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11-26-18 CC Reg Mtg MinutesCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, NOVEMBER 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 Labadie, Siakel, and Sundberg; Attorney Keane; City Administrator Lerud; Finance Director Rigdon; Planning Director Darling; Director of Public Works Brown; and, City Engineer Fauske Absent: Councilmember Johnson, City Clerk Thone B. Review Agenda Labadie moved, Siakel seconded, approving the agenda as presented. Motion passed 410. 2. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Siakel moved, Sundberg seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. Canvassing Board Minutes of November 13, 2018 B. City Council Work Session Minutes of November 13, 2018 C. City Council Regular Meeting Minutes of November 13, 2018 D. Approval of the Verified Claims List E. Accept Arctic Fever Event Donations, RESOLUTION NO. 18-119, "A Resolution Accepting Donations to the City of Shorewood for 2019 Arctic Fever Event." F. Accept Constructed Improvements and Authorize Final Payment for the 2018 Pavement Marking Project, City Project 18-10, RESOLUTION NO. 18-120, "A Resolution Accepting Improvements and Authorizing Final Payment for the 2018 Pavement Marking Project." G. Accept 2018 Hennepin County Organics Recycling Grant, RESOLUTION NO. 18- 122, "A Resolution Accepting the 2018 Organics Recycling Grant from Hennepin County." Motion passed 4/0. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES NOVEMBER 26, 2018 Page 2 of 5 3. MATTERS FROM THE FLOOR - None 4. PUBLIC HEARING - None 5. REPORTS AND PRESENTATIONS - None 6. PARKS - None 7. PLANNING A. Variance Request Amendment for Porch at 5885 Glencoe Road for Rick Denman Planning Director Darling explained that this variance had been approved by the Council in September, but when the applicant came in for their building permit, it was discovered that the plan sheets submitted with the variance application indicated different dimensions. She stated that one set of plans indicated a rectangular porch and others indicated a square porch. She noted that she used the plans for the rectangular porch rather than the square porch to draft the staff report and resolution, but the applicant had intended to request the square porch (12 by 12). After the issue was discovered, the request was reviewed by the Planning Commission to make sure they would find the 12 by 12 porch consistent with the variance criteria. She stated that the Planning Commission had once again recommended approval. Sundberg moved, Labadie seconded, to Adopt RESOLUTION NO. 18 -122, "A Resolution rescinding and replacing Resolution 18 -87, a Resolution that Approved a Minor Subdivision of Property and Setback Variance for Richard W. Denman for 5865/5885 Glencoe Road." Motion passed 4/0. 8. ENGINEERING/PUBLIC WORKS A. Accept Proposal for Asphalt Corings with WSB and Associates for Lake Linden Drive Director Brown explained that at the November 13, 2018 work session meeting, Council directed staff to continue with the coring program and include Excelsior Boulevard and Lake Linden Drive. He noted that staff already had Corings for Excelsior Boulevard, but not Lake Linden Drive. He stated that staff solicited a proposal from WSB and Associates for Corings on Lake Linden Drive and the cost will be $3,240 which includes traffic control. Staff recommends approval. Mayor Zerby stated that he thinks this is something that should continue to be done so the City has data on the construction of the roads before decisions are made. He stated that he would also support this type of expenditure being done at staff's discretion and not needing to come before the Council every time. He stated that this road had a lot of potholes that have been patched but thinks the patching has made the road even lumpier. Director Brown noted that they have had some staff turnover and a few people out on medical leave who happen to be the most skilled at patching potholes. He stated that there is some training that will be revisited with the crew. Zerby moved, Siakel seconded, Adopting RESOLUTION NO. 18 -123, "A Resolution to Accept a Proposal with WSB and Associates to Perform Asphalt Corings on Lake Linden Drive." Motion passed 4/0. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES NOVEMBER 26, 2018 Page 3 of 5 B. Approve Plans and Specifications and Authorize Advertisement for Bids for the 218 Sanitary Sewer Lining Project, City Project 18 -12, 2018 Inflow and Infiltration Abatement Project Engineer Fauske explained that the City had budgeted $70,000 for inflow and infiltration abatement and in addition to these funds a portion of the project will be eligible for reimbursement from the Met Council. She stated that the plans include working with Excelsior, Minnetrista and Tonka Bay to create a larger scale project to attract more competitive bids. Councilmember Sundberg asked if any of the other cities had approved the specifications yet. Engineer Fauske stated that both Minnetrista and Tonka Bay have both already taken action and believes that Excelsior is scheduled for consideration soon. Siakel moved, Sundberg seconded, Adopting RESOLUTION NO. 18 -124, "A Resolution Approving Plans and Specifications and Authorizing Advertisement for Bids for 2019 Inflow and Infiltration