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10-13-20 CC Reg Mtg MinutesCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING TUESDAY, OCTOBER 13, 2020 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 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 Assistant City Engineer Matthew Baumann Absent: Councilmember Siakel B. Review Agenda Sundberg moved, Labadie seconded, approving the agenda as presented. Roll Call Vote: Labadie, Johnson, Sundberg, Zerby voted Aye. Motion passed. 2. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Labadie moved, Johnson seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. City Council Regular Meeting Minutes of September 28, 2020 B. Approval of the Verified Claims List C. Approval of Tobacco Retail Licenses, RESOLUTION NO. 20 -109, "A Resolution Approving Licenses to Retailers to Sell Tobacco Products." Roll Call Vote: Labadie, Johnson, Sundberg, Zerby voted Aye. Motion passed. 3. MATTERS FROM THE FLOOR 4. PUBLIC HEARING 5. REPORTS AND PRESENTATIONS 6. PARKS 7. PLANNING CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES OCTOBER 13, 2020 Page 2 of 5 8. ENGINEERING /PUBLIC WORKS A. MS4 and Storm Pond Bathymetric Survey Assistant City Engineer Baumann explained that in order to assess the quality of the stormwater ponds they are proposing a bathymetric survey of the forty -four stormwater ponds throughout the City. Baumann reviewed the locations of the MS4 lines that would be inspected and noted that it will be entered into a GIS web application called MS4 ID. He stated that for the bathymetric survey, crews will take kayaks out into the ponds with sonar equipment and determine the actual depths and then do a comparison with the original condition to see how much sediment has accumulated. He stated that they will also gather sediment samples from three of the most critical ponds to give an idea of what types of material have accumulated and what can be done regarding disposal. He gave an overview of the proposed schedule and the plans to present the results to the Council by spring of 2021. He stated that the cost is $43,380 to be paid out of the City's Stormwater Management Fund. Councilmember Johnson asked if this system would be used for ongoing maintenance and tracking into the future or is it a one -time snapshot. Assistant City Engineer Baumann stated that it can be used for ongoing tracking. He stated that it makes things much more efficient moving forward once this information is gathered. Councilmember Johnson understands that the plans are to survey the forty -four ponds that the City is responsible for but asked if it would also be used to track the privately maintained ponds where those neighborhoods need to be reporting into the City with their annual inspections, Assistant City Engineer Baumann stated that it would require a bit more work but could be used for the privately held ponds. Public Works Director Brown stated that many of the private ponds or basins tend to be very small that may be too small to drop a kayak in and get a good sonar reading. He stated that it may involve good old fashioned survey work while wearing waders. Assistant City Engineer Baumann stated that he was thinking more about tracking them with the MS4 ID and not necessarily doing the bathymetric survey. Councilmember Johnson agreed that he was not necessarily thinking the bathymetric survey but would like to have a good tool to track the privately held ponds going forward. He asked if the City wanted to reconsider using this tracking mechanism for the privately held ponds if it would require a new cost estimate. Assistant City Engineer Baumann stated that there would need to be a new cost estimate because it would require a bit more effort to pull all that information together. Public Works Director Brown stated that if Council would like to add the privately held ponds, he would recommend approving the work for the City's portion and staff can bring back an amendment for the privately held ponds for the next meeting. Mayor Zerby stated that he would like to make sure the results of the inspections and surveying are available to the public and suggested creating a link on the City webpage that will connect to the Bolton and Menk system. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES OCTOBER 13, 2020 Page 3of5 Councilmember Sundberg stated that she agrees with Public Works Director Brown's suggestion to move forward on this proposal and have staff bring back the possible amendment to a future meeting. Mayor Zerby stated that he has been very impressed with the Riley Purgatory Bluff Creek Watershed efforts and noted that they have put together standards for the ponds. He stated that if the City is planning to partner with the Minnehaha Creek Watershed District on this project and suggested that the City also include the Riley Purgatory Creek Watershed District. Councilmember Labadie stated that the proposed schedule states that they are intending to complete the inspections in the fall of 2020 and asked if there would still be time to complete the inspections. Assistant City Engineer Baumann stated that they can do the inspections up until freeze -up. Sundberg moved, Labadie seconded, Adopting RESOLUTION NO. 20 -110, "A Resolution to Approve Proposal for MS4 and Storm Pond Bathymetric Survey." Roll Call Vote: Labadie, Johnson, Sundberg, Zerby voted Aye. Motion passed. 9. GENERAL /NEW BUSINESS 10. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Update on Woodside Road /Lane Street Reclamation Project Public Works Director Brown stated that the watermain has all been installed on Woodside and has passed the perc and bacteria tests. He stated that the residents in the area have been notified that they can begin lining up their contractors for hook up to City water. He stated that they are starting to grade the roadway and noted that they have gotten quite a bit of feedback from residents that their experience on this project has been pretty positive. He noted that there was a design change at the end of the cul -de -sac which added a rain garden and a section of perforated pipe to address the perceived run -off from this project. He reiterated that overall, the project is moving along in a positive manner. Councilmember Labadie stated that she lives near this project and has had many residents compliment the progress of the project and has not heard any negativity other than at the very beginning when the residents felt the amount of hours the road was closed was too