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05-31-16 CC Reg Mtg MinCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, MAY 31, 2016 • •.� COUNCIL CHAMBERS t PAI. Mayor Zerby called the meeting to order at 7:07 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Sundberg, and Woodruff, Associate Attorney Murphy; City Administrator Joynes; Administrative Asst Grout; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and, City Engineer Homby Absent: Councilmembers Labadie and Siakel B. Review Agenda Sundberg moved, Woodruff seconded, approving the agenda as presented. Motion passed presented. i i, IMETFAM A. City Council Regular Meeting Minutes of May 9, 2016 Sundberg moved, Zerby seconded, Approving the City Council Regular Meeting Minutes of May 9, 2016, as amended in Item I1.11, Page 9, Paragraph 2, Sentence 2, change "... about three months" to "... about three years ". Motion passed 2/0/1 with Woodruff abstaining due to his absence at the meeting. A. City Council Executive Session Minutes of May 9, 2016 . Sundberg moved, Zerby seconded, Approving the City Council Executive Session Minutes of May 9, 2016, as presented. Motion passed 2/0/1 with Woodruff abstaining due to his absence at the meeting. 3. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Woodruff moved, Sundberg seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolution Therein. A. Approval of the Verified Claims List B. Establishing the 2017 Budget Schedule (This item was moved to Item 10.E under General/New Business.) CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 31, 2016 Page 2 of 13 C. Approve Agreement between the South Lake Minnetonka Police Department and the City of Excelsior for Summer Dock and Park Patrol Services D. Adopt -A- Garden Volunteer Stipend E. Adopting RESOLUTION NO. 16 -039, "A Resolution Accepting Final Improvements and Authorizing Final Payment for the Rehabilitation of a 500,000 Gallon Single Pedestal Tank Project, City Project 15 -01." F. Award Quotes for East Water Tower Cleaning G. Authorize Summer Seasonal Appointment H. Extension of Setback Variance Approval for 20920 Forest Drive Councilmember Sundberg thanked the adopt -a- garden volunteers for the incredible job they do. She sated the increased stipend does not come close to compensating them for what they do. Mayor Zerby expressed his appreciation for what the gardeners do and noted that he asked that they be invited to the appreciation event this summer. Sundberg asked if the City has used KLM Engineering before. Director Brown stated the City has used KLM as its design engineer for tank maintenance (its specialty). KLM has recently branched out into doing interior and exterior cleaning of towers. Sundberg asked Brown if he had confidence that KLM would do a quality job washing the exterior of the East Water Tower. Brown responded yes. Councilmember Woodruff asked that Item 3.13 be removed from the consent agenda because he wanted to discuss the schedule for budget events. Motion passed 3/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 6'��.7 of all 1114 r.110 13 9 .4 00 i ON A. Update on Lake Minnetonka Communications Commission (LMCC) Activities by Shorewood Representative RJ Lavallee Mayor Zerby noted that RJ Lavallee, the City's representative to the Lake Minnetonka Communications Commission (LMCC), was present to provide an update on LMCC activities. Mr. Lavallee explained that at the first LMCC Committee meeting a resolution was adopted which removed the fact that Mediacom was out of compliance with the contract. It had been out of compliance because during the move toward digital broadcasting the public access channels had been lost in certain configurations. It took Mediacom about 2.5 months to resolve that. During that meeting a budget CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 31, 2016 Page 3 of 13 committee was formed and he volunteered to be part of that committee. During the first budget committee meeting he attended which was about three weeks ago he realized how thin the LMCC's budget is. The LMCC staff is doing quality work with a very limited budget. The most troubling aspect of that is the long -term sustainability of the LMCC with the current financial structure. The LMCC gets its funding from fees Mediacom cable television subscribers pay. Even though there is a lot of build out occurring in the LMCC community subscribers are dropping their subscription with Mediacom cable television at a rate of about 3 percent annually. That may accelerate in the coming years. He encouraged Council and staff to think about the viability and sustainability of the LMCC and the importance of the services the LMCC provides. He suggested people ensure that Mediacom adheres to its commitment to the buildout of its infrastructure. Mr. Lavallee informally tendered his resignation. He and his family are moving to the State of Connecticut in August. He stated he found that out three weeks after he attended his first LMCC meeting. He thanked the City for the opportunity. He noted that he will continue to attend meetings until he moves. Councilmember Woodruff explained that at least twice the LMCC hired an external auditor