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11-13-18 CC WS MinutesCITY OF SHOREWOOD CITY COUNCIL WORK SESSION MEETING TUESDAY, NOVEMBER 13, 2018 15 1IM IlwMI 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS IMMEDIATELY FOLLOWING CANVASSING BOARD MEETING 1. CONVENE CITY COUNCIL WORK SESSION MEETING Mayor Zerby called the meeting to order at 6:10 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Johnson, Labadie, and Siakel; City Administrator Lerud; City Cleric Thone; Finance Director Rigdon; Planning Director Darling; Director of Public Works Brown; and, City Engineer Fauske Absent: Councilmember Sundberg. B. Review Agenda Johnson moved, Zerby seconded, approving the agenda as presented. Motion passed 4/0. 2. CAPITAL IMPROVEMENT PLAN (CIP) Mayor Zerby asked if there was a way to show the information to the audience members at the meeting, since some of the numbers are very large. City Administrator Lerud explained that there was not a way to hook up a laptop in order for people to view the information at the meeting, but noted that it is available in the packet on the City website. Finance Director Rigdon noted that first on the CIP list is the Shorewood Community and Event Center (SCEC) and noted that the City is transferring around $30,000 per year to the SCEC fund. He stated that park improvements have historically been paid for by park dedication fees, however there is not as much money coming in following the MCC development. He noted that the biggest budget item is the Badger Park playground. He stated that he is recommend a transfer of $120,000 to cover the poured in place rubber surface. Mayor Zerby asked when the City expected the park dedication fees from Minnetonka Country Club to come in. Planning Director Darling noted that all of those fees have already been paid because they had to pay them before they could record the plat. She explained that it was $6,500 per lot, however she believes there was some negotiation because they also dedicated a large parcel of land. Councilmember Siakel asked about the grant that the City received for the playground equipment. Planning Director Darling noted that the City had received two grants. One for $25,000 from Hennepin County and one for $150,000 from the DNR. She explained that both of these grants are for the revenue side and Fund 402 and are reflected in the total price for Badger Park at $550,000. She said that the rehab at Badger Park was not just the playground but also included a picnic shelter, a heated restroom building, and trails. CITY OF SHOREWOOD COUNCIL WORK SESSION MEETING MINUTES NOVEMBER 13, 2018 Page 2 of 5 Finance Director Rigdon stated that the City is looking at a potential deficit in the park improvements fund starting in year 2021 and stated that the City will need to find other revenue sources because the City cannot bond for these funds. He stated that the equipment fund is forecasting positive for ten years. He noted that planned street improvement projects for the next five years include utilities. He stated that there is a situation where these funds can go into the negative rather quickly. He noted that the funding sources right now are transfers from the General Fund, which currently is at $810,000 for 2019 and scheduled to increase $25,000 per year after that. He stated that the gas and electric franchise fees are also going to this account at about $300,000 per year. He stated that staff will be recommending a bonding program beginning in 2020. He reviewed the spreadsheets that show 2017 to projected future year figures. Councilmember Siakel stated that she understands in 2019 the City will move forward with the island roads. She asked if the City had any further feedback or information regarding the Glen RoadlAmlee Road/Manitou Lane project. She asked what the next step is and whether the City will or will not move forward on those street improvements. City Engineer Fauske stated that the City has moved forward with the communication process and sent an on -line survey to each of the neighborhoods and have compiled information from the responses. She stated that the next step will be to hold an Open House to discuss the project and answer questions for the residents. She stated that once they have garnered comments and feedback from the meetings, staff will bring it back to the Council for discussion on what projects should move forward. Mayor Zerby reviewed the percentage of people that are in favor of moving forward and those opposing the project. Councilmember Siakel stated that she feels the response numbers of 25 out of 65 homes were quite low for a neighborhood that has been so vocal in the past. Public Works Director Brown noted that there has been significant feedback from residents that they would like to have the trails plowed faster and also to get the rinks done at the same time. He stated that typically after an eight- hour shift of plowing, he has sent his drivers home, but they have been trying to stretch that a bit in order to get the trails done. He stated that they have asked for a Toolcat in the CIP which will help with the trails. Mayor Zerby noted that the line item for televising and cleaning the watermain lines is blank and asked if there was a different way the City would be doing this service. Public Works Director Brown stated that it will happen as part of the sanitary sewer operation budget and is not a CIP item. Councilmember Siakel asked if the City was charging enough for stormwater management since a lot of the issues within the City are related to water. City Administrator Lerud