Abatement Project, City Project 18 -12." Motion passed 4/0. C. Approval of Professional Services Agreement with Barr Engineering for Western Shorewood Drainage Study Director Brown stated that over the years, the City has received a great number of complaints regarding the drainage in the western portion of the City. He stated that WSB and Associates has been able to gather some initial data, however staff felt that the scope of this project warrants enlisting the aid of Barr Engineering because they specialize in stormwater management and comprehensive stormwater studies. He explained that staff had contacted Barr Engineering and asked for a proposal and gave a brief overview of the scope of their services. Staff recommends approval. Councilmember Siakel stated that she thinks this is a very smart thing for the City to do. Mayor Zerby stated that he did not see anything the staff report about working with the Minnehaha Creek Watershed District (MCWD) and asked if Barr Engineering would continue to work in conjunction with them. Director Brown stated that the proposal does detailing ongoing meetings with the MCWD. Siakel moved, Labadie seconded, to Adopt RESOLUTION NO. 18 -125, "A Resolution to Approve a Professional Services Agreement with Barr Engineering for the Water Resources Planning and Capital Improvement Planning for Western Portion of Shorewood, City Project 18 -04." Motion passed 4/0. 9. GENERAL/NEW BUSINESS A. Administrator and Staff L Monthly Budget Report Finance Director Rigdon noted that the revenue is expected to exceed expenditures by about $200,000 at year end. He noted that a large part of this number is because the building permits have come in at twice what was budgeted. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES NOVEMBER 26, 201.8 Page 4 of 5 Other Director Brown stated that on Friday, November 23, 2018 there was a reported watermain break on Academy Avenue. He stated that it was Excelsior's watermain but had happened in front of a house in the City. Mayor Zerby asked about clearance signage for the Community Center. Director Brown stated that the signs have been ordered and will be installed when they come in. Engineer Fauske stated that the contractor has finished work for the reconstruction project for Shorewood Lane, Riviera Lane, and Mann Lane. She gave a brief summary of how the streets look at substantial completion of the project. She noted that the watermain along Riviera Lane has been tested and residents will be notified that it is available for hook -ups. She stated that there is an Open House scheduled for Wednesday, November 28, 2018 for Shady Island and Enchanted Island residents to share some of the preliminary data that has been gathered. She stated that the next Open House will be for the Woodside neighborhood. Mayor Zerby noted that there is a large structure near the pond on Riviera Lane and asked if it would be monitored in the spring to make sure it is functioning properly, since it was changed in the field because the one delivered was incorrect. Engineer Fauske stated that the water resource engineer looked at it to verify it was what he had designed. She stated that staff will continue to monitor it and the water elevations. Mayor Zerby stressed the important of keeping an eye on this structure. He stated that the underground utility work at the corner of Smithtown Road and Christopher Road still needs to have restoration work completed. Engineer Fauske stated that the contractor has been notified and have indicated they will be out shortly to complete the work. Finance Director Rigdon stated that the Truth in Taxation meeting is scheduled for 7:00 p.m. on Monday, December 3, 2018. Director Darling noted that the Comprehensive Plan has been distributed to the adjacent jurisdictions. Administrator Lerud stated that he has begun working on scheduling the 2019 Council retreat and asked the Council to let him know if there are dates that they know will not work. He read aloud a letter the City received from a resident commending the City for the completion of the work on Riviera Lane and for the choice in contractor for the project. B. Mayor and City Council Mayor Zerby stated that there is an apartment project plan in Tonka Bay for four, four -story buildings that will contain one hundred and twenty -five units. He stated that the planned buildings would be twelve feet above their current ordinance. He noted that it is on the Tonka Bay agenda for tomorrow night, if anyone is interested in attending. Councilmember Siakel stated that she had attended the Fire Board meeting and reminded residents that the free movie will be Saturday, December 1, 2018. She noted that they approved their core vision and values statement and it will be available on -line. She noted that the Fire Board received a grant from the State to assist in renovating the building in order to accommodate duty crews. She noted that the City currently has 36 volunteers and asked that if anyone is interested to get in touch. She shared some information on the medical response numbers in the department's coverage area. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES NOVEMBER 26, 2018 Page 5 of 5 ADJOURN Labadie moved, Sundberg seconded, Adjourning the City Council Regular Meeting of November 26, 2018, at 7:38 P.M. Motion passed 4/0.