to determine if Mediacom was paying the LMCC as much as it what supposed to from cable subscribers' fees. Both times it was determined that Mediacom had significantly under paid the LMCC. He asked if there has been any discussion about doing an audit again. Mr. Lavallee stated he was not aware of any discussion and noted that he would bring that up during the next meeting. Mayor Zerby expressed his appreciation for Mr. Lavallee's service to the City and he wished him well on his new adventure. B. Request for Fourth of July Event Funding, Laura Hotvet, Chamber Director Administrator Joynes explained that each year the Excelsior -Lake Minnetonka Chamber of Commerce asks cities around Lake Minnetonka to make a financial contribution to the Fourth of July fireworks display. The City budgeted $7,500 for that in 2016. The amount is the same as what the City contributed in 2015. He noted that Chamber Executive Director Hotvet was present to make a presentation and to answer any questions Council may have. Director Hotvet showed a video recording made of people attending the 2015 Fourth of July event. Director Hotvet noted that Shorewood is one of the most generous donors to the Fourth of July event. She thanked the City for that. She explained the costs for public safety services are increasing this year and next year. The most important element of the event is to ensure public safety. The Excelsior Fire District (EFD) and the South Lake Minnetonka Police Department (SLMPD) are incurring higher costs to provide the services. The cost for EFD services went from zero in 2014 to $1,750 in 2015. The $1,750 will be doubled for 2016 to an amount of at least $3,500. The EFD was kind enough to increase its fees incrementally over a number of years. She informed the EFD Board last December that she would go before the EFD member cities to tell them that because of the increase in public safety services costs a greater effort has to be made to try and raise additional funds to cover those increasing costs. Efforts have been made to cut costs in other areas for the event. For example, the event used to include musical entertainment for a cost. For this year's event organizers are opening up the band shelter stage to local bands for no cost to the Chamber. It also has started a kickstarter fund raising effort. She asked that the City put a link to that on its website and /or in its newsletter. She noted that because July 4 falls on a Monday this year attendance at the Fourth of July event may be higher. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 31, 2016 Page 4 of 13 Councilmember Sundberg asked what the other EFD member cities have agreed to donate. Director Hotvet stated this is the first council she has come before. She will go before the Tonka Bay Council next and the Excelsior Council after that. The Greenwood Council has committed an amount. All five member cities participate. Sundberg then asked if Shorewood is the largest donor of the five member cities. Sundberg stated she thought people do a fabulous job putting the event on. Director Hotvet noted the entire event is run by volunteers. She also noted that Mayor Zerby was the bingo caller for the Bingo, Beer and Burgers fireworks fund raising event put on by the Rotary Club. She then noted the event has been going on since 1888 in the Excelsior Commons in some form. It is an important community event. She went on to note that she spends 366 days a year raising funds for the event. Councilmember Woodruff stated he participated in an EFD Board discussion about the need to charge for providing public safety services at the event because the cost was significant. The costs the EFD had been incurring had basically been paid for by the five EFD member cities. He thought if Shorewood were to increase its contribution for public safety it would from his perspective be like "taking money out of one pocket and putting in another ". Mayor Zerby stated the SLMPD Coordinating Committee did discuss and approve adding funding to the SLMPD budget for the Fourth of July event for public safety services. But, when it came to approve making the donation the next year some of the SLMPD member cities would not approve it. He had tried to make the cost of providing those services part of the operating budget because it is a community event. The other member cities wanted to have say in paying for those services. Zerby noted that Minnetonka Community Education (MCE) has taken over coordination of the races on July 4. He asked if it pays a fee for the races. Director Hotvet stated MCE donates the net proceeds of the fees it collects for the races to the Chamber and the Chamber covers the entire cost for public safety services during the races. Zerby asked if the race fees are increasing commensurate with the increase in public safety costs for the races. Hotvet stated she thought a little. Zerby stated Excelsior representatives think Excelsior also contributes in non - financial ways, such as parking, that it does not earn revenue from. He noted the Chamber rents the commons for the event and he assumes that fee has increased over the years. Director Hotvet noted that rental fee