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05-23-22 CC Reg Mtg MinutesCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, MAY 23, 2022 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Labadie called the meeting to order at 7:06 P.M. A. Pledge of Allegiance B. Roll Call Present. Mayor Labadie; Councilmembers Johnson, Gorham, and Callies; City Attorney Shepherd; Interim City Administrator Shukle; City Clerk/HR Director Thone; Finance Director Rigdon; Planning Director Darling; Director of Public Works Brown; and, City Engineer Budde Absent: Councilmember Siakel C. Review Agenda Mayor Labadie asked to remove item 5A. under reports and presentations and explained that it would be placed on a future agenda. Johnson moved, Gorham seconded, approving the agenda as amended. All in favor, motion passed. 2. CONSENT AGENDA Mayor Labadie reviewed the items on the Consent Agenda. Gorham moved, Johnson seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. City Council Work Session Minutes of May 9, 2022 B. City Council Regular Meeting Minutes of May 9, 2022 C. Approval of the Verified Claims List D. Approval of Proposed Engagement Letter with Baker Tilly — City Administrator Search Adopting RESOLUTION NO. 22-051, "A Resolution Authorizing Execution of an Executive Search Firm Agreement to Assist in Hiring a City Administrator." E. Approve 2022 Data Practices Policies and Updates, Adopting RESOLUTION 22-05 "A Resolution of 2022 Data Practices Policies." CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES MAY 23, 2022 Page 2 of 5 F. Approve Quote for 2022 Pavement Marking, City Project 22-03, Adopting RESOLUTION NO.22-053, "A Resolution to Award Contract, City Project 22- 03." G. Accept Quote for Shorewood Community and Event Center Painting All in favor, motion passed. 3. MATTERS FROM THE FLOOR 4. PUBLIC HEARING 5. REPORTS AND PRESENTATIONS A. ie6vtruye DoF e6tOF, Tiff -any Kong, EXGels!GF- ake Minnetonka vhamberr -vofr CBMMeMe (Removed from the agenda - to be rescheduled) 6. PARKS A. Report by Commissioner Heinz on May 10, 2022 Park Commission Meeting Park Commissioner Heinz gave an overview of the Park Tour the Park Commission took at their May 10, 2022 meeting and shared details of their findings at Badger, Cathcart, and Freeman Parks. Mayor Labadie commended Councilmember Callies for attending the Park tour with the Park Commission. 7. PLANNING A. Report by Commissioner Huskins on May 3, 2022 Planning Commission Meeting Planning Commissioner Huskins gave an overview of the discussions and recommendations made at the May 3, 2022 Planning Commission meeting. Mayor Labadie expressed her appreciation to both the Park Commission and the Planning Commission for their thoroughness in doing so much ground work for the Council. 8. ENGINEERING/PUBLIC WORKS A. Accept Bids and Award Contract for 2022 Mill and Overlay Project, City Project 21-11 City Engineer Budde stated that on April 25, 2022, the City Council approved the plans and specs for the project to go out for bidding. He explained that the mill and overlay project includes Silver Lake Trail; Sierra Circle; Christmas Lake Road; Christmas Lake Lane (east and west); and the remaining portion of Covington Road, between Vine Ridge Road and Vinehill Road. He explained that the project was grouped together and included two alternates for Galpin Lake Road and for Murray Court/Murray Street. The six bids were opened on May 17, 2022 with the low bidder being CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES MAY 23, 2022 Page 3 of 5 Valley Paving which came in a bit below the engineer's estimate. Staff is recommending awarding the base bid plus the alternate that included Galpin Lake Road. Councilmember Johnson stated that in looking at the combination of the base bid plus the alternate of Galpin Lake Road, it appears as though Asphalt Surface Tech. would actually be the low bidder. He asked if there was a specific quality purpose or another reason that staff was recommending Valley Paving. City Engineer Budde stated that because this scenario can happen on occasion, the City has been very clear that the low bidder is determined based off of the base bid amount only and does not consider the alternatives. Public Works Director Brown stated that when a company bids a project, they are bound to state what the award of the contract is based on, and that is chosen ahead of the bidding cycle. Councilmember Gorham stated that the last time this was discussed, there was conversation about the `what ifs' and believes that City Engineer Budde stated that the Murray Court and Murray Street were rated at a six and that there was a strategy to push it into a future CIP. Public Works Director Brown explained that when the recommendation first came out, after opening bids, it actually had Murray Court involved based on that discussion, but noted that after considerable discussion, staff reversed that because even if the legislature comes through with their funding, it will be at least two years before the plans are actually constructed. He stated that based on the fact that Galpin Lake Road carries a very high volume of traffic they felt it was prudent to proceed with Galpin Lake. He stated their other consideration also took into account that the City of Chanhassen is moving forward with their reconstruction of Galpin Lake Road. Councilmember Gorham asked if it may be a good idea to move ahead with Murray Court and Murray Street now with the extra funds rather than wait and potentially pay more for the work. City Engineer Budde stated that they had looked at the options, but after talking with Finance because it was over the budgeted amount, they felt that the City would have a challenging time coming up with the money in the near term if everything was awarded for this project. He explained that this was why staff felt it was prudent to choose one alternate or the other. He stated that staff has been working on some preliminary CIP planning and he believes that the next mill and overlay project for the City will be in two years so Murray Court and Murray Street would have to wait two years. Councilmember Gorham asked if staff felt Murray Court and Murray Street could wait for two years. Public Works Director Brown stated that he believes those streets can wait for two years because of the low volumes that utilize those roadways. He stated that it will mean that Public Works will have to go out and do some remedies in the meantime, but reiterated that with the low volumes, he thinks that will be a good investment. Johnson moved, Gorham seconded, Adopting RESOLUTION NO. 22-054, "A Resolution Accepting Bids and Awarding Contract for the 2022 Mill and Overlay Project, City Project 21-11." All in favor, motion passed. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES MAY 23, 2022 Page 4 of 5 9. GENERAL/NEW BUSINESS 10. STAFF AND COUNCIL REPORTS A. Staff Public Works Director Brown stated that they conducted the annual spring clean-up and shred events and noted that there was not as much traffic as they have had in the past. He stated that per the vendors the City of Plymouth experienced the same reduced traffic and the only speculation is that, because of COVID, many people spent a lot of time cleaning out their homes and yards which may mean that there wasn't enough volume left over for this year. He stated that they will pay attention and see if that patterns holds in the coming years. He stated that the event went very smoothly and those that participated were very appreciative of the events. He commended Communications Director/Recycling Coordinator Julie Moore and Rick Moore for conducting the shred event. He stated that the `much talked about but seldom seen' sweeper is due to be back tomorrow morning. He noted that Public Works had conducted some maintenance on the Boulder Bridge Well last fall which is now being finalized and they are doing some clean- up. He stated that this means there will be a water main shut down for about ten homes in the area tomorrow who have already been notified. Mayor Labadie noted that Public Works Director Brown was also an integral part of the spring clean-up day and expressed her appreciation to City employees Miechelle Norman, Brenda Pricco, Nelia Criswell, Matt VanLith, and Rob Hanson, that came out on a Saturday to help out the residents. City Engineer Budde stated that the Grant Street drainage project should start seeing some tree removal this week. He stated that some of the pond excavation will likely be done in the coming weeks. He stated that they found out from the contractor for the Smithtown Pond project that they would like to start tree removal next week. He stated that staff is putting together some communications that will be pushed out to residents in various ways about these plans. Planning Director Darling stated that City Engineer Budde has been working with the consultant and it looks like Phase II of the Silverwood Park project will begin next week. Mayor Labadie asked if the City was planning any kind of Grand Opening event for Silverwood Park. Planning Director Darling stated that they will have some sort of event, but it will be smaller than what was done for Badger Park. City Attorney Shepherd stated that the Council has had previous discussions surrounding the issue of Zoom meetings and Zoom access for meetings in a `non-COVID' context. He stated that he is recommending that the Council delay further conversations on this topic until late summer and asked if Council was amenable to that recommendation. There was consensus of the Council to discuss Zoom meetings/access sometime in the late summer. Interim City Administrator Shukle explained that he had been meeting individually with Councilmembers to talk about expectations while he serves in this role. He stated that he has CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES MAY 23, 2022 Page 5 of 5 also been meeting individually with staff and had plans to attend the Excelsior Fire District Board meeting next week. He stated that he has meetings scheduled with both the Fire Chief and the Police Chief and explained that he is trying to get more background and information on things in more of a listening mode for the time being. B. Mayor and City Council Councilmember Callies stated that she had recently been by the property on Hillendale Road and it is much improved. She expressed her appreciation to Planning Director Darling and the property owners for their work on this property. Mayor Labadie pointed out that Public Works Director Brown, herself, and a representative from the SLMPD will meet tomorrow afternoon with representatives from Minnetonka Adult Softball, Tonka United Soccer, Minnetonka Baseball, and the athletic directors for MME and MMW relating to cross country to discuss access to Eureka Road surrounding the upcoming event at Freeman Park. She stated that this will be the first time this joint meeting has ever been held and thinks it will be a good idea so everyone is on the same page. She explained that she is a member of Minnesota Mayors Together and the thirty-one mayors, including herself, jointly signed a letter urging house and senate members to consider closing the broadband access gap. She noted that the City just received news today from the League of Minnesota Cities and Minnesota Mayors Together that Daniel Lightfoot from the League indicated that $210,000,000 for broadband expansion, between State and Federal resources, will be put into broadband infrastructure deployment. 11. ADJOURN Callies moved, Johnson seconded, Adjourning the City Council Regular Meeting of May 23, 2022, at 7:59 P.M. All in favor, motion passed.