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01-25-16 CC Reg Mtg MinCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, JANUARY 25, 2016 7:00 P.M. 1►l�i�lillY�y Mayor Zerby called the meeting to order at 7:03 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Labadie, Siakel, and Woodruff, Attorney Keane; City Administrator Joynes; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and, City Engineer Hornby Absent: Councilmember Sundberg B. Review Agenda Woodruff moved, Labadie seconded, approving the agenda as presented. Motion passed 4/0. MIAMI W-41 a A. City Council Regular Meeting Minutes, January 11, 2016 Labadie moved, Woodruff seconded, Approving the City Council Regular Meeting Minutes of January 11, 2016, as presented. Motion passed 4/0. k�Li�►T.��!! il►`I lei Mayor Zerby reviewed the items on the Consent Agenda. A. Approval of the Verified Claims List B. Authorize Advertisement for Bids for Badger Park Improvements C. Recording Secretary Services Agreement (This item was tabled to Council's February 8, 2016, meeting.) D. Approval of Extension of Conditional Use Permit for Jesse Lath, 25035 Yellowstone Trail E. Approval of Extension of Conditional Use Permit for Todd Cebulla, 5530 Vine Hill Road F. Adopting RESOLUTION NO. 16 -004, "A Resolution Making an Appointment of Tadd Shaw to the Minnetonka Community Education Advisory Council for 2016 ". CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 2 of 12 Councilmember Siakel noted she has served on Council for five years. During that time she has only seen one request for an annual rate increase for Recording Secretary Freeman. She stated there are really only three things a city has to do; provide police and fire services, make sure elections occur and make sure everything that is done is recorded. She then stated she thought the Recording Secretary does a fantastic job for the City. She explained the reason that she asked Item 3.0 Recording Secretary Services Agreement be pulled from the consent agenda is the proposed increase is nominal and when it is added up it does not reflect what is done for City staff. She had spoken with Administrator Joynes earlier in the day and informed him that she intended to have the item pulled. Her intent is to work with Jaynes on a merit increase that reflects what is going on in the market. She suggested future increases for the Recording Secretary be tied to what is done for staff. She also suggested people take the time to be more thoughtful about the raise for her and to make sure people are treated fairly. She again thanked the Recording Secretary for what she does and stated that if she has the commitment from Council she and Joynes will bring a proposal back to Council for consideration during its next meeting; a proposal that reflects what she does. Councilmember Labadie stated she thought what Councilmember Siakel proposed was great. She then stated she had spoken with Recording Secretary Freeman and questioned why her name plate states Recording Secretary but not her name. The Secretary has worked for the City for a long time and deserves to have her name on the name plate in front of where she sits. She would like that to be addressed and brought back before Council during its next meeting. Mayor Zerby concurred. In response to a comment from Mayor Zerby, Administrator Joynes suggested Item 3.0 be tabled. Councilmember Woodruff stated that he does not disagree that the City has received great service from the Recording Secretary. During the time she has worked for the City she has not received many raises. He asked staff to assess what precedent this may set. The City contracts for a number of services such as the prosecuting attorney. Attorney Keane has not changed his fees for a number of years. He asked if his fee would have to be put on some type of scale. He stated that having increases somewhat regular annually may blurry the distinction of whether the Recording Secretary is a contractor or employee. Councilmember Siakel cautioned against over complicating this. She suggested having a conversation about this and if it needs to be addressed in other ways then Council can do that. Siakel moved, Labadie seconded, Approving the Motions Contained on the Consent Agenda subject to tabling Item 3.C. Motion passed 4/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC BEARING 6. REPORTS AND PRESENTATIONS A. Report on Lake Minnetonka Conservation District Activities by Representative Deborah Zorn CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 3 of 12 Mayor Zerby welcomed Ms. Deborah Zorn, the City's representative to the Lake Minnetonka Conservation District (MCWD) Board. Ms. Zorn noted the meeting packet contains a copy of a 44 -page report of summary results of a stakeholder survey conducted by University of Minnesota Carlson School of Management MBA students late April and early May 2015 related to the LMCD. At the dais Couneilmembers