04-25-16 CC Reg Mtg MinCITY OF SHOREWOOD
CITY COUNCIL REGULAR MEETING
MONDAY, APRIL 25, 2016
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 7:00 P.M.
A. Roll Call
Present. Mayor Zerby; Councilmembers Labadie, Siakel, Sundberg, and Woodruff; Attorney
Keane; City Administrator Jaynes; City Clerk Panchyshyn; Finance Director DeJong;
Planning Director Nielsen; Director of Public Works Brown; and, City Engineer Homby
Absent: None.
B. Review Agenda
Sundberg moved, Labadie seconded, approving the agenda as presented. Motion passed 510.
2. APPROVAL OF MINUTES
A. City Council Executive Session Minutes, April 7, 2016
Woodruff moved, Siakel seconded, Approving the City Council Executive Session Minutes of April
7, 2016, as presented. Motion passed 510.
B. City Council Regular Meeting Minutes, April 11, 2016
Labadie moved, Sundberg seconded, Approving the City Council Regular Meeting Minutes of
April 11, 2016, as presented. Motion passed 510.
Mayor Zerby reviewed the items on the Consent Agenda.
Woodruff moved, Siakel seconded, Approving the Motions Contained on the Consent Agenda and
Adopting the Resolution Therein.
A. Approval of the Verified Claims List
B. Adopting RESOLUTION NO. 16- 025, "A Resolution Approving the Regular Full
Time Appointment of Brenda Pricco as Administrative Assistance."
Councilmember Woodruff stated the Verified Claims List includes a payment in the amount of $2,118.25
to WSB & Associates for activities associated with the Galpin Lake Road trail project. He clarified he has
no issue with the payment. He stated because that project is on hold he questioned how much money the
City should spend on it. Maybe that is a topic Council wants to talk about at a future date. Mayor Zerby
stated he thought Council should revisit that project.
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Engineer Hornby explained Council had directed staff to update the plan to make it shelf ready during the
retreat in February. It is being updated to meet the new Minnesota Department of Transportation
(MnDOT) specifications for 2016. It then has to be reviewed by MnDOT again. Staff is also completing
some of the Wetland Conservation Act (WCA) impact and permitting the City had to do for the
Minnehaha Creek Watershed District (MCWD). Staff is trying to find ways to reduce the cost of the
project.
Staff is also researching some other funding opportunities. A federal grant is being solicited through the
Metropolitan (MET) Council. There is a grant for pedestrian ways. That grant would award up to $1
million. Staff is looking hard at that grant opportunity because the sidewalk would have three
communities involved, there is a trunk highway involved, and there is a narrow roadway with a lot of
terrain that complicates the project. Those things would make the sidewalk very competitive for that type
of grant. The cost to prepare a federal grant application is $7,500 — $10,000. An environmental document
has to be prepared. Some things have to be added to the plan to make it federal aid ready. That requires
adding a number of tabulations and charts to the plan. If the City were to be awarded a grant the cost of
the project would go up because of required federal paper work.
Councilmember Siakel stated that seeking out a grant is consistent with Council's direction. She then
stated she would be willing to talk about spending additional money if needed.
In response to a suggestion by Major Zerby, Engineer Hornby stated he could draft a memorandum about
the grant to a future agenda item.
Councilmember Woodruff stated if there is a need to spend substantial money on the suspended project
then Council should authorize that. He noted he had not remembered that Council asked staff to make the
plan shelf ready.
Engineer Hornby noted there are additional invoices related to this project that will be submitted.
Motion passed 510.
There were no matters from the floor presented this evening.
7. PARKS
A. Update on Crumb Rubber Legislative Action
Administrator Joynes stated there was an article in a recent edition of the Star Tribune regarding bills in
the Minnesota Senate and House that would place a moratorium on building new artificial turf play fields
that have crumb rubber infill. He explained those bills do not affect the City's ability to move forward
with its construction of an artificial turf playfield in Badger Park. Staff anticipates the legislation would
be resolved by the time the surface of the field would he put down. He noted that Council has been
provided documentation about crumb rubber. There are varying opinions as to whether or not it can cause
health issues. The science Council and staff have looked at does not support that.
