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04-24-17 CC Reg Mtg MinutesCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, APRIL 24, 2017 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Zerby called the meeting to order at 7:02 P.M. A. Roll Call 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Present: Mayor Zerby; Councilmembers Johnson, Labadie, and Siakel; Attorney Keane; City Administrator Lerud; City Clerk Thone; Planning Director Nielsen; Director of Public Works Brown; and, City Engineer Hornby Absent: Councilmember Sundberg B. Review Agenda Labadie moved, Johnson seconded, approving the agenda as presented. Motion passed 4/0. 2. APPROVAL OF MINUTES A. City Council and Staff Retreat Minutes of February 24, 2017 Johnson moved, Labadie seconded, Approving the City Council and Staff Retreat Minutes of February 24, 2017, as presented. Motion passed 4/0. B. City Council Special Meeting Minutes of April 10, 2017 Siakel moved, Labadie seconded Approving the City Council Special Meeting Minutes of April 10, 2017, as presented. Motion passed 4/0. C. City Council Regular Meeting Minutes of April 24, 2017 Siakel moved, Labadie seconded, Approving the City Council Regular Meeting Minutes of April 24, 2017, as presented. Motion passed 4/0. 3. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Johnson moved, Siakel seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. Approval of the Verified Claims List B. Adopting RESOLUTION NO. 17 -032 " A Resolution Appointing City Clerk Sandie Thone the Responsible Authority And Compliance Official to Administer the Data CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 2 of 17 Practices Requirements Pursuant To Minnesota State Statute, Chapter 13 for the City of Shorewood." C. Approval of Summer Sailboat Race Series D. Approve Hiring of LEO for Public Works E. Adopting RESOLUTION NO. 17 -033 "A Resolution Accepting Bids and Awarding Contract for the 2017 Crack Fill and Seal Coat Project, City Project No. 17 -01, to Allied Blacktop Co. with Shorewood's Share (including the FED and SLMPD parking lots) not to exceed $178, 848.70." Motion passed 4/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. PUBLIC HEARING A. Riviera Lane and Shorewood Lane Improvements, City Project 17 -04 Mayor Zerby opened the Public Hearing at 7:05 P.M. Engineer Hornby explained this Public Hearing is for the Riviera Lane and Shorewood Lane Street and Utility Improvement Project. Shorewood Lane is located north of County Road 19 (Smithtown Road) just east of the public safety facility in Shorewood. Riviera Lane is located south of Yellowstone Trail between Yellowstone Trail and Highway 7. The street and utility improvements would include complete reconstruction of both streets with concrete curb and gutter, the addition of storm sewer to direct the water and control the drainage, and minor sanitary sewer improvements (including inflow and infiltration reduction). The reconstructed streets would be 28 feet wide back -to -back of curb. Consideration is being given to extending 8 -inch watermain under the roadways. All the properties along the two roadways are currently served by private wells. New services would be installed to the right -of- way (ROW). The City installs a shutoff at the ROW. The property owners would be responsible for connecting between the house and the ROW. Each new connection requires a permit, meter and accessories. The watermain extension would involve extending 8 -inch watermain from Echo Road across County Road 19 to Shorewood Lane and then under Shorewood Lane. For Riviera Lane there are two options. Option 1 is to extend the watermain along Yellowstone Trail from the stub at Club Valley Road east to Riviera Lane and then under Riviera Lane. Option 2 is to extend it from the stub at Lake Linden Court west to Riviera Lane and then under Riviera Lane The total estimated Project cost excluding watermain extension is $1,287,500. Of that $1,012,300 is for street improvements and they would be paid for out of the Street Reconstruction Fund; $27,000 is for sanitary sewer improvements and they would be paid for out of the Sewer Fund; and $248,200 is for drainage improvements and they would be paid for out of the Stormwater Management Fund. Those costs CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 3 of 17 are the same for both options. Option 1 watermain extension is estimated to cost $1,025,000; of that $717,200 would be paid for out of the Water Fund and $307,800 would come from special assessments. The total estimated project cost including watermain Option 1 is $2,312,500. Option 2 watermain extension is estimated to cost $997,300; of that $689,500 would be paid for out of the Water Fund and $307,800 would come from special assessments. The total estimated project cost including watermain Option 2 is $2,284,800. The per - property assessment amount for watermain extension along Shorewood Lane and Riviera Lane would be $11,620 for a single- family unit and $17,430 for a multi - family unit. Those amounts are based on the formula in the City's Ordinance. There are a total of 23 units. He highlighted the schedule for the proposed project. During this Public Hearing Council can decide if it wants to order the project including which, if any, watermain extension Option after taking public comment. Council would be asked to approve plans and specifications during June. The bid opening would be in July. The construction contract would be awarded in August. If a decision is made to move forward with the watermain extension an assessment hearing would be set in September with the hearing being in October. The final bituminous wear course would be put down in the spring or summer of 2018. Engineer Hornby clarified that no properties along Yellowstone Trail, County Road 19 or Echo Road were included in the watermain portion even though watermain will be extended along them to get to Riviera Lane and Shorewood Lane. The watermain extension along those three roads would be funded out of the Water Fund. Mayor Zerby opened the Public Testimony portion of the Public Hearing at 7:14 P.M. Elizabeth Reid 6115 Riviera Lane, asked staff to comment on how the stormwater flow after the improvements. Engineer Hornby explained that for both Shorewood Lane and Riviera Lane it will be directed to essentially where it currently goes. Ms. Reid stated there is a pond near Riviera Lane. Hornby stated water can be directed to the pond and there will be an outlet to keep the pond from overflowing into the street. Ms. Reid then asked