noted that the City has been following the schedule that Ehlers and Associates developed and is in the last year of the recommended major increase and the plan was to then just keep up with inflation. He stated that looking at these numbers it looks like the City is going to need to re- examine that plan and perhaps move to larger increases. Councilmember Siakel stated that she also feels the City may want to re- examine the billing practices and perhaps move to monthly billing rather than quarterly, because it is easier to pay a smaller monthly bill that a large quarterly bill. Councilmember Johnson stated that he was not opposed to taking a look at increasing the rates and considering monthly billing. Councilmember Labadie stated that she is not opposed to considering these things but would also like to look at the numbers of other cities and what their citizens are paying for stormwater management. CITY OF SHOREWOOD COUNCIL WORK SESSION MEETING MINUTES NOVEMBER 13, 2018 Page 3 of 5 Mayor Zerby noted that the Manor Park Pond is listed as a 2019 project which he is in favor of, but is assuming the dollar figure is a just a placeholder guess, since the City has not really done much research into the total costs yet. Public Works Director Brown stated that he is gathering information and there should be more information for the next Council meeting, but this number is the best estimate that the staff can provide. Councilmember Siakel asked if there are any other cities that have gone through this same process with any of their ponds in order to get a more accurate idea of what the total cost will be. Public Works Director Brown stated that staff will check around with other cities and see if there is anything similar being done. Councilmember Johnson asked if there had been any additional conversations about assessing the school district to help cover the cost of a sidewalk along Strawberry Lane. City Administrator Lerud stated that the City has not had that discussion with the school district. He stated that their discussion focused on the fact that up until 2023 there is a very aggressive timeline for roads and the amount needed after that should decrease and noted that they had wanted to know what some of those numbers were going to be. Public Works Director Brown stated that Strawberry Lane is scheduled for 2023, however the City has chosen to start the process now because the right -of -way acquisition will be very complicated. Mayor Zerby recommended officially moving to the next agenda item since the discussion has turned away from general CIP discussion to street CIP projects. 3. STREET CIP DISCUSSION City Engineer Fauske noted that the staff had put together a summary of the five -year street improvement plan. She noted that based on conversations with Public Works staff, she would like to have a conversation about Cardinal Drive and Lake Linden Road. She stated that she would like to know if the Council would like to pursue a smaller project in this area to deal with pot holes and provide a better ride quality through this area until the larger reconstruction project can happen. Public Works Director Brown stated that it would basically be a small mill and overlay project in the area. He stated that Lake Linden Road was rated as a five. Mayor Zerby asked if the coring had been done for these roadways. City Engineer Fauske stated that she did not believe the City had done coring for either of these roads. She stated that she would just like feedback from the Council on whether this is something that they would like staff to explore. Mayor Zerby stated that he does not want to put a nice topcoat on a road with bad substrate and would like to know if this is simply a Band -aid or if it will last for a bit and would like to see coring done. Public Works Director Brown stated that staff has really tried to take a more methodical approach to the CIP this year, so it becomes a more stable document. He explained that the way it has happened in the past, with the City generating a CIP and the very next year it would be wiped clean and a new CIP would be put in its place and residents could not plan ahead. He stated that part of his hope is that the City can get two or three years ahead in their coring program as well as other aspects of the CIP. Councilmember Labadie asked about the concerns over Lake Linden if that was based on resident complaints, observations from staff driving on the road, or engineering. She would like to know what factors are being considered since the Council is being asked to adjust the timeline. CITY OF SHOREWOOD COUNCIL WORK SESSION MEETING MINUTES NOVEMBER 13, 2418 Page 4 of 5 City Engineer Fauske stated that it is based on an engineering judgment on the condition of the road and the volume of traffic as well as a handful of complaints from residents about the condition of Lake Linden Road. She stated that their hope is that something can be done to improve the rideability of the roadway, but also reduce some of the time spent by Public Works in maintaining it and filling the potholes. Public Works Director Brown stated that his department has been out there more frequently and Lake Linden Road has enough traffic volume that it is a major operation to either shut down the road or do flagging operations in order to complete the work. He noted that there are a few areas that are notorious for potholes and the problem is they are right on curves, so it becomes dangerous for people to try to avoid the potholes because they end up in oncoming traffic. Councilmember Siakel asked if the long -term