restrictive. She stated that once this was pointed out to staff, the hours were changed and the residents complimented the City for addressing their concerns as quickly as they did. 2. Update on Enchanted and Shady Island Street Reclamation Project Public Works Director Brown stated that Enchanted and Shady Island have been reclaimed and the pavement is down. He stated that the crews started today on backfilling the edge of the pavement and there will also be some minor driveway work that is needed. He stated that overall, they have heard great compliments from the residents in the area. 3. Update on Beverly Drive — Cajed Lane Storm Sewer Project CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES OCTOBER 13, 2020 Page 4 of 5 Public Works Director Brown stated that many of the storm structures have been installed and the directional bore pipes has been bored pretty much the length of the project, as of last Friday. He stated that this project should be starting clean up and final grading soon. 4. General Election update City Clerk Thone stated that there are three weeks until the General Election. She noted that it has been busy with early voting and noted that they have processed about eight hundred and fifty voters at City Hall. She stated that they are doing some last minute training for election judges with regard to safety guidelines, curbside voting, and how to deal with challengers at the polling places. Mayor Zerby asked how many registered voters there are in Shorewood. City Clerk Thone stated that there are about 6,300 registered voters in the City. Councilmember Labadie asked how the curbside voting from your car work. City Clerk Thone stated that the City purchased three cell phones to be used for this purpose. She explained that there will be a phone number in front of the polling places and also at City Hall for people to call and wait in their car and then two opposing party judges will come out to their car and help them vote from their car. She stated that this is a good option for people that are uncomfortable going into the polling places. 5. Timber Lane Update City Administrator Lerud stated that it has been a few meetings since the Council authorized staff to close access on the west side of Timber Lane. He explained that staff discussed the situation and had decided that the best option would be a wood post installation every four feet, however the cost estimate was over $12,000. He stated that they are waiting for a second price quote for this project. Other Public Works Director Brown stated that the City received a note from Hennepin County Regional Rail Authority that their project for culvert replacement will be starting on October 22, 2020. He stated that the LRT will be closed for about two weeks while that work takes place. Councilmember Johnson clarified that this project was from Eureka Road the Manitou Lane. Communications Director Moore gave an overview of the shred event that was held October 10, 2020. She stated that it was a huge success and expressed her appreciate to Rob Hanson from the Public Works Departments, Keely Schultz the Green Corp member, Councilmember Johnson, and his daughter Olivia for their help at the event. She stated that there were about forty -five cars in the parking lot before the truck even arrived, and over 7,000 pounds of paper was shredded. She stated that Park Coordinator Grout had suggested that the City collect food for the food shelf along with this event, so the City also collected 225 pounds of food. She noted that during the last fall shred event, the City only shredded about 2,300, so this event was a great success. She stated that all of the shredded paper will go to make tissue, napkins and paper towels. Councilmember Sundberg asked why the City had such had such a substantial increase in the participation. Communications Director Moore stated that they stopped counting cars at 167. She CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES OCTOBER 13, 2020 Page 5 of 5 stated that she thinks that the increase may be due to the spring shred event being cancelled and people being home because of COVID -19 so they are cleaning things out. Councilmember Johnson stated that he feels it was a great event and suggested that the Councilmembers take turn volunteering at these types of events. He stated that it ended up being a way for him to reconnect with residents in a way that he had not anticipated. City Administrator Lerud gave an update on the storm sewer on Glen Road. He stated that the City has had three meetings with the Hennepin County staff to discuss the City's preferred location of the retention pond. He stated that yesterday the County informed him that they will not allow it to be in the preferred location. He stated that staff will be working through a few other options in the upcoming weeks to present to Council. He stated that a private mailing went out that contained a lot of misinformation. He stated that a meeting on October 22, 2020 at 2:00 p.m. was just scheduled as an update on the final plan preparation to give the neighborhood an update. He stated that the tree inventory is in progress and clarified that any markings on trees are not meant to say that the tree is coming down and are purely for identification purposes so they can refer back to species and condition as they put the plan together. He stated that they are only looking at trees that they are reasonably certain are in the right -of -way and are not working on private property. He stated that they received feedback that the meeting time did not make the information available to the greatest number of people, so they are adding a second meeting at 7:00 p.m. on the same day. Mayor Zerby asked that staff make sure to update this information on the Project Update portion of the website. Councilmember Sundberg thanked staff for being so responsive to area residents and making sure that they have opportunities for input and have the correct information. City Administrator Lerud stated that Met Council Environmental Services, the sewer treatment division of Met Council, sent out a letter that they will be doing work in our area over the next few years that will start in 2021 and be completed by 2023. He gave an overview of the areas where work will be taking place. B. Mayor and City Council 11. ADJOURN Sundberg moved, Labadie seconded, Adjourning the City Council Regular Meeting of October 13, 2020, at 7:40 P.M. Roll Call Vote: Labadie, Johnson, Sundberg, Zerby voted Aye. Motion passed.