelsior Firefighters Relief Association's (EFRA'S) fund for pensions, Mr. Berg explained an actuarial report will have to be done. Mayor Zerby thanked Mr. Berg for his efforts and for coming this evening. He stated he thought Mr. Berg did a great job as always and that his report was well done. He noted that expenditures and revenues are becoming more consistent throughout all of the City's operations. He commented he thought the 2014 findings were minimal and he stated he assumes bank reconciliations will be more timely going forward. Woodruff moved, Siakel seconded, accepting the draft 2014 Comprehensive Annual Financial Report (CAFR) as presented. Motion passed 510. Councilmember Siakel asked Director DeJong if he anticipates the 2015 year -end General Fund balance to be about 72 percent of the 2016 operating expenses. DeJong noted that is difficult to project at this time. He explained that for 2014 the biggest fluctuation in revenues was for building permits and fees. For 2015 to date they are about as expected. For 2015 there is a budgeted deficit of about $140,000. For 2014 it was about $102,000. He believes the reserve ratio will go down a little because expenses will go up and revenues will stay about the same. He clarified that the reason a deficit is budgeted is that every year revenues are at or above budget and expenses are at or below budget. But, staff does not know where the variances will be. B. Public Information Meeting on the Storm Water Pollution Prevention Program Mayor Zerby opened the Storm Water Pollution ,Prevention Program (SWPPP) Public Information Meeting at 7:52 P.M. Director Brown noted Jesse Carlson is a stormwater management expert with WSB & Associates, Inc. Mr. Carlson stated he is present to make a presentation about the progress the City made during 2014 on its SWPPP and to provide an overview of what will be done next with regard to stormwater management. He explained holding a public information meeting about the City's SWPPP is a requirement for obtaining a National Pollutant Discharge Elimination System (NPDES) Municipal Separate Storm Sewer System (MS4) General Permit. The Minnesota Pollution Control Agency (MPCA) administers the MS4 permit. Last year the City's new application for its General Permit was adopted by the MPCA. In that application the City committed to doing a number of things to comply with the new program. The permit CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 5 of 16 will expire in 2018. h1 the not too distant future the MPCA will start to revise the requirements for the next permit. He noted that this meeting provides the public an opportunity to comment on the SWPPP. He explained that all cities within the seven - county metro area are regulated. Communities outside of the metro area that have populations of at least 10,000 (per the 2010 census) are also designated MS4. Shorewood has been designated an MS4 since 2003. Some agencies (e.g., the Minnesota Department of Transportation, watershed districts colleges, county lands /right -of -ways) may also be designated MS4 by the MPCA. Agriculture is not regulated by an MS4 permit. He then explained the City's SWPPP has six minimum control measures (MCMs). • MCM I — Public Education and Outreach • MCM 2 — Public Participation and hlvolvement • MCM 3 — Illicit Discharge Detection and Elimination • MCM 4 — Construction Site Stormwater Runoff Control • MCM 5 — Post - Construction Stormwater Management • MCM 6 — Pollution Prevention and Good Housekeeping for Municipal Operations He reviewed the progress the City had made in 2014 to satisfy the MS4 Permit. • Public Education /Outreach • City website — it has a lot of information about stormwater related activities • City newsletter — published articles about stormwater related information • Resident guide — it contains information about what residents can do with things such as lawns and landscaping • Recycling • Construction site inspections — when the City does building site inspections it does look for erosion control issues. If there are complaints the City does follow up on them. • Post - construction plan reviews — the City is required to be concerned about construction sites that are one acre or more in size. There were three plan reviews in 2014. • Street sweeping — it is estimated that the City removes 57 pounds of phosphorus annually. Mr. Carlson highlighted the new requirements the City needs to undertake as a result of the new MS4 General Permit that became effective August 1, 2013. General • Complete revisions to the existing SWPPP to be in compliance with the new permit. • Create an organization chart that identifies what departments are responsible for specific best management practice (BMP) activities, enforcement response procedures (ERPs) to compel compliance with illicit discharge detection and elimination (IDDE), construction erosion and sediment control, and post- construction stormwater