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April 25, 2016
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In response to a comment from Councilmember Sundberg, Administrator Joynes stated it is staff s
opinion that the Senate and House bills will not go forward.
Administrator Joynes stated if there is any doubt in Council's mind about what surface to use there are
alternatives to crumb rubber for the artificial turf playfield project in Badger Park. Staff does not think the
bills should stop the project. The placement of the turf would be one of the last things done. There would
be better information by then about the legislation.
Councilmember Sundberg explained the US Environmental Protection Agency (EPA) has initiated a
comprehensive study about crumb rubber. Its intent is to fast track that study and have the results by the
end of 2016. A meeting packet for the Park Commission included information on research done by the
State of Connecticut on crumb rubber. The EPA does not think that study was comprehensive enough.
She asked staff to provide the Commission with copies of the two bills. She noted that personally she is
not comfortable with crumb field infill until the results of the EPA study are known.
Administrator Joynes asked Councilmember Sundberg to clarify if she was saying she did not want the
project started. Or, can the prep work such as grading be started. Sundberg asked if the prep work can be
done before deciding on the turf. Joynes responded yes. He then stated that if it gets to be time to put the
turf down before the results of the EPA study are known there are alternatives to crumb rubber. He does
not want to stop the project.
Councilmember Sundberg clarified she is not interested in stopping the project. But, she does not want to
find out a few years from now that crumb rubber is more harmful to children than what is thought today.
Councilmember Labadie asked what the timeline is from the start of the project to the when crumb rubber
would be put down. Director Nielsen stated the vendor had indicated that that it would take 60 — 75 days
to build the field.
In response to a comment from Councilmember Sundberg, Director Nielsen stated the Park Commission
had already made its recommendation about the type of artificial turf playfield and Council approved its
recommendation.
Director Nielsen noted that the infill alternatives to crumb rubber are about $69,000 — $89,000 more
expensive.
Councilmember Sundberg asked if there is a process where Council can reconsider what it has already
approved because of new information. Mayor Zerby noted that he is not sure there is any new
information. Sundberg stated she only recently learned by doing her own research that the EPA was going
to fast track a study on the health impacts of crumb rubber. She would be more comfortable waiting for
the results of the EPA study before moving forward with crumb rubber. She would not like the City to
make an investment in a cheaper infill alternative and then find out there are health impacts from it.
Councilmember Siakel stated no one wants to do anything that would be toxic to children. The
Minnetonka Lacrosse Association (MLA) and the Park Commission have researched crumb rubber
extensively. If the Minnesota Legislature does put a moratorium on construction of fields with crumb
rubber infill by the time its session ends in May the City will adhere to that law. From her perspective if
the City had to absorb the cost for a more expensive infill alternative the City could do that. She noted she
supports moving forward with the construction of the playfield at this time. She asked Councilmember
Sundberg to share with the rest of Council and staff what she has been reading about crumb rubber. She
stated she senses all the concern about crumb rubber is more emotional than factual.
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Councilmember Sundberg clarified she personally does not care what the Minnesota Legislature chooses
to do or not do about playfields with crumb rubber in them. She stated Council has the responsibility to
make its decision based on scientific evidence it has been provided and from her perspective the science
has not been proven yet.
Councilmember Woodruff expressed disappointment about Council being asked to revisit its decision to
approve the construction of the playfield as proposed. He noted that he raised the issue about crumb
rubber in 2015. He stated there have been numerous discussions about it; some by the Park Commission
and some by Council. And, the Lacrosse Association has provided with City with a lot of information. He
then stated he thought the Minnesota Legislature is reacting to the story aired by NBC and put out by a
couple of other media outlets. The Legislature is reacting to non - scientific reports. The reports indicated
that crumb rubber was harmful to soccer players; particularly goalies. The material provided to Council
before it approved the project indicated there was little scientific evidence supporting crumb rubber is
harmful. He noted that if there was some scientific evidence that it was harmful he would support using
an alternative infill.