what the per -foot cost would be to run a water line from the house to the street noting her house is located about 400 feet from the street. Engineer Hornby stated he has heard from residents estimates were as low as $3,000 and as high as $6,000. There are permit fees which would cover a meter and accessories; that would cost about $350 to $400. Ms. Reid stated if a property owner hooked up to municipal water she asked if they could still use their well water to, for example, water their garden. Engineer Hornby responded yes and explained the City does not require a property owner to abandon the well but the well would have to be disconnected from the house. The well cannot be connected to the municipal water system. Jim McFarland 6120 Riviera Lane, stated it sounds like the estimated assessment would be close to $12,000 for a single - family property. There are a number of younger families who have moved into his neighborhood and that cost could prove to be a hardship for them. He asked if the City can help ease that burden. Engineer Hornby explained the City extends the assessment over a period of years (e.g.; 10 or 15 years); it is paid back with interest. Mr. McFarland asked what the interest rate would be. Hornby clarified 1 — 2 percent above the municipal bond rate. In response to another question, Hornby explained that would be on a property tax bill as an assessment. In response to another question, Hornby noted the City does not require a property owner to hook up to municipal water when available but they are still assessed for it. Mr. McFarland asked if there is any benefit to connecting to the water system when it is CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 4 of 17 first put in. Hornby stated the property owner would only go through construction once. Hornby cited a project where a number of residents hired a plumber to connect their properties at the same time to try and reduce the cost; that was done before the final wear course was put down. Mr. McFarland asked if there is a way to splice into his existing plumbing noting his basement is finished or would it have to be connected to the main line at the base of the house. Engineer Hornby stated the City has seen both done. Tim McGlennen, owner of the 5615 Shorewood Lane property, asked what the term of the assessment would be. Attorney Keane stated the last one was 10 years and noted that the interest rate has typically been 1.5 percent over the municipal bond rate. Mr. McGlennen asked if the rate would be set during the assessment hearing. Keane confirmed that. In response to a question from Mr. McGlennen, Engineer Hornby explained he thought it would be unlikely that the City would increase the assessment amount from what has been presented this evening while noting Council does have the option to do that. In response to a comment from Mr. McGlennen, Engineer Hornby stated the City has a tiered water rate tied to consumption. Engineer Hornby explained the connection fee is $10,000 less any assessment. The $11,620 assessment for a single - family home would he higher than the fee so there would be no other fees other than the permit and associated costs. Mr. McGlennen stated there is a duplex on his property so the assessment on his property would be close to $17,500. Then there is the cost of about $10,000 for two hookups. That would end up costing about $28,000 to get water to the two units. He does not think there is that much value to what is being proposed being there is already water there and his well there is relatively new. Mr. McGlennen stated his rental units to not have separate sewer services. He asked why he would have to have two water lines to the duplex. Director Nielsen explained the sewer service is not shut off for nonpayment, but water service is. Todd Boynton, 6155 Riviera Lane, noted he and his wife have lived in their home since 1994. He stated he thought the pond referred to earlier has overflowed and water flowed across the road maybe twice. He would like to have the stormwater diverted into the pond and have an outlet there. That would eliminate Mr. McFarland's problem with pooling. During droughts the pond dries up and looks bad. There are bricks and debris in the bottom of the pond. Most of the time there is 1 — 2 feet of water in it. Allan Vanderlinde owner of the 5550 Shorewood Lane property, noted he purchased the property in 1983, but he does not currently live at the property. He also noted that he was opposed to the watermain extension. He does not want to spend $25,000 or more to get what he currently has and has had for 34 years. He explained that he currently lives along Star Lane. Two years ago Star Lane was rebuilt. He thought that project was a disaster. There would be 2 — 3 week time periods when there was no construction activity because people were waiting for a different subcontractor to come. During that time the roadway was barely drivable. He does not want his tenants on Shorewood Lane go through the same thing. With the project completion being less than a year old there is some significant puddling in areas on Star Lane. He reiterated that he was opposed to the watermain extension. He stated if he project moves forward he encouraged the City to try and get the roadway reconstruction done faster. Rob Messe 6185 Riviera Lane, noted he fully supports the Riviera Lane project. He stated he appreciates the other property owners' comments about the pond. That pond is a nice asset. There is a major drainage CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 5 of 17 problem at the end of the circle on Riviera Lane and he was encouraged to hear that the project could help mitigate that. The stormwater backs up on to his property. He values that fire hydrants would be installed because of municipal water system. Mayor Zerby closed the Public Testimony portion of the Public Hearing at 7:33 P.M. Councilmember Labadie asked how many multi - family dwelling units there are along the two roadways. Engineer Hornby stated he does not have that breakdown. In response to a question from Councilmember Siakel, Engineer Hornby explained what is being proposed in the Feasibility Report is the City would pay for the cost to extend watermain along Yellowstone Trail from the stub at Club Valley Road east to Riviera Lane or from the stub at Lake Linden Court west to Riviera Lane. It would also pay extending 8 -inch watermain from Echo Road across County Road 19 to Shorewood Lane. The benefiting property owners would be assessed for the watermain under Riviera Lane