management. • Identify partnerships with other regulated MS4s, including written agreements. • Update the stormwater system map to include all pipes greater than 12 inches in diameter, outfalls, structural stormwater BMPs, receiving waters, and ponds. • Identify all approved total maximum daily loads (TMDLs) and all activities that will be completed to achieve compliance. Lake Virginia was the only one identified prior to the CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 6 of 1.6 issuance of Permits so it is the only one the City needs to worry about. The City has demonstrated that it is in compliance with the TMDL for Lake Virginia. Develop a mechanism to track activities being completed by Shorewood (educational activities, complaints, plan reviews, inspections, etc.). ➢ MCM 1 — Public Education and Outreach • Prioritize Education Activities Within the City of Shorewood — areas without stormwater treatment and areas discharging to water bodies that have degraded water quality. • Educate the public and commercial businesses on IDDE with handouts, surveys, newsletters, social media, etc. If Document specific MCM 1 information. ➢ MCM 2 — Public Participation and hlvolvement • Provide public notice of the annual public information meeting to provide the public an opportunity to comment on or present issues with the City's SWPPP. • Document specific MCM 2 information. ➢ MCM 3 — Illicit Discharge Detection and Elimination • Develop ERPs to compel compliance with IDDE Ordinances. Update the ERPs to comply with the new permit coverage. • Draft ordinance revisions which include definitions, right of entry, exemptions and enforcement. This has been completed. They should come to Council for consideration in the near future. • Develop written procedures for conducting on- going inspections and for responding to illicit discharges, spill response, and priority areas. • Priority areas to focus on for commercial areas in Shorewood include restaurant grease, compact leachate, mop water and waste management. • Complete training of all field staff in recognition of illicit discharges. Training is scheduled for July 9, 2015. • Document specific MCM 3 information. ➢ MCM 4 — Construction Site Stormwater Runoff Control • Develop clear ERPs to compel compliance with construction site stormwater runoff control. • Update ordinances to comply with the new permit coverage for MCM 4. The ordinances must be at least as restrictive as the MPCA construction general permit so that will be referenced in the ordinances. A draft of those ordinance amendments has been written. • Develop written procedures for completing site plan reviews, inspections, and prioritizing inspections. Create cheek -lists and inspection forms. • Document specific MCM 4 information. ➢ MCM 5 — Post - Construction Stormwater Management • Develop clear ERPs to compel compliance with post - construction site stormwater management. • Update ordinances to comply with the new permit coverage. CITY OF SHORE'WOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 7 of 16 ❖ New development of no net increase in volume, TSS (total suspended solids) and TP (total phosphorous) from pre - project conditions. ❖ Redevelopment of net reduction of volume, TSS, and TP from pre - project conditions. 4 Watershed district standards must be taken into consideration. Develop written procedures for site plan reviews. Develop post construction regulatory mechanisms to allow Shorewood to conduct inspections, perform maintenance, and assess costs to maintain structural stormwater BMPs constructed after the permit is in effect. Document specific MCM 5 information. ➢ MCM 6 — Pollution Prevention and Good Housekeeping for Municipal Operations • Complete an inventory of City owned and operated facilities that contribute pollutants to stormwater (e.g., maps, spreadsheets, clear BMPs). • Develop written procedures and a schedule for evaluating the TSS and TP treatment effectiveness of Shorewood's ponds that were constructed and used for the collection and treatment of stormwater. • The City developed a Storm Water Asset management Program (SWAMP). It is a system designed to help prioritize pond inspections and management activities. It involves doing a cost - benefit analysis on ponds that provide the most benefit. Prioritizing is critical because of the rise in disposal costs. There are likely five ponds that need costly maintenance. The inspections the first time around will likely be more like survey work. • Complete inspections for: structural stormwater BMPs (annually); outfalls (once per 5 year permit term); ponds (once per 5 year permit term); and, stockpiles and material handling areas (quarterly). • Develop and implement a stormwater management training program to commensurate with employee's job duties. That is scheduled for Jul 9, 2015. • Document specific MCM 6 information. He explained Lake Virginia is the City's only impaired waterbody. The City's required