Woodruff stated the EPA committed to doing the study earlier in 2016. Based on what he knows it will
take until the end of 2017 for the EPA to complete its study and offer an opinion. He stated he agreed
with Councilmember Siakel's comment that if it is scientifically proven that crumb rubber negatively
impacts health the crumb rubber can be replaced with an alternative infill.
Councilmember Sundberg asked Councilmember Woodruff if he was saying the City should continue
with the project as proposed and if a year from now the EPA has scientifically proven that crumb rubber
is harmful then the crumb rubber can be replaced. Councilmember Woodruff stated the City would be
doing that at the same time it is being done to thousands of other fields.
Councilmember Labadie stated Council made an educated decision based on the information it had been
provided. Members of Council are not scientists or researchers. If it is proven that crumb rubber is
harmful then it would have to be replaced.
Councilmember Sundberg stated it is the EPA's responsibility to determine if crumb rubber is harmful. It
has stated the studies that have been done do not comprehensively evaluate the concerns about health
risks from exposure to tire crumb.
Councilmember Siakel stated there is no data linking crumb rubber to health issues. There is only
speculation.
Councilmember Woodruff stated that the EPA in the past has indicated there is no reason to believe there
is an issue. That is why it had never done a comprehensive study. From his perspective the EPA is
reacting to paranoia generated by the national media without good reason; the EPA has politically decided
it has to do something.
Director Nielsen explained that a grass -like fiber mat is put down first and then crumb rubber is dumped
over that. The crumb rubber supports the grass and cushions players when they fall. It is his
understanding the crumb rubber could be vacuumed up and replaced with an alternative infill. The bid for
the project includes a vacuum.
Mayor Zerby stated if it was proved that crumb rubber was harmful than the cost of the alternative may
come down because there would be an increased demand for the product.
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Lance Nelson President of the MLA, stated members of the MLA all have children who play lacrosse or
soccer or baseball. They would not be pursuing the proposed artificial turf playfield if there was any
scientific proof field supporting that there would be dangerous effects from playing on a field with crumb
rubber infill. He and two other representatives for the MLA have learned more about crumb rubber in the
last three months than they ever intended to leans. The existing science does not support crumb rubber
creates health issues. From his perspective the EPA is reacting to sensational stories. He noted the LMA
is comfortable moving forward with what has been approved.
Councilmember Sundberg stated that although the research to date does not support crumb rubber causes
health issues that research has not been comprehensive enough. She noted she has concerns about crumb
rubber and hopes that her concerns will prove unwarranted.
Councilmember Woodruff stated when he attended the Association of Metro Cities meeting he spoke with
the two lobbyists Metro Cities has to work on its members behalf. Both of them indicated they thought
the proposed legislation would not go anywhere in the Minnesota Legislature.
E. PLANNING
A. Report by Patrick Johnson on the April 19, 2016, Planning Commission meeting.
Planning Commissioner Johnson reported on matters considered and actions taken at the April 19, 2016,
Planning Commission meeting (as detailed in the minutes of that meeting).
9. ENGINEERING /PUBLIC WORKS
A. Accept Bids and Award Contract for the 2016 Mill and Overlay Project, City
Project 16 -03
Engineer Homby explained the bids for the 2016 Mill and Overlay project were opened on April 14. The
City received ten bids. The bid amounts ranged from $217.971.50 to $272,793.10. The Engineer's
Estimate was $266,130.00. The 2016 Capital Improvement Program (CIP) has allocated $200,000 for
road maintenance for bituminous mill and overlays.
The project also includes narrowing the intersection of Grant Lorenz Road and Edgewood Road to
provide traffic calming. That improvement also includes the addition of concrete curb and gutter installed
at the radii to keep motorists within the traveled lane. Drainage improvements will be added along the
south side of Edgewood Drive between 26375 Edgewood Road and 26305 Edgewood Road and on the
east side of the intersection of Minnetonka Boulevard and Garden Road. Those additions increased the
cost of the project.
Homby stated the lowest responsive bid was submitted by GMH Asphalt Corporation for an amount of
$217,971.50. He noted staff recommends Council adopt the resolution accepting the bids and awarding
the contract to GMH Asphalt.
