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08-10-15 CC Reg Mtg MinCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, AUGUST 10, 2015 7:00 P.M. MINUTES CONVENE CITY COUNCIL REGULAR MEETING Mayor Zerby called the meeting to order at 7:00 P.M. A. Roll Call Present, Mayor Zerby; Councilmembers Labadie, Siakel, and Sundberg; Attorney Keane; City Administrator Jaynes; City Clerk Panchyshyn; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and, City Engineer Hornby Absent: Councilmember Woodruff B. Review Agenda Sundberg moved, Labadie seconded, :approving the agenda as presented. Motion passed 4/0. • �' � i' i A. City Council Work Session Minutes, July 7, 2015 Sundberg moved, Siakel seconded, Approving the City Council Work Session Minutes of July 7, 2015, as amended in Item 6, Page 21, Paragraph 1, Sentence 1, change "Superintendent of" to "Principal of". Motion passed ,4/0. B. City Council Work Session Minutes, July 27, 2015 Siakel moved, Labadie seconded, Approving the City Council Regular Meeting Minutes of July 27, 2015, as amended in Item 2, Page :3, Paragraph 1, Sentence 1, change "Minnetonka Elementary School Representatives' to "Dr. Dennis Peterson, Superintendent of Minnetonka Public Schools, ". Motion passed 4/0. C. City Council Regular Meeting Minutes, July 27, 2015 Siakel moved, Sundberg seconded, Approving the City Council Work Session Minutes of July 27, 2015, as presented. Motion passed 4/0. Mayor Zerby reviewed the items on the Consent Agenda. Siakel moved, Sundberg seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 1.0, 2015 Page 2 of 13 A. Approval of the Verified Claims List B. Adopting RESOLUTION NO. 15 -054, "A Resolution Declaring the Official Intent of the City of Shorewood to Reimburse Certain Expenditures from the Proceeds of Bonds to be Issued by the City." C. Adopting RESOLUTION NO. 15 -055, "A Resolution Authorizing Amendment to Residential Recycling Grant Agreement with Hennepin County." Motion passed 4/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC HEARING A. Continuation of Public Hearing for Partial Drainage and Utility Easement — Arbor Creek Applicant: Chris Hamford Location: 26425 Arbor Creek Lane Mayor Zerby opened the Public Hearing at 7:04 P.M. for the partial drainage and utility easement for Chris Hamford, 26425 Arbor Creek Lane, and noted that it was a continuation from July 27, 2014. Director Nielsen explained that Chris Hamford has asked the City to vacate a portion of the drainage and utility easement on his property located at 26425 Arbor Creek Lane. His property is located in the R -lA, Single- Family Residential district and is slightly more than one acre in size (a full sized lot for the R -lA zoning district). The Arbor Creek Lane plat was done several years ago. At that time there were drainage issues around Mr. Hamford's property, primarily to the north. Because of that there were some drainage and utility easements that may have been oversized. He displayed a graphic showing that over one -half of the lot was set aside for the easement. That makes for limited use of an otherwise standard sized lot. He noted that Mr. Hamford wants to construct a sport court in his rear yard. Nielsen explained the applicant has been advised that any reduction/vacation of the easement would require a revised grading plan showing how the revision works with the overall grading of the entire plat. The size of the reduced easement would be determined from that. Mr. Hamford has submitted the necessary plans prepared by his consultants. The City Engineer has reviewed the plans. He displayed a graphic showing what portion of the easement would be vacated. Nielsen noted staff recommends approval of the partial vacation and that the meeting contains a copy of a resolution that would do that if approved. Mayor Zerby reopened the Public Testimony portion of the Public Hearing at 7:07 P.M. Matt Burton, with Southview Design, noted he is a landscaper and that he has been working with Director Nielsen, Engineer Hornby and Mr. Hamford to determine a way to vacate part of the easement. He stated that everyone involved will work to the specifications of the revised grading plan. Mayor Zerby closed the Public Testimony Portion of the Public Hearing at 7:09 P.M. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 10, 2015 Page 3 of 13 Mayor Zerby asked if the easement is staked out. Director Nielsen responded easements are not staked. Zerby then asked if there is any wetland there. Nielsen indicated no. Zerby stated he thought it will be a great use of land and commented that it does back up to the school. Sundberg moved, Labadie seconded, Adopting RESOLUTION NO. 15 -056, "A Resolution Vacating Certain Drainage and Utility Easements for the Property Located at 26425 Arbor Creek Lane." Motion passed 4/0. Mayor Zerby closed the Public Hearing at 7:10 P.M. 6. REPORTS AND PRESENTATIONS 7. PARKS Mayor Zerby noted there has not been a Park Commission meeting since Council's last meeting. 