phosphorus reduction is 27 pounds per year. It's estimated the City is achieving a 41 pounds per year reduction into the Lake through street sweeping. The City has been able to demonstrate to the MPCA that the City is meeting the requirement. There should not be any additional requirements. Mr. Carlson highlighted next steps. ➢ Finalize the Standard Operating Procedures for each MCM. ➢ Finalize the Enforcement Response Procedures. ➢ Adopt revised ordinances to comply with the new MS4 Permit. ➢ Conduct staff training. ➢ Continually perform inspections for illicit discharges, construction sites, and post - construction sites. ➢ Submit the 2014 Annual Report by June 30, 2015. Seeing no one present wishing to speak on this topic, Mayor Zerby opened and closed the Public Testimony portion of the Public Information Meeting at 8:16 P.M. Woodruff stated the 2016 . budget should include funding for implementation costs. He asked if there is enough information to estimate those costs. Director Brown stated that by the time the SWPPP report is filed there should be a better idea of the costs. He explained the relatively large stockpile of street CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 8 of 16 sweepings at Public Works site. The last time the sweepings were removed from the site and managed it cost more than $100,000. He and WSB are trying to find alternative ways of doing that. Mayor Zerby thanked Mr. Carlson for his report. Mayor Zerby closed the Public Information Meeting at 8:18 P.M. 7. PARKS A. Report on the June 9, 2015, Park Commission Meeting Chair Mangold reported on matters considered and actions taken at the June 9, 2015, Park Commission meeting (as detailed in the minutes of that meeting). He noted the Park Commission's tour of parks was cut short because of rain. They only toured three. Councilmember Labadie questioned if it would be appropriate to ask the City of Chanhassen for a contribution towards the warming house at Cathcart Park in the winter. Mayor Zerby asked Director Nielsen what the status is of trying to have a joint meeting of the Shorewood and Chanhassen Park Commissions. Nielsen stated he is trying to organize that for August. Councilmember Woodruff stated a number of months ago Council discussed the drainage issue in Freeman Park and the surrounding area. It is his recollection that staff was directed to study the drainage situation. He asked what the status of that is. Director Brown stated WSB & Associates has completed a rough draft of that. It has identified options for addressing the issue. The costs to implement the options are very substantial. Staff and WSB have been trying to find ways to reduce the costs. Woodruff asked if it would be appropriate for staff to summarize the options and present costs so Council can provide some direction. Brown suggested that be discussed during a Stormwater Management Capital hnprovement Program (CIP) discussion and noted that will be a lengthy discussion. Woodruff stated if it is to be a detailed report that will likely not be until October. Brown noted the solution to the issue will not be easy. Woodruff stated Council would like to have some high level report on what the City is facing. Woodruff then stated that when he first joint Council there was a $500,000 project in the CIP for a holding pond. Brown clarified it was $350,000. Woodruff noted that was deleted from the CIP because the then Council would not spend that much money on it. Mayor Zerby stated he thought the residents in that area would appreciate hearing an update as well. Councilmember Siakel asked if there are other stormwater management projects and issues and if so she suggested. Council discuss them in a work session. Director Brown explained the need for a pond inventory is an ongoing issue. He noted the costs to deal with the Manor Park pond were very substantial as well and that is an easy pond to get to and to deal with. A then Council decided not to deal with the issue because of the costs. 8. PLANNING A. Accept and Provide Feedback on the Minnetonka Country Club Report from the Planning Advisory Committee Director Nielsen explained that during Council's June 8, 2015, meeting John Shardlow, with Stantec Consulting Services, Inc., presented a summary of findings and recommendations from the Minnetonka CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 9 of 16 Country Club (MCC) Planning Advisory Committee (PAC). The work of the PAC will be used in conjunction with the pre - application stage of the Comprehensive Plan amendment that will be forthcoming from Mattamy Homes, the developer for the redevelopment of the MCC property. The Planning Commission had started discussing that during January 2015 when Mattamy first submitted a pre - application to the City along with a concept plan. Back then Council decided to hire a consultant to help with the preplanning process and established the PAC. Staff views tonight as Council's