Councilmember Woodruff asked if the City has used GMH Asphalt before. Engineer Homby stated it has
done a couple of mill and overlay projects for the City.
Councilmember Labadie stated she does not have any concern about the cost being higher because of the
improvements to the Grant Lorenz Road and Edgewood Road intersection. That needs to be addressed for
the safety of the residents.
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Labadie moved, Siakel seconded, Adopting RESOLUTION NO. 16 -026, "A Resolution Accepting
Bid and Awarding Contract for the 2016 Mill and Overlay Improvement Project, City Project No.
16 -03, to GMH Asphalt Corporation for an Amount Not To Exceed $217,971.50." Motion passed
5/0.
B. Accept Quotes and Award Contract for the 2016 Pavement Marking Project, City
Project 16 -02
Engineer Hornby explained the City sent out five requests for quotes (RFQ) for pavement marking
services to five specialty contractors who had familiarity with the City. Four of them have done work for
City in the past. The City received two quotes. In addition to the pavement markings done in previous
years, pavement markings will also be done on Eureka. Road as a traffic calming measure. There will be
double yellow lines down the center and fog lines on each side. The lowest responsive quote was received
from Sir Lines -A -Lot for an amount of $19,777.70. That contractor was awarded the 2015 project. The
Engineer's Opinion of Cost was $21,182.00. He noted the meeting packet contains a copy of a resolution
accepting the quote and awarding the contract
Woodruff moved, Labadie seconded, Adopting RESOLUTION NO. 16 -027, "A Resolution
Accepting Quote and Awarding Contract for the 2016 . Pavement Marking Project, City Project No.
16 -02, to Sir Lines -A -Lot for an Amount Not To Exceed $19,777.70." Motion passed 510.
10. GENERAL /NEW BUSINESS
A. Letter of Agreement with the City of Excelsior for The Waters Project
Administrator Joynes explained that during its Executive Session on April 7, 2016, Council discussed
ongoing negotiations with the City of Excelsior over land and tax issues related to The Waters of
Excelsior senior housing project. That project would currently straddle the boundary between the two
Cities. Council discussed a number of issues during the Session. Prior to that Session staff had been
directed to renegotiate a number of item which it did. Excelsior came back with agreement on almost
everything Council asked for. Be drafted a response letter for Council's review (a copy of which was
included in the meeting packet).
Excelsior has agreed to a split of the value of the property based on the Hennepin County Assessor's
determination of how much value each of the two cities puts into it. That will determine future taxes
going forward. Shorewood would agree in concept to work with Springsted to create a schedule of events
for the creation of the Tax Increment District and Annexation action. Separate agreements also need to be
negotiated. They include the distribution of the tax value (it will be a new document) and the distribution
of the impact to the Joint Powers Agreements for fire and police going forward. The agreements need to
be approved by Council before the annexation occurs. If Council agrees with the letter he will send it to
Excelsior.
Mayor Zerby stated the word annexation is only found in the third bullet point. Administrator Joynes
stated his letter refers to Excelsior's original document sent to Shorewood. Zerby then stated the letter
talks about Shorewood approving conditions for proceeding with The Waters of Excelsior project. In
actuality, Shorewood would approve the annexation. The Waters of Excelsior project is up to Excelsior.
Joynes noted Shorewood would receive all of the tax benefit it would have received if it retained the
property.
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Woodruff moved, Sundberg seconded, directing Administrator Joynes to sign and send the letter to
Excelsior City Manager Luger. Motion passed 510.
B. Approval of Letter of Assurance and Resolution Approving Purchase and Sale of
Tax Forfeited Property, ID# 31- 117 -23 -11 -0004 (Howard's Point Road)
Attorney Keane explained that in 2008 the then Council adopted a resolution authorizing the conveyance
of tax forfeited property ID# 31- 117 -23 -11 -0004 on Howard's Point Road to the owners of the adjoining
properties. Something was not followed through on. The property continued through the tax forfeiture
process to the State of Minnesota. The parcel is scheduled for auction on April 29, 2016. The City's
request is to Hennepin County to have it purchase the parcel for the appraised value. The subsequent
action is to approve the conveyance for that same dollar amount to the holders of easement of the parcel
that is gone due to the tax forfeiture. The parcel would basically return to the status quo.