8. PLANNING A. Report by Patrick Johnson on the August 4, 2015, Planning Commission meeting. Planning Commissioner Johnson reported on matters considered and actions taken at the August 4, 2015, Planning Commission meeting (as detailed in the minutes of that meeting). Commissioner Siakel noted she was the Council Liaison at the August 4, 2015, Planning Commission meeting. She stated she thought the Commissioners did a very good job of listening to the residents who spoke about the redevelopment project for the former Minnetonka Country Club (MCC) property. The residents who spoke were very respectful and their comments were well thought out. She thought all residents who wished to address the Commission were able to do so. The majority of the residents who attended the meeting lived in close proximity to the property. However the property ultimately gets redeveloped, the change will impact the community. It will impact those residents living near the property as well as others living in the western side of Shorewood. The golf course had been in existence for about 100 years and it likely touched those residents' lives in some way or another. Members of her family had golfed on that course. The redevelopment project gives residents in the community the opportunity to come together and move the project forward. Siakel stated she wanted to clarify an issue for the record that was brought up during the meeting. It was related to the formation of the Planning Advisory Committee (PAC) and the hiring of Stantec Consulting Services, Inc., to facilitate PAC discussions. She firmly believes the City acted in the best interest of its constituents and abided by City policies, codes and standard business practices in the hiring and utilization of Stantec. She noted that over the past weekend she spent time reviewing minutes from different Council meetings including minutes from Council and staff retreats. She reviewed the comments on the MindMixer website. Siakel provided some history. She explained Council was informed last November about the purchase agreement Mattamy Homes had for the MCC property. From the get go, Council fully understood and recognized the impact the redevelopment of the property would have on the community; Council took that seriously. Council thought there was one opportunity to get it right. Council unanimously agreed that it would be helpful to have an outside consultant to guide the PAC. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 10, 2015 Page 4 of 13 During Council's November 24, 2014, meeting during staff reports Council was told that staff had initial communication with the representatives for the developer of the MCC property. Council provided direction to staff to recommend firms to interview that could help guide the City in early discussions with the developer for the project. Council asked the Mayor, the City Attorney, Councilmember Sundberg and Planning Director Nielsen to vet the firms and bring a recommendation back to Council. During Council's January 12, 2015, meeting Council heard the result of the interviews. The interviewers recommended the City hire Stantec because it had the experience and background to guide the City. Council voted unanimously to hire Stantec. Council discussed paying for those services. The City Attorney told Council that billing of fees related to the redevelopment project to the developer is a common business practice for this type of situation. It is something employed and utilized by other cities. The City would not incur the expenses if it weren't for the application submitted by the developer. Therefore, Stantec billed the City for its fees and the City billed the developer for reimbursement of the fees. If the City had not been reimbursed for the fees it paid Stantec it would have equated to about a 1 percent increase to the City's tax levy. She noted that she continues to think it had been a prudent decision to use Stantec because of Stantec's expertise. She explained there had been nine PAC meetings. Stantec set up the MindMixer website for use by the public. People could follow the PAC's progress, get information and submit comments. Attendance at PAC meetings was not restricted. It is her understanding that during the first PAC meeting John Shardlow, Senior Principal with Stantec, clarified his role, goals for the PAC and how he was being paid. She reiterated that what the City and Council did follows the City's policies and codes, staff's direction and the City Attorney's direction. She stated the ultimate goal is for the City to ensure there is a positive impact on the community and on the way the MCC property will ultimately be redeveloped. Siakel noted that she stands