and Shorewood Lane. Siakel questioned why he City would pay a $1 million tab to extend watermain up to Riviera Lane and Shorewood Lane rather than assess for that. Hornby explained that cities often front the cost to extend a trunk water line. The line along Yellowstone Trail would be considered a trunk because it would be larger than an 8 -inch lateral line. The City may pick up some users along the route prior to the two roadways. Council can direct staff to consider assessing all of the properties along the new watermain routes. Councilmember Siakel noted she wants property owners to be treated consistently. She questioned why the City would not assess the property owners for the watermain extension up to Riviera Land and Shorewood Lane. Director Brown stated the City has the option of holding the same proceedings for those property owners after the fact. Brown explained that when the project was being considered there was discussion as to whether or not the truck watermain benefited the entire water system. What is being proposed would make the system run better. Something similar was done along Minnetonka Drive to serve CUB Foods. If property owners along the trunk main extension want to connect to municipal water they would have to pay the connection fee of $10,000. Siakel clarified that she is a supporter of expanding municipal water system. But, she wants property owners to be treated the same. If the City is going to extend water along Yellowstone Trail then all of those benefiting property owners should be involved in the discussion about what is being proposed. In response to a question from Councilmember Labadie, Engineer Hornby explained property owners would be assessed for the lateral benefit which by policy is an 8 -inch pipe in Shorewood. Anything greater than 8 inches would be paid for out of the Water Fund, Mayor Zerby asked if a portion of Yellowstone Trail would have to be torn up to install watermain. Engineer Hornby confirmed that. Zerby stated there is an opportunity to make improvements to Yellowstone Trail as part of the project to make it somewhat pedestrian friendly. He asked if that has been considered if the roadway is being widened. Hornby clarified the roadway would be restored to the way it is; it would not be widened. Director Brown explained the roadway would be excavated, the watermain would be put in and then the roadway would be restored to a condition similar to the way it was at the start but with newer pavement in that area; there would not be curb and gutter. He clarified it is likely more than one -half of the roadway would be excavated up because of the need to go 8 feet down. Zerby asked if that makes sense. Wouldn't there be some cost savings to making improvements to the roadway and add pedestrian access at same time? Brown stated that depends on whether or not Council wants to spend the additional money to improve the roadway. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 6 of 17 Director Brown asked if enough planning has gone into addressing improvements such as pedestrian access. Mayor Zerby stated in the past Director Brown has told Council that water systems that are not looped sometimes have issues because of that. Both of what are being proposed is "dead end" water routes. He asked if that would be an issue with what is being proposed. Is staff comfortable with them being stubbed out at the end? Director Brown explained they are sections to help loop the system; they do not complete the loop. Zerby asked if residents can assume that in the future the water lines would be extended and looped to another neighborhood. Brown stated future councils cannot be committed to that. Zerby stated he assumes that would be the goal. Councilmember Siakel asked if watermain could be installed under, for example, Valleywood Road using a tunneling method. Engineer Hornby explained there are trenchless technologies that could be used but doing that would be outside of Shorewood's standards. That technology has improved over the years. That technology was used on a couple of projects in the City a while ago and they were not as successful. Based on his experience the costs for using trenchless technology by essentially horizontal drilling are similar to those for a cut and patch project with watermain. He stated as part of the design for this project consideration can be given to boring services to the properties along Yellowstone Trail to save one -half of the roadway. But to connect the services would require digging up the road and the watermain. Engineer Hornby stated Item 9B on the agenda includes three resolutions related to project for Council to consider. Mayor Zerby stated from his vantage point the City is missing an opportunity if improvements to /along Yellowstone Trail are not considered as part of this project. To excavate a roadway and the ground underneath up to 8 feet deep and then just restore it to similar to what is was makes no sense to him. Disruption would be minimized by doing the improvements at the same time watermain is extended along Yellowstone Trail. He then stated the Shorewood Lane portion of the project makes sense to him as is. He recommended more thought be given to the Riviera Lane /Yellowstone Trail portion. Councilmember Labadie asked if there is a City Ordinance related to not assessing the properties along the Yellowstone Trail project area because the watermain would be larger than 8- inches in diameter. Engineer Hornby questioned if Council would want to go through the public process that could impact twice as many property owners or more by including assessing those properties in the Yellowstone Trail project area and on a small portion of Echo Road. Council can ask that the feasibility report be revised to include that information. Director Brown added for watermain extension projects the City initiates the Ordinance allows Council the option to decide if it wants the City to asses for the project or not. Mayor Zerby stated the policies are the Council's decision. Council can make changes to it while exercising caution not to change it too much. He then stated if the property owners along Yellowstone Trail are going to benefit from the project by having municipal water available to them they should share some of the cost burden for it. Councilmember Labadie commented that laws and rules change all the time. Sandy Alstrom 6085 Riviera Lane, stated she thought if the property owners along Yellowstone Trail were assessed that could potentially reduce the assessment proposed for other property owners in the project area. She then stated she walks to her doctor and to the City of Excelsior a lot and she considers Yellowstone Trail to be dangerous to walk along. She thought that roadway should be made safer to walk along as long as it is going to be torn up. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 7 of 17 Councilmember Labadie stated everything the City does costs money. She noted that redoing all of Yellowstone Trail was not in this year's road plan. She expressed her agreement that Yellowstone Trail is dangerous and substandard. Unfortunately, many of the roads in Shorewood are narrow, dangerous, and substandard and they have high pedestrian traffic. To expand the scope of this project would require more than just this hearing. It would require an expanded feasibility study and soliciting bids. And then determining if the project expansion is something the City could afford. She noted there are many dangerous spots in the City. Mayor Zerby stated he thought talking about expanding the project to include improvements to Yellowstone Trail is the prudent thing to do. As indicated by staff 80 percent of the roadway will be rebuilt as part of the proposed project. He understood it would cost additional cost. Councilmember Labadie stated if the project is expanded the timeline presented would no longer be valid. Councilmember Siakel stated if Riviera Lane and Shorewood Lane are reconstructed she asked if watermain can be installed underneath and capped without extending watermain down Yellowstone Trail. She thought the proposed project should be done after Yellowstone Trail is reconstructed and watermain extended. She does not think it would be fair to assess properties along Shorewood Lane and Riviera Lane more than $11,000 and later assess those along Yellowstone Trail only $10,000. If all the property owners were assessed $10,000 she asked how much more it would cost the City. She asked if it would be possible to make the improvements to Yellowstone Trail and still get the rest of the project done this year. Mayor Zerby stated the project does not have to be done in 2017. Engineer Hornby stated including the improvements to Yellowstone Trail would likely set the project back to 2018 at a minimum. Councilmember Labadie stated she thought it would make sense to assess improvements to Yellowstone Trail as long as more than half of the road would be torn up. Engineer Hornby stated if Council wants to at least consider improvements to Yellowstone Trail he suggested that be discussed during a work session before working on plans and specification. Director Brown stated if the Yellowstone Trail improvements are included in the project that would be a lengthy process. Mayor Zerby stated he thought the City owes it to the residents to go through that process. Councilmember Siakel stated she thought it prudent to include Country Club Road in the process. Councilmember Labadie asked when Yellowstone Trail was scheduled for some improvements in the Street Reconstruction Capital Improvement Program (CIP). Mayor Zerby stated he sensed there was Council consensus to discuss improvements to Yellowstone Trail in a work session. Zerby moved, Siakel seconded, continuing the discussion about Riviera Lane portion of the Riviera Lane and Shorewood Lane Street and Utility Improvement Project City Project 17 -04 to a future Council meeting and prior to that Council meeting discussing the possible inclusion of street improvements to Yellowstone Trail and the possibility of also assessing the owners of properties along the Yellowstone Trail segment in the Project area for watermain extension in a work session. Motion passed 4/0. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 8 of 1.7 Tim McGlennen stated the Riviera Lane and Shorewood Lane portions of the project are in different neighborhoods and they do not have any connection to each other. He explained there are 8 parcels along Shorewood Lane and 15 along Riviera Lane. Engineer Hornby explained if they were done separately the cost would be higher; doing them together brings the cost down. Mr. McGlennen stated it seems to him that the owners along Shorewood Lane would be paying more than Shorewood Lane's proportional share. Mr. McGlennen asked if Shorewood does a benefit analysis for a project like this. Attorney Keane clarified that is done prior to levying assessments. Councilmember Johnson stated if hypothetically Riviera Lane and a long segment of Yellowstone Trail become one large project would it be a large enough project to achieve some cost savings. Engineer Hornby explained that most times when the size of a project is increased there is usually some cost savings when compared to separate smaller projects. Johnson asked if Shorewood Lane could be combined with some other project. Hornby stated he would have to look at the CIP. Siakel moved, Johnson seconded, continuing the discussion about Shorewood Lane portion of the Riviera Lane and Shorewood Lane Street and Utility Improvement Project City Project 17 -04 to a future Council meeting and prior to that Council meeting discussing the possible inclusion of street improvements to Yellowstone Trail and the possibility of also assessing the owners of properties along the Yellowstone Trail segment in the Project area for watermain extension in a work session. Motion passed 4/0. Mayor Zerby closed the Public Hearing at 8:07 P.M. 6. REPORTS AND PRESENTATIONS A. Report and Presentation by Tim Litfin on Minnetonka Community Education Activities and Tour de Tonka Minnetonka Community Education (MCE) Executive Director Tim Litfin noted the twelfth Tour de Tonka event will be held on August 5, 2017. Mr. Litfin and Jenny Bordurka, the MCE Youth and Adult Programs Coordinator, highlighted the 2016 Tour de Tonka event; a multi - distance bicycle ride through the Lake Minnetonka communities. • There were 16 -mile, 28- mile, 40 -mile, 48 -mile, 57 -mile, 67 -mile and 100 routes. They are changed each year. • There were 3540 riders in 2016; . 447 for the 16 -mile route, 629 for the 28 -mile route, 236 for the 40 -mile route, 606 for the 48 -mile route, 451 for the 57 -mile route, 324 for the 67 -mile route and 847 for the 100 -mile route. • The riders were between 5 and 86 years of age. The 86 year old will ride again in 2017. • A University of Minnesota Extension study analyzed the economic impact that biking events, organized rides and tours generate in statewide tourism and recreational spending. In 2015 there was $14.3 in economic activity with an average of $121 per participant. • There were 19 states, 36 Minnesota counties, 166 communities and 2 countries represented. • There were 73 riders from the City of Shorewood; that is a drop of 15 when compared to 2015. • Shorewood ranked 12 in City participation. • Approximately 64 percent of the riders were male and 36 percent were female. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 9 of 17 • There were 20 police and fire agencies involved. • There were 527 volunteers in 2016; . 23 were from Shorewood. • To date, Tour de Tonka has raised almost $50,000 for the ICA. In 2016 it collected $8,213. The highlights for the 2017 event were as follows. • For 2017 there will be 16 -mile, 30 -mile, 48 -mile, 57 -mile, 65 -mile, 75 -mile and 100 -mile routes. The routes go through 23 communities. All but two go through Shorewood. • There will 14 aid stations / rest stops throughout the course. • The 2017 major sponsors are Cub Foods Minnetonka, Tonka Bay Marina, Domino's, Maple Grove Cycling, Bridgewater Bank, Park Dental, Invicta, Boyer Building Corporation, and Subaru. The Safety Sponsors are Twin Cities Orthopedics and North Memorial Health. • For the first time there will women's shirts. • The volunteer and riders all get a gift. A few photographs of the 2016 event were displayed. Councilmember Labadie stated her hope is to participate in this year's event with her three children. She asked which route without gravel is the shortest. Mr. Litfin responded the 57 -mile route. He noted all but about 2 miles of the 48 -mile route will be paved. Labadie then stated because the cities are ranked for rider participation she suggested registrants be asked where they live. Director Brown noted that there is a small area of construction on Eureka Road North. He is not certain it will be paved by the time of the event. It would be grated out. Mayor Zerby asked what the benefit of the event is to MCE. Mr. Litfin explained when he first visualized the even it was an event of visibility. The registration cost has intentionally been kept low. MCE's goal is not to make a lot of money off of the event. The purpose is to have a great event for the community. Zerby then asked what the registration fee is. Mr. Litfin stated for 2017 it ranges from about $29 to $50 dollars; the average fee is $45. There is also an early registration fee, a regular registration fee and a late registration fee. The cost goes up for each fee. Mr. Litfin stated the City's representative to the MCE Advisory Council Tad Shaw represents Shorewood very well. Councilmember Labadie stated her family has taken a lot of Community Ed classes. The MCE office is very receptive to receiving comments and criticism about things as well as suggestions. For example, earlier in the year she spoke with Mr. Litfin about having a bracket for children in the three Lake Series races and to give the children ribbons and trophies. Younger age divisions were added. Mr. Litfin clarified that MCE only runs the Firecracker Race on the Fourth of July. Mayor Zerby noted the Excelsior — South Lake Chamber of Commerce runs the Apple Day and Luck o' the Lake races. Mr. Litfin stated MCE offers early childhood family education (ECFE) programs, youth programs, and adult programs. For the 2016/2017 year it offered 2,077 programs and 83 percent (or 173 1) of the classes offered were held. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 10 of 1.7 Mr. Litfin introduced Tiffany Grams Farkas who is the Preschool and ECFE (Early Childhood Family Education) Coordinator. Ms. Grams Farkas stated this year Minnetonka Preschool offered 19 different sessions. There are more than 320 preschoolers participating; they range from 2.5 to 5 years of age. For the 2017/2018 year 2 year olds will be added. The enrolment will increase by more than 50. For ECFE there are 276 participants. MCE reaches out to families in a variety of ways — events, classes, marketing, HUG home visits, coffee and play time, and early childhood screening. A child has to be screened before they start kindergarten. About 600 children are screened each year. Ms. Bordurka highlighted MCE achievements and plans. • All staff went through Orange Frog Training. • Minnetonka Schools has a Celebration of Excellence in May when it recognizes partners who have done great work. • They had a summer open house in March. • It revamped its adult programs last year. For this year participation has increased closed to 10 percent. • The Cities of Hopkins, Golden Valley and Minnetonka have brought back the Caring Youth Awards. In March 29 youth (middle school through high school) were recognized. • The Philharmonic Orchestra middle student played at Orchestra Hall after receiving a high distinction award at the regional festival. • There were 561 youth camps last summer and 6,463 registrations. • The Tonka Youth Triathlon is scheduled for May 6. • The Firecracker Race will be on July 4. • The Tonka Mud Run will be on July 22. • The Tour de Tonka event will be on August 5. Ms. Bordurka thanked Council for the opportunity to come before Council and share more about MCE. Mr. Litfin also thanked Council. 7. PARKS A. Report by Commissioner Rock on the April 11, 2017, Park Commission Meeting Park Commissioner Rock reported on matters considered and actions taken during the April 11, 2017, Park Commission meeting (as detailed in the minutes of that meeting). 8. PLANNING A. Report by Commissioner Bean on the April 4, 2017, Planning Commission Meeting Planning Commissioner Bean reported on matters considered and actions taken during the April 4, 2017, Planning Commission meeting (as detailed in the minutes of that meeting). B. Conditional Use Permit for Accessory Space Applicant: Joel and Lori Schuenke Location: 4485 Enchanted Lane CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 11 of 17 Director Nielsen explained that Joel and Lori Schuenke own the property located at 4485 Enchanted Point. They propose to demolish the existing home on the property and build a new home with both attached and detached garages. The floor area of the two proposed garages would exceed 1200 square feet of floor area, requiring a conditional use permit (C.U.P.) for accessory space over 1200 square feet. The property is zoned R -IC /S, Single - Family Residential Shoreland and contains approximately 80,841 square feet of area (about two acres). The proposed home will contain 5295 square feet of floor area between two floors. The attached garage will contain 983 square feet and the detached garage will have 991 square feet for a total of 1974 square feet of accessory space. With regard to the analysis of the case, he explained Section 1201.03 Subd.2.d.