went up 50 percent for 2016. Zerby noted that he supports having the event and that he has volunteered at the event many times. He has also served on the Chamber. He considers downtown Excelsior as Shorewood's downtown. He explained that when he served on the Chamber he helped with fund raising for the event. He found that frustrating because people thought the Fourth of July event was Excelsior's event. He noted the event is paid for through donations and it is put on by the Chamber. He also noted that he supports a $7,500 donation which is just over $1 per Shorewood resident. Councilmember Sundberg noted she supports making a $7,500 donation toward the fireworks. She stated that next year she would like to be told what the cities in the area donated in 2016. Director Hotvet stated she would like all of the cities to increase their donations a little. She asked Council to increase its donation by 25 percent. Woodruff moved, Sundberg seconded, approving a donation of $7,500 to the fake Minnetonka Fourth of July event. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 31, 2016 Page 5 of 13 Mayor Zerby stated he has an idea of how to increase the donation amounts for the member cities. Maybe there would be a way for Shorewood to increase its donation for 2017 if the other cities also increase their donations. Motion passed 3/0. 7. PARKS A. Report by Ed Rock on the May 10, 2016, and May 23, 2016, Park Commission Meetings Commissioner Rock reported on matters considered and actions taken during the May 10, 2016, and May 23, 2016, Park Commission meetings (as detailed in the minutes of those meetings). Councilmember Woodruff asked if the Park Commission has received any public feedback about Commission's recommendation to decommission the equipment in the Skate Park. Commissioner Rock responded no and noted that other Commissioners have seen very little use of the Park outside of the gardening activities the occur there. Chair Mangold stated the Commission was waiting for approval from Council before notifying the community about that and noted that the Commission has discussed it a number of times over the last two years. In response to a question from Mayor Zerby, Chair Mangold stated the Commission has discussed the need to publish an announcement and he assumes that would be placed in the newsletter after Council approves the decommissioning. The Commission does not want to put any more money into the Park. He noted someone in Chaska may want to purchase some of the equipment in the Park. Mayor Zerby explained that long ago when he was a brand new member of Council he and former Mayor Woody Love went to other cities to ask them to help fund the Skate Park. That is why it is named the South Shore Skate Park. It was a joint project of the five South Lake cities. He asked people to let the other cities know what the Commission is recommending. That was at a time when the cities were more willing to work together cooperatively. He noted the project was low cost. B. Decommission Skate Park Director Nielsen explained the Park Commission has discussed decommissioning the equipment in the Skate Park for the last two years as well as different ideas for the use of the Park. There was an informal survey of residents about their thoughts of making the Park a dog park. The reaction to that idea was lukewarm at best. The equipment in the Park is in need of repair and the Commission is worried about the safety of it. The cost to do that is about $75,000. The Commission believes that money could be better spent. He noted that is difficult to monitor the use of the Park; the understanding of the use of it is somewhat anecdotal. He also noted someone in Chaska may want to purchase the equipment in the Park. Mayor Zerby explained that when the Park was constructed the City acquired the wayside rest area. He recollects that the Minnesota Department of Transportation (MnDOT) was asked to pave the area. Because it is the City's land he assumes the City has the authority to remove the asphalt surface. Director Nielsen explained the Commission has discussed possibly using the asphalt area for a dedicated pickle ball court. There are pickle ball opportunities in Manor Park and in Badger Park but they are not dedicated areas. Zerby explained that pickle ball is currently played on the tennis courts and to resurface them is quite costly. He asked if people would want to play pickle ball on a deteriorating roadway surface. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 31, 2016 Page 6 of 13 Nielsen stated there may be a need to resurface it or a sport court surface could be used there. Zerby stated he thought there was a little pitch on that old roadway; it is not flat like a tennis court. Zerby noted there will be ongoing costs if it is converted to another use. Councilmember Sundberg noted she supports decommissioning the equipment because the Skate Park is not used very much. She stated she thought there are many options for the use of the area. Councilmember Woodruff asked if Chaska has a timeframe for when it wants to acquire the equipment. Director Nielsen stated staff has not asked about that; it wanted to wait until Council approved the decommissioning. He noted that he supports decommissioning the equipment and suggested waiting until August to do so. That would allow for time to inform residents and work with Chaska. He stated that if a number of residents came to a Council meeting to express concern about decommissioning the equipment Council may want to reconsider its decision; he does not think that would happen. Nielsen noted the Commission had discussed the need to notify residents. Councilmember Sundberg expressed concern about delaying the decommissioning of the equipment if people believe the reason for doing so is because the skate board ramps are deteriorating. Councilmember Woodruff asked if the equipment is unsafe or is it becoming unsafe. Director Brown responded it is becoming unsafe. He recommended decommissioning the equipment in mid -July. Mayor Zerby clarified that he is not opposed to the Park Commission's recommendation. He stated he wants to have a better understanding of proposed future uses and the ongoing costs of those uses. He does not think the equipment is used anywhere near as much as it used to be used; the use of skate boards has changed over time. He noted he supports decommissioning the equipment. Councilmember Sundberg stated if no one wants to buy the equipment she asked what it would cost to dispose of it. Director Brown explained staff's time. Woodruff moved, Sundberg seconded, directing Direct Public Works to remove the existing equipment and authorize staff to dispose of it. Motion passed 3/0. C. Badger Park Hockey Rink - Removal Director Nielsen explained that for the new artificial turf playfield in Badger Park FieldTurf, the vendor selected to construct the playfield, proposes to subcut the existing field about two feet and replace it with sand, rock and the artificial turf surface. FieldTurf's proposal includes hauling the excavated fill (more than 4,000 cubic yards) away. WSB & Associates has prepared a grading plan for the site. The plan indicates that about 80 percent of that fill could be used on site provided the hockey rink is removed. The remaining fill would be taken off site and there is a drainage project to be done near the Public Works facility that would use some of it. Using the fill on site would reduce the cost of the excavation work. Nielsen noted that staff is asking Council to direct Public Works to remove the hockey boards. He also noted the warming house does not have to be removed to proceed with the grading plan for the playfield. Mayor Zerby clarified that it is his understanding that the grading plan has not been approved yet. Director Nielsen stated the Park Commission has recommended approval of the grading plan. Zerby asked if the plan needs Council approval. Nielsen responded no. Zerby explained that he had spoken with Minnehaha Creek Watershed District (MCWD) representatives earlier in the day and was told that based on what they had seen it would trigger the erosion control permit CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 31, 2016 Page 7 of 13 process. The MCWD has not received the permit application yet. Director Nielsen explained the permit application would be submitted this week. Tomorrow a purchase order would be sent to FieldTurf which in turn generates a contract back to the City. Once FieldTurf receives the purchase order it will begin work on the carpet for the playfield. The final grading plan will be submitted to the MCWD for the permit. Engineer Hornby explained an erosion control plan, a Storm Water Pollution Prevention Program (SWPPP) document and a specification will have to be submitted to the MCWD. The earliest that would be submitted would be the end of this week and more likely the beginning of the next week. Hornby noted that once the permit application is submitted the MCWD has a 14 -day public notice period; he does not agree with the MCWD's assessment. A hydrologic model will have to be prepared to show the City is going to reduce the runoff rate. Zerby explained that according to the MCWD's website information in order to meet its runoff rule the site needs to be designed with a minimum of six inches of sand above the drain the that could hold at least two inches of runoff. Zerby stated that because the MCWD has determined a 14 -day public notice period is required that means the earliest the work on the playfield can be started is the third week of June. Usually the MCWD does not approve a permit application the first time it is received; it usually requests modifications. Hornby stated in all reality the City would not receive the permit until the end of June. Engineer Hornby explained that he does agree with the MCWD about the stormwater rule applying to this project. There will be 24 inches of sand put down with 18 inches of it being above the drain tile. That is more for stability and reduction of subsidence or uneven settling of material. Mayor Zerby asked if there is drain the in there. Hornby responded yes. Councilmember Woodruff asked if removing the hockey rink boards means there will be no hockey at Badger Park this coming winter. Director Nielsen confirmed that. Woodruff stated it was his understanding