by Council's decisions and the work staff has done. She expressed confidence that the Planning Commission will provide Council with a very well thought out, balanced recommendation on moving forward with the redevelopment of the former MCC property. Commissioner Sundberg stated she would echo everything Commissioner Siakel just stated. She then stated she was part of the team that interviewed consultants for providing planning consulting services. Stantec stood out in terms of its excellence, technical capabilities, its work with local governments, and its ethical standards. It is unfortunate that Stantee's ethics had been questioned. She does not understand why that happened. She went on to state that she thought every member of Council wants to hear residents' ideas. She encouraged residents to keep their ideas flowing. She also encouraged them to participate in the traffic assessment and bring forth realistic solutions. The City is going to hire experts in the traffic field to help with that effort. She clarified that traffic has been an issue long before the MCC property was sold for redevelopment. It is likely the redevelopment will exacerbate the issue. She noted that Mattamy Homes has a right to redevelop the former MCC property which it purchased. But, it has to be done within the laws and the standards the City and State have established. Commissioner Labadie stated she also thought the residents who spoke during the August 4 public hearing were very respectful of the Commissioners and each other. She then stated she was pleased at the number of residents who spoke who indicated they would like to participate in the traffic assessment. Mayor Zerby noted that all but one member of Council was at the public hearing. The one who was not was out of the State. It was good to hear what the residents had to say and the passion with which they CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 10, 2015 Page 5 of 13 spoke about some issues. He stated he thought a lot of good points were brought up. There is a lot to consider. He also thought having an open house prior to the public hearing was helpful. He commented that he hopes the sound system will be better for the continuation of that public hearing. Commissioner Johnson stated he appreciated hearing residents' comments. He commended staff on the open house. It was a great forum to let people factually know what is going on. He stated he thought that should be replicated for large projects. 9. ENGINEERING /PUBLIC WORKS A. Reject Bids for the Lift Station 11 Rehabilitation Project, City Project 13 -03 Director Brown stated the City received and opened bids for the Radisson Road, Lift Station 11 Rehabilitation Project on June 22, 2015. The City received nine bids. The apparent low bidder was received from Dave Perkins Contracting, Inc., for an amount of $152,725.00. The engineer's estimate for the project was $93,000. Staff is considering revamping some of the bidding process relative to pre - qualification of bidders over the winter. The project was scheduled in the 2015 Capital Improvement Program (CIP). It will not harm the City to put the project off until 2016. Brown noted staff recommends rejecting all of the bids, returning the bid bonds to all prospective bidders and re- bidding the project next spring. Siakel moved, Labadie seconded, Adopting RESOLUTION NO. 15 -057. "A Resolution Rejecting Bids for the Radisson Road, Lift Station 11 Rehabilitation Project, City Project 13 -03" and directing staff to return the bid bonds to all prospective bidders. Motion passed 4/0. 10. GENERAL /NEW BUSINESS A. The Waters Senior Living Concept Plan for The Waters of Excelsior Location: Highway 7 and Water Street Administrator Joynes explained he had a few discussions with representatives from the City of Excelsior about the concept of The Waters Senior Living for The Waters of Excelsior. The project would be on properties located in Shorewood and in Excelsior. He noted Jay Jensen with The Waters Senior Living was present to talk about the concept and noted Mr. Jensen has already spoken with the Excelsior Council about his proposal. Mr. Jenson thanked Council for giving him the opportunity to present The Waters Senior Living's concept for The Waters of Excelsior. He noted the new senior community would be in both Shorewood and Excelsior. He stated the project would create new housing for seniors who live in the South Lake area; there is a very strong demand for that. The project would also remove some blighted properties. He explained The Waters Senior Living has developed a number of properties in the metropolitan area over the last few years. They were in Edina, 506' & France in Minneapolis, Oakdale, Plymouth, Rochester, Highland Park in St. Paul (opening in September), and White Bear Lake (opening in spring of 2016). The Waters Senior Living hopes the proposed The Waters of Excelsior will be the next member of the Waters family. The firm has also partnered with the University of Minnesota in providing new ways to work with seniors. It offers programs like acupuncture and aroma therapy to try and help seniors get off of some of their medications. The Waters works to help seniors thrive and achieve all they can achieve. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 10, 2015 Page 6 of 13 He encouraged people to go to the firm's website or any of its properties. He also encouraged them to talk to city staff in any city The Waters has worked in. They will hear that the cities had a positive experience. He then explained the concept is for approximately 100 units; 30 of them would be for memory care and 70 would be for senior independent living apartments. The apartments would have a full kitchen and a washer and dryer. Some of the two bedroom/two bath apartments would be as large as 1,200 square feet. The building would be about four stories tall and there would be around 83 spaces of underground parking spaces. After a few years only about 10 — 15 percent of the residents in their facilities still drive. There may be 25 percent with cars but some of the cars never move. It has been the firm's experience that traffic is a non - issue. He noted the intent is to bring historical character to the exterior of the building. He also noted The Waters wants to be a good neighbor. It does not do a project unless it is a win/win for The Waters and a city. It works closely with neighborhood groups. He explained the parcels of land The Waters has purchase agreements for were not for sale originally. The original discussion with Excelsior representatives was about building The Waters of Excelsior where the old police station had been. Representatives liked the concept but it would not have fit in that area. They encouraged The Waters to find another site. He drove and walked around the City and found the former Excelsior Grill site. He saw the apartment building next door and it looked like it needed a lot of work. The Waters has site control for both properties. The cost for the apartment building was quite expensive because the owner purchased them in 2008; the market was a lot different than today. He noted that The Waters will be working with both cities on tax increment financing (TIF), He stated that he has been involved with about 50 TIF districts over the years around the metro area. He has already spoken with people at Bridgewater Bank about buying a pay -as- you -go TIF note. He presented that in concept to the Excelsior Council last week. The TIF is needed because of the cost to remove the blight from two properties as well as to get the connection from the senior housing to downtown Excelsior. The sidewalk does not go all the way. He reviewed what The Waters will need from the two Cities. It will need a Comprehensive Plan amendment. It will need a planned unit development (PUD) reflecting the mutual design of the building. It will need a development agreement reflecting the building's design. There has to be a Redevelopment Tax Increment District created covering the three parcels of land involving both Cities. Mr. Jensen asked Council to authorize Administrator Joynes and staff to work with representatives from The Waters and Excelsior staff to come up with an overall plan. The Excelsior Council did that on August 3. He noted The Waters would like to break ground next May. Mayor Zerby stated he has spoken with Mr. Jensen and looked at some of the properties on The Waters website. He thought they were beautiful properties. From his perspective the proposed site is a perfect location for that type of housing. It would be within walking distance of a grocery store and health care facility as well as other amenities in downtown Excelsior. He noted that he often has concerns about height that comes with projects. He hoped that maybe there would be a way to diminish the height in a plan. He stated he has spoken with the Mayor of Excelsior and Shorewood staff about possibly doing some type of land trade. From his perspective because of the shape of the area he thought it would make sense for the development to be part of Excelsior. He would like Council to authorize staff to assess all of the options. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 10, 2015 Page 7 of 13 Zerby explained the former Excelsior Grill site and the parking garage next to the apartments are located in Shorewood. The apartment buildings are located in Excelsior. It would make sense to him to clean up the odd line by letting Excelsior annex the land in exchange for money or other land. The lights at the intersection of County Road 19 and Highway 7 are located in Shorewood. The maintenance of the lights is expensive. The lights could be part of the exchange. There are discussions about other things in the area that the City might want to take advantage of. He stated it would be cleaner for the redevelopment to be done under one set of ordinances. Commissioner Siakel stated the concept of what is being proposed is needed and the location is good. The amenity is needed. She noted she does want to know more about the exchange options. She stated she thought the potential project warrants further discussion. Commissioner Labadie stated what is being proposed would be welcomed by the community. She asked what the price point would be for the units. Mr. Jensen stated The Waters is still working on that. The current thought is to market the development more for independent seniors. He stated people in their eighties are hesitant to move into assisted living independent of whether or not they need to. Even after an event. Consideration is being given to marketing it without including a lot of services. It would be more akin to a senior apartment building. The apartments would be similar to The Waters of Edina. There units start in the $3,000 — $3,200 range and go up because they have a lot of services incorporated into the rent. For The Waters of Excelsior the goal is to try and dramatically reduce the rent from there for independent seniors. Then additional services can be brought to seniors as they need them. That may make the transition for seniors from their homes to what is proposed easier for them and much easier for their families. Commissioner Sundberg noted she likes Mayor Zerby's idea of some type of land swap or something of that nature. She stated trying to do a development project with the two communities could be a challenge. She then noted she thought the location is great and for that location a four -story building would not be an issue for her. Commissioner Siakel asked Mr. Jensen if he envisions there being two buildings or one building that straddles two cities. Mr. Jensen stated one building that straddles two cities. Siakel moved, Labadie seconded, directing staff to enter into a conversation with representatives from the City of Excelsior and The Waters Senior Living about The Waters of Excelsior concept. Motion passed 4/0. B. Traffic Committee Proposal Engineer Hornby noted the meeting packet contains a copy of a memorandum from him and a scope of services document from WSB & Associates for facilitation and technical support for a traffic committee that Council wants to form. He explained that committee would review the Country Club Road to Yellowstone Trail to Lake Linden collector route that is used to get from Smithtown Road to Highway 7. It is anticipated the committee will work on that for about six months. WSB has assumed it would facilitate one meeting per month. It. would provide the committee with the needed technical support. He clarified the scope of services does not include doing a formal traffic study. WSB would also attend Council meetings in support of the committee. The cost of the scope of services provided will be on an hourly basis and it is estimated the effort will cost $6,174 hours. He recommended Council budget up to $10,000 in case the effort extends beyond six months. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 10, 2015 Page 8 of 13 Honlby then noted staff recommends Council execute the scope of services for facilitation and technical services in support of a traffic committee. Commissioner Sundberg asked if part of the scope is to educate the committee members about the laws the City has to abide by. Engineer Homby stated he refers to that as providing guidance and that would be part of the scope. As issues come up the traffic staff would advise the members on how certain types of traffic situations are typically handled or could be handled. Sundberg stated the City needs to have person who can lead and facilitate the committee discussions. Engineer Homby stated WSB is proposing Chuck Rickart, a Professional Traffic Operations Engineer (PTOE), provide those services. He is very well known in the field, he is a very good traffic engineer and he is a good at facilitating in that type of situation. He has also done many traffic studies in Shorewood including some studies along Country Club Road. Director Brown stated the City has used Mr. Rickart a number of times. He is a very seasoned engineer and he is very well respected in the traffic community. Mayor Zerby noted Mr. Rickart has been before Council a number of times and he has been with WSB for 19 years. He is a Principle with WSB. Commissioner Siakel stated there are residents in the immediate area that want to participate on a traffic committee. She asked how to invite them to do that. She stated people who live all over the west side of Shorewood will be impacted by the redevelopment of the former Minnetonka