(4) of the Shorewood Zoning Code contains four specific criteria for granting this type of C.U.P. He reviewed how the applicants' proposal complies with the Code: a. The total area of accessory space (1974 square feet) does not exceed the total floor area above grade of the principle structure (5295 square feet). b. The total area of accessory space does not exceed ten percent of the minimum lot area for the R- 1C /S zoning district (.10 x. 20,000 square feet = 2000 square feet). c. The proposed home complies with the setback requirements for the R -1C /S zoning district. The proposed detached garage, however, is 12.7 feet from the easterly side of the lot. In order to maintain a total side yard setback of 30 feet with no one side less than 10 feet, the detached garage must be moved at least 5.8 feet to the west. Proposed impervious surface would be 12.6 percent, about one half of the 25 percent allowed. Given the size of the property and the amount of existing vegetation on the site, drainage and landscaping are not considered to be issues in this request. The applicants' tree preservation and reforestation plan requires 1.5 replacement trees. d. The materials and design of the new garage would be consistent with the character of the existing house and garage. Nielsen noted that Planning Commission recommended granting the C.U.P. as proposed. Johnson moved, Labadie seconded, Adopting RESOLUTION NO. 17 -034 "A Resolution Granting a Conditional Use Permit for Additional Accessory Space to Joel and Lori Schuenke, 4485 Enchanted Lane" subject to moving the detached garage at least 5.8 feet to the west. Motion passed 4/0. The discussion moved to that Item 9.0 on the agenda because there were people in the audience wanting to speak that item. 9. ENGINEERING/PUBLIC WORKS A. Approve Professional Services Agreement — 2017 Pavement Reclamation Project This was discussed after Item 9.0 on the agenda. Director Brown explained the original 2017 Street Reconstruction Capital Improvement Program (CIP) included Echo Road, Howards Point Road, Kathleen Court, Oak Ridge Circle and Summit Avenue for a CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 12 of 17 mill and overlay. After taking core samples of the pavements it was determined those roadways are no longer recommended for a mill and overlay; they are now recommended for pavement reclamation. Staff solicited a scope of services proposal from WSB & Associates to prepare plans, specifications, bidding and construction engineering and inspection services for the 2017 Pavement Reclamation Project. The proposal replaces WSB's 2017 Mill and Overlay proposal. The fee for this new proposal is $83,000 just under 10 percent of what the overall improvement costs are. State law prohibits WSB from doing it on a percentage basis. But, it is a good standard and WSB's fee is well below the industry standards. Brown noted staff is recommending Council accept the proposal from WSB as presented. Mayor Zerby stated the last time Council spoke about a WSB proposal Council expressed interest in having competitive bids. He asked if that can be done going forward. Director Brown explained that could be done. But, the City gets a discounted rate on WSB's general City engineering services provided WSB has the opportunity to provide other design services. If Council wants to revisit that arrangement, that can be done. Mayor Zerby he has no way of knowing if the proposal is competitive. Councilmember Labadie stated she is going to abstain from voting on this item because she lives along one of the roadways. Mayor Zerby and Attorney Keane both noted that is not necessary. Councilmember Siakel noted she is okay with the proposal as submitted. Johnson moved, Siakel seconded, accepting the Professional Services Proposal from WSB & Associates to prepare plans, specifications, bidding, and construction services for the 2017 Pavement Reclamation Project for an amount not to exceed $83,000. Motion passed 31011 with Labadie abstaining. B. Approve Resolution Ordering Improvement and Preparation of Plans and Specifications — Riviera Lane and Shorewood Lane Improvements Project, City Project 17 -04 This item was discussed as part of Item 5.A on the agenda. Discussion moved to Item 9.1) on the agenda. C. Mill Street Speed Discussion This was discussed after Item 8.13 on the agenda. Director Brown explained that during the February 13, 2017, Council meeting Ms. Maureen Furh, 5925 Mill Street, and Mr. Mark Ruof, 5935 Mill Street, appeared to voice their concerns about speeding along Mill Street. Mill Street extends from the City of Excelsior through Shorewood and on into the City of Chanhassen (in Carver County) where it turns into Powers Boulevard. The portion located in Shorewood and Excelsior is County Road 82 and is owned and managed by Hennepin County and the portion in Chanhassen is owned and operated by Carver County. As a motorist travels from Excelsior to Chanhassen the speed limit is 30 miles per hour (mph) in Excelsior and Shorewood and it changes to 50 mph at the Shorewood /Chanhassen border. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 13 of 17 In accordance with the City's adopted Speed Concern Evaluation Process, the South Lake Minnetonka Police Department (SLMPD) put up a radar speed detection device to record traffic volume and speed data going north and south. A copy of the results was included in the meeting packet. Results indicate that the 85 " percentile was 36 mph both northbound and southbound. The City's guidelines suggest some method of traffic calming should be considered. Before physical improvements could be made to the roadway there would have to be a cooperative agreement with the County or Counties depending on where the improvements would be made. Without an agreement, other options for traffic calming include additional enforcement by the SLMPD in Shorewood and Excelsior and the installation of driver feedback signs. The material cost for two solar powered signs is $6,750 based on the quote the City received. Brown noted staff is seeking direction from Council. Councilmember Labadie expressed concern about where the signs would be located. The location of the signs can make a difference. She questioned if the location of the SLMPD's radar detection devices were the best. She asked staff to determine where the river feedback signs should be placed. Burt Kottke, 6040 Mill Street, noted he has lived in his house for 40 over years. He explained the petition done by Ms. Fuhr was the second petition. One was done a few years ago about the time the City had a meeting about a possible trail in the area. That petition was submitted to Hennepin County. That was not a pleasant experience. When coming from Chanhassen he thought a driver feedback sign should be located near the Geissinger property. He noted there are a lot of children living in the area now and people are concerned about their safety because of speeding. Elizabeth Reid, 6115 Riviera Lane, noted that she is speaking up about this as a school bus driver. She explained that she has observed drivers tend to slow down when they see a speed display sign but they increase their speed once they pass the sign. She does make multiple bus stops along Mill Street and Powers Boulevard. She does have some students who have to cross the roadway. She is surprised that some of the school children have not been hit by a vehicle. Drivers pass the bus or hit their brakes hard when they see the bus. She hopes something can be done to slow the traffic down. Andrea Lang, 5960 Mill Street, noted she and her family have lived in their home for ten years. She stated she and her husband have three little children. She does not let her children play in their front yard because of safety concerns. The speeding issue impacts their quality of life. She has never met her neighbor that lives across Mill Street from her because of speeding. Her mailbox is located across the street so she does not allow her children to get the mail. She does not let her children bike to Excelsior without her. She has seen school groups from the Catholic Church school walking along Mill Street and that makes her nervous. She asked Shorewood to help push the reduction in speeding. She noted that during the Fourth of July event in Excelsior people park their vehicles in their neighborhood and beyond. Glen Geissinger, 6140 Mill Street, explained his property is the third one north of the Hennepin /Carver County line. He has lived there for 29 years. By the time southbound drivers reach his property they are traveling at speeds of 50 to 60 mph. He noted his daughter and 2.5 year old granddaughter are living with them. His explained their kitchen window faces Mill Street and they see speeding vehicles all of the time. Drivers ignore the speed limit going in both directions. He recommended the new driver feedback signs on the northbound side of the roadway should be located near the county line. When drivers come over the hill going south they are speeding. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 14 of 17 Siakel moved, Johnson seconded, authorizing the expenditure of $6750 out of the Roadway Capital Improvement Program for the purchase of two driver feedback signs and directing staff to determine the best location for the signs. Motion passed 4/0. Mayor Zerby stated continued speed enforcement is another step in reducing speed. He encouraged the residents living along Mill Street to tell the City of Excelsior that they would like a Mil Street tail segment to come to fruition. Someone in the audience thanked the SLMPD for increased enforcement recently. Discussion returned to Item 9.A on the agenda. D. Approve Change Order No. 3 — 2016 Trunk Watermain Improvements City Project 16 -04 Engineer Hornby stated staff and the contractor have been discussion the additional work done last fall on the 2016 Trunk Watermain Improvements. The one of the remaining items were tied to the correction of the subgrade late in the year which involved excavation, geotextile fabric and additional stabilizing aggregate. The goal was to get that road paved so Public Works did not have to plow on an aggregate surface. For the work in February, there was a Minnesota Department of Transportation (MnDOT) permit approved with the condition that additional concrete jersey barriers and impact actuators be added. The negotiated amount for Change Order 3 is $22,931.11. That increases the contract amount to $1,154,874.60 (including the increases for the two previous Change Orders). The three Change Orders combined increase the contract by approximately 4.7 percent which is within contingency expectations for similar projects. Hornby noted staff recommends Council approve Change Order 3. Siakel moved, Labadie seconded, Adopting RESOLUTION NO. 17 -035, "A Resolution Approving Change Order 3 for the 2016 Trunk Watermain Extension Project, City Project 16- 04." Motion passed 4/0. E. Approve Work Order NO. 4 — Smithtown Road Sidewalk East Extension, City Project 14 -10 Engineer Hornby explained in preparation for closing out the Smithtown Road Sidewalk East Extension Project, City Project 14 -11, there was some negotiation about the cost of some changes and who was responsible for paying for them. The items submitted for review by the Minnesota Department of Transportation (MnDOT) included the following. • Remobilization for sidewalk construction that was delayed by the utility pole relocation. • Water service repair unrelated to the contractor's work. • Adding some watertight connections to storm drainage structures due to proximity to watermain (the watermain was closer than the records indicated; there was a bend in the main). • Valley gutter intersection modification at the west entrance to the Minnetonka Country Club (MCC) development and a driveway curb modification were added. There were two driveways to one parcel. One of them was curbed through because it appeared to be abandoned but it was not. • Concrete walk construction due to utility pole relocation delays. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 15 of 17 The total negotiated cost for Change Order 4 is $18,133.70. That increases the contract amount to $880,202.28 (including the increases for the three previous Change Orders). The cost for all four Work Orders combined has increased the contract by approximately 14 percent. Hornby noted staff recommends Council approve Work Order 4. The Work Order has been reviewed and approved by the Minnesota Department of Transportation (MnDOT) for State funding. Mayor Zerby asked for more information on the valley gutter change for am amount of $6,363.41. Engineer Hornby explained there was some rework done with the MCC project and there was some curb that had to come out and be replaced with a driveway. He thought the resident did not think the valley gutter was put in the correct place. He was not sure that was correct but some modifications were made to accommodate the MCC. The resident concern was related to the driveway. Mayor Zerby if where the funding will come from. Engineer Hornby stated out of the funding for the sidewalk extension. Councilmember Siakel stated after the Change Order is approved she asked if the project will be done. Engineer Hornby stated the next thing that would happen is Council would be asked to authorize the final payment to the contractor. Siakel moved, Labadie seconded, Adopting RESOLUTION NO. 17 -036, "A Resolution Approving Work Order 4 for the Smithtown Road East Sidewalk Extension Project, City Project 14- 10." Motion passed 4/0. 10. GENERAL/NEW BUSINESS A. Staff and Volunteer Appreciation Event Administrator Lerud stated all staff prefers to have the staff and volunteer appreciation event on the afternoon of Friday August 4. They also expressed interest in doing the same thing as in 2016. Siakel moved, Labadie seconded, approving the 2017 staff and volunteer appreciation event and setting the date for August 4, 2017. Motion passed 4/0. B. Bond Refunding Administrator Lerud stated on March 20, 2017, the Shorewood Economic Development Authority (EDA) Board adopted a trigger resolution to start the process for refunding the Public Project Lease Revenue Bond, Series 2008A and authorized David Drown to either privately negotiate a sale or do a public sale. The City has an offer for a private sale. He asked Mr. Drown to provide the details on that. Mr. Drown explained there is about $920,000 of that debt outstanding. It carries an interest rate averaging about 4.6 percent; that is a little high by today's standards. He has worked through a broker who found a single bank in South Carolina who wanted to buy the underlying paper for this transaction. That eliminated the need for a rating and it introduced a lot of flexibility for repayment. It is a couple thousand dollars close to what a full blown transaction would be. The bank proposed an interest rate of 2.7 percent. Over time the transaction means the payments over the remaining 10 years will be reduced by about $94,000. He noted he thought the EDA has approved what was proposed. It does require Council action. If it is approved it will start a clock running and the old debt will be paid off in about 30 days. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 16 of 17 Administrator Lerud clarified the EDA will meet after this meeting. Zerby moved, Siakel seconded, Adopting RESOLUTION NO. 17 -037, "A Resolution Authorizing the Execution and Delivery of Amendments to a Ground Lease and Lease - Purchase Agreement, and Approving and Authorizing the Issuance of Public Project Lease Revenue Refunding Bonds, Series 2017A (the Bonds) and Related Documents." Motion passed 31011 with Johnson abstaining. 11. STAFF AND COUNCIL REPORTS A. Administrator and Staff Other Director Brown explained the City a resident who lives in the area removed the portion of the Skate Park equipment they wanted. Unfortunately, it was a lot less than what staff thought they were going to take. Public Works will remove the remainder of the equipment in the near future. He noted the contractor had indicated the East Water Tower would be washed on April 19. Due to weather that did not happen. The contractor has made a soft commitment that it will be washed on April 28, but he does not have a lot of confidence that will happen. He explained staff held a pre - construction conference the previous week with EH Renner and Sons for the removal, inspection, repair and reinstallation of the Boulder Bridge Submersible Well. Water Capital Improvement Program (CIP) also includes the replacement of the controls for the Well; they are quite old. Staff is trying to determine if there would be savings by doing the two projects together. He then explained that about 1.5 weeks ago there was a sanitary sewer backup on Edgewood Road, Grant Lorenz Road and a portion of Birch Bluff Road. Three residences were impacted by that; the impact was minor in nature. Public Works crews responded quickly and pulled up the obstruction with a machine. Someone had disposed of a very large mop head down the sewer main. The League of Minnesota Cities (LMC) pushed to have that main televised by an independent because of the size of the area. Hydra Clean just completed that work and reported that the pipes were in very good shape and the backup was caused solely by the mop head. Staff continues to work with the LMC on that. Brown went on to explain staff set up a pumping station near Beverly Drive and Cajed Lane to pump out a back yard because of a private clay tile system along Cajed Lane was causing flooding. The City hired a contractor that has a special jet machine that is good for clay tile to try and clear the tile system of whatever obstruction was there. That same contractor had been used to clear the system about 5 years ago. That time tree roots were found to be causing problems. The contractor cleared roots with a root cutter. This time that contractor was able to jet about 400 feet. The contactor found some obstruction but was not sure what it was. Some of the water flows through the tile line and on to a wetland system along Smithtown Road. The rest is backing up impacting properties. The City may be forced to look at some type of improvement to drain the properties. After discussing the issue with Engineer Hornby they came to the conclusion that a special taxing district may have to be created so that the City can assess some type of stormwater management improvement. Engineer Hornby stated the watermain extension project on Chaska Road started on April 21. Watermain started to go in earlier in the day. The contractor plans to be down to the south end with watermain this week and to have the storm sewer finished in another week. The installation of curb and gutter will follow that. A couple of utility poles have to be moved for the storm sewer. Xcel Energy is schedule to move the CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES April 24, 2017 Page 17 of 17 poles the week of May 1. The weather may cause contractor delays. The contractor wants to complete the project by the end of May. B. Mayor and City Council Councilmember Labadie stated she attended a South Lake Minnetonka Police Department (SLMPD) Coordinating Committee meeting in place of Mayor Zerby on April 18. The SLMPD has two open positions; one full time and one part time. 12. ADJOURN Johnson moved, Labadie seconded, Adjourning the City Council Regular Meeting of April 24, 2017, at 9:27 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: '�Ipu Sandie Thone, City Clerk