end to the pre- application process. The intent is for Council to identify issues it thinks are important and to possibly prioritize them and to also give the developer some direction on what it would like to see in a formal application. Nielsen then explained that during its June 8 meeting Council asked staff to create a graphic timeline illustrating the various steps in City's development review process for a planned unit development (PUD) project. (A copy of that graphic was included in the meeting packet.) The first scenario shows the shortest amount of time in which the process could be completed; it goes by the 60 -day rule. The second scenario is the longest amount of time in which the process could be completed; it shows using up the 120 days allowed. He clarified that once the Concept Stage plans (the formal Comprehensive Plan amendment and PUD) is approved there is no way to know how long it will take the developer to submit plans for the Development Stage. That same thing applies for between approval of the Development Stage plans and preliminary plat and the submittal of Final Stage plans. An application is submitted for each of the stages in the PUD process — the Concept Stage, the Development Stage and the Final Stage. The Planning Commission holds a public hearing for for the Concept Stage and the Development Stage reviews. Councilmember Sundberg asked if Mattamy has seen the proposed ordinance amendments related to renewable energy submitted by Great Plains Institute. Director Nielsen responded no and noted that staff just got them late last week. Nielsen noted that topic will be on the Planning Commission's July 7 meeting agenda. Sundberg stated she would like to hear what the developer's reaction is. She noted she is very curious about solar ready standards among other things. Mayor Zerby stated he thought the PAC did a great job. They spent a great deal of time talking about issues and recommendations. The opinions the PAC members provided were well thought through. He noted he would be fine with receiving and filing the findings and recommendations from the PAC. He is not ready to put forth his thoughts until Council has had an opportunity to discuss the pre - application during a work session. He stated Council and staff are well aware that traffic is the biggest issue. A number of residents have indicated they would like to have more input on that. Some residents have told him they were not aware of the opportunity to participate on the PAC. He thought it would be a good idea to give residents the opportunity to participate and really study traffic. He then stated the proposed length of the cul -de -sac does not comply with the City's regulations. He wants to know how that will be resolved and connect into the rest of the roadway system. He recommended a traffic study also include the time vehicles are on the connector route (Country Club Road to Yellowstone Trail to Lake Linden Drive) as well as the volume of traffic. Councilmember Labadie concurred with Mayor Zerby's comments. She stated from her perspective Mr. Shardlow was trying to pass the buck on the traffic issue by saying it needed to be brought to the Metropolitan (Met) Council's attention or the Minnesota Department of Transportation's (MnDOT) or the Hennepin County Transportation Department's attention. It is her recollection that Mr. Shardlow was trying to make it a regional issue rather than a local issue. It may be a regional issue but it will impact the City locally. If Council were to have a discussion about traffic she would like a representative from Met Council or Hennepin County to participate. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 10 of 16 Labadie then stated she had spoken with Director Nielsen about possibly having another traffic count done where traffic enters on to Highway 7 from Eureka Road or Church Road. But, that should be done when school is in session. Once the count is taken the number of anticipated trips from /to the redeveloped MCC property needs to be factored in to the count. From her vantage point, the number of trips coming from /to the redeveloped property cannot be compared to the trips coming from a Country Club whose membership and use was declining. Councilmember Siakel stated that she thinks all of Council realizes traffic is the major issue. She then stated it is her recollection that PAC member Arnst suggested forming a committee to study traffic. She thought that was a good idea. She noted that she is ready to approve that moving forward this evening. She asked who would lead that study. She stated she thought it is important for residents to feel heard. She noted that the PAC in general did not think closing Country Club Road to cut through traffic is an option. She stated she would like to know more about restoring the large wetland on the MCC property. She clarified she does not feel a need to have to make a decision during this meeting. She