Country Club (MCC) property. She asked if something could be published in the City's newsletter asking people to contact the City if they are interested in participating. Mayor Zerby cautioned against restricting participants to those who live near Country Club Road, Yellowstone Trail and Lake Linden Drive. He stated he would like to have staff bring back a list of interested residents. He stated he has some apprehension about too many people wanting to participate. Too large of a group would not be effective. If too many residents expressed interest the City may have to consider, for example, choosing a subset of them with a lottery. Zerby moved, Siakel seconded, authorizing staff to execute the Scope of Services for professional services with WSB & Associates to facilitate and support a traffic committee for an amount not to exceed $10,000 and directing staff to advertise for residents to volunteer to be a member of a traffic committee and bring the list back to Council within a month. Motion passed 4/0. C. South bake Minnetonka Police Department 2016 Budget Mayor Zerby noted Council discussed the proposed South Lake Minnetonka Police Department (SLMPD) 2016 budget during its work session immediately preceding this meeting. Administrator Joynes noted the SLMPD Coordinating Committee recommended approval of the budget. He stated the Budget reflects a 3.1 percent increase when compared to the adopted 2015 budget. The increase is primarily to fund an additional patrol officer. He noted staff recommends approval of the budget. Mayor Zerby noted he supports the budget increase and stated the additional patrol officer is needed. He commented that one of the patrol officers is going on maternity leave shortly. He stated the Coordinating Committee is going to interview the recommended candidates for the Police Chief position on August 12. The Committee wants a chief that will have a little more street presence. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 10, 2015 Page 9 of 13 Sundberg moved, Labadie seconded, approving the South Lake Minnetonka Police Department's 2016 Budget as presented. Motion passed 4/0. D. Excelsior Fire District 2016 Operating Budget and Capital Improvement Program Mayor Zerby noted Council discussed the proposed Excelsior Fire District (EFD) 2016 Operating budgets during its work session immediately preceding this meeting. Administrator Joynes stated the 2016 EFD Operating Budget reflects a 2.79 percent increase when compared to the adopted 2015 Operating Budget. Shorewood's share increased 0.3 percent when compared to 2015. He noted there are three budgets to approve and according to the Joint Powers Agreement guidelines each should be approved with a separate motion. Labadie moved, Siakel seconded, approving the final recommended Excelsior Fire District 2016 Operating Budget dated July 23, 2015, as presented. Motion passed 4/0. Labadie moved, Sundberg seconded, approving the final recommended Excelsior Fire District 2016 — 2036 Capital Improvement Program dated July 2015 as presented. Motion passed 4/0. Zerby moved, Siakel seconded, approving the final recommended Excelsior Fire District 2016 — 2036 Building Projects Improvement Program dated July 2015 as presented. Motion passed 4/0. A. Administrator and Staff 1. Trail Schedule Mayor Zerby noted the meeting packet contains a copy of the Trail Schedule. Engineer Hornby stated the plans for the Smithtown Road Sidewalk East Extension Project are available for contractors to view online both at WSB & Associates and at QuestCDN.com. The bids for the project will be opened on August 20 and presented to Council on August 24. Mayor Zerby asked what the status is on the Minnehaha Creek Watershed District (MCWD) approval. Engineer Hornby stated the remaining items were submitted to the MCWD on August 7. Mayor Zerby asked for an update on the Excelsior Boulevard trail segment. Engineer Hornby explained he asked. representatives from Metropolitan Council Environmental Services (MCES) when the project will be started. He has been told the intent is to construct it this year. Zerby asked if the block that will not be used has been retrieved yet. Hornby stated that once the change order has been approved that cleanup work will be done. 2. Monthly Budget Report Mayor Zerby noted the meeting packet contains a copy of the June 2015 General Fund Monthly Budget Report. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 10, 2015 Page 10 of 13 3. Quarterly Investment Report Mayor Zerby noted the meeting packet contains a copy of the June 2015 quarterly investment report and a copy of an Other Operating Funds Report. 