found a 1 -page document from her highlighting key insights and recommendations and upcoming LMCD plans. She explained the survey was conducted of 205 key stakeholders of Lake Minnetonka. They were from four groups: 1) representatives from regulatory agencies and government units; 2) users of Lake Minnetonka; 3) residents who live on properties fronting the Lake; and, 4) lake service providers (e.g., marinas, dock installers, restaurants who front the Lake). An additional 200 residents from Shorewood or Lake Minnetonka Association (LMA) members received a postcard mailer per the request of the City Council. The additional 200 survey responders responses are not included in the stakeholder survey results. The students had indicated that the responses from the additional 200 people mirrored the findings in the summary report. When a stakeholder out of one of the four groups did not have a lot of familiarity with the Lake they gave the LMCD a certain rating. When a stakeholder had high familiarity with the Lake they gave the LMCD a lower rating. Generally those stakeholders who interacted with the agency had bad experiences. That is negatively impacting the LMCD's strategic planning initiative which was started in June of 2015. The LMCD Board is in the process of redefining the LMCD's 2016 work plan; it is eliminating or putting some activities on hold. It is also of reassessing its role. The LMCD has a vacant staff position and the need to fill that is being assessed. The stakeholders' top three issues are: aquatic invasive species (AIS) management; lake regulation; and, lake safety. Their recommendations are: to reassess if the LMCD's strategy is aligned with the needs of the lake as well as the priorities of the stakeholders through the LMCD's strategic planning initiative: to explore joint efforts with other Lake management agencies to facilitate mission success; and, to increase communication with stakeholders and diversify how the LMCD communicates by using by social media and to promote LMCD successes. Her goal is to champion those initiatives once members have been appointed to the Board late February. Councilmember Labadie stated there was a lot of pollution near Big Island last Fourth of July and she asked if the LMCD has any plans to be proactive about that this year. Ms. Zorn explained currently those efforts are being led by the Hennepin County Sherriff's Water Patrol and Orono resident and marina owner Gabriel Jabbour. Mr. Jabbour, who was in the audience, could speak to the testing that was done prior to last year's Labor Day weekend and after it. The LMCD is at the table trying to be part of the solution. Other agencies and residents in the Lake area are stepping forward to address that issue. The LMCD could support them better. Mayor Zerby stated he has spoken with the Mayor of Orono about that and heard that Orono is trying to find a solution to that problem. She told him the bins for trash get vandalized or moved. Councilmember Woodruff asked if the LMCD Board is evaluating the survey results from the perspective of the LMCD's statutory responsibilities and if those responsibilities need to be revised in order to meet the expectations of its stakeholders. Ms. Zorn noted that was one of the guiding principles during its strategic planning initiative. She explained the State Statute is primarily regulatory. There is a. lot of encroachment by the LMCD with the LMCD's current scope of activities. Changing State Statute has to be finalized at the State Legislature level. Woodruff strongly recommended the Board consider all options CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 4 of 12 for dealing with the dissatisfaction issue with the LMCD and specifically note those that would require changes to State Statute. That information should then be passed on to the LMCD member cities and the cities can then work with their representatives to drive the changes at the legislative level. It may be time to make those changes. He commented that he had once served on the LMCD Board. He stated State Statute has a limit on how much the LMCD can tax. Councilmember Siakel stated based on the survey report there seems to be a number of members on the LMCD Board that think the LMCD is doing fine and that there is just a communication issue. The survey report clearly indicates it is not just a communication issue. She thought the Shorewood Council and the City should do whatever it can to help Ms. Zorn in making positive change at the LMCD. There are many Shorewood residents who are highly dissatisfied with the LMCD and the role it plays. The LMCD is ineffective and it has not changed its direction or structure in 15 years. She commented that she had also served on the LMCD Board. She stated change starts with member cities electing people to councils and councils appointing people to the Board who are truly passionate about Lake Minnetonka, resources and