is comfortable accepting the PAC findings and recommendations report. Mayor Zerby stated he agreed with getting someone to help orchestrate the traffic study. The study needs to come up with a longer vision. He anticipates the three corners of the intersection of Highway 7 and Highway 41 will be developed more commercially over the years. The draw down to the Cities of Chanhassen and Chaska will also continue to grow. Siakel moved, Sundberg seconded, to receive and file the Minnetonka Country Club Redevelopment Planning Advisory Committee Summary of Findings and Recommendations Report. Motion passed 510. Zerby moved, Sundberg seconded, directing staff to write a proposal for conducting a traffic study for the connector route (Country Club Road to Yellowstone Trail to Lake Linden Drive) and the impact of the redevelopment of the Minnetonka Country Club property on the roadway system. Motion passed 510. There was Council consensus to have a work session to discuss the redevelopment of the MCC property. Councilmember Labadie stated the City needs to let residents know about the traffic committee and who can be on it. Mayor Zerby stated that as a courtesy he asked if anyone in the audience wanted to comment on the process. No one did. 9. ENGINEERING /PUBLIC WORKS A. Galpin Lake Road Speed Study Director Brown explained that during Council's May 26, 2015, meeting resident Jim Cradit, 5925 Galpin Lake Road, appeared before Council and requested the City do something to try and reduce the speed of vehicles traveling on Galpin Lake Road. Since that meeting staff had WSB & Associates Traffic Engineers perform a speed study, perform an analysis of the speeds measured, and continue work on a previously adopted policy. A copy of the Galpin Lake Road speed study was included in the meeting packet. CITY OF SHOREWOOD REGULAR COUNCIL, MEETING MINUTES June 22, 2015 Page 11 of 16 The results of the study indicate the 85`x' percentile speeds on Galpin Lake Road are: 38 miles per hour (mph) north of Mayflower Road; 44 mph south of Mayflower Road; and, 36 mph south of Highway 7. Galpin Lake Road is signed at 25 mph between Highway 7 and Melody Hill Road (in Shorewood) and 40 mph south of Melody Hill Road (in Chanhassen). Based on the results of the speed study and the 85`i' percentile speeds the recommended speed limit would be 35 mph north of Mayflower Road and 40 mph south of Mayflower Road. When the horizontal curves, the narrow road width and limited sight distance were taken into consideration the statutory 30 mph speed limit would be more appropriate. Adopting the resolution included in the meeting packet would allow the South Lake Minnetonka Police Department (SLMPD) to legally enforce that 30 mph speed limit. Brown noted that staff is continuing to work with representatives from Carver County to get Reduced Speed Ahead signage installed along County Road 117 going north shortly before getting to Galpin Lake Road. Siakel moved, Woodruff seconded, Adopting RESOLUTION NO. 15 -049, "A Resolution Establishing a 30 Mile Per Hour Speed Limit on Galpin Lake Road." Motion passed 510. Councilmember Woodruff commented that part of the text in the staff memorandum is missing. He asked Mayor Zerby to please let the SLMPD Chief of Police know that the speed limit on Galpin Lake Road has been changed once the signs are put up and ask the Chief to have the speed limit enforced. B. Speed Limit Review Policy Engineer Hornby explained City has been receiving an increase in requests from residents to review or reduce speed limits on City roadways. He had asked the WSB & Associates Traffic Engineers to provide Council with background information about how speed limits are set and dealt with from a statutory perspective and from the Minnesota Department of Transportation (MnDOT) perspective and the Minnesota Manual on Uniform Traffic Control Devices (MUTCD) perspective. He also asked them to provide a suggestion on implementation. State Statute was changed to allow cities to do speed studies in house and then change speed limits through resolution. The meeting packet contains implementation process language that could be incorporated into a policy for setting speed limits. The packet also contains a copy of a May 2013 technical memorandum including the speed concern evaluation process in decision diagram form for traffic calming (the process was approved by Council). Hornby noted that staff is asking for Council feedback on the implementation portion of the June 18, 2015, memorandum from WSB or asking Council to direct staff to put the implementation process portion into policy form. Councilmember Woodruff stated the posted speed on Enchanted Island and Shady Island for all roadways is 20 miles per hour (mph) yet the proposed implementation process language does not include 20 mph. Director Brown stated there are a number of 20 mph postings on the mainland as well. Staff will have to research if there are resolutions supporting the 20 mph postings. Woodruff stated he is anecdotally aware that some residents got speeding tickets out on the Islands. In response to a question from Councilmember Woodruff, Engineer Hornby explained Council is being asked to direct staff to put the implementation section of the June 18, 2015, memorandum from WSB into policy format. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 12 of 16 Woodruff moved, Zerby seconded, directing staff to put the process for setting speed limits into policy form subject to adding 20 miles per hour to the implementation language provided by WSB & Associates. Motion passed 510. Mayor Zerby asked that the technical memorandums for setting speed limits and for traffic calming be put out on the City's website. C. Minnetonka Boulevard Roadway Improvement — Shorewood and Greenwood Engineer Hornby explained that during Council's June 8, 2015, meeting there was discussion about Greenwood staff having approached Shorewood staff about rehabilitating a section of Minnetonka Boulevard between Forest Drive and Ferncroft Drive. The worst segment is about 750 feet long. A portion of that segment was excavated and temporarily patched during the spring thaw the due to a frost boil. The intent is to reclaim that section. Greenwood would have the work done in 2015 and Shorewood would pay one half of the cost. The total estimated cost is $80,000 — $90,000 so Shorewood's share would be $40,000 — $45,000. Because Shorewood had recently awarded two street improvement projects that were bid well below the budgeted construction amount, there are funds available in the capital improvement program (CIP) for this improvement. Councilmember Siakel asked if one half of that section is in Shorewood. Engineer Hornby responded one half is on Shorewood's side of the border and the other is on Greenwood's side. Mayor Zerby asked who did the temporary repair. Engineer Hornby explained the City of Deephaven had that done because Greenwood contracts with Greenwood for roadway maintenance. Woodruff moved, Siakel seconded, authorizing the expenditure of up to $45,000 out of the Street Reconstruction Fund for one half of the cost of improving a section of Minnetonka Boulevard with the City of Greenwood paying the other half. Motion passed 510. D. Excelsior Boulevard Trail Contract Modifications Engineer Hornby stated the meeting packet contains a copy of a document outlining the costs savings from eliminating the construction of a retaining wall for the Excelsior Boulevard Trail and adding an Anchor- Reinforced Vegetation System (AVRS) to stabilize the slope above the trail. The City had hired a consultant, Stantec Consulting Services, to prepare the quote package for the Metropolitan Council Environmental Services (MCES) contractor to provide a change order bid. The change is a net wash. It does not exceed the amount Council had already approved. Sundberg moved, Siakel seconded, authorizing the City Engineer to direct Metropolitan Council Environmental Services to eliminate the construction of a retaining wall and add the Anchor - Reinforced Vegetation System to the Excelsior Boulevard Trail between Manor Road and Barrington Way. Motion passed 4/1 with Woodruff dissenting. 10. GENERAL/NEW BUSINESS A. Southshore Center Landscape Maintenance Proposal Administrator Joynes stated staff recommends Council authorize having some landscaping maintenance work done in front of the Southshore Center. A number of plants are dying. Improving the landscaping is important because the Center is rented out. The quote from Mangold Horticulture for improvements in CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 13 of 16 front of the Center and maintenance of the area through the end of this growing season is $5,030. He noted staff did not seek a bid for improvements on the sides or back of the Center in part because of the outstanding ownership issue with the Center. Councilmember Sundberg stated she would like the plantings and maintenance to be consistent with the City's bee friendly policy so the City can place a bee safe sign in that area. Councilmember Labadie stated she does not think anything should be done to the sides and back of the Center and she does not think 31 shrubs should be replaced or 30 daylilies should be added because of the ownership issue. She supports doing the landscaping clean out, weeding, adding mulch and garden maintenance through October. Councilmember Sundberg stated the shrubs and daylilies may go because it will be bee friendly. She noted that she thought it important to keep the property up because the Center is rented out. Siakel moved, Woodruff seconded, accepting the quote from Mangold Horticulture to make bee friendly landscaping improvements in the front of the Southshore Center and to provide bee friendly ongoing garden maintenance through October for the area for an amount not to exceed $5,030. Motion passed 510. B. Resolution in