Councilmember Woodruff stated the way he understands things is the City will pay $51,746 to Hennepin
County to take possession of the parcel. In turn the City will sell it to the easement holders for that same
amount. Attorney Keane noted the City has received the cashier's funds for that. He then stated it is his
recollection that in 2008 the City did not want the parcel.
Siakel moved, Sundberg seconded, Adopting RESOLUTION No. 16 -028, "A Resolution Relating to
the Acquisition of Tax Forfeited Parcel Lot 1, Auditor's Subdivision 367." Motion passed 510.
Siakel moved, Adopting RESOLUTION No. 16 -029, "A Resolution Relating to the Sale of Tax
Forfeited Parcel Lot 1, Auditor's Subdivision 367 for an amount of $51,746."
Councilmember Woodruff asked Attorney Keane if the Planning Commission has to recommend
disposition of real property. Keane stated technically that is a requirement. Keane asked Director Nielsen
if this action would be disposition of City property. Nielsen stated the City would only own it for a
minute or so. Keane stated the Commission could make that referral. Woodruff stated his reason for
bringing this up is he does not want the City to be in a situation where someone questions the transfer of
the deed.
Attorney Keane suggested amending the motion to refer it to the Planning Commission for action.
Without objection from the maker, the motion was amended to include subject to referring the sale
of the parcel to the Planning Commission for action. Sundberg seconded. Motion passed 510.
C. Oppidan Project Tax Increment Financing Request
Administrator Joynes explained Council has discussed the possibility of creating a Tax Increment District
in support of Oppidan Investment Company's proposed Shorewood Senior Living project along Highway
7. During its April 7, 2016, Executive Session Council directed staff to meet with representatives from
Oppidan to renegotiate some broad elements of Tax Increment Financing (TIF) for the project and to
provide Council with a recommendation.
The original request for TIF was for about $3 million. At that time Oppidan was going to contribute
$200,000 toward the extension municipal water. That amount was based on the understanding that the
facility would get its water from the City of Excelsior's water system. Excelsior decided not to do that.
Therefore, the only way the facility could be served with municipal water was if Shorewood extended its
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watermain to the site. The estimated cost to extend the Shorewood watermain is about $1 million. The $3
million also included the soil corrections work as well as a few other things.
He noted the numbers he was going to present were general numbers. Limited work has been done to
finalize them.
He explained that after staff renegotiated with Oppidan staff is now recommending $2.2 million in TIF.
Oppidan has agreed to put in another $200,000 (for a total of $400,000) for the extension of the
watermain. Staff believes it would be appropriate for Shorewood to contribute $300,000 for the extension
and pay for it out of its Water Fund because the City would take on about 25 Shorewood residential
hookups that are currently hooked up to the Excelsior water system. There are about 20 plus other houses
on the north side of Highway 7 that are not served by municipal water that could then connect to the
Shorewood system. Once the watermain is extended south of Highway 7 it would allow for at a future
date to further extend water to about 90 other houses that currently do not have access to municipal water.
All of that would be a significant advantage to the City's system. Staff recommends the remaining
$300,000 be paid for with TIF. The TIF for soil corrections continues to be estimated at about $1.6
million.
Staff thought it prudent to include about $300,000 in the TIF Plan for landscape enhancement and traffic
improvements based on concerns Council expressed during its March 28, 2016, meeting. The City can
use TIF to eliminate the ditch that is currently used for stormwater drainage and instead have the
stormwater drained from the area through a pipe. That would free up land to enhance the landscaping
between the site and the residential properties. The City can also use TIF to underground the power lines
along the area. That would improve the look of the project and it would eliminate the height limit for the
proposed trees. At a minimum, TIF could be used to close the slip ramp off of Highway 7 to Chaska
Road. That is an existing issue. The Minnesota Department of Transportation (MnDOT) dislikes that
ramp now. If Council deems it appropriate funding could be included to do something with the
intersection of Highway 41 and Highway 7 (e.g.; traffic calming).
He reiterated that in general the amount of TIF would be about $2.2 million.
