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09-23-19 CC WS MinutesCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL WORK SESSION MEETING COUNCIL CHAMBERS MONDAY, SEPTEMBER 23, 2019 6:00 P.M. MINUTES 1. CONVENE CITY COUNCIL WORK SESSION MEETING Mayor Zerby called the meeting to order at 6:12 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Johnson (arrived at 6:12), Labadie, and Sundberg (arrived at 6:28); City Administrator Lerud; City Clerk Thone; Finance Director Rigdon; Planning Director Darling; Director of Public Works Brown; and, City Engineer Fauske Absent: Councilmember Siakel B. Review Agenda Labadie moved, Johnson seconded, approving the agenda as presented. Motion passed 5/0. 2. CAPITAL IMPROVEMENT PLAN (CIP) Councilmember Labadie asked about moving money from the Equipment Replacement Fund and whether moving this money annually could make that fund not sufficient for its purposes. Finance Director Rigdon stated that staff feels very comfortable moving that money annually but noted that the Council can decide to reverse the decision at any time. Public Works Director Brown stated that he thinks the City has done a good job of managing their equipment and supports this fund transfer. Mayor Zerby asked if there would be any more park dedication fees coming from the Minnetonka Country Club property and development. Planning Director Darling stated that those fees were all paid with the plat and no additional funds would be coming to the City. Councilmember Labadie asked what the plan is for the old skate park, since the Parks Commission had prioritized the items that were previously listed. Planning Director Darling stated that there is an agenda item on the regular Council meeting for later today for the Council to discuss whether the City should keep the land or sell it. Councilmember Labadie asked if that decision would have bearing on the CIP. Planning Director Darling stated that she feels it does because if the land is sold, one - hundred and fifty thousand dollars can be removed from the CIP. Finance Director Rigdon reviewed the Equipment Replacement Fund plan. Mayor Zerby asked if the City was still replacing radios. Public Works Director Brown stated that they are not currently replacing radios because there are some political things going on with Hennepin County, however, he would like to keep the placeholders in for when the situation CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES SEPTEMBER 23, 2019 Page 2 of 3 resolves itself. Mayor Zerby asked if the City still needed these radios because everyone has access to a cell phone. Public Works Director Brown explained that during storms many times cell towers go down, which means no service or the system can be easily overloaded. Councilmember Johnson asked about the computer server versus the annual computer upgrades. Public Works Director Brown stated that there are currently two servers in house and they have been considering moving to totally cloud based system since there is now sufficient bandwidth. Finance Director Rigdon gave an overview of the Street Reconstruction Fund. Mayor Zerby asked about the Bituminous Maintenance Fund. Public Works Director Brown stated that sealcoating has not been giving the City the results it would like to see on the roadways, so they are looking at investing money where it will be more effective. He stated that these dollars have been reallocated into primarily overlay projects but noted that they are labeling this area maintenance to allow them the freedom to either do overlays or sealcoating. Finance Director Rigdon stated that a big question is how this program can be paid for. He reminded the Council that there is a plan going forward promoting a bonding program to be able to spread out the payments over a period of years. He noted that Utility Funds may need to be included in the bonding. Mayor Zerby asked what amount he was projecting for bonds. Finance Director Rigdon stated that the bonds would be roughly four million dollars. Public Works Director Brown stated that they have tried to have each Enterprise Fund carry its own weight. City Administrator Lerud stated that the goal with the bonding program is that in addition to completing the work in the CIP schedule it would also build up sufficient revenue underneath that will allow the City to basically have cash moving forward which is an ideal situation to be in. Councilmember Johnson stated that with the trend of lower interest rates, he would support another work session with David Drown and Associates to see if they have any other ideas. City Administrator Lerud explained that there will be another CIP work session before the end of the year. He noted that the information presented tonight is essentially the worst -case scenario for the CIP. Finance Director Rigdon gave a brief overview of the Trails and Utilities Funds. He noted that one other item is that there is a possibility that the Public Works facility roof may need to be replaced. Public Works Director Brown stated that there is a slim possibility that the roof may need to be replaced this year depending on the bidding climate. He stated that it is shown as a 2020 project, but the funds are there if the bidding climate is favorable yet this year. He stated that they are also anxiously awaiting the results of the Barr Engineering report on the western portion of the City because that will have an impact on the CIP. Mayor Zerby thanked staff for the time and effort that they have put into the CIP process. 3. ADJOURN Sundberg moved, Johnson seconded, Adjourning the City Council Work Session Meeting of September 23, 2019, at 6:45 P.M. Motion passed 4/0. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES SEPTEMBER 23, 2019 Page 3of3 ATTEST: S erby, M or Sandie Thone, City Clerk