Support of a New Xcel Energy Substation in Chaska Director Brown explained that during its work session immediately preceding this meeting Council discussed adopting a resolution in support of Xcel Energy constructing as new substation in the City of Chaska. That substation may help with reducing the number of power outages in Shorewood. He spoke with Michelle Swanson from Xcel after the discussion about outages and she indicated Xcel would prefer Council hold off on adopting the resolution in part because Chaska is supposed to let Xcel know what its position is on the proposed substation this that week. Also, it would be appropriate for Council to see what the resolution says first. Ms. Swanson told him that if Xcel needs to garner support for the substation she would appreciate Council adopting such a resolution. Councilmember Sundberg stated she would like to see the resolution language before adopting it. She then stated she does not support being timid about supporting the new substation. She thought it important to let Chaska know how important that proposed substation is to Shorewood. She asked staff to make a compelling reason for the need of the substation in the resolution. Councilmember Woodruff stated he is reluctant to act on a resolution advocating something that lie does not have background information on. Staff indicated it will draft a resolution of support in case it is needed. Councilmember Siakel suggested publishing something in the City's newsletter to encourage residents to call Xcel Energy when they experience power outages. That should also be put on the City's website. Councilmember Sundberg suggested the City publish a list of phone numbers for various service providers (e.g., Xcel Energy, Mediacom) that residents can call when there is a service interruption. 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 14 of 16 1. Trail Schedule Mayor Zerby noted the meeting packet contains a copy of the Trail Schedule. Engineer Hornby noted it is the same schedule as the one he distributed on June 8. Engineer Hornby noted that Council will be asked to approve plans and specifications for the Smithtown Road East Sidewalk Extension Project during its July 13 meeting. The permit application will be submitted to the Minnehaha Creek Watershed District (MCWD) on June 23 or 24. Jesse Carlson, with WSB & Associates, has been working with the MCWD on the requirements. Mayor Zerby asked if three weeks is enough time to obtain approvals from the MCWD and the Minnesota Department of Transportation (MnDOT). Hornby explained that there is seven weeks, including this week, before the permits have to be posted and in the hands of the contractor. If there are permitting issues that come up during the bidding process those would be addressed through addendums. Generally modifications do not take much time to make. 2. Spring Clean -up Report Director Brown noted the meeting packet contains a copy of a recap of the spring clean -up effort. The expenses totaled $1 0,427.71 (not including staff time) and revenues totaled $5,746. 3. Dump Trucks Director Brown stated the City took delivery of two dump trucks that were ordered over one year ago. It will get them ready for the next snow season. He noted that staff has been told by the vendor and other vendors that if the City ordered a truck today it would not get it until February 2017. 4. Christmas Lake Update Director Brown explained the Minnesota Department of Natural Resources (DNR) and staff are working with the Minnehaha Creek Watershed District (MCWD) on a new plan for a barrier that will be installed across about one half of Christmas Lake on June 24. The access will be closed on June 24 to allow for the barrier to be put up and for the treatment of zebra mussels to occur. The DNR has indicated that on either June 23 or June 24 it will start reconstructing the ramp for the boat access. Enough will have to be left in place for the MCWD to treat the area. Director Nielsen stated he participated in a conference call earlier in the day on this item. The goal is to reopen the ramp on either July 6 or 7. With the reopening the intent is implement the pilot program for decontaminating boats. All inspectors for the launch site will be trained as Level 2 inspectors and trained to decontaminate the boats. Administrator Jaynes stated he received a memo earlier in the day from Keagan Young indicating the barrier will be removed and the access will be reopened on Friday, July 10. Mayor Zerby noted that he attended a meeting of the Christmas Lake Homeowners Association (CLHA) held at the MCWD facility on June 1.7. There was discussion about the timing of the events and about how the residents could get there boats out after the closure. He explained the MCWD is going to chemically treat the Lake with 17,000 pounds of potassium chloride (which is commonly used as a salt substitute). People can swim in it and dogs can drink the water safely. There will be signage at the ramp about what has been done to the Lake. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 15 of 16 Mayor Zerby recessed the meeting at 9:26 P.M Mayor Zerby reconvened the meeting at 9:29 P.M. 5. Minnetonka Country Club Schedule This was discussed as part of Item 8.A. Administrator Joynes noted that Council will be provided with a copy of the legal timeline for tax abatement for its July 13 meeting. He is working on that with representatives from Springsted this week. 6. Succession Planning Mayor Zerby noted that Council found a copy of a succession planning document at the dais this evening. Administrator Joynes stated the Personnel Committee met a few months ago to discuss succession planning. No action is required from Council this evening. He explained that sometime this summer there will be a budgetary item about some of the decisions Council will have to make in the next 12 months. He has received some comments from Councilmembers about succession planning. He has been asked to include in the document an overlap plan for the first quarter of 2016 when the City will hire a new administrator. There will be a significant loss of staff with a significant level of experience in the next 18 — 21 months. Councilmember Woodruff stated the City has a number of people on staff who are approaching retirement age. They have been working for the City for a long time. In response to a question from Mayor Zerby, Administrator Joynes noted his contract runs through the end of 2015. Zerby stated it would be helpful to hire a replacement administrator in time to allow for a couple of months of overlap with Joynes. If Joynes contract has to be extended into the beginning of 2016 to make that happen that would be okay. Mayor Zerby stated that he is not necessarily convinced that the City needs to have full -time employees go to part -time or to work from home some. Administrator Joynes clarified that his intent was to structure the City's personnel policy around that should there be a need for that to attract people. That can be done in 2016. Joynes explained the bulk of the vacancies will occur toward the end of 2016 or in the first quarter of 2017. He stated that based on his experience and the people he has spoken with the market is very competitive. Cities are having trouble filling traditional positions. Zerby stated the City has several part -time employees and there are some who work from home one day a week sometimes. 7. Police Process Update Administrator Joynes explained the South Lake Minnetonka Police Department (SLMPD) member City Administrators/Manager will interview seven candidates for the SLMPD chief of police position on June 29 and 30. They are all reasonable candidates. The Administrators/Manager will recommend a subset of finalists for consideration to the SLMPD Coordinating Committee. Councilmember Siakel asked if all four member cities have the same voting power for that selection. Joynes responded yes. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES June 22, 2015 Page 16 of 16 8. Southshore Center Mayor Zerby stated the City has received a letter from the Greenwood Council in response to the appraisal results for the Southshore Center. Administrator Joynes noted there is a deadline for receipt of letters from the other three cities who also co -own the Center of June 30. After that Council will again meet in executive session to discuss next steps. Councilmember Woodruff stated he is confused by the Greenwood Council's position. The letter states Greenwood is willing to consider a reasonable offer. He asked if that meant the City's offer was not reasonable and that it wants to negotiate a different buyout amount. Administrator Joynes responded yes. Other Director DeJong stated staff has started to work on budget documents. They will, be ready for Council's July 13 work session. He then stated he has spoken with someone from Kennedy and Graven, the City's Bond Counsel, and asked her to research what is required to refund the bonds on the public safety facilities. B. Mayor and City Council Councilmember Labadie stated she has been approached by 6 — 8 residents since June 17 asking what can be done to make sure the Minnewashta Elementary Back to School 5K run /walk event can take place. They want to know what it will take to get the permit approved. She noted that Pete Miller is a Shorewood resident, he is a parent of a child who attends Minnewashta Elementary School, and he is the Director for the run program for all of Life Time Fitness. The event coordinators are hoping that the event can become the main fundraiser for the School instead of having children peddle things like magazines and popcorn. Administrator Joynes stated staff has a meeting scheduled on June 23 at 9:00 A.M. with Mr. Miller. .) i L Woodruff moved, Siakel seconded, Adjourning the City Council Regular Meeting of June 22, 2015, at 9:39 P.M. Motion passed 510.