Joynes stated staff is asking Council to direct staff to put the TIF Plan together. There is a schedule of
events that must occur over the next two to three months to create the Tax Increment District and identify
the financing. That would be brought before Council two or three times for Council to make decisions. He
noted that staff supports the Oppidan project. It would be a good housing mix for the City to have. It
would likely be the only project for that site that people would invest in. It would provide a buffer for the
residential houses that would be to the south of it.
Councilmember Sundberg stated she thought what is currently being proposed has really been enhanced.
She thought using TIF to increase the landscape barrier between the development and the residential
properties is a good idea. She also thought the City has to address the traffic issues on Chaska Road near
the site. She noted she supports moving forward with preparing the TIF Plan.
Councilmember Woodruff stated what has been proposed would allow for doing things he was interested
in having done. He then stated that for those households that are serviced by the Excelsior water system
the action the City is about to take should not cost those residents any money. Administrator Joynes
confirmed that; they would not have to pay a second hookup charge.
Councilmember Siakel stated when Council discussed the Oppidan project during it March 28, 2016,
meeting she was bothered by a number of things about the project. She explained that she had several
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follow -up conversations with staff since then. She cautioned against assuming that the 25 houses that area
currently served by the Excelsior water system would want to connect to the Shorewood water system. A
couple of residents have told her that they do not want to do that because Excelsior softens its municipal
water. She stated she does not think all of the benefits presented would be realized. Yet, she thought the
benefits of the project outweigh the negatives.
Mayor Zerby stated he has spoken to the Excelsior — Lake Minnetonka Chamber of Commerce about the
project. The Chamber recently approved a motion in favor of the proposed The Waters of Excelsior senior
living project. He asked the Chamber if it would be supportive of the Shorewood Senior Living project as
well and the president indicated she thought it would. The Chamber definitely thought the area can handle
two senior living facilities close to each other.
Zerby asked Director Brown if he thought the Excelsior water system has reached its capacity. Brown
explained that he, Administrator Joynes and Engineer Homby had numerous meetings with
representatives for Excelsior and they continue to convey that the reason they cannot allow the Oppidan
facility to hookup to the Excelsior water system is because of capacity. The previous studies of Excelsior
that he saw indicated that it was coming near capacity based on commercial development that it had
planned for. That was approximately five years ago. He does not think Excelsior is at full capacity now,
but when it reaches full development it would be an issue. Zerby then asked if the size of Excelsior's
watermain pipe is of sufficient capacity to handle water needs. Brown stated based on the number of
customers currently being served the size of the pipe is adequate. But, if the watermain were to be
extended under Highway 7 to serve the Oppidan facility then the watermain would need to be oversized.
Zerby noted he asked the Chamber to try and encourage Excelsior to extend its watermain to the site,
noting he did not think there would be much chance of that extension happening.
Director Brown stated extending Shorewood watermain to the south side of Highway 7 would provide
future opportunities. Staff thought the extension would be very advantageous to the Shorewood municipal
water system.
Sundberg moved, Labadie seconded, directing staff to proceed with the preparation of a Tax
Increment Financing Plan for Council's consideration. Motion passed 510.
A. Administrator and Staff
1. Trail Schedule
Mayor Zerby noted the meeting packet contains a copy of the Trail Schedule.
Engineer Hornby noted that construction for the major work on the Smithtown Road east sidewalk
extension began on April 21. He explained a number of people have called the City to talk about traffic
issues on Smithtown Road associated with the project. Earlier in the day he spoke with one resident about
some things the City could consider. The simplest thing would be to add signs telling people to expect
delays. The contractor is trying to limit delays to no more than 10 minutes. It exceeded 10 minutes a few
times. He directed the WSB and Associates traffic engineer to time the delays.
Councilmember Siakel asked if the problem is people having to wait because of construction vehicles.
Engineer Hornby explained there are times when Smithtown Road is reduced to a one -lane roadway
around the construction zone.
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Mayor Zerby stated the City received a letter earlier in the day from a person who was trying to get to the
school to pick up their child. The delay caused them to miss the pick -up by time.