taking action to do something in a positive way. She noted that Ms. Zorn is spoken about with high regard and she has served Shorewood well. She encouraged Ms. Zorn to let Council know how it and the City can support her. She stated she thought the mission and purpose of the LMCD needs to be reevaluated. Siakel thanked Ms. Zorn for attending LMCD Board meetings and noted sometimes they can be challenging to sit through. Mayor Zerby concurred. Ms. Zorn noted the LMCD retained new legal counsel, Troy Gilchrist, from the same law firm the previous attorney is with. He has extensive experience with municipalities. One of his tasks will be to help the LMCD Board review and update the LMCD's Code. She explained the LMCD will continue its Boater Safety Education Training Course for youths age 12 — 17 in 2016; the dates have not been set yet. It will continue to deal with public safety issues (e.g.; garbage, lake navigation). It will also work on building relationships with stakeholders including agencies (e.g.; the Water Patrol, the Three Rivers Park District, the Minnehaha Creek Watershed District) and municipalities. Mayor Zerby thanked Ms. Zorn for serving on the LMCD Board and for her report. 7. PARKS A. Report on the January 12, 2016, Park Commission Meeting Park Commission Chair Mangold reported on matters considered and actions taken at the January 12, 2016, Park Commission meeting (as detailed in the minutes of that meeting). &. PLANNING A. Conditional Use Permit Amendment Regarding Shorewood Yacht Club Applicant: Shorewood Yacht Club (Gabriel Jabbour) Location: 23500 Smithtown Road Director Nielsen explained that Gabriel Jabbour submitted an application to amend the conditional use permit (C.U.P.) for the Shorewood Yacht Club (SYC) located at 23500 Smithtown Road. Mr. Jabbour is the owner of the SYC. In early 2011 the then City Council approved an amendment to the C.U.P. that allowed. the SYC to rent out a certain number of the boat slips for power boats and the rest for sail boats. Mr. Jabbour is now asking that the power boats restriction be removed from the C.U.P. He clarified that CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 5 of 12 Mr. Jabbour does not intend for the SYC to do away with sail boats. He wants to have flexibility on where boats are docked. He stated that at some point Mr. Jabbour intends to have the SYC's docks rebuilt and he would like the power boats restriction to be removed before that. The Planning Commission held a public hearing on this application during its January 5, 2016, meeting. One resident spoke and was in support of what the SYC was asking for. That resident considered the SYC to be a good neighbor and an asset to people who don't have property that fronts Lake Minnetonka. Nielsen noted the Planning Commission voted unanimously to recommend approval of the amendment to the C.U.P. He stated the heading on the draft resolution reads "A Resolution Amending a Conditional Use Permit for Gabriel Jabbour Removing the Restriction on the Number of Power Boats at the Shorewood Yacht Club ". It should be changed to read "A Resolution Amending a conditional Use Permit for the Shorewood Yacht Club Removing the Restriction on the Number of Power Boats ". Councilmember Siakel stated she can support the amendment. She noted the SYC has been in operation for a number of years and there have been no complaints reported against it. She stated the SYC has been a good neighbor and done a lot for Shorewood residents who wanted to dock their boats there. She does not think there is a reason to deny the application. Councilmember Labadic concurred. Councilmember Labadie stated the statements in documents in the meeting packet indicate the lake use has changed over the years. More boaters have power boats and fewer have sail boats. She thought it appropriate for business owners to adapt to the changing needs and times. She noted she would sad if no sail boats were docked at the SYC. Councilmember Woodruff noted he can support the requested amendment to the C.U.P. He suggested the owner of the SYC work with the appropriate agencies to come up with a way to notify the boating population that there either is or should be a no wake designation for the channel by Frog Island and clarified that does not need to be in the resolution. He reiterated he can support removing the restriction on power boats. Councilmember Siakel noted the owner of the SYC and SYC staff do a tremendous amount of work to educate boaters. She stated additional signage would be helpful and clarified she thought the SYC was already doing a lot of that. Councilmember Labadie stated she thought that most boat owners and users of the Lake want to respect and preserve the Lake. Mayor Zerby noted he docked his boat at the SYC this past boating season. Therefore, he will abstain from voting on this application. He stated that during that season he thought the marina was managed very well and that he had not observed any boats being driven faster than the no wake zone. The Frog Island channels are marked well and the water depth is quite shallow. Siakel moved, Woodruff seconded, Adopting RESOLUTION NO. 16 -005, "A Resolution Amending a Conditional Use Permit for the Shorewood Yacht Club Removing the Restriction on the Number of Power Boats." A person asked if he could comment on this before the vote was taken. Mayor Zerby noted that public comment was taken during the public hearing on this application held by the Planning Commission. Motion passed 31011 with Zerby abstaining. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 6 of 12 B. Minnetonka Country Club Development Stage Plan Approval Applicant: Mattamy Homes Location: 24575 Smithtown Road Director Nielsen explained the Planning Commission held a public hearing during its December 1, 2015, meeting to consider a revised Concept Stage plan and Development Stage plans and preliminary plat for Mattamy Homes’ proposed Minnetonka Country Club (MCC) development. The Commission was provided with three reports for that hearing – one from the Planning Department, one from Northwest Associated Consultants (NAC is the firm hired to address primarily the environmental aspects of the project) and one from WSB & Associates (the City’s consulting engineers). The Commission continued the hearing to its January 5, 2016, meeting. Staff provided the Commissioners with a spreadsheet which included the recommendations made in the three reports for its January 5 meeting. The spreadsheet identifies if the recommendations would be addressed in the Final Plan Stage, the Development Agreement and / or the Declaration of Covenants. The Commission voted unanimously to recommend approval of the revised Concept Stage plan and the Development Stage plans and preliminary plat. Mattamy Homes has requested a modification to its preliminary plat. It proposed to replace the age- targeted lots on Featherie Bay (on the northeast corner of the development) with 10 traditional lots and then replace the traditional lots on Niblick Alcove with 20 age-targeted lots. The hope to have as many of the age-targeted units be a look-out or walk-out style as possible. The number of total units would remain the same. The change requires the Planning Commission to hold another hearing on the Development Stage plans and preliminary plat. That has been scheduled for February 16. Council will consider it during its February 22 meeting. Nielsen noted that no action is required by Council this evening. Rick Packer, with Mattamy Homes, commented that he had mentioned to the Planning Commission that with a development the size of the MCC project people should expect there to be changes. He explained that the builders interested in building the age-targeted units want them to be on walk-out or look-out lots. That could not be accomplished on the lots on the northeast corner of the site. Therefore, the 17 age- targeted units on the northeast corner have been replaced with 10 traditional lots and 20 age-targeted units will be built on Niblick Alcove. He reaffirmed the total number of units on the site will remain the same. Mr. Packer stated Mayor Zerby had expressed concern primarily about the age-targeted units proposed for the northwest corner of the site. He distributed a drawing showing the rough placement of those units on lots. The drawing showed that on the front of the lots the distance two houses would vary in part because of the curve of the roadway and in part because the units are staggered. The distance at the back of the houses also varies. He also distributed a color rendering site plan that showed unit styles and noted it was not a perspective sketch. A revised preliminary plat was also distributed. Mr. Packer then stated Mattamy has been making progress with the Minnehaha Creek Watershed District (MCWD). It has submitted applications for its wetland alteration permits and grading permits. He noted that every time Mattamy gets close to having the permits approved the person they are dealing with at the MCWD quits their job. Mattamy basically has to start over again; that happened today. Mattamy has also been working with staff on various items and with the NAC representative on landscaping and environmental items. Mr. Packer stated Mattamy is considering having another builder participate in the project. If that builder participates the phasing of the project maybe modified slightly so the east part of the site would be CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 7 of 12 developed first including a complete north south roadway. It is likely the center loop would be developed next. Mayor Zerby stated his remaining concern is regarding the proposed age- targeted lots on the northwest corner of the site. The realignment on the east side of the site resulted in there being more age- targeted units on the northwest corner. There