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03-13-23 CC Reg Mtg Agenda Packet CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, MARCH 13, 2023 7:00 P.M. For those wishing to listen live to the meeting, please go to ci.shorewood.mn.us/current_meeting for the meeting link. Contact the city at 952.960.7900 during regular business hours with questions. AGENDA 1. CONVENE CITY COUNCIL MEETING A. Pledge of Allegiance B. Roll Call Mayor Labadie___ Johnson___ Callies___ Maddy___ Sanschagrin___ C. Review and Adopt Agenda Attachments 2. CONSENT AGENDA The Consent Agenda is a series of actions which are being considered for adoption this evening under a single motion. These items have been reviewed by city council and city staff and there shall be no further discussion by the council tonight on the Consent Agenda items. Any council member or member of city staff may request that an item be removed from the Consent Agenda for separate consideration or discussion. If there are any brief concerns or questions by council, we can answer those now. Motion to approve items on the Consent Agenda & Adopt Resolutions Therein: A. City Council Retreat Minutes of February 27, 2023 Minutes B. City Council Regular Meeting Minutes of February 27, 2023 Minutes C. Approval of the Verified Claims List Claims List D. Approve Agreement and Proposal from Davey Resource Public Works Director Memo Group Resolution 23-026 E. Approve Sweeper Repair Estimate Public Works Director Memo F. Accept Quote and Award Contract for Lawn Mower Public Works Director Memo G. Accept Quote and Award Contract for Caterpillar Skid steer, Public Works Director Memo Cold Planer and Attachments H. Approve Request for Reimbursement from Met Council City Engineer Memo Resolution 23-027 I. Approve Permanent Appointment of Ryan Brant, City Clerk/HR Director Memo Public Works Light Equipment Operator CITY COUNCIL REGULAR MEETING AGENDA Page 2 J. Approve Permanent Appointment of Todd Roden, City Clerk/HR Director Memo Public Works Light Equipment Operator 3. MATTERS FROM THE FLOOR This is an opportunity for members of the public to bring an item, which is not on tonight's agenda, to the attention of the Council. Anyone wishing to address the Council should raise their hand, or if attending remotely please use the “raise hand” function on your screen and wait to be called on. Please make your comments from the podium and identify yourself by your first and last name and your address for the record. Please limit your comments to three minutes. No discussion or action will be taken by the Council on this matter. If requested by the Council, City staff will prepare a report for the Council regarding the matter and place it on the next agenda. 4. REPORTS AND PRESENTATIONS A. Deborah Zorn, Director – Lake Minnetonka Conservation District Report B. Dan Narr, Executive Director, ICA Food Shelf C. Jim Flattum, Excelsior Lion’s Club Overview 5. PARKS 6. PLANNING 7. ENGINEERING/PUBLIC WORKS A. Approve Plans and Specifications and Authorize Bidding for City Engineer Memo Lift Station No. 11, City Project 22-07 Resolution 23-028 8. GENERAL/NEW BUSINESS A. Appointment of Commissioner to Lake Minnetonka City Clerk/HR Director Memo Communications Commission Resolution 23-029 B. Appointment of Commissioner to Lake Minnetonka City Clerk/HR Director Memo Conservation District Resolution 23-030 C. Hybrid/Virtual Meetings City Attorney Memo D. Approve Travel Reimbursement Request City Administrator Memo 9. STAFF AND COUNCIL REPORTS A. Staff B. Mayor and City Council 10. ADJOURN 2A CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, FEBRUARY 27, 2023 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Labadie called the meeting to order at 7:00 P.M. A. Pledge of Allegiance B. Roll Call Present. Mayor Labadie; Councilmembers Johnson, Callies, Maddy, and Sanschagrin; City Attorney Shepherd; City Administrator Nevinski; City Clerk/HR Director Thone; Finance Director Rigdon; Planning Director Darling; Director of Public Works Brown; and, City Engineer Budde Absent: None C. Review Agenda Mayor Labadie explained that she would like to add item 7.A., Authorize Expenditure for Public Works Equipment – Lift Station Pump and VFD. City Administrator Nevinski noted that there had been some discussion about including discussion of hybrid/virtual meetings, but staff is recommending that not be added to the agenda tonight and would recommend that item be added to the next meeting. Sanschagrin moved, Maddy seconded, approving the agenda, as revised. All in favor, motion passed 5-0. 2. CONSENT AGENDA Mayor Labadie reviewed the items on the Consent Agenda. Councilmember Sanschagrin asked to remove item C for further discussion. Maddy moved, Johnson seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. City Council Work Session Minutes of February 13, 2023 B. City Council Regular Meeting Minutes of February 13, 2023 C. Approval of the Verified Claims List – (moved to item 8.B.) D. Approve hire of Grace Brisley as Shorewood Community and Event Center Attendant CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES FEBRUARY 27, 2023 Page 2 of 12 E. Approve Master Contract with MNDot, Adopting RESOLUTION NO. 23-021, “A Resolution to Approve a Master Partnership Contract with the Minnesota Department of Transportation.” F. Approve Hire of Christopher Pratley as Public Works Light Equipment Operation G. Approve Recruitment for Public Works Seasonal Employees All in favor, motion passed 5-0. 3. MATTERS FROM THE FLOOR 4. REPORTS AND PRESENTATIONS A. Recognize Outgoing Commissioners City Clerk/HR Director Thone recognized the following individuals for their years of service to the City: Marc Riedel – Planning Commission Dustin Maddy – Planning Commission Matt Gallivan – Park Commission James Heinz – Park Commission Joanne Schmid – Park Commission Mayor Labadie presented a small token of the City’s appreciation to the individuals present for their service. She noted that, sadly, Joanne Schmid had passed away and explained that a celebration of life service was held in the Shorewood Community and Event Center where her many accomplishments were shared. She noted that Ms. Schmid served for many years in many different roles in service to the City. B. Christmas Lake HOA – Aquatic Invasive Species (AIS) Program at Christmas Lake Todd Erickson, 6030 Ridge Road, President of Christmas Lake HOA, expressed his appreciation for being able to have a strong relationship with the City. He stated that he feels the aquatic invasive species program may be the most important activity that their HOA has undertaken, but noted that they would not be able to do it without cooperation with the City. He stated that he also wanted to mention Waterfront Restoration who has provided the people and inspectors who have been trained by the DNR to be watching out for the AIS and doing the decontamination. He stated that he feels that Christmas Lake is really a little gem of a lake but, unfortunately, has dealt with Eurasian water milfoil, curly leaf pondweed, and zebra mussels. He explained the unique program that began a few years ago in partnership with a biology professor where they had students pull healthy Eurasian water milfoil from the lake and placed it in an aquarium and they allowed some native weevils to multiply which were then returned to areas of the lake that had heavy Eurasian water milfoil infestation. He stated that this program was a great success but noted that they do not currently have the zebra mussel situation under control. He stated that there is a lot of research happening and he is hopeful that there is some hope that low dose copper solutions introduced to the lake can help control them, but noted that it is still years away. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES FEBRUARY 27, 2023 Page 3 of 12 He noted that it will most likely be an expensive program and may have some negative side effects. He stated that the Christmas Lake HOA is very committed to protecting the lake for all users. He noted that the total cost for 2022 was around $73,000. He noted that these funds come from the HOA but there are also some contributions from the County and the City and explained that they are planning to continue with their AIS program. Joe Schneider, Christmas Lake HOA, explained that their AIS programs is more than just inspections and decontamination, but acknowledged that is a large part of what they do. He stated that this is a public/private partnership that he thinks works really well. He stated that their inspectors are considered Level 2 inspectors which means that they can get into a boat and open live wells for decontamination. He stated that there has been a machine on site at the landing for about 10 years. He noted that they start their program as quickly as they can after ice-out conditions on the lake through the end of October and run sunrise to sunset. He explained that in addition to the inspection program, they also do a trailer program, that works to keep commercial trailers from dropping off boats into the lake or picking up boats out of the lake. He stated that the problem is that commercial trails move from lake to lake and are not decontaminated between stops. He stated that they have a dedicated trailers for this purpose and coordinate transferring boats from trailers to the commercial trailers, as needed, so they can keep the commercial trailers out of the lake. He noted that they also have a program to minimize the risk from service providers, for example, barges. He explained that they coordinate with the service providers and have centralized billing so it is easy for homeowners. He stated that the providers have an understanding that every time they come