4. Paper Shred Event — September 19, 2015 Administrator Joynes explained that last May the City held a paper shredding event in conjunction with the spring clean -up event. Residents could bring paper and have it shredded right there. The event was so successful it had to be closed early because the paper shredding truck was full. Residents have asked if the City could have another event this fall. Staff recommends the City have another shredding event this fall and he offered up the date of September 19. For the fall event staff suggests putting limits on the amount of material a person can bring for shredding. Staff recommends having two trucks instead of one. The approximate total cost of the event is $1,200. In response to a comment from Mayor Zerby, Director Brown stated the City has some cones and he placed an order for more that day. Brown noted the event takes about 125 cones. Commissioner Siakel asked if there is a better place to have the shredding event than the City Hall parking lot. Director Brown noted that September 19 is the day of the Hemzepin County hazardous waste event will be held at the Public Works facility. Commissioner Labadie noted that the Apple Day 5K race is the morning of September 19 and last year the route went up Country Club Lane past City Hall. Administrator Joynes stated staff will come up with a new date. Siakel moved, Labadie seconded, approving a paper shredding event for the fall of 2015 for an amount not to exceed $1,200 and authorizing staff to determine the date, time and location for the event. Motion passed 4/0. 5. Schedule a Joint Meeting with the Park Commission Director Nielsen stated that during its work session immediately preceding this meeting Council discussed having a joint meeting with the Park Commission. Council's work session agendas for the next few months are quite full. He listed two Tuesdays for a potential meeting date — August 25 and September 8. Commissioner Siakel suggested September 22 or 29. There was Council consensus to schedule a joint meeting of the Council and Park Commission for September 22, 2015. Director Brown displayed a photograph of the City's West Water Tower with a containment curtain around it. He stated sandblasting of the Tower has begun and the goal is to have the sandblasting done before school starts. Engineer Homby stated that during Council's August 24 meeting there will be a public hearing for the City's Wellhead Protection Plan Part 2. WSB & Associates staff will present the Plan to Council. He then stated that because of the reclamation effort of a 700 — 750 segment of Minnetonka Boulevard that was CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 10, 2015 Page 11 of 13 damaged from frost heave this past winter that roadway will be closed on August 11 and re- opened on August 14. The roadway will be closed during the workday those days and it will be re- opened after the work day ends. Traffic will be detoured to St. Alban's Bay Road and Manor Road. Mayor Zerby asked for an update on the Star Lane and Star. Circle roadway improvements project. Engineer Hornby explained in May CenterPoint Energy came in under a right -of -way (ROW) permit and relocated its gas main. Unfortunately, there is a gas main in Smithtown Road that interferes with the storm sewer system on the north side. That main has to be relocated and it has delayed the project by 1.5 weeks. With good weather, the main should be relocated by August 13 or 14. The next step in the project is to get the remainder of the storm sewer in. After that work will begin on the excavation of the street sub grade. Mayor Zerby thanked Director Brown for putting up an additional sib up indicating road work ahead. He asked if a flashing sign is available. Brown clarified he thought staff was asked to put up a "road work ahead" sign. Brown stated he noticed someone moved the sign going westbound and that he will talk to the contractor on August 1. 1. Engineer Hornby noted two signs were up when construction started. Zerby stated he has heard from one resident that they are struggling to get their mail at the curb. Director DeJong stated he has been attending Metro Cities Municipal Revenues Committee meetings and League of Minnesota Cities (LMC) Fiscal Futures Committee meetings. The practical issue people are trying to resolve is getting the sales tax exemption for joint powers organizations solidified for starting January 1, 2016. There is also discussion about making municipalities' purchases of vehicles tax exempt. Director Nielsen explained the Planning Commission held the Public Hearing for the former Minnetonka Country Club (MCC) redevelopment proposal on August 4 and continued the Hearing to its August 18 meeting. During the Hearing residents were told Council would consider the Comprehensive Plan amendment and the Concept Stage plan for that project during its August 24 meeting. The Zoning Code requires Council to hold another Public Hearing. Council's Public Hearing will be held on September 14. The developer will be noticed that the