Engineer Hornby stated the contract is written very similar to the one for the Smithtown Road west
sidewalk project. That project was about two miles long. The east sidewalk extension is about one mile
long; there is likely more traffic along the east segment.
Councilmember Siakel commented the narrower driving surface should slow the traffic down.
Engineer Hornby explained the contractor for the west sidewalk had an automatic system; there was a
push button to let a construction worker know the roadway could be opened for traffic. The current
contractor has two flag handlers, one on each end, that control traffic. At times they have to yell to
communicate with each other and some drivers think they are yelling at them.
The contractor brought in a different backhoe operator who the contractor thought could be more
efficient. Part of the issue on one end of the project is low hanging power lines. From the operator's
standpoint they have to work the backhoe at a much flatter angle. The contractor will not load trucks at
the same time vehicles pass by on another lane. The longest time traffic was delayed was 16 minutes
during the school rush times. He asked field staff to monitor things to help mitigate backups at the
Country Club Road and Country Road 19 intersection. They are out there full time.
Councilmember Siakel asked if there is any communication the school representatives can do. Engineer
Hornby stated someone from the school contacted him but he has not had time to find out what they had
to say. Councilmember Labadie stated the principal for the Minnewashta Elementary School puts out an
electronic newsletter each Friday. Perhaps the principal could include something about the project and
traffic in her newsletter. She then stated that although the expect delays signs would be helpful parents get
nervous if they think they are going to be late to pick up or drop off their children.
Director Brown stated staff spoke with the School's transportation group last week. Councilmember
Labadie clarified that group is for First Student. Brown stated staff will contact the principal.
Councilmember Labadie asked if the City has received any complaints from First Student regarding
buses. Engineer Hornby responded not for the transportation group and stated he thought a call came in
from the School.
Councilmember Woodruff asked if the contractor has been told there is a maximum delay the City would
tolerate. Engineer Homby reiterated the contractor has been asked to limit delays to no more than 10
minutes. Woodruff stated that major construction has just started so drivers may have complained the first
time they encountered the delay. Once they know there are delays they can plan for them.
Engineer Hornby noted there was a similar issue in 2014 when the west sidewalk was constructed.
Mayor Zerby suggested minimizing delays during school pick up and drop off peak times. He expressed
concern that the traffic would increase on other routes to avoid the delays. Engineer Hornby stated he sent
a note to the W SB construction manager and contractor asking them if there is anything that can be done
during school rush hour times.
2. March 2016 Monthly Budget Report
Mayor Zerby noted the meeting packet contains a copy of the March 2016 Monthly Budget Report.
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Other
Engineer Homby stated the City applied for a Partners in Energy grant from Xcel Energy to help fund
setting goals for renewable energy. The City has been notified that it has not been selected for this round
of grants. The rationale for applying was to determine if things should be added to the alternative energy
study the City had done. There would have been a lot of overlap between the partners in Energy Program
and the study. Councilmember Sundberg stated that she is not surprised the City was not selected and it
does not bother her that it was not. She thought that the City has already gotten the information it needs
from the study.
Mayor Zerby stated he had spoken with Engineer Homby about trying to synchronize roadway
maintenance on the Islands in Shorewood with roadway maintenance the City of Minnetrista is
considering. It would be a way to only inconvenience Shorewood residents living in that area with
roadway projects once. Homby stated he had spoken with Minnetrista staff about that and he let the
Mayor of Minnetrista know of Shorewood's interest. He noted that Enchanted Lane and Shady Lane are
not included in the Street Reconstruction capital improvement program (CIP) for 2016 — 2020. He stated
Minnetrista's project is currently in the feasibility report stage and there has been no commitment to move
forward with the project. He noted Minnetrista assesses for road reconstruction projects.
Councilmember Woodruff stated he thought it would be a great opportunity and maybe Shorewood could
realize some reduction in cost because equipment would only have to be mobilized once. He then stated if
Council decided it wanted to reconstruct or reclaim those two Shorewood Roads at the same time as
Minnetrista repairs its road then he thought Shorewood could find the money to do so.
Engineer Homby clarified that Minnetrista originally considered reconstructing the roadway to its
standard. That is not practical out on the Island. It is now considering reclaiming the roadway pavement.
