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03-26-18 CC Reg Mtg MinutesCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, MARCH 26, 2018 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Zerby called the meeting to order at 7:00 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Siakel, and Sundberg; City Attorney Keane; City Administrator Lerud; City Clerk Thone; Planning Director Darling; Director of Public Works Brown; Communications Coordinator Moore Absent: Councilmembers Johnson and Labadie. City Engineer Fauske. B. Review Agenda Mayor Zerby noted that item #5A will be postponed to a future meeting. Sundberg moved, Siakel seconded, approving the agenda, as amended. Motion passed 310. ►+I�007 M D1► 0 Mayor Zerby reviewed the items on the Consent Agenda. Suudberg moved, Siakel seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. City Council Work Session Meeting Minutes of March 12, 2018 B. City Council Regular Meeting Minutes of March 12, 2018 C. Approval of the Verified Claims List D. Safety Camp Donation — RESOLUTION NO. 18 -027, "A Resolution Accepting a Donation to the City of Shorewood 2018 Safety Camp Event ". E. Approval of ORDINANCE 556, An Ordinance Titled, "Commercial Sanitary Sewer Charges ". F. Approval of RESOLUTION NO. 18 -028, "A Resolution Approving the 2018 Updated Master Fee Schedule." Motion passed 310. 3. MATTERS FROM THE FLOOR - None CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 26, 2018 Page 2 of 9 4. PUBLIC HEARING - None 5. REPORTS AND PRESENTATIONS A. Commission Service Recognition Awards: Robert Bean, Planning Commission Mayor Zerby reiterated that this item has been postponed to a future meeting. B. Deborah Zorn, City Representative Lake Minnetonka Conservation District (LMCD) Deborah Zorn appeared before Council and introduced Vickie Schleuning, the Executive Director of LMCD, who has been working with LMCD for the last 18 months. She gave a brief overview of Ms. Schleuning's background and experience and distributed some of their most recent brochures. Councilmember Sundberg noted that she really loved the new dashboard on the website and its ease of use. Vickie Schleuning gave a brief presentation on Lake Minnetonka and its varied bays. She stated that they would like to guide behavior with education and by being more pro- active. They found this to be quite successful last year when they were dealing with underage drinking on the lake and noted that there were fewer alcohol related issues than there have been in past years. She explained that the LMCD is a regional agency that has fourteen - member cities. She reviewed the different resources to help explain to residents which agency handles what things in helping protect the lake. She reviewed the mission for the LMCD, "To preserve and enhance the Lake Minnetonka experience by providing leadership in protecting, improving and management lake use." She reviewed some of the services and activities the LMCD has been involved in. Councilmember Siakel asked if LMCD responds based on complaints or is proactive in patrolling the lake and identifying problems. Ms. Schleuning stated that the more pro - active program has been discontinued, so it is currently complaint based. She noted that they received 50 complaints last year, which she feels is a pretty high number. She stated she thinks this is where the educational component will be helpful. She noted that they work pretty closely with water patrol and the watershed district to resolve nuisance issues. One of the biggest concerns lately has been the Aquatic Invasive Species (AIS). There is a Save the Lake Fund, which helps fund education, safety, environment and things like solar lights. She reviewed the initiatives for the next year which generally include: recodification, communications and collaborations. Councilmember Sundberg inquired about traffic to the website. Ms. Schleuning stated that she did not have statistics but noted that they have been getting contacted more frequently through the "contact us" section and have even received phone calls where they have mentioned the website. She asked people to go like the LMCD Facebook page and Twitter account. Councilmember Sundberg asked if the LMCD kept track of pollution levels over time or had any details on pollution levels. Ms. Schleuning stated that LMCD has not, but Minnehaha Creek Watershed District has performed a rating system for each area on the lake that the Council could take a look at. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 26, 2018 Page 3 of 9 Councilmember Siakel asked about chemical treatment of the bays. Ms. Schleuning stated that currently, LMCD only harvests vegetation in the public areas of the lake, but this became a little blurred last year because the outgrowth was so much further out into the lake than expected. She noted that they are planning to have a larger AIS discussion at the next board meeting to clarify the role of the LMCD. Councilmember Siakel asked if there was any information on what private lake property owners have done, since LMCD was only harvesting the public areas of the lake. Ms. Schleuning noted that this was exactly the information they were trying to garner from the recent survey, but, unfortunately, they did not have a great number of people that responded, but she agreed that this would be very helpful information to gather. Mayor Zerby noted that one website that Communications Coordinator Moore has found very helpful is a social services app called NextDoor that may be helpful in getting some information out to the community, especially with regard to some of the AIS issues. Ms. Zorn stated LMCD board is putting together a more comprehensive marketing endeavor, which is a new step for the agency. If there are any city -wide events where they could have a presence, please let them know. She noted that regarding the AIS, there