approval of the Concept Stage will take longer than 60 days. Zerby stated that per staff the notification area for the open house and public hearing has gone beyond what is required by State Statutes and the City's Ordinance. Director Nielsen explained 750 notices of those two meetings went to an residents in an area that extended to the LRT Trail on the west end and the north end, the Shorewood /Excelsior border on the east end and Highway 7 on the south end. That same notification area will be used for the Council public hearing. Director Nielsen stated the open house and public hearing were held at the Southshore Center, The Council public hearing will be held in the Council Chamber. Mayor Zerby asked for staff to look into the possibility of having a television viewing area in the City Hall lobby for overflow. Mayor Zerby stated the City had been asked to comment on the Hennepin County Natural Resource Plan. He asked if that has been completed. Director Nielsen noted he is about half way through the survey the Country submitted. Nielsen stated based on what he has reviewed so far there is a lot of overlap with what other agencies already do. Compliance with the Plan will duplicate work already being done for other agencies. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 10, 2415 Page 12 of 13 B. Mayor and City Council 1. Request for Proposals for ArboristtForester Mayor Zerby explained that he and Commissioner Sundberg met with a local arborist who works for S &S Tree and Horticultural Specialists, a division of Davey Company. The purpose of the meeting was to learn what an arborist does and what types of services S &S provides for cities. They then met with Administrator Joynes, Director Brown and Director Nielsen and had a good discussion. He thought contracting out for arborist services rather than hiring an employee to do that would be a better solution. Based on his research the skills of an arborist are different from those of an individual that who would deal with MS4 (Municipal Separate Storm Sewer System) water standards. He thought it prudent to finish the tree management plan. He thought a firm that provides arborist services could complete that. S &S has a large amount of equipment resources for dealing with fallen trees. He asked if Council is interested in moving forward with finding outside services to meet those City needs. He stated he likes the representatives from S &S he has met and noted that lie is not endorsing that firm. He suggested the City put out a request for proposals (RFP). Commissioner Sundberg stated that the level of expertise the City could get from a firm like S &S would be far greater than the City would get with a new hire. Mayor Zerby stated S &S had done tree management plans for other cities in the metropolitan area. He recommended finishing the tree management plan be included in the RFP. Commissioner Sundberg stated S &S would be available to Shorewood residents to answer their questions about trees. Commissioner Siakel agreed with putting out an RFP. She asked if a firm would be accessible to the community. If so, will the residents be charged at least a nominal fee? She stated after a storm there are tree contractors that come to try and find work that are not registered with the City. Having a tree service the City has experience with would be helpful to residents. Mayor Zerby stated having the service available to residents for questions for a nominal charge would be good. Administrator Joynes stated staff will draft an RFP for Council's consideration. Commissioner Siakel stated a lot of cities contract with the Mulch Store in the City of St. Bonifacius so they can take debris there after a storm. She asked Council to consider adding an amenity that would be paid for out of the Recycling Fund so residents could take their debris to the Mulch Store. Director Brown noted that is where the City takes its trees and debris for mulching. The City has collected 75 loads and Public Works is in the process of hauling it to the Mulch Store. He explained if residents want to take stuff to the Mulch Store they cannot transport it via Highway 7 because portions of Highway 7 on the way to St. Bonifacius are not in Hennepin County. The County has an ash tree quarantine and requires tree debris to stay within County limits. The City takes back routes that remain within the County to bring stuff to the Mulch Store. Administrator Joynes noted that Council will adjourn to executive session to discuss real estate transaction issues. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES August 10, 2015 Page 13 of 13 Sundberg moved, Labadie seconded, Adjourning the City Council Regular Meeting of August 10, 2015, at 8:17 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED Christine Freeman, Recorder Sco,,erby, ayo Jean Panchyshyn, City"Clert