are now 12 age- targeted units proposed for on the west side of Ayrshire Lane. He noted he visited the Woodland Cove project site in the City of Minnetrista and saw houses that are similar to what is proposed for the MCC age - targeted units. When there are just three or four houses together it is pretty tight. He stated the lots for the 12 age - targeted units when combined total almost three football fields long; that is three football fields of houses. He suggested there be some visual break such as trees between some of the houses. He thought it may be possible to charge a little more for those units they have trees on the sides of the lots. He asked if the outiots could possibly be used to create a tree line that would break up that row of units. Zerby thanked Mattamy for the work it has been putting into this project and noted he was not surprised that changes are proposed. Mr. Packer stated he thought maybe the units could be spread out but that would move units closer to Smithtown Road and that is not what Mattamy wanted to do. He then stated that losing a lot would be a very expensive proposition for Mattamy. Mayor Zerby stated that as a developer he appreciates that Mattamy might be disappointed in the loss of one lot but he would not. He does not think the loss of revenue from one less lot would be that significant for a development this large. Councilmember Labadie asked if the copy of the preliminary plat included in the meeting packet is the same as the one Mr. Packer distributed this evening. Mr. Packer stated the one distributed this evening reflects the location change of the age - targeted lots on the east side of the site. Labadie stated that preliminary plat distributed this evening does not reflect an access point on to Country Club Road. She asked if that is going to remain that way. Mr. Packer responded yes. Mayor Zerby stated he would like to be provided with drawings showing the ground elevations. Mr. Packer stated for the Woodland Cove development the streets are relatively straight and the side yard setbacks are five or six feet. Councilmember Siakel asked if the sale price for the age - targeted units will increase again. The most recent price discussed had increased from what was originally presented. Will the price remain at $400,000 — $500,000? Mr. Packer responded the price will go up again because the builder constructs houses at a higher price point than Mattamy does; that builder does not provide lower price point units. Siakel expressed concern about that. She stated that early on the intent was to have some units that were would be more affordable than the traditional single- family units. Mr. Packer stated the age- targeted units on the east side of the site that the other builder would build would be much nicer. Mattamy wants the project to be successful. He noted Mattamy has not signed an agreement with that builder to build the age- targeted units on the west side of the site. Mattamy intends to develop the west side of the site itself. A. Approval of the 2016 Standard Specifications and Retail Plates Engineer Hornby stated the last major update to the City Standard Specifications and Standard Detail Plates for Street and Utility Construction was done in 2001. There have been some minor updates since CITY OIL SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 8 of 12 then. Since 2001 the Minnesota Department of Transportation (MnDOT) has made three revisions to its Construction Specifications. The City Engineers Association of Minnesota (CEAM) made one revision in 2013. Staff has updated the City Specifications and Detail Plates to reflect the current MnDOT and the current CEAM Standard Specifications and Detail Plates. The Contract Documents were updated to the 2013 Engineers Joint Contract Document Committee (EJCDC) Contract and Supplementary Conditions. The updates will be reviewed by the City Attorney and Director of Public Works. The City has been using a hybrid of the specifications on City projects over the last two years and it has been using the 2005 and 2014 MnDOT specifications. He noted a hardcopy of the document will be at the front desk and can be made available to people who want to look at it. Council should have received an electronic version of it. Hornby noted staff recommends Council adopt the resolution adopting City Standard Specifications and Detail Plates for Street and Utility Construction contingent on final review comments by the City Attorney and Director of Public Works. Councilmember Woodruff noted the document is 31.8 pages long. He asked if the specification for street width has been changed. Engineer Homby noted that standard was set in 2001. He stated on Meadowview Lane, Valleywood Lane, Sunnyvale Lane and Star Lane the City used a hybrid which was within a couple of feet of the specification. Woodruff stated that it appears to him that the cul -de -sac width standard has been increased. Homby clarified it stayed the same and stated that sometimes it has been reduced because of property issues. Mayor Zerby expressed his appreciation for all of Engineer Homby's work on this. He stated he wanted this to be completed so new roadways would be constructed up to standard. Hornby noted the update was necessary. Woodruff moved, Zerby seconded, Adopting RESOLUTION NO. 16 -006, "A Resolution Adopting City Standard Specifications and Detail Plates for Street and Utility Construction" contingent on final review comments by the City Attorney and Director of Public Works. Motion passed 4/0. 