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04-10-17 CC Reg Mtg MinutesCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, APRIL 10, 2017 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Acting Mayor Siakel called the meeting to order at 7:05 P.M. A. Roll Call Present. Acting Mayor Siakel; Councilmembers Johnson, Labadie, and Sundberg; Attorney Keane; City Administrator Lerud; City Clerk Thone; Planning Director Nielsen; Director of Public Works Brown; and, City Engineer Hornby Absent: Mayor Zerby. B. Review Agenda Labadie moved, Johnson seconded, approving the agenda as presented. Motion passed 4/0. 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes of March 27, 2017 Labadie moved, Sundberg seconded, Approving the City Council Regular Meeting Minutes of March 27, 2017, as presented. Motion passed 4/0. 3. CONSENT AGENDA Acting Mayor Siakel reviewed the items on the Consent Agenda. A. Approval of the Verified Claims List B. Approve Cost Sharing Agreement with the Minnehaha Creek Watershed District for Aquatic Invasive Species Inspections C. Call for Special Council Meeting on April 24 at 6:00 P.M. for a Joint Meeting with the Park Commission D. Adopting RESOLUTION NO. 17 -030, "A Resolution Approving Contract with the Minnesota Department of Transportation (MnDOT) for Signal Work at MN Trunk Highway 7 and Vine Hill Road." Councilmember Johnson asked Engineer Hornby to comment on Item 3.D. Engineer Hornby explained the signal replacement project at the Trunk Highway 7 and Vine Hill Road intersection that the Minnesota Department of Transportation (MnDOT) plans on doing will also include widening the pavement between Highway 7 and Broms Boulevard /Delton Avenue to accommodate an CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 10, 2017 Page 2 of 7 additional northbound lane. MnDOT has been planning the project for about two years. He does not think that holding up this project would have any impact on the proposed project for a coffee shop with drive - thru service and outdoor seating for the properties located at 19245 and 19285 State Highway 7 that the Planning Commission has held a public hearing on. Councilmember Johnson asked if the widening and the additional lane would improve traffic exiting. Hornby explained the City had asked MnDOT to add a lane. After MnDOT assessed the site during the morning and afternoon when school was in session it agreed to add the lane. There is a lot of drop -off traffic at the High School and the extra lane would help drivers get back out to go eastbound on Highway 7. Councilmember Labadie stated the meeting packet materials for Item 3.13 states Hennepin County has agreed to contribute $10,000 in grant funding to help cover the cost of proving aquatic invasive species (AIS) inspections at the Christmas Lake boat landing. The remaining cost of $75,680 is to be shared equally between the City and the Minnehaha Creek Watershed District (MCWD). In previous years the City was reimbursed for its share of the cost by the Christmas Lake Homeowners Association (CLHA). She asked what the reimbursement agreement is for 2017. Director Nielsen stated it is the same as it has been in the past. The CLHA has again agreed to pay for one half of the cost not covered by the grant. He commented the City does put some staff time into this effort. Johnson moved, Lahadie seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolution Therein. Motion passed 4/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC HEARING A. Vacate Drainage and Utility Easements Applicant: Stephen Berchild Location: 20465 Radisson Road Acting Mayor Siakel opened the Public Hearing at 7:1.2 P.M. Director Nielsen noted that Item 5.A and Item 8.A go hand in hand. This involves a lot line rearrangement between two property owners. It also includes the vacation of existing drainage and utility easements which would be replaced with new easements along the new lot line. He explained Steven and Sharon Berchild own the property located at 20435 Radisson Road and Paula Callies and David Downs own the adjoining property located at 20465 Radisson Road. The Berchilds are going to buy a triangle of land from Ms. Callies and Mr. Downs. The Berchilds wants to build an addition onto their home. The addition would extend into the side yard setback if they do not acquire some additional property. This Hearing is to vacate existing drainage and utility easements and replace them with drainage and utility easements along the new lot lines. He noted the Planning Commission reviewed this and recommended approval of the lot line rearrangement and the drainage and utility easement vacations subject to them being replaced with new ones. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 10, 2017 Page 3 of 7 Seeing no one present to commend on this case, Acting Mayor Siakel opened and closed the Public Testimony portion of the Public Hearing at 7:16 P.M. Acting Mayor Siakel closed the Public Hearing at 7:16 P.M. 6. REPORTS AND PRESENTATIONS 7. PARKS A. Girl Scout Troop 16283 Little Free Library Proposal Acting Mayor Siakel introduced Junior Girl Scout Troop 16283. The Scouts were present to present their proposal for a Little Free Library. The Scouts introduced themselves. They names were: Monica Lauer (Shorewood), Devyn Campbell (Excelsior), Annika Sanchagrin (Shorewood), Sophia Rotunno (Shorewood), Baela Buttita (Chanhassen), and Amelia Fernandez (Shorewood). All the Scouts are fifth graders who attend Minnewashta Elementary School. Each of the Scouts gave a portion of the presentation. The highlights are as follows. • They are members of Junior Girl Scout 16283 under River Valley Girl Scout and their leaders