that the Park Commission has been discussing having a free ice skating area in Freeman Park. Nielsen stated that conversation started with moving hockey over to Freeman Park. That has not been worked out as of yet. Woodruff commented that the Badger Park plan has always assumed the removal of the hockey rink. Mayor Zerby asked if there is a need for a warming house after the hockey rink is removed. Director Nielsen stated sometimes that building is used during the summer months for some of the activities held in Badger Park. Woodruff moved, Sundberg seconded, directing Direct Public Works to dismantle the hockey rink in advance of field grading in Badger Park. Mayor Zerby stated if there is a need to have a contractor remove the hockey rink boards he asked if that would come back before Council for approval. Director Nielsen stated staff would let Council know. Motion passed 3/0. 8. PLANNING 0 r, f A. Professional Services Proposal for Galpin Lake Road Trail Grant Engineer Hornby explained the Metropolitan (Met) Council is soliciting applications for regional transportation improvements that include pedestrian facilities. The proposed Galpin Lake Road trail segment would best fit under the pedestrian facilities subcategory. Potential projects are scored on seven CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 31, 2016 Page g of 13 different categories. The category that would provide the best opportunity to secure some funding would be risk assessment. Under that subcategory the City could be eligible for up to $1 million in grant funds. Generally on federal grant funds the match is a minimum of 20 percent. The City would have to commit to that as part of the grant application process. The project had been bid out in 2014 and the lowest bid was about $1.3 million. For projects to be cost effective for this type of grant a project should have at least a $450,000 construction value. This trail project would satisfy. He noted that he has spoken with the City of Chanhassen. Although Chanhassen is not interested in being part of a federal grant process it is interested in being part of the project. An agreement would have to be worked out with Chanhassen. He then noted the meeting packet contains a copy of a proposal from WSB & Associates for providing professional engineering and planning services to prepare a Regional Solicitation funding application for the construction of the trail for an amount of $8,500. It is a technical proposal and therefore it would not be appropriate for City staff to try and do that. Staff recommends Council accept the proposal if it wants to move forward with the trail project. Councilmember Woodruff stated he thought the construction of this trail segment is important to do and he is optimistic about the City's chance to receive funding. He had been surprised when the construction bid came in so high. He noted that he would like to see the project get done. He stated making an investment of $8,500 to prepare the application is worthwhile. He noted that he thought the City could come up with the 20 percent in matching funds. He recommended the City move forward with the grant application. Mayor Zerby stated he thought the Galpin Lake Road trail segment is a very important component of the City's Trail Implementation Plan. He expressed optimism about the City's chance of securing grant funding. It is a very busy roadway. He stated people cross Highway 7 unprotected in that area; that is frightening. Councilmember Sundberg stated the proposal indicates the application preparation process would begin in May yet it is the end of May. She asked if WSB would be able to prepare the application in two months. Engineer Hornby stated he had spoken with WSB's transportation planner who indicated that would not be a problem. Woodruff moved, Zerby seconded, accepting the professional services proposal from WSB & Associates to prepare a 2016 Regional Solicitation Grant Application and Supporting Documentation for Galpin Lake Road Trail Improvements for an amount not to exceed $8,500. Motion passed 3/0. B. Professional Services Proposal for Tree Inventory and Management Plan from S&S Tree and Horticultural Specialists, Inc. Engineer Hornby stated the meeting packet included a copy of a professional services agreement from S &S Tree and Horticultural Specialists, Inc. to complete the tree inventory on public property and to prepare a tree management plan. The City solicited that proposal. He explained Council approved a general services contract with S &S during its March 14, 2016, meeting to make it the City's urban forestry consultant. He explained that about 80 percent of the tree inventory has been completed by City staff. The tree management plan is for public land and private land. That would help the City develop policy to deal with urban forest issues. The cost to complete the tree inventory is $3,200. The cost to prepare the tree management plan is $13,715. The total cost of the proposal is $16,915. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 31, 2016 Page 9 of 13 Hornby noted Ms. Gail Nozal with S &S was present to answer any questions Council may have about the proposal. Mayor Zerby noted that during the February 8, 2016, Council and staff retreat there was discussion about the 2016 Operating Budget including $40,000 for urban forestry services. He stated he views the current proposal as a statement of scope of work. He explained Council and staff had discussed the possibility of residents using services S &S provides either through the City or directly. He asked if creating that policy would be part of the deliverable. Engineer Hornby stated it would be a byproduct of it. Councilmember Woodruff stated he thought the costs and the statement of work proposed were reasonable. But, there was no schedule for when the work would be completed included in the proposal. He asked that the tree management plan be completed to the extent needed to estimate costs for services during 2017 by the time Council and staff begin to discuss the 2017 General Fund Budget. Engineer Hornby stated staff would work with S &S to establish a budget line item. Ms. Nozal stated the completing the tree inventory should take about five business days. The preparation of the tree management plan should take approximately 30 — 45 days depending on what components of other communities plans could be used and refined. Sundberg moved, Woodruff seconded, accepting the professional services proposal from S &S 'Tree and horticultural Specialists, Inc., to complete the tree inventory on public properties and to prepare a tree management plan for an estimated amount of $16,915. Motion passed 3/0. 10. GENERAL /NEW BUSINESS A. Accepting Credit Card Payments for Permits Director DeJong explained that during the February 8, 2016, Council and staff retreat there was discussion about using the existing RevTrak system to accept credit card payments for minor building permit fees, fixed fees and license fees for an amount up to $300. If the City were to accept credit payments for higher permit fees it would result in a noticeable loss of revenue. In 2015 those permits over $300 totaled $210,460; the average permit fee was about $2,000. DeJong stated staff is asking Council to authorize the expansion of credit cards payments for minor building permit fees, fixed fees and license fees for an amount up to $300. Councilmember Woodruff stated he thought limiting the amount of the credit card transactions is a fiscally responsible thing to do. He stated if the City would have to refund a transaction he thought the City absorbs the cost of the credit card fee, noting he thought the total amount would be well under $100 annually. Director DeJong confirmed that. Woodruff moved, Sundberg seconded, authorizing the use of the existing Rev'Trak system for credit card payments for minor permit and license fees up to a $ 300 maximum. Motion passed 3/0. B. Goose Management — Christmas Lake Director Nielsen explained the Christmas Lake Homeowners Association (CLHA) has been working with the Minnesota Department of Natural Resources (DNR) over the last 10 years about a goose management CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 31, 2016 Page 10 of 13 (removal) program on Christmas Lake. The CLHA believes the program has been relatively effective in keeping the goose population down on the Lake. The DNR recently changed its policy and it now requires that those types of management programs be approved by the local unit of government. Staff recommends Council approve the program. He noted the CLHA pays for the program entirely. Woodruff moved, Sundberg seconded, directing staff to inform the Minnesota Department of Natural Resources that the City approves the Christmas Lake Homeowner's Association goose management plan for Christmas Lake. Motion passed 3/0. C. Revised Tax Increment Financing Schedule and Call for Hearing Administrator Joynes explained that over the past several months Council and staff have been discussing establishing a Tax Increment Financing (TIF) District for Oppidan Investment Company's Proposed senior housing project. Doing that is somewhat of a complicated process that requires a series of notifications and approvals by the City Council and the Shorewood Economic Development Authority (EDA). The meeting packet includes a schedule of events prepared by Springsted which complies with State statutes requirements for establishing a TIF District. He noted that this evening he is asking Council to adopt the resolution found at the dais this evening calling for a public hearing that essentially establishes a public hearing date of July 14, 2016, to approve a number of items that are required under the schedule of events. He explained that over the approximate next 1.5 months staff will work with Oppidan to develop a final recommendation of a TIF plan. They will discuss what the appropriate amount of Oppidan's request for TIF should be per State statutes. On June 13 Council will discuss the draft TIF Plan and decide if it wants to submit the Plan to Hennepin County and the Minnetonka School District. He noted that Director Nielsen will bring forward the Planning Commission's recommendations regarding land use. Joynes reiterated that this evening Council is being asked to establish a public hearing for July 14, 2016. Mayor Zerby stated he assumes the notification process is also via publication in the City's official newspaper. Administrator Joynes confirmed that and stated the schedule of events relates to the legal side of the process. Per State statues there are a number of deadlines that must be adhered to. Woodruff moved, Zerby seconded, Adopting RESOLUTION NO. 16 -040, "A Resolution Calling For a Public Hearing on July 14, 2016, on the Proposed Adoption of a Redevelopment Plan for a Redevelopment Project Area, the Proposed Establishment of a Tax Increment Financing District and the Proposed Adoption of a Tax Increment Financing Plan Relating Thereto Oppidan Investment Company's Proposed Senior Housing Project ". Councilmember Woodruff noted the Resolution does not mention Oppidan Investment Company and he thought it should. He suggested adding "( Oppidan Proposed Senior Housing Project)" under the title of the Resolution. Without objection by the maker or seconded, the motion was amended to add "( Oppidan Proposed Senior Housing Project)" under the title of the Resolution. Motion passed 3/0. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 31, 2016 Page 11 of 13 D. Update on City Administrator Search Administrator Joynes stated the City opened the application process for the city administrator search and to date it has received 13 applications. He noted the application submission process closes on June 10, 2016. After the submission process closes staff will begin doing the initial vetting. Mayor Zerby stated he thought the City has received a reasonable number of applications. Administrator Joynes stated the number is good but he was not necessarily pleased with the qualifications of the applicants. He thought that over the next 10 days the City would receive applications from individuals he thought would apply for the job. E. Establishing the 2017 Budget Schedule This item was removed from the consent agenda at Councilmember Woodruffs request. Councilmember Woodruff explained the proposed 2017 General Fund Budget and 2017 — 2026 Capital Improvement Program (CIP) schedule reflects that discussion about the 2017 General Fund Budget begins on July 11 and on September 12 Council will be asked to approve the preliminary 2017 Budget and set the maximum tax levy and authorize that the tax levy be certified with Hennepin County. The proposed schedule reflects the 2017 — 2026 CIP will first be discussed on October 10. He noted that he thought that is too late. He stated he wants Council to know if there are any extraordinary capital items that need to be allocated for in the 2017 General Fund Budget before the - maximum 2017 . tax levy is certified with the County. He expressed concern that if Council waits until after the certification to first discuss the 2017 CIP there may not be an opportunity to including funding for some capital items in the General Fund Budget and noted he had expressed the same concern in previous years. He stated if staff can find a way to identify capital projects prior to certifying the levy without changing the schedule then he is fine with the schedule. Otherwise, he would like the schedule to be changed. Administrator Joynes noted it would be staff s intent to do that. Woodruff moved, Zerby seconded, Adopting RESOLUTION NO. 16 -038, "A Resolution Establishing the 2017 Budget Schedule" subject to staff ensuring that any capital items impacting the 2017 General Fund Budget being identified before Council approves the preliminary 2017 General Fund Budget and sets the 2017 maximum tax levy. Motion passed 3/0. 11. STAFF AND COUNCIL. REPORTS A. Administrator and Staff 1. Trail Schedule Mayor Zerby noted the meeting packet contains a copy of the Trail Schedule. Engineer Homby explained that the contractor is making a lot of progress on the Smithtown Road east sidewalk extension project. There is one segment of the storm sewer left to construct and that should be completed by the end of the week providing the weather cooperates. Staff has been dealing with a utility issue for quite some time and that has potential to delay the contractor. He anticipates the City will receive a claim for delay by contractor; the compensation for delay is time not money. It is very likely the contractor will ask for additional time based on the timing of the relocations of some power poles. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 31, 2016 Page 12 of 13 Mayor Zerby noted that he saw an Xcel Energy truck located next to a power pole along Smithtown Road and it has been there for a few days. Engineer Hornby explained that truck holds the pole while the storm sewer is constructed past the pole. The truck is then moved next to the next power pole and storm. sewer construction advances. Engineer Hornby noted that Xcel Energy has indicated that it would have people on site to start the relocation of the power poles the week of June 13. Xcel is trying to coordinate that with companies with other utilities on some of the power poles that have to be relocated. Director Brown stated often times the holdup is not Xcel; it is the other utility service providers with equipment on the poles. Mayor Zerby asked if the utilities along Eureka Road have been dealt with. Engineer Hornby responded the crossing is in and the utilities have been relocated. Zerby stated he has received complaints from residents about the surface of Eureka Road near there. Engineer Hornby stated the contractor will be asked to touch up the roadway surface. 