That involves taking up the existing pavement and aggregate below it, grinding it up, and reshaping the
roadway. The plan also includes raising the roadway in areas that are seasonally flooded. That project
would start just outside of the bridge and goes to the Shorewood boundary.
Director DeJong stated the 2015 audit was supposed to start today. Unfortunately, some personal health
issues have put him behind on that. He had asked the auditor to postpone the audit until May and they
have agreed to do that.
Mayor Zerby stated he had spoken to James Wisker, the Planning and Projects Director with the
Minnehaha Creek Watershed District (MCWD), and alerted him that Director Nielsen or Engineer
Hornby would be contacting him soon about the Badger Park playfield project. Nielsen stated he, the
vendor for the artificial turf playfield and maybe Hornby would be involved with that.
B. Mayor and City Council
Councilmember Woodruff stated he attended the Association of Metro Cities meeting on April 21, 2016.
During the meeting officers were elected. Anne Mavity, a City of St. Louis Park Councilmember, was
elected president. She will take office in July. The guest speaker was Hamlin University Professor David
Schultz. He spoke about the 2016 election process.
Councilmember Siakel explained she attended an Excelsior Fire District (EFD) Board budget work
session on April 19. There will be approximately a 0.5 percent decrease (about $4,000) in Shorewood's
funding percentage for 2017. She noted that the Board will have to make a decision about the replacement
of the EFD's Aerial 11 ladder truck. That order has to be placed early in 2017 for a 2018 delivery. She
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
April 25, 2016
Page 12 of 12
thought the Board has basically agreed that Aerial 11 needs to be replaced. What needs to be resolved is
the size and capacity of the truck. She encouraged Councilmembers to share their thoughts about this with
Administrator Joynes.
Mayor Zerby stated he thought Director DeJong has been looking into the financing for the truck. DeJong
stated there have been initial discussions with EFD Chief Gerber about the City of Shorewood being the
lease - purchase financer for the purchase; Shorewood has done that for other EFD equipment purchases.
He thought Shorewood has the capacity to do that. The challenge is to determine what the interest rate
should be. Because interest rates are so low, it may be prudent to go with a variable rate. Councilmember
Siakel noted Chief Gerber had mentioned that to the Board.
Councilmember Siakel stated last year the appreciation event for commissioners, volunteers and staff was
a boat cruise during July. She asked Council if it wants to move forward with that for 2016. Mayor Zerby
stated he heard great things about the event and noted that he was not able to attend it. Councilmember
Woodruff stated he also heard people enjoyed that event and having it during the summer.
There was Council consensus to again have a. boat cruise for the appreciation event this year.
Councilmember Labadie stated she attended the South Lake Minnetonka Police Department (SLMPD)
Coordinating Committee meeting for Mayor Zerby. The meeting was very short. Some budget items were
reviewed. The biggest topic of discussion was the SLMPD wants new badges. People are in the process of
designing new badges. The Steamboat Minnehaha may be on the badge. She told people she thought that
would be a bit too representative of one of the SLMPD member cities. The response was the Steamboat is
an iconic symbol of the South Lake area.
Councilmember Siakel stated the concrete padding outside of the bays in the public safety facility in
Shorewood is cracking. The EFD Board had approved the repair of that during 2016. That is a shared expense
between the EFD and SLMPD. The SLMPD does not have the funding to pay for that repair in 2016. She
expressed concern that the SLMPD does not have funds set aside to pay for repairs to the facility.
Mayor Zerby noted a SLMPD Coordinating Committee had established an Administrative Committee
that meets monthly. He asked Administrator Joynes to bring this concern to that Committee.
Mayor Zerby thanked Councilmember Siakel for filling in for him during the April 11 Council meeting and to
Councilmember Labadie for filling in for him during the recent SLMPD Coordinating Committee meeting.
Woodruff moved, Labadie seconded, Adjourning the City Council Regular Meeting of April 25,
2016, at 8:10 P.M. Motion passed 510.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
Scot�..Z ° V, Mayor
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Jean'Panchyshyn, City derk