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10-09-18 CC Reg Mtg MinutesCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS TUESDAY, OCTOBER 9, 2018 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Zerby called the meeting to order at 7:00 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Johnson, Labadie, Siakel, and Sundberg; Attorney Keane; City Administrator Lerud; City Clerk Thone; Finance Director Rigdon; Planning Director Darling; Director of Public Works Brown; and, City Engineer Fauske Absent: None. B. Review Agenda Sundberg moved, Labadie seconded, approving the agenda as presented. Motion passed 510. 2. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Sundberg moved, Siakel seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. City Council Regular Meeting Minutes of September 24, 2018 B. City Council Work Session Minutes of September 24, 2018 C. Approval of the Verified Claims List D. Approval of Probationary Appointment — Utility Operator E. Approve Request for Administrative Inspection Warrant for 5815 Club Lane, RESOLUTION NO. 18 -100, "A Resolution to Inspect 5815 Club Lane." F. Accept Hennepin County Recycling Container Grant, RESOLUTION NO. 18 -101, "A Resolution Accepting Hennepin County Business Recycling Grant." G. Approval of Tobacco Retailer Licenses, RESOLUTION NO. 18 -102, "A Resolution Approving Licenses to Retailers to Sell Tobacco Products." City Administrator Lerud noted that there was an oversight for item E. and noted that a correct copy was put on the Council dais prior to the meeting that added the words "and structural inspections" and requested that amendment be included witli the motion. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES OCTOBER 9, 2018 Page 2 of 6 Motion passed 510. 3. MATTERS FROM THE FLOOR - None 4. PUBLIC HEARING - None 5. REPORTS AND PRESENTATIONS - None 6. PARKS A. Buckthorn Removal by Goat Planning Director Darling explained that staff had been researching an alternative and more natural means of removing buckthorn from City parks. She stated they found a number of cities had rented goats to come in and remove the buckthorn and noted that their digestive enzymes kill the seeds and the berries which prevents them from regrowing. She stated that they are considering using the goats on the small circular trail in Freeman Park as a trial. She noted that cost to rent the goats is $2,100 and they would be the park for a week and a half to two weeks. Staff is recommending approval. Councilmember Sundberg stated that she loves this idea and prefers it to chemical treatment. Councilmember Johnson stated that this was a trial project and asked if the idea was that if this is successful that the City will utilize the goats in other areas of the City. Planning Director Darling noted that it would be a possibility. Councilmember Labadie stated that she supports this idea and noted that her brother lives in California and they use this approach and it has worked well out there. Mayor Zerby asked if there would be any concern about noise from the goats since they will be present twenty -four hours a day. Planning Director Darling noted that goats are not particularly noisy and this particular area that has been chosen for the demonstration area is somewhat removed from the neighbors. Mayor Zerby confirmed that the path will be open during the demonstration and asked whether the electric fencing would be clearly marked. He also asked about the waste from the goats. Planning Director Darling stated that there will be signs on the fence about every twenty -five feet. She stated that the goat waste will essentially become fertilizer. Mayor Zerby asked if there would be notification given to the neighbors. Planning Director Darling stated that she was planning an e -mail blast. Councilmember Siakel expressed her support for this and asked if there would be someone there to watch over the goats and tend to them. Planning Director Darling stated that they will be physically monitored from time to time but will stay within the electric fencing. Mayor Zerby suggested that in addition to the e -mail blast a postcard be sent out to residents that will be within 500 feet of the goats and that the public safety officials be notified in the event one of the goats gets loose. Councilmember Johnson stated that he was not sure that there were any residents within 500 feet and suggested notifying a larger area. He stated that he would also like to see a sign explaining to residents that may be in the vicinity what the goats are doing and why they are there. He asked whether the Goat Dispatch company is insured. Planning Director Darling stated that she did not ask but will verify that. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES OCTOBER 9, 2018 Page 3 of 6 Sundberg moved, seconded by Labadie, to approve the use of goats to clear the buckthorn in a portion of Freeman Park. Motion carried 510. 7. PLANNING A. Report by Commissioner Reidel on the September 18, 2018 Planning Commission Meeting Commissioner Reidel gave an overview of the variance request at the September 18, 2018 meeting. He explained that the lot is very small and the existing residence, built in 1920, was recently demolished by a tree falling on it. He stated that the applicant is asking to build a structure mostly on the existing footprint, but would like to add a second story. He stated that the Planning Commission voted 4/0 to approve the request. B. Variance to Setback for 21055 Forest Drive Planning Director Darling explained the variance request included the lot area, lot width, setback for Woodend Place, and setback for the rear property line. She stated all the surrounding properties are developed as single- family homes and reiterated Commissioner Reidel's explanation of the tree falling on the home and