2. Monthly Budget Deport Mayor Zerby noted the meeting packet contains a copy of the April 2016 Monthly Budget Report. 3. Wellhead Protection Implementation Grant Director Brown explained the City received a $9,000 grant from the Minnesota Department of Natural Resources to assist the City with the identification of wells that should be abandoned as part of the City's implementation of the Wellhead Protection Plan Part 2. Other Director Brown stated the May 21, 2016, spring clean -up event went very well. There was great resident participation. He thought more materials were collected at Public Works than in the past. He noted the financial recap of costs and revenues will provided to Council for its next meeting. Mayor Zerby stated he did not bring any materials to the Public Works site but he did take advantage of the shredding event in the City Hall parking lot. He thought the shredding event was well organized and well run. He noted he saw cars lined up at Public Works most of the day. Councilmember Sundberg stated she brought a car full of stuff to Public Works. Getting rid of the stuff was very easy; it was well done. Director Brown recognized that the Communications Coordinator Moore and her husband do a lot of behind the scenes work for the shredding event. Mr. Moore has helped with the shredding event for the few years it has been held. He noted that more than 10,000 pounds of paper were brought for shredding. Mayor Zerby stated the City -owned lot off of Smithtown Road is getting a little unkempt; the grass is getting a little long. Engineer Hornby explained some new project pages have been put on the City's Facebook page and on its website. That is something new this year. They will allow residents to keep abreast of engineering projects. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES May 31, 2016 Page 13 of 13 Hornby explained Country Club Road will be closed starting June 7. A portion of the Metropolitan Council Environments Services (MCES) sewer line has to be realigned because of the Minnetonka Country Club (MCC) development project. That closure should take 5 — 7 days. After that a portion of Yellowstone Trail will have to be closed to do a similar amount of work and to reconstruct a sewer line under that roadway that will connect into the MCES sewer line. The developer has submitted a proposal for a detour map that staff will have to approve. Director DeJong stated the audit field work has been completed. He has a punch list of items that needs to be wrapped up with the auditor; that will be done this week. He then stated the Office of the State Auditor has notified the City that it needs to update its performance measures program submission. He will have that come before Council in June. Mayor Zerby stated that one of Director Nielsen's favorite local musicians, Shalo Lee, will perform at the Music in the Park event in Badger Park on June 10, 6:00 — 8:00 P.M. Nielsen commented that it was worth people's time to be there. Zerby stated she also performs at the Narrows Saloon in Navarre /Orono. B. Mayor and City Council Mayor Zerby explained he attended a South Lake Minnetonka Police Department (SLMPD) Coordinating Committee meeting the previous week. The discussion was mostly about the funding formula in the joint powers agreement (JPA). Each of the Committee members had a different idea. Tonka Bay Mayor De La Vega stated he thought the formula should be based on per capita meaning the same amount would be paid for each resident throughout the SLMPD service area. Greenwood Mayor Kind suggested removing the arbitration component of the formula; that would result in a considerable increase for Shorewood. He brought a proposal forward to go with a weighted voting system; it was supported by Excelsior Mayor Gaylord. With a weighted voting system there would be five votes for four cities and Shorewood would retain two of the five votes. That would mean that it would take Shorewood and one other SLMPD member city to approve the budget and other matters. It would be a simple majority vote for all things other than amendments to the JPA. The amendments would require approval by all four cities. He reinforced to the Committee that his request was being proposed because of changing dynamics and Shorewood wanted to have a little more weight in decision making because Shorewood pays for a very significant portion of the funding. That may help facilitate a formula change in the future. He thought the other Mayors were willing to solicit feedback about weighted voting from their respective councils. He viewed the discussion as progress being made. 12. ADJOURN Sundberg moved, Woodruff seconded, Adjourning the City Council Regular Meeting of May 31, 2016, at 8:30 P.M. Motion passed 3/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: Sco er y, Mayor Jei4n Panchyshyn, City lerk