10. GENERAL /NEW BUSINESS A. Discussion of Excelsior's Waters Proposal Mayor Zerby noted that during an executive session immediately preceding this meeting Council discussed the City of Excelsior's Waters Proposal. Staff was directed to research and prepare written comments. A. Administrator and Staff 1. Trail Schedule Mayor Zerby noted the meeting packet contains a copy of the Trail Schedule. Engineer Hornby noted that he had sent a notice to the residents living along the north and south side of Smithtown Road in the areas where the Smithtown Road east sidewalk will be constructed notifying them that the contractor wants to start clearing trees starting the week of February 22. Council should have been copied on that correspondence. CITE' OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 9 of 12 Mayor Zerby again asked that project related information be put on the City's website. He stated there has been discussion about putting a projects tab on the website which when clicked would direct people to updates on projects such as the trail projects and the Minnetonka Country Club development project. Zerby then asked if there is any update on the Galpin Lake Road Trail Project relative to the permit from the Minnehaha Creek Watershed District (MCWD). Engineer Hornby stated that application has not been submitted. Hornby stated he met with representatives from the MCWD on January 22 and learned another staff member there has quit. Staff members at the MCWD interpret the rules differently. Therefore, the entire packet for the Project will have to be resubmitted. WSB & Associates staff is going to meet with MCWD staff to discuss this Project in particular. 2. November 2015 Monthly Budget Report Mayor Zerby noted the meeting packet contains a copy of the November 2015 Monthly Budget Report. Director DeJong stated it appears the 2015 budget will close out the year in good shape. Other Director Brown explained that a number of months ago Michelle Swanson, with Xcel Energy, had spoken to Council about a proposed new substation in the City of Chaska. Because of challenges Xcel was facing with Chaska that proposed substation will be constructed in the City of Victoria. Xcel has received approval from Victoria to do that. Xcel's goal is to have that substation online by the end of 2016. That substation should help reduce the number of power outages in Shorewood. Brown explained that staff from the Cities of Excelsior, Shorewood and Tonka Bay are exploring if it would be beneficial for the three Cities to jointly purchase a Vactor Cleaner Truck which would be used to maintain sanitary sewer systems. The cost of that vehicle is $400,000 — $450,000. Currently Excelsior and Tonka Bay operate that type of vehicle and it is due for replacement. Engineer Hornby stated the Minnesota Department of Transportation (MnDOT) has been replacing its street lights with LED lights. He will work with the Communications Coordinator about including some information about that in the City's newsletter. Xcel Energy is considering a similar program for the lights it owns. Mayor Zerby stated he thought the new lights were nice; they emit a brighter white light and they are directed better. Hornby stated the savings generated by the new lights statewide are significant. Zerby suggested the City consider installing LED lights when it needs to replace City -owned street lights. Hornby sated MnDOT's LED fixtures are flatter. Hornby then stated the Traffic Committee met on January 21. The two - hour -long meeting was very active. The Committee went through about eight pages of alternatives. The WSB & Associates facilitator is going to tally the alternatives and present them in matrix format to the Committee during its last meeting. WSB will also review the methodology that will be used to report the Committee's recommendations to Council. Hornby went on to state he had been asked if WSB has had any of its staff go to the Minnetonka Country Club (MCC) development site to check on things. One of its young engineers went out to inspect erosion control. Erosion control had been set up but had to be taken down in order to remove additional contaminated soils. Straw and seed will be put down to stabilize the areas once the weather warms up. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2416 Page 10 of 12 Director DeJong stated the Finance Department is working on 2015 year -end tasks. The City's auditor will have representatives on site to do some preliminary work this week. He then stated 1099s and W2s will be sent out this week. Director Nielsen stated earlier in the day the City received the flyover map from the Three Rivers Park District (TRPD) for the aerial deer survey it conducted. The overall count is almost identical to that in 2014. During the 2015 Deer Management Program almost all of the harvested deer were taken out of the west side of the City. The 2016 flyover map shows the majority of the deer are in areas where no deer were harvested in 2015. Administrator Joynes reminded Council of the February 5 Council and staff retreat. The meeting packet will be sent out be the end of the week or early next week. R. Mayor and City Council 1. Customer Relationship Management (CRM) Software Mayor Zerby noted that at the dais this evening Council found a memorandum from the Communications Coordinator about SeeClickFix Customer Relationship Management (CRM) Software that is used to track complaints and problems. Administrator Joynes noted five cities in Minnesota use SeeClicicFix. He explained the system would organize and track complaints the City receives. The complaints or problems would be directed by staff at the front desk to the appropriate department for action to be taken. Council and staff would be able to easily find out the types and quantity of complaints received and problems reported and how quickly they were resolved. If Council decides to move forward with implementing this system then Council must have a standardized response of directing people to the process so their issues can be entered into the system. Most of the issues reported will be for Public Works issues. There will be times when there are significant problems so taking care of the issues will take longer. He noted the initial cost is $4,600; $1,000 of it is a one -time cost. Those communities that use the system have experienced about a 5 percent increase in the cost of it annually. Mayor Zerby explained that the vendor would develop an app for Shorewood that would allow residents to submit photographs and detailed information including GPS coordinates easily. It would also allow them to quickly link to other information on the City's website. He stated he thought it is a good program and that it would be a good way to track what he called "fixit tickets ". He also thought it should help improve communication and reduce the number of calls Director Brown receives on his mobile phone. Councilmember Woodruff asked if there would be a way to segregate certain types of complaints (e.g.; a zoning code violation) for data privacy reasons. Administrator Joynes stated that can be addressed. Mayor Zerby clarified the complaints or issues would be reviewed by staff at the front desk first. Councilmember Siakel asked how many complaints are received or problems reported. She asked if the City really needs the system or is it a solution to a problem the City does not have. Director Brown stated he thought about 30 issues are reported weekly. Councilmember Woodruff stated he is willing to try the system because it would allow City staff and the Council to be accountable for ensuring the issues are tracked and action was taken. He stated the City of Sartell uses the system and that would be a good comparable to the City but the Cities of Eden Prairie and Minneapolis would not. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 11 of 12 Councilmember Siakel asked which staff member would own the process if the City moves forward with this. Administrator Joynes stated a number of people would be involved in the process. Staff at the front desk would have to be trained to review the issues received and then direct them to the appropriate department for resolution if need be. Joynes noted it would not be much different than what is currently done. Administrator Joynes stated the data could help Council better understand, for example, how many problems have to be addressed after a storm. The data could also be useful when evaluating staffing needs. He noted there have been very few accountability issues. Currently the volume and types of issues reported and addressed is not reported to Council. Councilmember Siakel suggested the benefits of using the system be evaluated after one year of use. Mayor Zerby stated having the information in one place would be helpful to staff in determining if a problem had already been reported. He noted the City would not be under any obligation to continue the use of the system after one year. Councilmember Siakel stated she has not heard any objection from staff about moving forward with this. Zerby moved, Woodruff seconded, directing staff to move forward with the implementation and use of the SeeClicicl iX Customer Relationship Management (CRM) Software and