plan was to reconstruct roads every twenty years and questioned whether the City should start the assessment process in 2019 in order to start funding these projects because she does not believe the City can continue to pick up one hundred percent of the tab for these projects. She asked if every upcoming road will cost one and a half million dollars to reconstruct. Public Works Director Brown stated that the gauge used to be one million dollars per mile and believes that has increased over the last few years. He stated that the City is sort of taking on the "worst first" approach. Mayor Zerby stated that he does not know how Excelsior Boulevard can wait until 2021. Public Works Director Brown stated that he completely agreed with Mayor Zerby, however it ran into the checks and balances system and violated the new communication plan. Mayor Zerby stated that the communication plan is already being violated because the Council is considering Lake Linden Road. Public Works Director Brown noted that a mill and overlay is a relative minor resurfacing. Mayor Zerby stated that he feels that Excelsior Boulevard could benefit from a mill and overlay. Councilmember Labadie stated that then the City would be putting a Band -aid on a bad subsurface. Councilmember Siakel stated that the City is going to have to put some Band -aids on because there is not enough money to complete larger projects. Councilmember Labadie stated that she is concerned by the term "engineering discretion ". She stated that she really likes the Pacer system because that is easily understood and she prefers more concrete pathways rather than discretion. Public Works Director Brown noted that mill and overlay is a maintenance item and ideally when a road gets to a five or six on the Pacer system the mill and overlay would be put on because it adds just a bit of structural strength but is just a resurfacing. He stated that it is not a good idea to wait until a roadway is a three or a four to do a mill and overlay because that is good money after bad money. Councilmember Labadie stated that she understands the concerns with people moving into oncoming traffic to avoid the potholes but thinks the argument can be made that many roads are unique or narrow with wicked curves. Public Works Director Brown stated that there can be pavement cores done on both Lake Linden Road and Excelsior Boulevard if that is acceptable to the Council and he will bring that information back to them for future discussion. City Engineer Fauske stated that she believes there have already been corings taken from Excelsior Boulevard. Councilmember Labadie asked how much the core testing process costs the City. City Engineer Fauske stated that for the islands, she believes it was a total of about $2,500, but she will bring that information back to the Council. CITY OF SHOREWOOD COUNCIL WORK SESSION MEETING MINUTES NOVEMBER 13, 2018 Page 5 of 5 Mayor Zerby noted that he likes the way the discussion is heading and believes the science based and sticking to a plan is the going to be the best way to proceed and helps keep the C1P stable. Councilmember Labadie asked if the weather has any bearing on the core results. City Engineer Fauske stated that it is near the end of coring season because they cannot be done during the winter and does not typically start up again until around May 1 in order to ensure the frost has cleared. Councilmember Labadie asked if there was a difference in results if the corings are done in May versus July. City Engineer Fauske stated that she can show the Council what the pavement core looks like because they are looking at whether there is a break within the core that is showing it is not cohesive and whether it can stand a mill and overlay. City Engineer Fauske stated that Excelsior is planning to reconstruct Academy Avenue and Glencoe Road in 2019 and noted that there is a gap in their project that is within the City. She stated that this area would not fall into the new communications plan guidelines but wanted to bring it to the Council's attention Councilmember Labadie stated that she does not have enough of a feeling about the new mayor and councilmembers in Excelsior to say which way the City should go. She stated that she thinks the City may need to bring up some of the proposed plans that the City has brought up to Excelsior in the past that have been shut down and run our possible plans past them in a good faith attempt to create a dialogue. Councilmember Johnson stated that if someone could put the list of projects the City has proposed to Excelsior in front of him, he is happy to reach out to the new mayor and one of the new councilmembers. Councilmember Labadie stated that she feels the City has a fresh opportunity with the new people to bring up some past items, for example the Mill Street sidewalk. City Engineer Fauske noted that Academy Avenue and Glencoe Road are a ten and a six on the Pacer rating system and in order to move forward, the City would have to follow a very accelerated plan in order to do them in 2019. She noted that the City portion of the project is a total of about 840 feet. Councilmember Labadie stated that since the roads are at a six and a ten, her opinion is that just because Excelsior is jumping ahead it does not mean the City also needs to jump in and throw money at the project. She stated that she feels a project that is rated a ten is an unnecessary expense. 4. ADJOURN Johnson moved, Siakel seconded, Adjourning the City Council Work Session Meeting of November 13, 2018, at 7:00 P.M. Motion passed 4/0. andie Thone, City Clerk