causing substantial damage. She explained that the applicant would like to remove the existing home and garage and construct a new home with two stall attached garage. She showed pictures of the proposed house from both Forest Drive and Woodend Place. She noted that the home was originally built without the modern zoning requirements which is why the lot size and the setbacks are not at current standards. She stated that the applicant has also put together plans for a rain garden to be installed on the Forest Drive side of the home that would reduce the impact to the neighborhood from stormwater runoff. She stated that the Planning Commission recommended approval and noted that there are a few conditions listed in the staff report. She stated that one neighbor appeared at the meeting and spoke favorably about the plans and the City also received three letters from other neighbors that also spoke in favor of the project. Cary Deacon, 21055 Forest Drive, stated that the tree that fell on the home was on City property and it cost him about $4,800 to remove it. He noted that the City has removed two other trees in the area, since the initial tree fell down. He asked if the City could have the Public Works Department handle grinding the stumps, since he paid almost $5,000 out of pocket for the initial tree removal. Councilmember Siakel asked how this had happened since the City had done a tree inventory and looked at right -of -way trees. Public Works Director Brown stated that the City did a tree survey that was conducted by S &S Tree Service and these trees did not appear on anything that looked like they were in imminent danger. He stated that he believes this tree came down in a high wind situation. He stated that it is the City's understanding that even if a tree originates on one property and damages an adjacent property it is the responsibility of the owner with the damaged property to contact their insurance company to resolve the issue. Councilmember Siakel asked if the City was in possession of stump grinding equipment. Public Works Director Brown stated the city contracts out stump grinding, and when S & S Tree will be in the area taking care of ash tree removal, and they can accommodate Mr. Deacon's request at that time. Sundberg moved, Siakel seconded, to approve RESOLUTION NO. 18 -103, "A Resolution Granting Variances for Property Located at 21055 Forest Drive." Motion carried 5/0. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES OCTOBER 9, 2018 Page 4 of 6 8. ENGINEERING/PUBLIC WORKS A. Approval of Change Order No. 1 for Boulder Bridge Exterior Project Director Brown explained that the Council had awarded a contract for work on the Boulder Bridge Well House on May 14, 2018 to Minnesota Roofing Company in the amount of $38,620. He explained that he had received an e -mail from Minnesota Roofing Company in September that they had made an error in their estimate, and had also had a supplier increase of about fifteen percent. He stated that staff had contacted the other original bidder who also explained that the supplier had increased the cost about fifteen percent. He stated that he received a competing bid before the meeting, but not in time to get it in the packet, but it was increased by seventeen percent over their original bid. He stated that staff had originally budgeted $60,000 for this project and the contractor has agreed to take a loss and complete the work for $46,000 for the base bid and have already signed the change order. Councilmember Johnson asked if the 15 to 17 percent increase in costs from the supplier were due to tariffs. Public Works Director Brown stated that he believes that is the case. Councilmember Siakel stated that she is okay with this because it is still below the original cost. Siakel moved, Sundberg seconded, Adopting RESOLUTION NO. 18 -104, "A Resolution Accepting Change Order No. 1 for the Boulder Bridge Well Exterior Improvement Project." Motion passed 510. Mayor Zerby stated that he thought the doors on this facility were also rusting and having problems. Public Works Director Brown stated that he is correct, but Public Works will handle the work. 9. GENERAL/NEW BUSINESS A. Shorewood Community and Event Center Signage City Administrator Lerud stated that he contacted Sign Source and asked for a quote on replacing the double -sided campus entry sign, the front sign on the building, and both sides of electronic sign on County Road Nineteen. He stated that the quote given by Sign Source was $5,581, which includes vinyl lettering for the front doors of the Shorewood Community and Event Center and City Hall. Councilmember Sundberg confirmed that the electronic sign would say Shorewood Community and Event Center. City Administrator Lerud noted that there is one other brown sign in the parking lot that will need to be replaced and Public Works will take care of that one. Councilmember Sundberg stated she would like to make sure the name Shorewood stays to ensure it is branded with the City's name. Councilmember Johnson suggested it could say Shorewood Center, because that is essentially a shortened name for Shorewood Community and Event Center, Mayor Zerby asked if there could be another panel dropped down so the entire name could be included. Councilmember Labadie stated that she does not want to deviate from using the words "community and event center" and agrees with Councilmember Sundberg that keeping the name Shorewood on there will be beneficial. She stated that she likes Mayor Zerby's idea of two lines of text at the top. City Administrator Lerud confirmed that the Council generally approved what was presented, but would like a quote for adding the additional text. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES OCTOBER 9, 2018 Page 5 of 6 Sundberg moved, Labadie seconded, to move forward with what was presented by Sign Source and ask for a quote to include two boards so the full name Shorewood Community and Event Center, can be included." Motion passed 5/0. Mayor Zerby stated that he had noticed today that the City has added signage for the clearance levels and they have gotten to be very large. He asked if there was a way to reduce the size of the signs because it looks like the signs will be larger than the current Southshore Center sign. Public Works Director Brown stated that they will investigate. 10. STAFF AND COUNCIL REPORTS A. Administrator and Staff Other Director Brown stated the Public Works crew has finished the watermain flushing on the east side of the City and have begun work on the west side of the City. He noted that there will be updated information available on the website. He stated that the second sweeping has been completed so once there is a dry day, they will be able to move forward with the striping for the sealeoating project. He reiterated that the department will also start working on ash tree removal. Mayor Zerby asked if they would be taking care of the tree that is leaning on Birch Bluff. Director Brown stated that he has made note of that tree. City Engineer Fauske updated the Council on the communications plan that was discussed at the last meeting for street projects. She noted that letters have been sent out to residents of Enchanted and Shady Island to invite them to participate in an on -line survey. She stated that the question for them is regarding drainage and informed residents that the survey crew will be in the area to gather information and data. She stated that staff is finalizing a fact sheet for residents on Woodside, Glen Road, Manitou and Amlee Road, asking the watermain question. She expects this to be sent out later this week with an invitation to complete the on -line survey. She stated that there will be a link to the survey on the City's website, as well as some paper copies available at City Hall. She gave an update as to what is happening with the street project and noted that the rain has certainly delayed the project. She noted that Yellowstone Trail was completed on August 31, 2018. She noted that paving was completed for Shorewood Lane Last week and the boulevard restoration will be completed next week. She stated that Riviera Lane has been delayed because of the telecommunications line relocation which was been completed as of September 10, 2018, however transfer of service has not yet occurred. She stated that the other work is estimated to be completed by the end of October. Mayor Zerby asked what would happen if it continued to rain and the project runs out of time. City Engineer Fauske stated that they would keep going and continue making the road passable for residents and hope for better weather. Mayor Zerby asked if there would be any issue with public safety and questioned whether the large ladder truck would sink into the soil. Public Works Director Brown stated that he has driven down the road and is confident that it will support heavy vehicles. City Engineer Fauske stated that the issues with Mann Lane are the power and utility poles. She stated that Xcel Energy owns the poles and have started moving them and putting up the new poles, but they still need to get Mediacom to do some work on the poles. She stated that the contractor is not able to get into this corridor and work around the utility because the right -of -way is too narrow. She stated staff is putting CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES OCTOBER 9, 201.8 Page 6 of 6 together a summary and will have it on the next agenda to discuss next steps. She stated that it still may be possible to complete the work this year, but it will be dependent on weather, both rain and snow. Mayor Zerby asked if the City has reached out to LMCC to try to apply some leverage to get Mediacom to do the work. He stated that he would also like the information because Ile may have some contacts that may be helpful. City Engineer Fauske stated that she has been in contact with Mediacom and the challenge appears to be that there is a new representative to coordinate this work. She stated that Mediacom was very responsive when they needed to move their utilities on Riviera Lane. City Clerk Thone noted that early voting is underway and it has been quite busy. Councilmember Sundberg asked if early votes are tallied or only if they are needed after the election. City Clerk Thone stated that they are counted the same as if you were voting on election day and will be counted along with all ballots on election day. City Administrator Lerud stated that there is an echo problem in the banquet room at the Southshore Center now that the carpet has been removed and the ceiling tiles have been replaced with plastic. He stated that he asked Twin City Acoustics to come take a look and their opinion was that there needs to be a ceiling tile to absorb sound. He stated that Joe Pazandak did some research and contacted Menard's and found the City can get acoustic ceiling tiles that will absorb ninety percent of the sound for about $1,700. He stated that staff will handle the installation on their own. He stated that the City may want to consider also replacing the ceiling tile in the library at some point in the future and that will cost about $700. He asked if there was a consensus of the Council to take this approach. There was a consensus of the Council to proceed with the ceiling tiles from Menard's. B. Mayor and City Council Mayor Zerby stated that he attended the fire open house and it was well attended and noted that there was also a police open house at the same time. 11. ADJOURN Johnson moved, Labadie seconded, Adjourning the City Council Regular Meeting of October 9, 2018, at 7:49 P.M. Motion passed 5/0.