to evaluate the benefits of using it after one year. Motion passed 4/0. Councilmember Siakel asked when a member of Council should abstain from a vote or disclose a conflict of interest. She noted that earlier in the meeting Mayor Zerby abstained from voting on the conditional use permit amendment for the Shorewood Yacht Club because he docked his boat there this past boating season. She stated that during its January 11, 2016, meeting Council discussed if there was a need to harvest beavers out on Enchanted and Shady Islands to reduce damage caused by beavers. Council ultimately decided to hire someone to manage beavers out there. She explained she received a call from a resident who told her one of the beaver lodges is located in front of Councilmember Woodruffs property / dock. If that is the case she thought that should have been disclosed during the discussion. She asked that abstaining from votes and disclosing conflicts of interest be discussed during the February 5 Council and staff retreat. Councilmember Woodruff stated he thought that guidance would be useful. He then stated the person who spoke with Councilmember Siakel was misinformed. There is a beaver lodge located on City -owned property about 400 yards from his house. He can see it from his house. He thought it was closer to some of his neighbors' properties than to his property. Be noted that he does not feel any compulsion that he should have discussed that. Mayor Zerby stated he attended the January 13, 2016, South Lake Minnetonka. Police Department (SLMPD) Coordinating Committee. He was appointed Chair of the Committee for 2016. The Committee approved the Participation Agreement Southwest Metro Drug Task Force for Calendar Year 2016. It approved getting grant reimbursements from the Toward Zero Deaths program. It approved the cost to train officers on administering Narcan; Narcan is the antidote for a heroin overdose. And, it approved an inventory and audit of the property room. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES January 25, 2016 Page 12 of 12 He explained that he shared with the Committee Members the crime statistics for the last five years. The City of Excelsior leads the other three SLMPD member cities for the number of Part 1 and Part 2 (criminal) crimes committed in a city. For non - criminal calls /activities Excelsior is a close second. He told the Committee that he wanted to have a fair discussion about the funding formula for the SLMPD joint powers organization. The other Committee Members agreed to have that discussion albeit they were not enthusiastic about doing so. He asked Council for its backing to direct staff to identify a couple of funding scenarios that would be a little more fair for the services Shorewood receives. He heard SLMPD Chief Meehan state that would be a long road to climb. Zerby then explained that on January 20, 2016, . the League of Women Voters (LWV) South Tonka hosted a mayors forum about local issues and projects. He found it to be very lively. He encouraged people to watch the video recording of the session because he thought there was a lot of good discussion. There was discussion about the Southshore Center, city cooperation, and various joint powers things. Excelsior Mayor Gaylord and Tonka Bay Mayor De La Vega did not mention that Shorewood is participating in the discussion about the sewer vacuum truck. He thanked the LWV South Tonka for hosting the session. He noted at the end of the session there were some outbursts from Tonka Bay residents urging the Mayor of Tonka Bay to have the Tonka Bay Council have serious discussion about merging the cities together. Those residents thought it was pointless for the cities to operate on their own. Councilmember Labadie noted that she attended the January 15, 2016, Friday night Arctic Fever event at Badger Park and the Southshore Center. She explained Joey Nova's provided pizza and Excelsior Brewery provided beverages. Some City staff members were there. Shorewood resident Sue Davis did a wonderful job helping to coordinate the event. Sixteen teams competed in the snow sculpture event. There were Arctic Fever hats available for purchase. The event was held over three days. She thought Shorewood should be proud of the event and continue to support it. Mayor Zerby stated he was there one morning when meteorologist Jeff Edmondson with KARE 11 was there doing a video on the event. The video was featured a few times during the day. Ms. Davis was interviewed. for that and she did a wonderful job. He extended his thanks to Director Brown and his Public Works team for scavenging for snow for snow blocks for the sculpture event. He stated the event would not happen without Public Works involvement. Woodruff moved, Labadie seconded, Adjourning the City Council Regular Meeting of January 25, 2016, at 5:23 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: Scot " rby, M o Jean Panchyshyn, tity Clerk