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09-05-19 CC Reg Mtg MinutesCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING THURSDAY, SEPTEMBER 5, 2019 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Acting Mayor Siakel called the meeting to order at 7:00 P.M. A. Roll Call 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Present. Acting Mayor Siakel; Councilmembers Johnson, Labadie, and Sundberg; City Attorney Keane; City Administrator Lerud; City Clerk Thone; Finance Director Rigdon; Planning Director Darling; Director of Public Works Brown; and City Engineer Fauske Absent: Mayor Zerby (with prior notice) B. Review Agenda Sundberg moved, Labadie seconded, approving the agenda as presented. Motion passed 4/0. 2. CONSENT AGENDA Acting Mayor Siakel reviewed the items on the Consent Agenda. Councilmember Johnson noted that when the Consent Agenda is approved, the Truth -in- Taxation meeting will be held on December 2, 2019 at 7:00 p.m. Johnson moved, Labadie seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. City Council Work Session Meeting Minutes from August 26, 2019 B. City Council Regular Meeting Minutes from August 26, 2019 C. Approval of the Verified Claims List D. Set Truth -in- Taxation Public Meeting Date, Adopting RESOLUTION NO. 19- 084, "A Resolution Selecting the Truth -in- Taxation Public Meeting Date." Motion passed 4/0. 3. MATTERS FROM THE FLOOR - NONE 4. PUBLIC HEARING - NONE 5. REPORTS AND PRESENTATIONS - NONE CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES September 5, 2019 Page 2 of 4 6. PARKS-NONE 7. PLANNING - NONE 8. ENGINEERING /PUBLIC WORKS A. Receiving Feasibility Report and Authorize Preparation of Plans and Specifications for the Woodside Road and Woodside Lane Street Reclamation and Watermain Extension Project, City Project 19 -04 City Engineer Fauske gave an overview of the draft feasibility report for the Woodside Road and Woodside Lane project. She explained that the total estimated project cost is $1,371,000 dollars, which is higher than was expected. She explained some of the reasons for the higher project costs. She stated staff is looking for direction from the Council on next steps for this project. Councilmember Johnson asked if watermain was new to this area. City Engineer Fauske stated that this is brand -new watermain service and noted that two open houses have been held with residents. Councilmember Johnson asked if the City had gone through the percentage calculation with enough residents interested in the watermain extension. City Engineer Fauske stated that she did not have the actual figures in front of her but believes that around seventy percent of the people that responded to the survey wanted watermain services. City Administrator Lerud stated that there were also two add -ons to the watermain portion of the project so it will include a connection into Boulder Bridge and an extension into Kathleen Court. He noted that bonding will be required in order to move forward with this project as presented, and the connection into Boulder Bridge will provide a system loop. City Engineer Fauske stated that staff is asking for the Council to receive the feasibility report and authorize going out for bids on the project. Councilmember Sundberg asked if City Administrator Lerud had reviewed this information. City Administrator Lerud stated that he had reviewed the information and while it is a bit higher than expected, the City does need to get started working on the roads, so he finds it acceptable. Councilmember Labadie asked if the proposed timeline was achievable and could really be finished before school starts next year. City Engineer Fauske stated that is the goal, but if there is weather similar to what the City has had this summer, there may be an issue getting it completed as planned. She noted that this schedule will be included in the RFP so the contractor would know what they are agreeing to. Councilmember Labadie stated that Woodside Road will be a very difficult road if there are construction vehicles there at the beginning of the school year. She suggested trying to complete the project earlier in the season so there is no potential issue with the school year. City Engineer Fauske stated that is something that could be considered as staff moves into the final plans. She stated that taking four weeks off of the construction schedule may push the price a bit higher. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES September 5, 2019 Page 3 of 4 Acting Mayor Siakel asked if there were any large construction projects coming up in this area where there may be large construction vehicles accessing the roads. City Engineer Fauske stated that there are a few projects that she knows of that have indicated that they have construction projects planned. Acting Mayor Siakel stated that she is concerned about possible damage from the larger construction vehicles on the roads. Johnson moved, Siakel seconded, Adopting RESOLUTION NO. 19 -085, "A Resolution Receiving Feasibility Report and Authorizing Preparation of Plans and Specifications for the Woodside Road and Woodside Lane Street Reclamation and Watermain Extension Project, City Project 19 -04." Motion passed 4/0. 9. GENERAL /NEW BUSINESS A. Utility Billing Costs /Commissioner Compensation City Administrator Lerud stated that at the last annual Council retreat, the Council discussed transitioning to monthly utility billing and providing a stipend to commissioners. He noted that he had contacted communities in the area and found that none of them provide stipends to their commission members. He stated that moving to monthly utility billing will cost more than four times the cost of the present quarterly billing. He explained that at this point, staff does not recommend moving to monthly utility billing. He said staff is seeing if the utility billing software will allow for a monthly debit on accounts as an option for residents. Councilmember Sundberg asked if any of the Commissioners that serve the City have expressed concerns about not receiving a stipend to help pay for things like childcare. City Administrator Lerud stated that he did not think there had been any concerns raised. He noted that this issue was driven by staff and not by the Commissioners. 10. STAFF AND COUNCIL REPORTS A. Administrator and Staff Fall Community Shred Event City Administrator Lerud stated that the next community shred event will be held on October 5, 2019 from 9:00 a.m. to 12:00 noon. Other Public Works Director Brown stated that staff and the Council have heard many comments and concerns about water levels on Mary Lake. He stated that staff has met with representatives from the DNR as well as the Minnehaha Creek Watershed District to look at possible solutions. He stated that both entities stated that they will try to assist the City in moving through the permitting process as quickly as possible when the City comes up with the plan to move forward. He stated that after that meeting, he and City Engineer Fauske took a look at a possible route that has not yet been considered along Clover Lane and Gillette Curve that connects to an existing storm sewer system along Wood Duck Circle. He stated that this solution may circumvent some of the land issues that have been discussed in the past. He noted that these roadways do not have a planned road construction project so they are considering directional boring along the entire distance. He stated that they have met with a directional boring firm to talk through some of the CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES September 5, 2019 Page 4 of 4 logistics for this project. He explained the some of the potential complexities surrounding this project. He stated that staff is attempting to try to get this project done yet this year. He asked the Council to keep him informed if they have any questions or concerns as this project moves forward. City Engineer Fauske stated that the City received a high -level schedule from the contractor for the overlay project and work should begin by the end of September. She stated that this information will be included on the City website and sent out to residents that signed up for notification. City Administrator Lerud stated that he is proposing that the Council hold a special work session at Manor Pond on September 16, 2019 at 6:00 p.m. He stated that the Council could also take a look at Mary Lake at 5:30 p.m. prior to meeting at Manor Pond. There was a Consensus of the Council to look at Mary Lake on their own time and not as a group. Johnson moved, Labadie seconded, to hold a Special Council Work Session on September 16, 2019 at 6:00 p.m. at Manor Park. Motion passed 4/0. Mayor and City Council Councilmember Johnson reminded residents that Movie in the Park will be held on Friday, September 6, 2019 and will show the movie, Mary Poppins Returns. 11. ADJOURN Labadie moved, Sundberg seconded, Adjourning the City Council Regular Meeting of September 5, 2019, at 7:33 P.M. Motion passed 4/0. ATTEST: ebbie Siak , Acting Mayor Sandie Thone, City Clerk