are Kristine and Sara. • They are trying to earn their Bronze Award; there are also silver and gold awards. • To earn the Bronze Award they have to make a project that can continue when the Scouts move on. They also have to work on the project for 20 hours to earn the Award. • The reasons they wanted to win the Award include: Baela — to make her feel good by helping others; Devyn — so she can make a difference; Amelia — to help others; Monica — to feel the joy of giving to the community; Sophia — to be nice to others; and, Annika — to go up another level in Girl Scouts. • Last year they went to hear Malala speak and she inspired them because of her courage and determination to bring education. They choose the Little Free Library to improve literacy in the community and share their love of reading and books. • The Troup wants to install a Little Free Library near the sign at the entrance into Cathcart Park. The chose that location because they predict that the Library would get a lot of traffic there. • They will either collect materials, such as wood and paint, to build the little free library. Or, they may reuse something that is sustainable like an old single copy newspaper dispenser. • There are more than 50,000 Little Free Libraries in the United States. • A Little Free Library is a little stand with books inside. A person takes a book to read and replaces it with another book. • The Troup needs the City's permission to install its Little Free Library and give people a chance to read the books left at the library. The Scouts want Council to vote yes to support its proposal. • Dr. Seuss quote — "The more that you read, the more things you will know. The more that you learn, the more places you'll go. The Scouts thanked Council for listening to their presentation. Councilmember Labadie asked if the Scouts knew that there was a Little Free Library in Badger Park. It was installed as part of an Eagle Scout project done by a Boy Scout several years ago. She stated there are CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 10, 2017 Page 4 of 7 quite a few of those libraries around town. There is also one downtown Excelsior. The existing libraries can provide lots of good ideas. Councilmember Sundberg stated she thought this is a great idea and she thanked the Scouts for sharing their proposal with Council. Councilmember Johnson thanked the Scouts for coming before Council and noted his fifth grade daughter attends school at Minnewashta. He clarified that Cathcart Park is located in the City of Chanhassen. Director Nielsen noted it is a Shorewood park. Johnson noted there is a Little Free Library located just down the block from Cathcart Park on Church Road. It was installed as a tribute to boy who passed away last summer. Acting Mayor Siakel asked staff if there is an alternative location for the proposed Library. Director Nielsen suggested Manor Park and noted that Park is used a fair amount. Councilmember Labadie asked about locating it near /at Freeman Park. Director Nielsen stated that Park is also used a lot. Labadie noted that certain grades have their end of the year picnic there. Acting Mayor Siakel stated she thought there is room for one more Little Free Library in the City. She asked that the Scouts work with staff on identifying an alternate location. It was noted the Scouts would like to install the Library by June. Councilmember Labadie noted that when the Scouts meet with staff that time counts toward the 20 hours. Sundberg moved, Johnson seconded, approving Girl Scout Troup 16383's Little Free Library proposal pending assistance from staff on identifying a good alternative location. Motion passed 4/0. Councilmember Sundberg noted she was very impressed with the Scouts' presentation. A Scout leader noted the Scouts prepared their presentation themselves. 8. PLANNING A. Lot Line Rearrangement — Berchild and Callies Director Nielsen explained that ordinarily staff does not recommend gerrymandered lot lines. The Berchild one is about a gerrymandered as they come. The land that will go from the Callies /Downs property to the Berchild property relates better to the Berchild property than the Callies /Downs property. It sits about 20 feet higher than the Callies /Downs property. He noted that the Planning Commission did recommend approval of the subdivision/ combination and the vacation of exiting easements subject to new easements being granted. Labadie moved, Johnson seconded, Adopting RESOLUTION NO. 17 -0285 "A Resolution Vacating Certain Drainage and Utility Easements Located on the Property Line between the Properties Located at 20435 and 20465 Radisson Road ". Motion passed 4/0. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 10, 2017 Page 5 of 7 Labadie moved, Johnson seconded, Adopting RESOLUTION NO. 17 -0271 "A Resolution Approving a Subdivision and Combination of Real Properties for Steven and Jessica Berchild (owners of the 20435 Radisson Road Property) and Paula Callies and David Downs (owners of the 20465 Radisson Road property) subject to new drainage and utilities easements along the new property line being recorded. Motion passed 4/0. 