are some bays that are coming together and tackling the issue together, such as St. Alban's Bay and the City of Excelsior where a separate levy has been created to help. LMCD is looking at potential ways to bring the different entities together and create more of this type of joint effort. She noted that the LMCD has a small budget of under $400,000, so they cannot take on the projects themselves, but can be a coordinating agency, if they are the best one to bring the entities together. Councilmember Siakel asked about the Department of Natural Resources (DNR) in this process. She stated that many times they like to be brought to the table, but don't bring their wallet. Ms. Zorn stated that LMCD has seen a significant decrease in funds from the DNR. One of the ideas brought up at their last meeting was the possibility of having a sticker fee for anyone entering Lake Minnetonka that would be a direct line to the AIS fund, and their chair, Jay Green, laughed and said that item has been on the table for 8 years and has yet to go anywhere. So, it is an ongoing problem of how to operate with decreased funds from the DNR and trying to look outside the box in finding other ways to fill those gaps. 6. PARKS A. Report by Commissioner Mangold on the March 13, 2018 Park Commission Meeting Commissioner Mangold gave a brief overview of the March 13, 2018 meeting and noted that he had been reappointed as Chair and Ed Rock was reappointed Vice- Chair. He noted that the playground equipment for Badger Park has been determined to be a ship, but were still finalizing the layout and construction. The Park Commission had a second meeting on March 20, 2018 to work on some grant applications that had tight deadlines. At this meeting they also changed the location of the layout of the playground equipment to more closely match the initial concept drawings. The Park Commission has also made a recommendation to remove the black willow tree in Manor Park. The Commission will be sad to see it go, but, the time has come because it is a potential safety hazard, at this point. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 26, 2018 Page 4 of 9 Mayor Zerby noted that he had read through the Park Commission minutes and thought he had seen something about the Park Commission having some concerns about landscaping and were looking for a landscape architect. Commissioner Mangold clarified that was in relation to a few areas that have a much steeper slope than expected. There was a suggestion to change from turf to plantings in these areas. He stated that the Park Commission just wanted to make sure that it took a look at the other landscape items that are going into Badger Park, to make sure that the plantings are cohesive. The Park Commission will review the landscape plans at their next meeting. Mayor Zerby asked about the timeframe for the completion of the park projects. Planning Director Darling stated that they are looking at spring for the parking lot and the landscaping. The playground equipment will most likely be September for equipment installation. B. Removal of the Black Willow Tree in Manor Park Planning Director Darling noted that there has been a formal evaluation by an arborist of the black willow tree in Manor Park. She showed pictures of the current condition of the tree and the significant damage from limb loss and woodpeckers. The evaluation showed that a significant limb would most likely fail within the next year and while there are no structures in the immediate area, there was concern that a falling limb could harm humans. The Park Commission is recommending removal of the tree. Councilmember Sundberg asked if the plan was to completely remove the tree and just grind down the stump. Planning Director Darling noted that the plans are to grind down the sturnp and let it sit for a year and then plant a new tree in the same area. She is planning to speak to the tree people to see if there is any of the main trunk that can be used for carvings. Councilmember Sundberg stated that was why she asked, because the trunk looks so interesting and is large. She has a name of a local carver if the City needs it. Mayor Zerby noted that the tree has served us well and it may be time to put it to rest. He does like the idea of harvesting the wood for some purpose. He stated that he had just attended a going away party for the Mayor of Minnetonka where the mayor was presented with a picture frame that was made with wood harvested from a park that he helped create. He stated that is another idea for the wood that is pretty simple and could be used as part of recognition for outgoing Commissioners or Councilmembers. Public Works Director Brown stated that this tree has received a lot of comments and attention over the years. The City will be working with Communications Coordinator Moore to make sure that residents are informed about what is happening with the tree well in advance of its removal. This tree means a lot to residents and not everyone will be happy that it is being taken down, however, he feels the safety concerns must be considered. Councilmember Sundberg clarified that her comments about artistic value were not just to harvest the wood and use it for other things. She would like to see an artist look at and see if there was a way to trim the dead branches and leave the cool aspect of the main trunk that shows how it has been ripped apart over the years. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 26, 2018 Page 5 of 9 Councilmember Siakel asked if Councilmember Sundberg was suggesting that a sculpture be made of the remainder of the tree and kept in that location, and that it not be taken all the way down. Councilmember Sundberg agreed that was what she would like to see explored, but, noted she was not suggesting an American eagle be created with a chainsaw either, but, perhaps, left more natural to show its history. Councilmember Siakel suggested that perhaps it becomes more of a memorial and the City could have someone come in and assess what could be done with it artistically before it is taken down. Councilmember Sundberg will give staff the name of the local artist she knows that can evaluate the tree to see if anything can be saved and made into a work of art. Commissioner Mangold stated that the Park Board had discussed possible artistic uses, but the report from the arborist made note of rot in the core, so they chose not to go that route. He stated that he thinks the wood could be harvested for other uses, but is unsure if it can be used as art. Zerby moved, Sundberg seconded, to direct staff to work with a local artist and see if the black willow tree in Manor Park be evaluated for possible artistic preservation or use and report back to the Park Commission and the Council to consider. Motion passed 310. C. Badger Park Playground Area Concept Site Plan Planning Director Darling reviewed the Concept 1.5 drawings and reviewed the plans for equipment, to include: pirate ship, swings, rocking animals, tri- runner, Merry -Go All, which is ADA accessible. She noted that this was primarily an update for Council and asked if they had any major concerns because she is ready to submit the site plans along with a grant proposal as part of the Outdoor Recreation Grant Program through the Minnesota DNR. Mayor Zerby asked what material would be used around the playground. Planning Director Darling stated that it would be wood chips, with the exception of some ADA accessible surface material in a few places. Mayor Zerby asked if the wood chips would be consistent with what is being used at other parks. Public Works Director Brown stated that it would be consistent. He noted that this is not his favorite material, because it always seems dirty and weeds grow up in the area and the material needs to be re- introduced. Planning Director Darling stated that the Park Commission had taken a look at quite a few other options and felt that wood chips was the best overall option. They had looked at the possibility of a clean spongy mat surface, however, it was substantially more expensive than wood chips. Councilmember Siakel asked what "substantially more expensive" meant. Planning Director Darling stated that it was around three times the cost of wood chips. Public Works Director Brown stated that the last time the City added a rubberized mat it was $25 /square foot. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 26, 2018 Page 6 of 9 Councilmember Siakel asked what the size of the play area is. She stated the reason she was asking is because the City has spent a lot of money on this park. She has concerns that there is a state of the art lacrosse field and state of the art playground equipment and then the City plans to just put in wood chips that will have weeds growing in it and look dirty. She would like to know the actual cost of a rubberized mat, because even if it costs a bit more initially, the City may be better off in the long run because it will require less maintenance and match the aesthetics of the park better. Commissioner Mangold stated that using Public Works Director Brown figure of $25 /square foot, to do the rubberized material on the 75x75 area would be $140,000. Mayor Zerby asked if Planning Director Darling could submit the overall design for Badger Park for the grant application without having the proposed surface material decision carved in stone. Planning Commissioner Darling noted that she thinks the surface material could always be upgraded if the Council chose at a later date and she can go ahead and submit the grant application. Mayor Zerby stated that he agreed with Councilmember Siakel that if the City is going to upgrade the park, it should be done right and all options should be considered. He would also like to see the actual dollar figures associated with the different materials. Councilmember Sundberg stated that she knows that little kids will be there putting the material into their mouths as well and the toxicity of wood chips concerns her. Zerby moved, Siakel seconded, to approve the concept site plan for Badger Park, as submitted, and direct staff to complete a grant application as part of the Outdoor Recreation Grant Program through the Minnesota DNR for potential funding and for staff to bring Council some options for surface material, along with associated costs. Motion passed 310. 7. PLANNING - None 8. ENGINEERING/PUBLIC WORKS - None 9. GENERAL/NEW BUSINESS A. Ordinance 555 Amending Shorewood's Liquor Code, Chapter 401 Clerk Thone explained that this is a fairly simple amendment pertaining to the number of liquor licenses that can be issued in the City limits to align with State Statutes. Councilmember Sundberg asked if this was a housekeeping item or if there was an issue with an application that brought it to our attention. Clerk Thone noted that last month, the Council did quite a few amendments to clean up Shorewood's Liquor code. Mayor Zerby had brought this one to her attention and asked her to take a look at the code as it aligns with State Statute. She did some research and had a discussion with State Alcohol and Gambling specialists who verified the only restriction on how many licenses may be issued within the city limits is regarding off -sale licenses, not on -sale. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 26, 2018 Page 7 of 9 Sundberg moved, Siakel seconded, Adopting ORDINANCE 555, an Ordinance Amending Shorewood's Liquor Code, Chapter 401 Pertaining to Liquor Regulations. Motion passed 310. B. Employee Compensation Plan Clerk Thone explained that in 2016 a consultant was hired to complete a classification and compensation study. The results of the study were presented to the Council in November of 2016 and have been used as a guide for staff in establishing employee compensation. However, the results of the study were never formally adopted by the Council. She noted that this was discussed at the January 2018 Council retreat. Administrator Lerud stated that another item that came up for discussion at the retreat was merit pay or pay for exceptional service. Staff is still considering some options, however noted that it may take some time to make sure it is internally consistent across all jobs. He suggested adopting the presented compensation plan and the merit -based pay aspect could be added at a later time. Mayor Zerby noted that in discussions, it appeared that this was simply an oversight at the time, because there was a change in management and it was never formally adopted. Zerby moved, Sundberg seconded, Adopting RESOLUTION NO. 18 -029, "A Resolution Adopting Shorewood's Employee Compensation Plan and Structure, as presented by George Gmach Compensation." Motion passed 310. C. Energy Audit Communications Coordinator Moore reviewed some of the services offered as part of an energy audit. She noted that her home was used to video the process for completing an energy audit and she found the process and results very interesting. The current cost of completing an energy audit is $100. Other cities have helped encouraged residents to complete energy audits by providing a buy -down on this cost. Communications Coordinator Moore stated that she is asking the Council to approve a 50% buy down for 25 homes which would be a cost of $1,250 and the monies would come out of the recycling revenue. Councilmember Sundberg stated that she fully supports the City encouraging residents to have this energy audit completed because it can be so beneficial. Sundberg moved, Zerby seconded, Authorizing a 50% Buy -Down for the First 25 Shorewood Households to Participate in an Energy Audit. Motion passed 310. 10. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Administrator — Appreciation Event Administrator Lerud explained that traditionally a boat cruise has been organized to show appreciation for Councilmembers, Commissioners, as well as City staff and volunteers. If the Council would like to continue this tradition, staff can begin looking into possible dates. Councilmember Siakel asked Administrator Lerud to see if staff would like to have something other than a boat cruise, since that had been done for the last few years. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINU'T`ES March 26, 2018 Page 8 of 9 Siakel moved, Sundberg seconded, to direct City staff to begin coordination of the annual Appreciation Event, for staff and volunteers. Motion passed 310. Other Public Works Director Brown stated the City is in the midst of pothole season, but feels they are starting to gain ground. He asked residents to continue reporting them through SeeClickFix. There was a watermain break at the intersection of Howard's Point Road and Edgewood Road and the repair went fairly smoothly. Mayor Zerby stated that he received a question from a resident regarding what they perceived to be a new street light at the corner of Grant Lorenz Road and Birch Bluff Road. He asked if there had been a recent light installation. Public Works Director Brown stated he was not aware of any new installs, but he will take a look to confirm. He stated that it is possible that Excel had gone in and changed the old incandescent bulb to an LED bulb, which gave the appearance of a new light. Clerk Thone noted that most employees have completed the respectful workplace training program. Staff will be bringing a resolution to the April meeting asking for Council's support. Mayor Zerby stated that he received one other comment from a resident that was concerned about dog droppings along Smithtown West Trail and sidewalk. The resident suggested better signage. He asked for staff to keep an eye out for this issue and perhaps Communications Coordinator Moore could provide an educational piece on it as well. Councilmember Sundberg stated that she would like to comment on the respectful workplace program. She stated that the current Council has been great in this regard, but, noted that she is sure the Council has seen examples in other places where it has not been very respectful. She asked if the City had a policy for the Councilmembers in regard to respectful communications. Administrator Lerud stated that he was not aware of one in the City, but, noted that they do exist in other cities. He stated that their creation has usually followed a situation where there has been a very poor relationship period among the council. Councilmember Sundberg stated that she would rather adopt a policy when the relationships are really great, rather than wait until there is a problem. Mayor Zerby stated that he agreed that being proactive would be a good idea to make sure people understood the rules of engagement and expectations. Administrator Lerud stated the new ladder truck will be delivered the week of April 14, 2018 with a "push in" ceremony on April 21, 2018 at 9:00 a.m. B. Mayor and City Council Councilmember Sundberg stated that a future agenda item will be on Windsource. The question will be asked of the Councilmembers of whether they would be willing to sign up and be part of a promotional program. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES March 26, 2018 Page 9 of 9 Mayor Zerby noted that the Fire Board representative and the alternate are unable to attend the meeting on Wednesday. He volunteered to fill their role if the Council would support it. Sundberg moved, Siakel seconded, authorizing Mayor Zerby to act as Fire District alternate on the Fire Board, for this week's meeting. Motion passed 310. 11. ADJOURN Sundberg moved, Siakel seconded, Adjourning the City Council Regular Meeting of March 26, 2018, at 8:18 P.M. Motion passed 310. ATTEST: 4w&,6� D&L Sandie Thone, City Clerk