into Christmas Lake, their barge will be decontaminated. He gave an overview of the number of inspections they have done over the last five years and referenced the ‘Covid-effect’ that increased the lake usage in 2020. He explained that one of the top concerns of the Christmas Lake homeowners is to do everything they can to keep AIS out of the lake. He gave an overview of other AIS that they are keeping their eyes on in other areas. Mr. Erickson stated that he wanted to also make note of other areas where they have appreciated the work they have been able to do with the City such as the remediation of the public launch and the installation of the concrete pad where the decontamination trailer is located. He gave a brief overview of what happens when they do the decontamination to stop the water from flowing into the lake. He stated that the City also brings in a water truck from time to time to fill up the fresh water tank on their decontamination unit. He stated that they also worked on a new ordinance with the City last year that basically says that people cannot launch a watercraft unless there is a parking spot available for their vehicle/trailer. He noted that this action was driven more by safety than AIS concerns, because they are a small lake and cannot handle an unlimited amount of boat traffic. He stated that they are planning to continue to work hard to protect Christmas Lake, but noted that it cannot be done without working alongside the City. Councilmember Johnson asked why the Minnehaha Creek Watershed District had stopped contributing funds to this effort. Mr. Erickson stated that the Minnehaha Creek Watershed District had a strategic change on AIS and basically stopped all AIS funding and support work. Mayor Labadie thanked Mr. Erickson and Mr. Schneider for their presentation and for the work the Christmas Lake HOA is doing. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES FEBRUARY 27, 2023 Page 4 of 12 5. PARKS A. Report by Commissioner Garske on February 14, 2023 Park Commission Meeting Park and Recreation Director Crossfield provided an overview of the February 14, 2023 Park Commission meeting as reflected in the meeting minutes. 6. PLANNING A. Report by Commissioner Riedel on February 7, 2023 Planning Commissioner Riedel gave an overview of the February 7, 2023 Planning Commission meeting as reflected in the meeting minutes. Councilmember Sanschagrin asked if there was any feedback from the public with objections to any of the variance requests. Planning Commissioner Riedel stated that there were no objections and noted that there were letters submitted for the request on Ivy Lane that were in favor of granting the variance. B. CUP for Antenna Co-location on an Existing Monopole Applicant: SMJ International, LLC (T-Mobile) Location: 24283 Smithtown Road Planning Director Darling provided an overview of the request for co-location on an existing monopole of antennas, receiving units, new triangular array and other equipment for T-Mobile. She noted that the proposal is to place this equipment just east of the AT&T equipment that was recently approved. She stated that the Planning Commission recommended approval subject to the conditions listed within the resolution. She noted that there are osprey that frequently nest on this tower, so one of the conditions is they complete all of their work outside of the osprey nesting season and another is that the equipment be painted in order to reduce its visibility. Councilmember Callies stated that there are other providers on this monopole and asked if there was a limit to how many could locate on this same equipment. Planning Director Darling stated that the limit is the structural capacity of the tower and noted that they are rapidly approaching what they can do to strengthen that particular tower. She stated that at this point, they will be adding rods that would be installed on the interior of the tower to support the additional weight that they are adding. She explained that the goal of utilizing the existing towers is so you can get as many antennas as you can on each individual tower, so it limits the number of towers in the community. She noted that Shorewood currently has three towers in the City. Councilmember Sanschagrin asked if the plans were to complete the work before or after osprey nesting season. Planning Director Darling explained that they have already received their permit for the structural support work so she thinks they will start that within the next week or so. She stated that she is CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES FEBRUARY 27, 2023 Page 5 of 12 not sure if the contractor will be ready to place the antennas on the monopole before nesting season. Johnson moved, Sanschagrin seconded, Adopting RESOLUTION NO. 23-022, “A Resolution Approving a Conditional Use Permit for an Antenna Collocation on an Existing Monopole and Related Equipment at 24283 Smithtown Road.” All in favor, motion passed 5-0. C. Variance to OHWL Setback of Silver Lake Applicant: Gardner Building and Remodeling Location: 19960 Sweetwater Curve Planning Director Darling provided an overview of the request for a variance to the Ordinary High Water Level (OHWL) setback of Silver Lake. She stated that the property owners are proposing to expand their deck. She explained that the current deck is about the same length, but varies in width in order to meet the setback requirements and their request is now just a width of twelve feet. She explained that the shoreline meanders and projects into the lot. Staff and the Planning Commission recommend approval of the request subject to the conditions listed in the resolution. Councilmember Callies noted that she felt the background information shared by Planning Commissioner Riedel was very helpful in understanding this situation. Callies moved, Maddy seconded, Adopting RESOLUTION NO. 23-023, “A Resolution Approving a Variance to the OHWL Setback for Silver Lake for a Property Located at 19960 Sweetwater Curve.” All in favor, motion passed. D. Variance to Front and Side Setbacks Applicant: Todd Nelson Location: 20980 Ivy Lane Planning Director Darling gave an overview of the requests for variances to both the front and side setbacks in order to construct an addition to the home. Staff and the Planning Commission recommended approval and noted that the City has received letters of support from each of the adjacent neighbors. Councilmember Maddy stated that it is very rare for the City to go below ten feet for setbacks. He stated that after a lot of analysis, he believes the Planning Commission came to the correct conclusion that this actually does meet the variance requirements. He stated that it is rare, but given all the angles that the owner tried to make this work, he agreed that this makes the most sense. Councilmember Sanschagrin stated that he appreciated having the letters of support from the neighbors. Sanschagrin moved, Maddy seconded, Adopting RESOLUTION NO. 23-024, “A Resolution Approving Variances to Front and Side Yard Setbacks for a Property Located at 20980 Ivy Lane.” All in favor, motion passed 5-0. 7. ENGINEERING/PUBLIC WORKS CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES FEBRUARY 27, 2023 Page 6 of 12 A. Authorize Expenditure for Public Works Equipment – Lift Station Pump and VFD Public Works Director Morreim stated that one of the City’s pumps located on Shady Island stopped operating a few weeks ago. He stated that following an inspection it was found that a repair would cost more than it would be to replace the pump. He stated that staff is looking to replace the pump and add a VFD which is typical for a newer installation. Councilmember Sanschagrin asked when the City purchases this type of equipment whether they look at different options. Public Works Director Morreim explained that in this situation there is already an existing pump, that they have to marry together, which means there are not other options. Councilmember Maddy stated that it appears as though there are some rebates for motors and VFDs available and asked if Public Works Director Morreim would pursue those rebates. Public Works Director Morreim stated that he will look into those possible rebates. Labadie moved, Johnson seconded, Authorizing the Expenditure of Funds for the Purchase of one pump and VFD in the amount of $12,206. All in favor, motion passed 5-0. 8. GENERAL/NEW BUSINESS A. Approve Proposal for NEOGOV Insight Subscription City Clerk/HR Director Thone explained the request for the NEOGOV software ”Insight” for the purpose of Human Resources recruitment and onboarding. She noted that the City had received an additional discount of $900 from the quote that had been included in the packet. She noted that the current system is manual and lacks efficiencies that most cities are using. She noted that there were several complaints received over the last year regarding the manual aspect of the system, especially regarding the application process, specifically for the applicants. She explained that historically, the City advertises job openings on the City web site and through the League of Minnesota Cities but noted that the job market has changed quite a bit. She stated that when someone applies for a job through NEOGOV, they apply once, but all of their information is saved regardless of how many jobs they are interested in and apply for. She gave an overview of the automation benefits and efficiencies of utilizing the NEOGOV software. Councilmember Sanschagrin asked whether there was already an amount included in the budget for this type of miscellaneous expense. City Clerk/HR Director Thone explained that for 2023, the City has not budgeted for this specific expense, but there are places in the budget where the City has saved some money that could be used for this expense. Finance Director Rigdon explained that every department usually has some sort of contingency included so they are not budgeting too close to the vest to incorporate this type of ‘on the fly’ expense. Councilmember Sanschagrin asked how the subscription fees may evolve over time in the long term. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES FEBRUARY 27, 2023 Page 7 of 12 City Clerk/HR Director Thone stated that this is a proven software that has been around for a long time. She noted that she received positive feedback about it from other users and was told that there have been no surprises when it comes to the first few years. Councilmember Callies stated that there have been a lot of new hires in the City over the last few years, and wonders if it was possible that the City may not use the software for a year or two. She noted that she questions whether the application process is really all that onerous in its current form. She asked if the thought was really that there were certain people that did not apply because they had to manually fill out an application. Mayor Labadie stated that she had some of those same thoughts and noted that if those individuals feel it is too much work to fill out the application, she questioned whether that was really someone that they wanted on the City’s team anyway. She stated that the City has filled a lot of positions very recently without the software. Councilmember Maddy stated that he has looked at possible job applications and started the process and in some cases, has thought that if this is how ‘stone age’ their computer system is, he is not sure he would even want to work there. He stated that he believes that it is possible that people see the current process and choose not to apply. He asked how many positions the City anticipates filling in the next two years. Public Works Director Morreim stated that this could be used almost immediately with seasonal positions. He noted that he thinks it may be a significant hindrance if there was a paper application for the younger generation. He explained that there is also one impending retirement in the next six to eight months where this software could be utilized. City Administrator Nevinski stated that he understands the Council’s comments related to the turnover and where things sit with the City right now. He noted that he feels starting to build this infrastructure is important and reminded the Council that they had discussed ways to find efficiencies at their retreat, which he felt this software would do. He stated that this software would allow staff to collaborate, speed along the entire process, and score candidates automatically. He stated that he thinks that how the City presents their postings matters and feels this would be a wise investment for the City. Councilmember Callies noted that it looks like after the initial two-year term the cost will be around $5,000/year. Councilmember Johnson asked if the pricing would be tiered based on how many employees the City has on staff. City Clerk/HR Director Thone explained that the pricing is based on the current number of city employees. Councilmember Callies asked if it was too burdensome for staff to look at the applications. She asked if the City would be getting better candidates or is it that staff does not have to spend as much time looking at the candidates. Public Works Director Morreim stated that he managed a lot of employees at a previous location and this software helped him because you could go through candidates rather quickly. He stated CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES FEBRUARY 27, 2023 Page 8 of 12 that he believes the biggest benefit is from the applicant standpoint. He explained that he has applied for quite a few jobs over the years and Shorewood was one of the only ones where there was still a paper application. He stated that last year the City did not receive any applicants for the seasonal positions and he would hope that this change would remove the barrier of a paper application process. Parks and Recreation Director Crossfield stated that how she has used it as a previous employer was for scheduling interviews and application follow up so there was no phone tag or back and forth messages. She stated that college students are applying for numerous recreation jobs if they are in the recreation bachelor’s program, they can fill out their profile in this software once and apply for thirty different internships or entry level positions. She stated that she does not feel that they would take the time to do it manually when they are taking finals and other activities. She stated that she also did not think they would be interested in going somewhere that really does not look ‘modern’ and on trend. Mayor Labadie stated that it is clear that there is still hesitancy from the Council and noted that while in the big scheme of things this is a very small amount of money, it is clear that the Council is closely considering this expense. Councilmember Sanschagrin stated that he feels that this may be able to be a tool used by the City and suggested that perhaps there is a need for a comprehensive review of all the operations in order to take a look at other potential tools and how they can work together. City Clerk/HR Director Thone noted that they did not hear from any cities that were using anything other NEOGOV and the government jobs website. Councilmember Callies asked how many seasonal employees the City is looking for. Public Works Director Morreim stated that there are two seasonal employees for Public Works. Parks and Recreation Director Crossfield stated that she is still evaluating the situation, but believes she will need a few each year, such as warming house attendants and community center attendants. She stated that if the City wanted to operate in-house summer programs or provide its own internal inclusion aids, she thinks the City would really want to have some software in place order to assist with that. Councilmember Callies stated she understands the recommendation from staff is an effort to drag the City into the twenty-first century, but Shorewood is not as big as Edina or Minnetonka where they may use this software on a daily basis. Councilmember Johnson stated that he would assume those other cities would have different pricing tiers. He explained that he was uncomfortable with approving this expense without knowing where the pricing will jump up for the next tier and some historical information on what their percentage increases are year over year. Councilmember Callies stated that she does understand the point being made about high school or college kids because they will want to use something on their computer rather than filling it out with pen and paper. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES FEBRUARY 27, 2023 Page 9 of 12 Councilmember Maddy stated that he is planning to support this request because he is nervous about the ability to fill the Public Works openings because not enough people know about it. He stated that the ‘boomers’ are retiring at alarming rates and the future for hiring and recruitment for the next decade includes worker scarcity. He stated that if the City wants to keep filling positions they will at least need to be on par with their competitors in the region. Councilmember Sanschagrin stated that he also supports this request, but questioned whether it would make sense to table a decision until the Council can get some answers to the questions they have posed about the pricing. Mayor Labadie asked, if this was approved, how long it would take for implementation. City Clerk/HR Director Thone stated that it would be implemented within six to ten weeks. She noted that she would plan to post the seasonal positions that were approved earlier on the agenda and noted that typically, it takes several months to hire for those positions. She stated that she thinks this software would have time to add benefit for those positions, if they act quickly. Mayor Labadie stated that last year, the City had no applicants for the seasonal Public Works positions. She stated that Public Works Director Morreim has worked in other cities where there have been that type of employee and asked about the demographic for those individuals and asked if he thought that those were individuals that would use this product. Councilmember Johnson stated that his understanding was that if the City implements this product, all of the applicants would be forced to use it. Mayor Labadie asked whether Public Works Director Morreim felt he was able to get more applicants because of this software. Public Works Director Morreim stated that he would generally say, in his experience, that he would get more applicants because of this software. He stated that using this software means that applying can be done with a click of a button rather than having to print something out because many people do not even have a printer. He stated that for the LEO position, the City only received five applications for the position and noted that for the dwindling number of applicants for many of their positions, this is one thing that can get in the way of the ease of applying. Mayor Labadie noted that the City definitely felt the lack of seasonal employees last year and noted that she does not want to have to go another summer without having those employees because she felt the parks and trails really showed a difference. Councilmember Callies stated that after hearing staff input, she feels she can support this request and noted that doing this does not tie the City to signing up for life. City Administrator Nevinski stated that he feels making this change will bring the City up to par with other communities so they can compete more easily. He stated that he does not think this software will hurt the City, but cautioned that it is still a challenging job market. Mayor Labadie stated that she would also support this request. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES FEBRUARY 27, 2023 Page 10 of 12 Sanschagrin moved, Maddy seconded, Adopting RESOLUTION NO. 23-025, “A Resolution Accepting Quote and Authorizing Execution of NEOGOV Insight Subscription Agreement.” All in favor, motion passed 5-0. B. Approval of the Verified Claims List (Formerly agenda item 2.C.) Councilmember Sanschagrin asked Finance Director Rigdon if there were any significant variances that the Council should be aware of in terms of what was budgeted for versus the actual claims. Finance Director Rigdon stated that there have not been significant variances and noted that it is pretty early in the year for that type of variance. He explained that he does review things and looks very carefully at this type of thing. Councilmember Sanschagrin asked if the Council would be getting a quarterly report that shows year to date budgeted to actual. Finance Director Rigdon stated that the Council can expect to see that at their second meeting in April. Councilmember Sanschagrin asked about the LS pump for $66,000. Public Works Director Morreim explained that was for a project from last year for one of the lift stations. City Engineer Budde clarified that it was for a lift station rehab from 2022 and noted that it was a project in the CIP. He stated that the City orders the equipment separately from the contract in order to help speed up delivery times because of the long lead times for building electrical panels and pumps. He stated that this amount was within the budgeted amount that the City had planned for. Councilmember Sanschagrin asked about an item for $324,000 for the Smithtown Pond/Shorewood Oaks. City Engineer Budde explained that this was for a partial payment application for the excavation on the site. He stated that there have not been any significant extra costs and this is still on budget. Councilmember Sanschagrin asked about a claim for Mangold Horticulture for $3,600. Planning Director Darling explained that there are a few things that Mangold Horticulture does for the City such as the landscaping around City Hall and clean-up around the Shorewood Community and Event Center. She noted that they had also requested that Mangold Horticulture clean up some of the public rights-of-way where there are plantings throughout the City where it has gotten overgrown. Sanschagrin moved, Maddy seconded, to approve the Verified Claims List, as presented. All in favor, motion passed 5-0. 9. STAFF AND COUNCIL REPORTS CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES FEBRUARY 27, 2023 Page 11 of 12 A. Staff 1. Tree Sale Mayor Labadie noted that the details related to the tree sale were included in the staff report. Other Park and Recreation Director Crossfield stated that they are preparing for the Garden Fair event at the Shorewood Community and Event Center on March 11, 2023. She noted that advanced registration will be required and detailed information was available on the City’s website. Public Works Director Morreim stated that they are continuing to deal with the changing winter conditions and plan to get out and improve some of the drainage issues from the large snow event. He stated that if Councilmembers were interested in doing a ride along to let him know and explained that Councilmember Maddy had rode along with them last week. City Engineer Budde stated that tree trimming and removal will begin on Strawberry Lane tomorrow. He noted that it may look messy for a bit while they cut and drop things prior to it being hauled away. Mayor Labadie noted that in the past when this type of activity has happened, for example, near Minnewashta Elementary, there were a lot of complaints received. City Engineer Budde assured the Council that he is planning to be on site when they begin and have asked that the City’s contractor to also have a representative out there so that they can start clean up as the project moves along. He noted that the deep/large snowbanks bring another complication so they will do their best with the hope to maintain traffic open to at least a lane and have flaggers if they need to move people around their equipment at various times. City Administrator Nevinski stated that the Tree Sale requires authorization of expenditure of funds for the trees. He noted that the City gets these funds back, but staff needs authorization from the Council to spend those funds. Maddy moved, Johnson seconded, to Authorize the Expenditure of funds up to $9,600 for trees to be pre-paid by the City and reimbursed by residents as trees are purchased. Councilmember Johnson stated that he would also like to see the City ‘up its game’ in communicating the Tree Sale to residents because he has spoken with many people who did not know the City does this. All in favor, motion passed 5-0. B. Mayor and City Council Councilmember Sanschagrin stated that he and Councilmember Maddy participated in the League of Minnesota Cities Newly Elected Leaders program last week and noted that he has found the training to be very informative. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES FEBRUARY 27, 2023 Page 12 of 12 Councilmember Maddy stated that he attended the Lake Minnetonka Communications Commission meeting a few weeks ago and learned that they are looking at changing the way the LMCC works and are renegotiating the franchise fees. He explained that he rode along in a snow plow truck last Thursday morning. He stated that it was fun and he learned a lot. He noted that he got into the truck at 5:00 a.m. and the crews had already been out for two hours prior to that. He stated that it was very eye opening to see how challenging it was to move that much snow onto snowbanks that were already that tall. He stated that the City’s Public Works staff works long hard hours and then has to go home and shovel their own driveways to finish off their day and expressed his appreciation for their work and that they allowed him to tag along with them as they worked. Mayor Labadie stated that she filmed the State of the City address with LMCC which can be viewed on the City’s website. She stated that for those interested in updates on the Highway 7 situation, that can be found at minute mark 6:40. She stated that Dean Phillips hosted Pancakes with the Mayors in the District a few weeks ago and there were almost twenty mayors in attendance. She stated that she also attended the South Lake Minnetonka Police Department swearing in ceremony where two new officers were sworn in. She stated that she also attended the West Hennepin Drug Task Force luncheon and explained that the SLMPD will be joining with them beginning in June. She stated that she felt this was a very informative meeting about the overdose epidemic. She stated that the planned State of the City address with numerous area mayors was cancelled because of the snow event last week, but will be rescheduled. She stated that the League of Women Voters is hosting a State of the City forum at a time yet to be determined. She stated that she attended the League of Minnesota Cities Experienced Elected Officials seminar which she thought was a great event. She noted that the Council held an all- day retreat earlier today and noted that tomorrow morning she will leave for Washington D.C. where she will attend a seminar related to building a better Minnesota. 10. ADJOURN Maddy moved, Johnson seconded, Adjourning the City Council Regular Meeting of February 27, 2023, at 9:08 P.M. Motion passed 5-0. ATTEST: Jennifer Labadie, Mayor Sandie Thone, City Clerk 2B CITY OF SHOREWOOD 5735 COUNTRY CLUB RD 2023 CITY COUNCIL RETREAT SCEC – CONFERENCE ROOM FEBRUARY 27, 2023 8:30 AM – 3:30 PM MINUTES Welcome Mayor Labadie opened the meeting at 8:35 AM and noted that Councilmember Johnson would be arriving later. Council Priorities Discussion 1. City Staffing The current staffing levels, the City’s organizational structure, and roles and responsibilities were reviewed. Staff noted potentially needing more capacity in the Planning and Finance departments. Park and Recreation noted the various activities it oversees, including parks activities, the Community Center rental, and programing, and staffing needs. The Council noted that its philosophy in operating the SCEC is that it is an amenity for the community and not a strictly a business enterprise. Discussion occurred regarding the use and practice of responding to SeeClickFix posts. It was noted that SeeClickFix works best for issues that can be quickly addressed, such as a pothole or broken park equipment. It is more difficult to respond to concerns that require planning and long-term investment, such as where infrastructure is involved. It was agreed that such responses should direct people to the website or encourage a meeting with staff or Council, and then be closed out. Staff will develop clearer protocols for SeeClickFix responses and continued use of the program will be evaluated in the future, as staff noted many concerns are reported via email or phone calls. Finally, completion of a compensation study was discussed. It was noted that during recent hirings the City compensation appeared to be under-market. Staff outlined different scopes of work and price points to complete a study and noted that benefits should also be considered. Council asked staff to look closely at Minnetrista’s data and report back to Council in a work session before preparing an RFP. 2. Review of 2020 - 2025 Strategic Plan / Plan for Update Staff reviewed the current strategic plan and asked Council if there was a desire to update the plan or start fresh. Council discussed how to get community input on a strategic plan, how best to set the City up for success, and how to set realistic goals. Council concluded it would be appropriate to first note what has been completed to date, and to see if there is more detail about goals or objectives before deciding on next steps. 3. Update – Next steps for Integrated Pest Management Plan Council and staff discussed the following questions regarding the Integrated Pest Management Plan (IPM): A. How should the City approach maintenance of its Athletic Fields? How should the City approach treating other green space? Council asked staff to prepare several options for further consideration at a work session. It was noted that community engagement would be important 1 2B in finalizing an approach to maintaining parks. There is a need to pay attention to timing and schedules, as certain actions or treatments need to occur by certain points in the year. It was commented that the City should make an effort to communicate how its activities are consistent with its goals in the restated “bee-safe” resolution. Finally, the Council felt it was most appropriate for the Parks Commission to oversee the IPM. B. How should the City address EAB on public property? Council felt it was appropriate to target high value ash trees with treatment, but also to develop a plan to remove ash trees and replace them with a variety of other species. Staff was requested to bring back more specific details regarding the number and location of high value trees. C. How should the City address the buckthorn in Freeman Park? Council believed it was important to utilize the grant funds provided by the DNR to remove and treat buckthorn in Freeman Park. There was acknowledgment that the herbicide (Pathfinder) commonly used to kill buckthorn was noted as a “yellow” product in the IPM report and recommended its judicious use. It is an acceptable product by the DNR, so Council felt that daubing stumps with Pathfinder was both a cautious and effective approach for buckthorn removal. Hennepin County may be able to provide plantings to re-establish a ground cover in the treated area. Councilmember Johnson arrived at 1:00 PM. 4. Long-Term Plan for Water infrastructure Investment Staff summarized the City’s water supply system. Water is treated with chlorine and fluoride at every well. The Southeast Well is also filtered for iron. Badger and Southeast wells provide most of the water. Staff noted maps with hook-ups vs. wells, and areas where water is available but property owners have not connected. Iron has guidelines/standards but it is not regulated. The main issues with iron are taste, odor, aesthetic. The east side of the City does not connect with the west side currently. The City does not flush water in the winter, so more iron is present, especially near where mains terminate. It was asked if water would be more consistent if we treated iron at all well houses. It would be an expensive investment but could look at adding iron treatment at Badger. The rough estimate for this type of improvement is $7.5M per well house. It is assumed the source of the iron are wells, not pipes. Looping might be a localized solution to increase flow through the mains year-round. Council suspects that new residents have different expectations for water quality than long term residents. Filtration systems may be options for individual homes. There are investments that can be made to improve water quality but need to first get a better insight and data about the issue. Data/samples will be collected before further options are presented. It was also noted that ensuring the financial stability of the water fund is critical. Discussion occurred about how to incentivize residents to connect to the water supply. Ideas included a requirement to connect upon the sale of a property, establishing trigger threshold of significant building improvements, increasing connection charges over time, and an information campaign. Staff will research and explore these options further. 2 2B 5. Hybrid Council Meetings Staff noted that while virtual meetings were allowed by law and used extensively during the pandemic, many cities have continued to offer hybrid meeting options for the public, staff and consultant participation. Benefits of increased participation and convenience where noted. However, technology limitations and staffing requirements can make it difficult, especially for smaller cities, to provide a reliable hybrid meeting option. The City Attorney noted there is no legal requirement to offer hybrid meeting option, but he stressed that if it is offered, there is an expectation that it is reliable. Council discussed the benefits and challenges of hybrid meetings. Alternate access gives increased opportunity to participate in a hearing or meeting in general. However, meetings are accessible via cable, and currently people are not showing up online or participating remotely. It was noted that the uncertain reliability of the technology causes stress and the meeting is less effective. The suggestion was made to try adding staff and having more rules around decorum. Eliminating hybrid option would reduce access, and having a hybrid option is considered a best practice. It was also suggested that if technology improves, a hybrid meeting format could be revisited in the future. The City Attorney recommended that if the Council chooses to eliminate the hybrid meeting option, it should make a formal decision at a regular meeting and list reasons why. 6. Review of Current and Planned Public Improvement Projects 2023 Strawberry Lane - goal to be back open by start of school, will be tough schedule  Birch Bluff - Finish by Thanksgiving  Freeman - New trails/trail head in summer/fall  Shorewood Lane Ravine - stabilize ravine, started conversations with property owners and had  feedback from MHCWD and properties. Installing more stormwater. Radisson Road lift station  Trunk Hwy 7 Corridor Study - Continue discussions with MNDoT. Draft bill language for $750M  for study. Want to have solutions for planned work in 2028 from Christmas Lake Road to St. Boni. 2024 Mill and Overlay - Location TBD but need to determine soon.  2025 Mill street Trail - County lead project from Chan to Excel to get to regional trail. 11' lanes + on  road bike facilities + blvd + 10' trail. Curb and Gutter so fully urban. Public feedback is to minimize ROW impacts. County is taking a firm stance on Blvd. Andrew would like there to be consensus on this. Andrew looking at adding watermain. Mill and Overlay Eureka N - has watermain, planned to do reclamation project. Sidewalk shown on plan but will  ask the question. Vine Hill water Main replacement  3 2B 2026 Grant Lorenz - Watermain, full recon  Other Projects Nobel road adding watermain to east  Edgewood adding watermain  Cathcart Playground Equip in 2025, Hockey boards in 2027  Manor Park Amphitheatre  Increase maintenance - add crack seal, seal road  Sanitary sewer cleaning, repairs. A lot of SS in backyards, hire contractor to clean and TV.  Stormwater ponds - need to maintain but don’t know which ones or how much work yet. Galpin lake Trail/Connection - look at with Hwy 7 Corridor Study  The retreat adjourned at 3:30 PM ATTEST: Jennifer Labadie, Mayor Sandie Thone, City Clerk 4 City Council Meeting Item 2D Title/Subject: Approve Agreement and Proposal from Davey Resource Group MEETING TYPE Meeting Date: March 13, 2023 Regular Meeting Prepared by: Matt Morreim, Public Works Director Reviewed by: Marc Nevinski, City Administrator Attachments: Service Agreement & Fee Schedule – Davey Resource Group Resolution Background in Recommendation: The City utilizes Davey Resource Group to provide a variety of services in managing the City’s tree canopy. These services include:  Assistance with removal of large or dangerous trees that require specialized equipment and resources.  Professional arborists opinions and evaluations.  Educational consultation to homeowners through the city’s tree program.  Planning and management of the city’s Tree Management Plan.  Injecting ash trees for emerald ash borer per city’s recommendations. Staff solicited an update of the existing agreement & fee schedule for these services. The city attorney and staff have reviewed, commented, and revised the agreement. Davey Resource Group found the agreement to be acceptable. Financial or Budget Considerations: The city budget accounts and programs forestry services as part of the maintenance operating budget. Action Requested: Motion to approve the proposal from Davey Resource Group for services in 2023. Attachments:  Service Agreement & Fee Schedule – Davey Resource Group  Resolution Connection to Vision/Mission: Consistency in providing residents quality public services, a healthy environment, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD COUNTY OF HENNEPIN STATE OF MINNESOTA RESOLUTION 23-026 A RESOLUTION TO ACCEPT PROPOSAL FROM DAVEY RESOURCE GROUP FOR PROFESSIONAL ARBORIST SERVICES WHEREAS, the city has an ongoing need to have professional arborist services to assist in the proper management of the city’s tree canopy and forestry resources; and WHEREAS, Davey Resource Group, Inc. has successfully provided said services for the city previously; and WHEREAS, staff has solicited an updated proposal for the year 2023; and WHEREAS, Davey Resource Group has provided an updated service proposal and staff has reviewed said agreement and found it to be in order; NOW THEREFORE, IT RESOLVED: by the City Council of the City of Shorewood th hereby accepts the proposal provided by Davey Resource Group, Inc. dated March 13, 2023. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 13th day of March, 2023. __________________________ Jennifer Labadie, Mayor Attest: ___________________________ Sandie Thone, City Clerk City Council Meeting Item 2E Title/Subject: Approval of Sweeper Repair Estimate MEETING TYPE Meeting Date: March 13, 2023 Regular Meeting Prepared by: Matt Morreim, Public Works Director Reviewed by: Marc Nevinski, City Administrator Attachments: Macqueen Sweeper Repair Estimate Background in Recommendation: The City of Shorewood has one Elgin Pelican street sweeper to sweep city street, paved parking lots and other City facilities. All City street are swept twice per year to collect organic matter and other pollutants from entering the city’s sewers, lakes and other bodies of water and improves vehicular and pedestrian safety. Street sweeping is a best management practice and is required as part of the city’s Municipal Separate Storm Sewer System (MS4) permit. The city’s sweeper is unusable in its current state and service is required. Staff reviewed the first quote from Macqueen Equipment and have removed optional items and items that city staff can repair. The remainder of maintenance items have a cost of $16,867.90 for parts, labor and pickup/delivery. Macqueen Equipment is the only vendor in the region that performs maintenance on Elgin sweepers. Financial or Budget Considerations: Adequate funds for equipment maintenance are available within:  Storm Sewer Fund (631): $2,500  Public Works Fund (32): $14,367.90 Action Requested: Motion to authorize maintenance of the Elgin Pelican sweeper by Macqueen Equipment in the amount of $16,867.90. Attachments:  Quote from Macqueen Equipment Connection to Vision/Mission: Consistency in providing residents quality public services, a healthy environment, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 City Council Meeting Item 2F Title/Subject: Accept Quote and Award Contract for Toro Mower MEETING TYPE Meeting Date: March 13, 2023 Regular Meeting Prepared by: Matt Morreim, Public Works Director Reviewed by: Marc Nevinski, City Administrator Attachments: Capital Improvement Plan Excerpt Tri-State Bobcat Mower Quote Background in Recommendation: The 2023 Capital Improvement Plan (CIP) equipment replacement fund has an amount of $46,500 for a wide deck mower. Attachment 1 is an excerpt from the 2023 CIP. The quote from Tri-State Bobcat was obtained through the State of Minnesota’s Cooperative Purchasing Venture (CPV) which allows government agencies to purchase goods under state contracts. State contract Turf Management Equipment (T-775). Attachment 2 is the quote from Tri-State Bobcat. The city does not currently have a wide deck mower. The purchase is the Toro 7500-D Master lawn mower with the ability to cut 96” wide will allow public works staff to be more efficient and effective while cutting the large open spaces in city parks. Financial or Budget Considerations: Adequate funding exists in the 2023 CIP – 403 Equipment Replacement Fund (item 084) in the amount of $46,500. The quote of $44,488.02 is below budget. Action Requested: Motion to approve the purchase of a 2023 Toro 7500-D Z-Master lawnmower in the amount of $44,488.02. Connection to Vision/Mission: Consistency in providing residents quality public services, a healthy environment, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 2G MEETING TYPE Regular Meeting City Council Meeting Item Title/Subject: Accept Quote and Award Contract for Caterpillar Skid steer, Cold Planer and Attachments Meeting Date: March 13, 2023 Prepared by: Matt Morreim, Public Works Director Reviewed by: Marc Nevinski, City Administrator Attachments: 2023 Capital Improvement Plan – 403 Equipment Replacement Fund Ziegler Quote Background in Recommendation: The 2023 Capital Improvement Plan (CIP) equipment replacement fund has an amount of $52,500 for the replacement of a Case SV185 skid steer and $31,300 for a high flow cold planer. The Case skid steer was purchased by the city in 2012. Its condition has deteriorated over the past few years, it requires significant maintenance on a regular basis and it is in need of replacement. The quote for the skid steer, cold planer and attachments from Ziegler were obtained through the State of Minnesota’s Cooperative Purchasing Venture (CPV) which allows government agencies to purchase goods under state contracts. State contract Skid steer and Attachments (T-631). The City’s lone skid steer is a heavily used piece of equipment utilized in snow removal of trails, sidewalks and parking lots, material loading/unloading, debris removal and other miscellaneous operations. The 18” cold planer would be a new piece of equipment that public works staff would utilize to:  better restore pavements for utility and water main break,  grind out and patch heavily potholed areas, and  improve other pavement areas in need of more significant repairs. As part of the purchase of the new Caterpillar skid steer, the City would receive $18,000 in trade-in allowance for the Case skid steer from Ziegler. Public works plans to utilize the trade-in allowance to purchase a snow blower attachment, snow pushing bucket and light material bucket. These three additional attachments would help public works be more efficient and effective removing snow from parking lots, cul-de-sacs and the growing pedestrian infrastructure in Shorewood. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 Financial or Budget Considerations: Adequate funding exists in the 2023 CIP - 403 Equipment Replacement Fund (items 097 and A14) in the amount of $83,800. The total quote, including trade allowance and all attachments, of $81,236.87 is below budget. Action Requested: Motion to approve the purchase of a Caterpillar 242D3 skid steer; the purchase of 18” cold planer; and, using the trade-in allowance, the purchase of snow blower attachment, snow pushing bucket and light material bucket in the amount of $81,236.87. Attachments:  2023 CIP - 403 Equipment Replacement Fund  Ziegler Quote Connection to Vision/Mission: Consistency in providing residents quality public services, a healthy environment, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. 2H MEETING TYPE Regular Meeting City of Shorewood Council Meeting Item Title/Subject: Metropolitan Council Environmental Services 2020 I/I Grant Program Participation Meeting Date: Monday, March 13, 2023 Prepared by: Matt Bauman, Assistant City Engineer Reviewed by: Matt Morreim, Director of Public Works Attachments: Resolution Background: The City of Shorewood sanitary sewer flow is ultimately served by the Metropolitan Council Environmental Services (MCES). MCES conducts a grant program to reimburse cities biannually for combatting Inflow and Infiltration (I/I). Staff submitted a preliminary work proposal for the 2020 grant program participation and was subsequently approved. Work was completed as part of the Glen Road, Amlee Road and Manitou Lane Street Improvement project and 2022 Lift Station 7, 9 and 10 Rehabilitation Projects that qualifies for the grant program. Financial Considerations: The final amount of reimbursement is dependent upon all submissions MCES receives. The program typically reimburses qualifying work at 25% to 50% of the cost of work completed, depending on the type of work. The maximum reimbursement to the City is capped at $50,000. The funds will be reimbursed to the Sanitary Sewer Fund. Action Requested: Staff recommends that the Council approve the Resolution as submitted that approves 2020 I/I Grant Program Fund Reimbursement Participation from Metropolitan Council Environmental Services. Connection to Vision/Mission: Consistency in providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD COUNTY OF HENNEPIN STATE OF MINNESOTA RESOLUTION 23-027 RESOLUTION APPROVING 2020 I/I GRANT PROGRAM FUNDS REIMBURSEMENT PARTICIPATION FROM METROPOLITAN COUNCIL ENVIRONMENTAL SERVICES WHEREAS, the Metropolitan Council Environmental Services (MCES) has identified the City as one of the many metro cities having excessive stormwater and groundwater, commonly referred to as Inflow and Infiltration (I&I), entering the public sanitary sewer system; and WHEREAS, to facilitate the reduction of I&I, MCES is offering a grant program with provisions for future distribution of available funding until the total of $5,000,000.00 for the State of Minnesota has been expended on I&I reduction measures with a maximum allocation of $50,000 per city; and WHEREAS, the City completed improvements as part of the Lift Station 7, 9 & 10 Rehabilitation Project that rehabilitated the public sewer system and are qualifying reduction measures; and WHEREAS, the City completed improvements as part of the Glen Road, Amlee Road, Manitou Lane Street Improvement Project that rehabilitated the public sewer system and are qualifying reduction measures. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Shorewood, Minnesota as follows: 1. The city clerk with the assistance of the city engineer (consulting engineer), shall forthwith calculate eligible reimbursement funding amounts, prepare the final grant agreement and provide any other project related expenses and receipts as required to participate in the grant funding with MCES. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 13th day of March 2023. ________________________________ Jennifer Labadie, Mayor ATTEST: __________________________________ Sandie Thone, City Clerk City Council Meeting Item Item Title/Subject: Approve Permanent Appointment of Ryan Brant 2I Meeting Date: March 13, 2023 Prepared by: Sandie Thone, City Clerk/Human Resources Director Reviewed by: Matt Morreim, Public Works Director Attachments: None Policy Consideration: Pursuant to Shorewood Personnel Policy Section 3.08 All new, rehired, promoted or reassigned employees shall complete a six (6) month probationary period upon assuming their new positions. This period shall be used to observe the employee’s work habits and ability to perform the work they are required to do. Background: On September 19, 2022, Ryan Brant began his employment with the City of Shorewood as a Light Equipment Operaotor (LEO) with the Public Works department. Ryan has proved to be a valuable member of the team and has already made positive contributions in his first six months of employment. Ryan is professional and gets along well with team members. He exudes the City’s core values of Respect, Integrity, Communication, Positive Attitude, Team Work, and Responsiveness in all he does. Ryan has been fully successful in his work responsibilities and has met or exceeded many of the City’s expectations in his first six months of employment . He is being recommended for permanent appointment in the capacity of Light Equipment Operator for the City of Shorewood. Financial Considerations: As delineated below. Action Requested: Staff respectfully recommends the city council approve Ryan Brant’s permanent appointment and non-exempt hourly rate be advanced from the AFSCME “Start” rate of $28.59 to the “After 6 Months” rate of $29.63 per hour at the completion of his 6-month anniversary which will become effective on March 19, 2023 and upon approval of his permanent appointment based on his excellent performance to date and his demonstration of the City’s desired core values and attributes. Motion, second and simple majority vote required. Connection to Vision/Mission: Consistency in providing residents quality public services, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 City Council Meeting Item Item Title/Subject: Approve Permanent Appointment of Todd Roden 2J Meeting Date: March 13, 2023 Prepared by: Sandie Thone, City Clerk/Human Resources Director Reviewed by: Matt Morreim, Public Works Director Attachments: None Policy Consideration: Pursuant to Shorewood Personnel Policy Section 3.08 All new, rehired, promoted or reassigned employees shall complete a six (6) month probationary period upon assuming their new positions. This period shall be used to observe the employee’s work habits and ability to perform the work they are required to do. Background: On September 26, 2022, Todd Roden began his employment with the City of Shorewood as a Light Equipment Operaotor (LEO) with the Public Works department. Todd has proved to be a valuable member of the team and has made positive contributions in his first six months of employment. Todd is professional and gets along well with team members. Todd is a good example of the City’s core values of Respect, Integrity, Communication, Positive Attitude, Team Work, and Responsiveness in all he does. Todd has been fully successful in his work responsibilities and has met or exceeded many of the City’s expectations in his first six months of employment. He is being recommended for permanent appointment in the capacity of Light Equipment Operator for the City of Shorewood. Financial Considerations: As delineated below. Action Requested: Staff respectfully recommends the city council approve Todd Roden’s permanent appointment and non-exempt hourly rate be advanced from the AFSCME “After one year” rate of $30.67 to the “After 2 Years” rate of $31.75 per hour at the completion of his 6- month anniversary which will become effective on March 26, 2023 and upon approval of his permanent appointment based on his excellent performance to date and his demonstration of the City’s desired core values and attributes. Motion, second and simple majority vote required. Connection to Vision/Mission: Consistency in providing residents quality public services, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD COUNTY OF HENNEPIN STATE OF MINNESOTA RESOLUTION 23-028 A RESOLUTION APPROVING PLANS & SPECIFICATIONS AND AUTHORIZE BIDDING FOR THE LIFT STATION 11 REHABILITATION PROJECT CITY PROJECTS 22-07 WHEREAS, the City of Shorewood approved the 2022 Capital Improvement Plan which includes the Lift Station 11, Radisson Road, City Project 22-07; and WHEREAS, the proposed improvements will help to maintain and extend the longevity of the sanitary sewer system; and WHEREAS, the project will be funded through the Sanitary Fund, and NOW THEREFORE, BE IT RESOLVED: 1. That the City Council of the City of Shorewood hereby approves the Final Plans & Specifications and authorizes advertisement for bids for the 2023 Lift Station 11 Rehabilitation project. th ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 13 day of March 2023. __________________________ Jennifer Labadie, Mayor Attest: ___________________________ Sandie Thone, City Clerk City Council Work Session Item Title/Subject: Lake Minnetonka Communications Commission (LMCC) Appointment Meeting Date: March 13, 2023 Prepared by: Sandie Thone, City Clerk/Human Resources Director Item Reviewed by: Marc Nevinski, City Administrator 8A Attached: Resolution Policy Consideration: The Shorewood City Council appoints representatives to various boards and commissions throughout the community on behalf of Shorewood residents and the city council. These representatives represent the Shorewood community’s interest on these various boards. Lake Minnetonka Communications Commission is one such board that serves local cities in the surrounding area including Shorewood. Lake Minnetonka Communications Commission (LMCC) is an agency formed by a Joint Powers Agreement between 11 area communities, whose purpose is to oversee the franchise agreement with the cable operator, currently Mediacom, and to promote awareness and use of community television. The Commission is composed of twenty-two members: two representatives from each of the eleven communities. The Full Commission meets on the second Thursday of the month, four times per year. The Executive Committee, elected annually, meets by request. LMCC meets monthly to hear subscriber reports, handle compliance issues and subscriber complaints. The Commission also advises cities on communication services that may be available to residents. The Commission and its staff provide the residents they serve an opportunity to communicate with their area neighbors through the medium of community television. Background: The City Council conducted interviews on March 13, 2023. The Council hereby recommends the following appointment for the Term beginning March 1, 2023 and ending February 29, 2024: ____________________________ Lake Minnetonka Communications Commission (LMCC) Financial or Budget Considerations: None Action Requested: For passage of this appointment a resolution has been prepared and is attached. Motion, second and simple majority vote required. Connection to Vision/Mission: Consistency in providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD COUNTY OF HENNEPIN STATE OF MINNESOTA RESOLUTION 23-029 A RESOLUTION MAKING AN APPOINTMENT TO THE LAKE MINNTONKA COMMUNICATIONS COMMISSION (LMCC) WHEREAS, the City has several boards and commissions that it routinely appoints residents to represent the city on; and WHEREAS, the City advertised for applicants for openings on various boards and commissions; and WHEREAS, the candidates were interviewed by the City Council at a work session on March 13, 2023; and WHEREAS, the City Council recommends appointing the following individual to fill the Lake Minnetonka Communications Commission (LMCC) seat: Lake Minnetonka Communications Commission (LMCC): ___________________________ Term: March 1, 2023 to February 29, 2024 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD, MINNESOTA that the Council approves the appointment as recommended. Adopted by the City Council of Shorewood, Minnesota this 13th day of March 2023. __________________________ Jennifer Labadie, Mayor Attest: ___________________________ Sandie Thone, City Clerk City Council Work Session Item Title/Subject: Lake Minnetonka Conservation District (LMCD) Appointment Meeting Date: March 13, 2023 Prepared by: Sandie Thone, City Clerk/Human Resources Director Item Reviewed by: Marc Nevinski, City Administrator 8B Attached: Resolution Policy Consideration: The Shorewood City Council appoints representatives to various boards and commissions throughout the community on behalf of Shorewood residents and the city council. These representatives represent the Shorewood community’s interest on these various boards. Lake Minnetonka Communications Commission is one such board that serves local cities in the surrounding area including Shorewood. Lake Minnetonka Conservation District (LMCD) brings together 14 cities, two counties, and many state and local agencies to protect, preserve, and enhance Lake Minnetonka’s environment, economy, and vitality. LMCD believes that Lake Minnetonka is a unique asset and requires unique governance. LMCD represents the many stakeholders who care about enjoyment of the lake today while preserving it for many generations to come. Background: The City Council conducted interviews on March 13, 2023. The Council hereby recommends the following appointment for the Term beginning February 1, 2023 and ending January 31, 2026: _____________________________ Lake Minnetonka Conservation District (LMCD) Financial or Budget Considerations: None Action Requested: For passage of this appointment a resolution has been prepared and is attached. Motion, second and simple majority vote required. Connection to Vision/Mission: Consistency in providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 CITY OF SHOREWOOD COUNTY OF HENNEPIN STATE OF MINNESOTA RESOLUTION 23-030 A RESOLUTION MAKING AN APPOINTMENT TO THE LAKE MINNTONKA CONSERVATION DISTRICT (LMCD) WHEREAS, the City has several boards and commissions that it routinely appoints residents to represent the city on; and WHEREAS, the City advertised for applicants for openings on various boards and commissions; and WHEREAS, the candidates were interviewed by the City Council at a work session on March 13, 2023; and WHEREAS, the City Council recommends appointing the following individual to fill the Lake Minnetonka Conservation District (LMCD) seat: Lake Minnetonka Conservation District (LMCD): _________________________ Term: February 1, 2023 to January 31, 2026 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD, MINNESOTA that the Council approves the appointment as recommended. Adopted by the City Council of Shorewood, Minnesota this 13th day of March 2023. __________________________ Jennifer Labadie, Mayor Attest: ___________________________ Sandie Thone, City Clerk City Council Meeting Item Item Title/Subject: Hybrid/Virtual Meetings 8C Meeting Date: March 13, 2023 Prepared by: Jared Shepherd, City Attorney Reviewed by: Marc Nevinski, City Administrator Attachments: NA Background: Currently, the City of Shorewood provides an option for viewing and/or participating in Shorewood City Council meetings over Zoom (“Hybrid Meetings”). Hybrid meetings are currently a supplement to the live broadcast of the meeting by the Lake Minnetonka Communications Commission. After the termination of the COVID-19 public health emergency and the end of entirely remote meetings, the Hybrid Meeting option was maintained by staff on an indefinite basis with the understanding that the City Council would revisit the efficacy of the practice at a later date. There is no statutory requirement that that the City maintained offering a Hybrid Meeting. At its February 27, 2023 City Council Retreat Work Session, the City Council discussed the current practice of Hybrid Meetings and weighed the positive and negatives. Staff and the Council acknowledged its potential as a tool for participation but also recognized that public participation via Hybrid Meetings has not been significant. Furthermore, Staff and the Council discussed the concerns with Hybrid Meetings, including the staff resource drain for running the system (i.e., there is no dedicated IT tech available to administer a hybrid meeting), the frustrations and anxieties experienced due to numerous malfunctions, and the potential expense necessary to provide a reliable system. The City Attorney expressed concern about public reliance on a Hybrid Meeting option that is unreliable. Furthermore, members of the Council expressed concern, based on past experience during Council meetings, that the impersonal remote format can foster disrespectful, inaccurate, and unhelpful behavior that, in fact, hinders productive dialogue and healthy public participation. Financial or Budget Considerations: If Council discontinues or maintains hybrid meetings in their current format, no new expenditures are anticipated to be needed. Action Requested: Motion to continue or discontinue hybrid virtual Council Meetings. Connection to Vision/Mission: Consistency in providing residents quality public services, a healthy environment, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 City Council Meeting Item Item Title/Subject: Consider Reimbursement of Mayor’s Out of State Travel Expenses 8D Meeting Date: March 13, 2023 Prepared by: Marc Nevinski, City Administrator Attachments: Out of State Travel Policy for Council Members Background: At the February 27, 2023 meeting, Mayor Labadie informed the Council that she had been invited to attend an event in Washington D.C. at the White House titled Communities in Action: Building a Better America/Minnesota. She indicated that she planned to attend the event and that she would consider requesting reimbursement in conformance with the Out of State Travel Policy for Council Members. The Policy was last approved at the Council meeting on January 9, 2023. The appropriate receipts have been submitted to staff in compliance with the Policy. The expenses requested for reimbursement are as follows: Airfare (Economy Class) United Airlines $246.40 Hotel (1 Night) Club Quarters Hotel $274.16 Total $520.56 Financial or Budget Considerations: Funding remains in the amount of $1836.00 in the Council’s 2023 Travel, Conference & School budget (101-11-4331). Action Requested: Council is asked to consider reimbursement of the Mayor’s Out of State Travel expenses and to make a motion to approve or deny the reimbursement request in the amount of $520.56. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1 OUT OF STATE TRAVEL POLICY FOR MEMBERS OF THE CITY COUNCIL PURPOSE The City of Shorewood recognizes that its elected officials may at times receive value from traveling out of the State for workshops, conferences, events, and other assignments. This policy sets forth the conditions under which out-of-state travel will be reimbursed by the City. GENERAL GUIDELINES 1. The event, workshop, conference, or assignment must be approved in advance by the City Council at an open meeting and must include an estimate of the cost of the travel. In evaluating the out-of-state travel request, the Council will consider the following: a. Whether the elected official will be receiving training on issues relevant to the City or his or her role as the mayor or council member. b. Whether the elected official will be meeting and working with other elected officials from around the country to exchange ideas on topics of relevance to the City or on the official roles of elected officials. c. Whether the elected official will be reviewing a facility or function that is similar in nature to one that is currently operating at, or under consideration by, the City where the purpose for the trip is to study the facility or function to bring back ideas for the consideration of the full Council. d. Whether the elected official has been specifically assigned by the Council to visit another city for the purpose of establishing a goodwill relationship, such as a “sister city” relationship. e. Whether the elected official has been specifically assigned by the Council to testify on behalf of the City at the United States Congress or otherwise to meet with federal officials on behalf of the City. f. Whether the City has sufficient funding available in the budget to pay the cost of the trip. 2. No reimbursement will be made for attendance at events sponsored by or affiliated with political parties. 3. The City may make payments in advance for airfare, lodging, and registration if specifically approved by the Council. Otherwise, all payments will be made as reimbursements to the elected official. 4. The City will reimburse for transportation, lodging, meals, registration, and incidental costs as follows: a. Airfare will be reimbursed at coach rate. b. Mileage will be reimbursed at the IRS rate. If two or more council members travel by car, only one driver will receive reimbursement. The City will reimburse for the cost of renting an automobile if necessary, to conduct City business. c. Lodging and meal costs are limited to those which are reasonable and necessary. d. Receipts are required for lodging, airfare, parking, and meals and should accompany an expense report form. It is not necessary to have receipts for public transportation, cabs and tips. The expense report shall be submitted to the City Clerk or Finance Department for payment. e. The City will not reimburse for alcoholic beverages, personal telephone calls, costs associated with the attendance of a family member, rental of luxury vehicles, meal expenses included in the cost of registration, or recreational expenses such as golf or tennis. 5. Exceptions to this policy can be made by majority vote of the City Council. 6. This policy shall be reviewed by the City Council at its first meeting in January each year, and amendments to the policy must be made by Resolution of the City Council. Policy adopted on January 9, 2006. City Council Meeting Item Item Title/Subject: Verified Claims (REVISED) 2D Meeting Date: March 13, 2023 Prepared by: Michelle Nguyen, Senior Accountant Reviewed by: Joe Rigdon, Finance Director Attachments: Claims Lists Background: Council is asked to verify payment of the attached claims. The claims include compensation, operational or contractual expenditures anticipated in the current budget, or otherwise approved by the Council. Funds will be distributed following approval of the claims list. There are two corrections to claims list included in the packet. A payment to Centerpoint Energy – Gas in the amount of $1063.78 was included in the claim but omitted from the total. Additionally, a travel reimbursement request in the amount of $520.56 was included in the claims list erroneously. It will be considered separately on the agenda as item 8D. The revised Claims for Council authorization: 67967 – 67988 & ACH $267,412.39 $267,955.61 Total Claims $267,412.39 $267,955.61 Financial or Budget Considerations: The expenditures have been reviewed and determined to be reasonable, necessary, and consistent with the City's budget. Action Requested: Motion to approve the claims list as revised. Connection to Vision/Mission: Consistency in providing residents quality public services, a healthy environment, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Mission Statement: The City of Shorewood is committed to providing residents quality public services, a healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial management through effective, efficient, and visionary leadership. Page 1