9. ENGINEERING/PUBLIC WORKS A. Approve Professional Services Agreement — 2017 Municipal Separate Storm Sewer System (MS4) Program Implementation Director Brown explained the City of Shorewood falls under the Municipal Separate Storm Sewer System (MS4) designation. MS4 programs are mandated by the United States Environmental Protection Agency (EPA) under the Federal Clean Water Act. The City's MS4 Program has to be updated with a number of steps. They include the City's Storm Water Pollution Prevention Program (SWPPP), its annual public information meeting, MS4 implementation education and plan updates, and staff training. It also includes swamp delineation and the Storm Water Asset Management Program (SWAMP). The EPA and the Minnesota Pollution Control Agency (MPCA) require that the City document what the storage volume was designed at for the sedimentation ponds, what volume is currently available, and develop a plan for how the sediment would be cleaned out. He noted the cost of the professional services to update the City's MS4 Program is $12,400. He stated staff recommends approval of the Professional Services Agreement as presented. Siakei moved, Sundberg seconded, approving the Professional Services Agreement from WSB & Associates for the 2017 Municipal Separate Storm Sewer (MS4) Program implementation. Motion passed 4/0. 10. GENERAL/NEW BUSINESS A. Southshore Community Center Request for Information Administrator Lerud explained that during the February 24, 2017 Council and staff retreat, there was discussion about the Southshore Community Center and the vision for its future. Council expressed a desire to request information from interested parties (e.g.; individuals, organizations, businesses) to give the City an idea of what might be possible at the Center. He and Councilmember Johnson prepared a request for information (RFI) document. The RFI would be advertised in places where the City could reach business or organizations that are involved in that type of activity. The City would give them about one month to respond back to the City. During that time period the City would host non - mandatory site visit during which responders could ask questions about what the City is thinking about the facility. Neither he nor Johnson has any idea of what type of responses the City may get back. This approach is a low cost way to get a sense of what people think. Councilmember Sundberg asked if the City would then solicit requests for proposals (RFPs). Administrator Lerud confirmed that. Sundberg stated she has known an RFI to be a request for interest. Lerud stated that is how it was referred to during the retreat, noting he has heard it both ways. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 10, 2017 Page 6 of 7 Councilmember Labadie asked if the City was only going to advertise in business journals or is the intent to target certain organizations. Administrator Lerud stated the advertising locations have not been decided. Labadie stated she thought the Center would be a great space for children who are home schooled to get together to participate in organized events. Councilmember Johnson stated it is difficult to know where to send the RFI. He then stated he received a comment from an architect who indicated her firm would not submit a response to an RFI unless there was a personal connection. He went on to state the intent is to drum up different interests that Council and staff have not thought of. The City of Minneapolis did something similar for Minnehaha Falls, Lake Harriet and Lake Calhoun. It is not uncommon to cast a very wide, open net and then refine things as information is received. That would shape what an RFP would look like. Acting Mayor Siakel stated she did not think it would hurt to ask. In the past the City had been more focused on marketing. Sundberg moved, Labadie seconded, approving the Request for Information as presented. Motion passed 4/0. B. Authorization on City Accounts Administrator Lerud stated because of recent staff changes at the City he thought it appropriate to approve an updated list of who can make financial transactions on behalf of the City. Johnson moved, Labadie seconded, Adopting RESOLUTION NO. 17 -0295 "A Resolution Granting Authority for Certain Authorities for the City of Shorewood." Motion passed 4/0. 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Public Works Director Director Brown explained staff is waiting to hear from the contractor about when the East Water Tower will be washed. That was supposed to be done last fall but the weather prohibited that from happening. The City's project is first on the list of the contractor's projects. 2. Engineer Engineer Hornby noted spring weight restrictions will be lifted about 12:00 A.M. on April 15. He stated the contractor is planning to mobilize and continue with the watermain extension project south of Highway 7 on Chaska Road. There is a spot on the City's website for residents to sign up to be notified of construction project updates. Staff intends to send out electronic notifications rather than paper notifications. Councilmember Labadie asked if that is the same for roadway projects. Engineer Hornby confirmed that. Other CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 10, 2017 Page 7 of 7 Administrator Lerud noted staff had a kickoff meeting with the Northwest Associated Consultants staff the previous week. The meeting was about updating the Shorewood Comprehensive Plan. B. Mayor and City Council Acting Mayor Siakel welcomed new City Clerk Sandie Thone who started with the City that day. 1. Appointment to the Lake Minnetonka Communications Commission Councilmember Labadie noted that just prior to this meeting Council interviewed candidate Tom Lesser for consideration of appointment to the Lake Minnetonka Communications Commission. Labadie moved, Johnson seconded, Adopting RESOLUTION NO. 17 -031, "A Resolution Making the Appointment of Tom Lesser (April 11, 2017, - February 28, 2018) to the Lake Minnetonka Communications Commission." Motion passed 4/0. 12. ADJOURN Johnson moved, Labadie seconded, Adjourning the City Council Regular Meeting of April 10, 2017, at 7:43 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder