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09-25-23 CC Reg Mtg Agenda Packet CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, SEPTEMBER 25, 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___ Callies___ Maddy___ Sanschagrin___ Zerby___ 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 Work Session Minutes of September 11, 2023 Minutes B. City Council Regular Meeting Minutes of September 11, 2023 Minutes C. Approval of the Verified Claims List Claims List D. Approve Public Works Custodial Services Agreement Public Works Director Memo E. Approve SCEC Custodial Services Agreement Parks/Rec Director Memo F. Accept Donation for Oktoberfest 2023 Parks/Rec Director Memo Resolution 23-099 CITY COUNCIL REGULAR MEETING AGENDA Page 2 G. Personnel Policy Updates City Clerk/HR Director Memo Resolution 23-096 H. Approve Right of Entry Agreement with Arvig City Administrator Memo I. Authorize Execution of Hennepin County Regional Rail Authority City Engineer Memo Permit (HCRRA) for Freeman Park Trail Improvements 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. 2023 Tree Sales Update Communications Coordinator Memo 5. PARKS A. Parks Commission Update Minutes B. Emerald Ash Borer Treatments Public Works Director Memo 6. PLANNING A. Planning Commission Update Minutes 7. ENGINEERING/PUBLIC WORKS 8. GENERAL/NEW BUSINESS A. 2024 Preliminary Budget and Levy Finance Director Memo Resolution 23-097 B. Website Proposals and Recommendations Communications Coordinator Memo Civic Plus Presentation Via Zoom C. Approve Recruitment for LEO - Utility Lead Position Public Works Director Memo CITY COUNCIL REGULAR MEETING AGENDA Page 3 9. STAFF AND COUNCIL REPORTS A. Staff 1. Newsletter Plan and Content Calendar Communications Coordinator Memo 2. Website and Social Media Stats Report Communications Coordinator Memo B. Mayor and City Council 10. ADJOURN 2A CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL WORK SESSION MEETING COUNCIL CHAMBERS MONDAY, SEPTEMBER 11, 2023 5:30 P.M. MINUTES 1. CONVENE CITY COUNCIL WORK SESSION MEETING Mayor Labadie called the meeting to order at 5:30 P.M. A. Roll Call Present. Mayor Labadie; Councilmembers Callies, Maddy, and Sanschagrin; City Attorney Shepherd; City Administrator Nevinski; Parks and Recreation Director Crossfield; City Clerk/HR Director Thone; Finance Director Rigdon; Planning Director Darling; Director of Public Works Morreim; and, City Engineer Budde Absent: Councilmember Zerby B. Review Agenda Maddy moved, Sanschagrin seconded, approving the agenda as presented. Motion passed 4/0. 2. 2024 BUDGET DISCUSSION Finance Director Rigdon stated that the Council initially discussed the 2024 budget at their August 14, 2023 meeting where they identified areas that they could cut things back a bit in order to get the tax rate down. He stated that following additional review, staff was able to come up with $101,728 of cuts from the initial budget which would change the rate from 10.6% down to 9.5%. He reviewed the personnel-related assumptions; General Fund revenues; property tax levy; taxable market value; tax capacity; City property taxes with market value increase; and reserves. Councilmember Maddy asked if Finance Director Rigdon knew what the average or typical property value increase across the City was this past year. He stated that he would like to know what the average tax increase would look like to a homeowner. Finance Director Rigdon stated that he does not know if that information is available yet but stated that he thinks they can infer that there will be an overall 10% increase. He noted that number would include new construction also, so for the average homeowner, it would probably be less than that and would guess it will be around 5%. Councilmember Sanschagrin stated that the budget discussion generally focuses on the General Funds but noted that the Enterprise Funds were also part of the overall figures and asked if they would also discuss those this evening. City Administrator Nevinski stated that they do need to get into the CIP and the Enterprise Funds and would recommend that the Council try to key in on Council priorities related to the General Fund and noted that staff has suggested some possible additional cuts for the second round of CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 2 of 8 cuts some of which they think the Council should not move forward with. He stated that Finance Director Rigdon had included some options to lower the tax rate on page seventeen of the packet. Mayor Labadie reminded the Council that they needed to have a hard stop time for this meeting by 6:45 p.m. and noted that she wanted to make sure that Council had a decent chunk of time available to discuss the CIP. Councilmember Callies referenced page eleven of the packet regarding additional cuts by department that would result in an 8.7% increase and asked where details of those potential cuts were shown. City Administrator Nevinski explained that there was narrative included in the packet on page twelve under ‘Second Round of Cuts’ and laid out in a spreadsheet on page sixteen of the packet. Councilmember Callies stated that she knows there is always concern when there are double digit tax increases, but noted that she thinks it is important to look at what that actually amounts to in terms of numbers. She stated that she did not want to be so short-sighted this year that they end up just postponing projects, but would agree there appear to be some good areas for possible reductions. She asked about the second round of cuts proposed on page twelve for Administration regarding the possibility of moving from a bi-monthly four-page newsletter to an eight page newsletter distributed quarterly and asked how that would save money. City Clerk/HR Director Thone stated that there would not be a huge decrease. Councilmember Callies asked about the difference between newsletter mailing and newsletter postage. City Clerk/HR Director Thone stated that postage is just postage and the mailing is for the contractor, who is the printing company, to gather it, fold it, and mail it. Councilmember Callies stated that she thinks there is value in having a more frequent newsletter unless people are not interested in the content. Mayor Labadie stated that she had gotten feedback that people like the newsletter and noted that she believed it may tune into a different segment of the City’s population that may not be as tuned in to social media. City Administrator Nevinski noted that staff has been having discussions about the overall schedule for the newsletters so there is meaningful content and are planning in advance to ensure what they send out is useful and meaningful information. Councilmember Sanschagrin asked about the frequency in sending out newsletters from other cities. City Administrator Nevinski stated that in his experience, he has seen cities to both quarterly and bi-monthly. He stated that there is more of a trend to have smaller bits of information rather than lengthy articles and attempt to drive them to the website for more information. Councilmember Sanschagrin stated that he would be in favor of keeping it bi-monthly but having an open dialogue with residents to see if they were amenable to having it quarterly instead. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 3 of 8 Councilmember Callies stated that she agreed and would also like to keep it bi-monthly for now. Mayor Labadie moved the discussion onto the website and noted that the Council had all, at one time or another, expressed concerns about the website. She stated that she feels the only way that this can be addressed is by putting some money into it. Councilmember Sanschagrin stated that he completely agreed. City Administrator Nevinski asked if the Council wanted to spend the money right out of the gate or if they would be more comfortable spreading the costs out over a three year period. Councilmember Sanschagrin explained that, in his opinion, the sooner the City can get this going the better. Mayor Labadie asked if spreading the costs out over three years would actually delay the improvements or just be a way of making the improvements but spreading out the budgeting process. City Clerk/HR Director Thone stated that the proposal is exactly the same but has a cost-phased approach. Councilmember Callies asked if there was an additional finance charge to the cost-phased approach. City Clerk/HR Director Thone stated was correct and reiterated that it would not delay the improvement process. She stated that the contract with the current vendor expires in March so the City would need to start the process this year. There was consensus of the Council that if it does not cost the City more to move forward with the cost-phased approach that they would support that choice. The Council moved their discussion onto the possible second round cuts in Public Works. rd Mayor Labadie explained the reasons that she would not be in favor of cutting the 3 part-time seasonal employee. rd There was consensus of the Council that the City should not cut the 3 part-time seasonal Public Works employee. Councilmember Sanschagrin asked if the proposed second cut of $13,000 in engineering fees was just in response to the discussion at the last meeting of actual costs coming in below budget and this would just be a way to carry the lower cost forward. Public Works Director Morreim stated that was correct and confirmed that this reduction was looking at the actuals and bringing it down to historical averages. Mayor Labadie asked about the possible item to cut costs in trees for parks. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 4 of 8 Public Works Director Morreim explained that currently, there is only one park, Manor Park, that has had any replanting of any significance but noted the presence of numerous ash trees in other parks and the idea was to kickstart plantings with the mindset that eventually those ash trees will need to come down. City Administrator Nevinski noted that the City was also looking at potential grant opportunities so hopefully they will be able to supplement what the City decides to spend. There was consensus of the Council that the tree budget should not be part of the second rd round of cuts, to reduce the engineering budget by $13,000, retain the 3 part-time season employee, and reduce contractual services, as discussed. Councilmember Maddy noted that he had gotten some good idea in the past that said, “The best time to plant a tree was seven years ago.” Councilmember Sanschagrin suggested that the Council may want to return this line item to its original proposed amount and cover the difference in the costs with the reduction being proposed for the engineering fees. City Administrator Nevinski clarified that the Council would like to allocate $10,000 for trees in the 2024 budget. The Council expressed their agreement. Mayor Labadie asked for input on items listed within the Round One and Round Two cuts for Parks and Recreation. Councilmember Callies stated that she agreed with the notion that the City should stay with the Music in the Park in its current form and not add additional concerts. She stated that she would have to rely on staff for the ideas proposed for printing and general supplies. City Administrator Nevinski clarified that the printing cost was not an increase, but a shift, so the City is tracking which department is spending this money. Mayor Labadie stated that she liked the idea of seeking additional sponsorships for the different events because she believes there may be ways to partner with the community in this fashion. Councilmember Callies stated that she felt that there may be quite a bit of competition for sponsorships from places such as Excelsior. Parks and Recreation Director Crossfield noted that Arctic Fever have had some tried and true sponsors over the years and noted that she believes there are other similar opportunities to find sponsors in the community to help offset some of the City’s costs. City Administrator Nevinski noted that the Parks and Recreation and the SCEC cuts are a bit more complicated and suggested that the Council consider the staff recommendations for this area in order to simplify things a bit. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 5 of 8 Councilmember Callies stated that she would agree with the staff recommendation of eliminating a total of $12,100 from the Parks and Recreation Department. She noted that she was not familiar with the adaptive and inclusion subscriptions. Mayor Labadie asked Parks and Recreation Director Crossfield to address that budget item. Parks and Recreation Director Crossfield explained that adaptive and inclusion services are required in compliance with ADA. She stated that some cities do this in-house and some contract out. She stated that she had originally proposed to do it in house with the part-time position but if they did not have the part-time position then there would be a contracted fee for those services. She noted that after talking with City Administrator Nevinski over the last few weeks, they are planning to have her do it in house while they see what the demand is. City Administrator Nevinski explained that upon further review, staff felt like this seemed like a lot of money to subscribe to a service that the City does not even know what demand there will be within the City. He stated that if the City has a need or a specific request, they many need to utilize reserves to meet that request. He stated that he wants to make sure the Council goes into this with their eyes wide open. Councilmember Callies asked why this issue had come up this year and noted that she did not think it had come up in past discussions. Parks and Recreation Director Crossfield explained that from her understanding it has been brought up before but the inquiring parties never fully registered for the program. She stated that she had been asked about it during her engagement with the community. She noted that she had brought up forward because she feels it is necessary. There was consensus of the Council that that they will always fund whatever is needed for adaptive needs, but it was not necessary to put anything in the budget at this time. Councilmember Maddy asked about the Travel, Conferences, School proposed cuts and whether staff would still be getting professional development. He stated that staff that wants to do a good job who do not get the opportunity to have professional development, typically end up leaving. He stated that he wanted to make sure that the City was not doing that to staff in any areas. City Administrator Nevinski stated that he believed that they had included adequate funding in this area for State and local training and had just eliminated the National and higher level training expenses. He agreed that they should be equitable and invest in City staff. The Council moved the discussion onto the tax levies and options to lower it other than reducing expenditures. Councilmember Sanschagrin asked how these suggestions tied into the maintenance schedules and if it meant hurting ourselves in the process. Public Works Director Morreim stated that they would have to take a closer look because he is not sure how this amount would change the maintenance cycles. He stated that they are currently at a good level but they do not have any extra equipment. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 6 of 8 Councilmember Callies asked if the City had been running short in the three areas within the report and they should increase it or if it was just a reflection of everything costing more. Public Works Director Morreim stated that everything has gone up in price by at least twenty percent in the last few years which is why there would be a certain amount of nervousness if they chose to start reducing this significantly. Councilmember Sanschagrin asked if $128,000 would do the job for Public Works and allow them to be able to keep on top of their maintenance. Public Works Director Morreim stated that it varies from year to year and explained that he would have to review the overall fleet information to make sure they did not deplete down too far. Councilmember Callies asked what Park improvements this may effect. City Administrator Nevinski noted that the City was not planning for any expenditures for Parks CIP in 2024, however, the Parks Commission took a look at the CIP and recommend some improvements that equated to about $40,000. He noted that continuing to put money away helps to build the fund for future improvements along with revenue received for park dedication fees. Councilmember Callies asked for an explanation of how the tax levy subject related to the CIP. City Administrator Nevinski stated that the levies help to fund the Parks, Equipment, and Streets Funds which are then used to support the CIP. Mayor Labadie stated that she is nervous to make these cuts in this area even though it would decrease the levy. Councilmember Maddy stated that Public Works Director Morreim has some plans to get some equipment to better manage things like salt and asked if the Equipment Fund would be where that came from. Public Works Director Morreim agreed that most of those improvements would come from the Equipment Fund. He noted that there are a lot of things that they want to do but they understand that it will take time. Councilmember Maddy stated that he did not want to touch the Equipment and Street Funds. Councilmember Callies stated that she agreed and noted that she believed the City could postpone the South Shore Park Master Plan again because she did not believe it was that urgent. Planning Director Darling stated that when she first started with the City, there was only $40,000 a year that was transferred into Park Improvements which meant that they could not do any equipment upgrades at all because there was not money for it. She noted that after Finance Director Rigdon started, they began increasing that amount a bit. She stated that those additional funds and the infusion of some park dedication fees from the Minnetonka Country Club and the apartment building, there was more money so they were able to begin rehab some of the park equipment. She stated that playground equipment costs are skyrocketing so they have been increasing the transfers so they can continue to do those improvements, but not have large projects every year because they need to let the funds accumulate. She shared recent examples CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 7 of 8 of costs to rehab various park equipment around the City. She stated that the fund is dependent on the transfers from the General Fund in order to do anything. There was consensus of the Council not to make additional cuts in the Parks. City Administrator Nevinski moved discussion onto the CIP and noted that the Council had talked about some of the improvements that they believe need to happen. He stated that staff sharpened their pencils and discussed doing some of the work in-house to help reduce costs. He stated that he believes Parks and Recreation Director Crossfield has a good plan for 2024. Mayor Labadie noted that she had taken a tour of the Shorewood Community and Event Center (SCEC) to take a look at some of the things that Park and Recreation Director Crossfield was seeking money in order to replace them. She stated that some of them are truly in dire condition and noted that she had not realized this and is convinced that the proposed plan is okay. There was consensus of the Council that the proposed reductions, as noted in the staff report, were acceptable for the SCEC. City Administrator Nevinski noted that under Park Improvements, staff’s question was whether $10,000 for a quality Master Plan for South Shore Park would be enough. He stated that they could probably start to do some work in-house on some concepts but it could potentially be something that is pushed off a bit, as suggested by Councilmember Callies. He stated that the tennis court is in poor shape so there is most likely a significant capital improvement that will need to be made there. He stated that the retaining wall is aging but they believe it will hold. He explained that he was not sure that spending a bunch of money on this site, right now, was the best thing to do, but does think the City can make some improvements to striping at Manor Park. He noted that the City could have a phased approach to the South Shore Park Master Plan and simply begin it in 2024 and finish it in 2025. Park and Recreation Director Crossfield noted that one of the things staff had discussed was doing some community engagement, in-house for opportunities at South Shore Park. There was consensus of the Council to follow the recommendations included in the staff report to start the planning process for South Shore in 2024 and making improvements to striping and net at Manor Park, but not the entire plan for reconstruction/net/retaining wall work. Public Works Director Morreim stated that the retaining wall is currently in ‘okay’ shape but admitted that it looked a bit rustic. He noted that the court is in worse shape, but agreed that there should be further discussion and examination before they spend much money on it. Councilmember Callies stated that she believed that the Council had already discussed and come to consensus about leaving $128,000 in both Equipment and Street Improvements. City Administrator Nevinski noted that the Eureka Road Open House would be coming up in a few weeks and in 2025, the CIP shows full reconstruction which may not happen following the Open House. He noted that there had been some discussion about doing something to Eureka Road in 2024 but does not believe that the City has the budget for that work. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 8 of 8 Councilmember Sanschagrin asked if the Council would be talking about the Enterprise Funds at some point. City Administrator Nevinski suggested that the Council may be to reconvene for that discussion. Finance Director Rigdon stated that he was not sure the Council needed to hash this out tonight since infrastructure quality, improvements, and a rate study was on a future agenda. Councilmember Callies asked if that meant they did not need to have the discussion about Enterprise Funds as part of the budget process because it would be coming up on a not too distant agenda. Finance Director Rigdon agreed that it should be pretty soon. 3. ADJOURN Maddy moved, Sanschagrin seconded, Adjourning the City Council Work Session Meeting of May 8, 2023, at 6:51 P.M. Motion passed 4/0. ATTEST: Jennifer Labadie, Mayor Sandie Thone, City Clerk 2B CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, SEPTEMBER 11, 2023 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Labadie called the meeting to order at 7:04 P.M. and read aloud comments that had been made earlier in the day by Attorney General Merrick Garland in commemoration of the terrorist attacks on 9/11/2001. A. Pledge of Allegiance B. Roll Call Present. Mayor Labadie; Councilmembers 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 Morreim; Park and Recreation Director Crossfield; and, City Engineer Budde Absent: Councilmember Zerby C. Review Agenda Maddy moved, Callies seconded, approving the agenda as presented. Motion carried. 2. CONSENT AGENDA Mayor Labadie reviewed the items on the Consent Agenda. Sanschagrin moved, Maddy seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. City Council Work Session Minutes of August 28, 2023 B. City Council Regular Meeting Minutes of August 28, 2023 C. Approval of the Verified Claims List D. Approve Donation for 2023 Oktoberfest, Adopting RESOLUTION NO. 23-093, “A Resolution Accepting Donation to the City of Shorewood 2023.” Motion carried. 3. MATTERS FROM THE FLOOR 4. REPORTS AND PRESENTATIONS CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 2 of 12 5. PARKS A. Approve Independent Recreation Contractor Agreement with Bach to Rock Park and Recreation Director Crossfield explained that Bach to Rock had opened a location in Minnetonka and have had success partnering with other cities on various programs. She stated that she would like to partner with them in order to initially offer programming for youth with the potential for adult programming in the future. Councilmember Callies asked for details about the proposed percentage split. Park and Recreation Director Crossfield stated that Bach to Rock would receive eighty percent of the revenue and the City would get twenty percent. She explained that the City’s role would be to promote the program and handle registration and communication with the provider. She stated that the program would take place at their location and provide all the instructors and equipment. Callies moved, Maddy seconded, to approve the Independent Contractor Agreement with Bach to Rock, as presented. Motion carried. B. Approve Independent Recreation Contractor Agreement with Snapology Park and Recreation Director Crossfield explained that Snapology provides STEAM programming for youth in the community. She explained that they had expanded locations into Plymouth and the proposal is for them to come to the City and provide programming at Eddy’s Station and the Shorewood Community and Event Center. She noted that this agreement also proposes to split the revenue as eighty percent for Snapology and twenty percent for the City. Councilmember Sanschagrin asked how Park and Recreation Director Crossfield felt about that split considering the City would be providing the spaces and that it may involve more staff time. Park and Recreation Director Crossfield stated that the proposed revenue sharing split is pretty standard for contracted programs. Callies moved, Maddy seconded, to approve the Independent Contractor Agreement with Snapology, as presented. Motion carried. 6. PLANNING A. Comprehensive Plan Amendment for Lake Park Villas Location: 24250 Smithtown Road Applicant: City of Shorewood Planning Director Darling gave an overview of the request from the City to re-guide the property located at 24250 Smithtown Road from Medium Density Residential to Low to Medium Density Residential for the Lake Park Villas development. She explained that she has had a conversation CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 3 of 12 with the Met Council and the City is able to roll this change into the review of the Comprehensive Plan without any need for separate action. Staff and the Planning Commission recommend approval in order to keep the Comprehensive Plan consistent with the development that is approved. City Administrator Nevinski noted that he believed this would require a 4/5 to approve this item. Planning Director Darling explained that a 3/5 vote was what was required because it would be changing from one residential designation to another and not something like changing to commercial. City Attorney Shepherd noted that he would research this what is required and noted that if all four Councilmembers vote in favor there will not be a problems. Councilmember Callies asked if the City’s Comprehensive Plan was still under review. Planning Director Darling explained that the Met Council has declared that the Comprehensive Plan submission is complete and they have a review schedule which is why staff is moving this along a bit more quickly in order to be able to roll it into the review process. Councilmember Sanschagrin asked if Tonka Bay had to do this same kind of thing for this situation. Planning Director Darling stated that they did. Councilmember Callies noted that the Council discussed the pros and cons of this development on a number of occasions and explained that she is in favor of approving a Comprehensive Plan amendment. Callies moved, Maddy seconded, Adopting RESOLUTION NO. 23-094, “A Resolution Approving a Comprehensive Plan Amendment for the Property Located at 24250 Smithtown Road.” Motion carried. 7. ENGINEERING/PUBLIC WORKS 8. GENERAL/NEW BUSINESS A. Compensation Study – Presentation by Dr. Tessa Melvin, David Drown Associates Dr. Tessa Melvin, David Drown Associates, presented the Council with details and recommendations from the Compensation Study. She reviewed the Scope of Project, peer communities/organization, current pay grid, and City positions related to the market analysis. She noted that the marketplace is volatile right now with a shortage in laborers and the applicant pools getting smaller and smaller. She stated that because she saw some positions more out of line than others she had gone to the project team and suggested that they take a look at the classifications. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 4 of 12 Councilmember Callies asked for an explanation of the column that is labeled ‘Client Min.% of Bench’. Dr. Melvin explained that was meant to portray where the City was in comparison with their benchmarks so if it said 81% that would mean it was about 19% under market. She noted that if anything was designated as pink on the chart that would be something that they would flag to take a closer look to see why it is so out of line with the market. She explained that cities have set a pay philosophy to move their pay scale a bit above the market average in order to be more competitive in the market. She reviewed the proposed classification changes for the Administrative Assistant, Building Official, Rec. Part-Time, Park and Recreation Director, City Clerk/HR, and Administrator positions. City Administrator Nevinski noted that this is fairly complicated information and admitted that it has taken him a while to wrap his head around the information Dr. Melvin has shared. He encouraged the Council to ask questions and get clarity on anything that is not clear. Dr. Melvin noted that even if the City chose to adjust the grid by five or ten percent, these positions would still be under market. She stated that changing the classifications is a surgical approach to fix these specific issues and then they can adjust the grid/pay steps according to the Compensation Study information and the City’s pay philosophy. Councilmember Callies she asked about the benchmark cities. Dr. Melvin clarified that she had only looked at the benchmark cities that were approved by the Council. She explained that the only reason she had mentioned the private sector was because they know for entry level positions, they are paying $18.00 to $24.00/hour which is pushing cities to have to compete with their entry level positions. Councilmember Callies asked how the market analysis took into consideration the benefits that cities pay that other entities do not. Dr. Melvin explained that this only looks at wages because it is very difficult to compare ‘apples to apples’ with benefits. She stated that the Council could, as part of setting their pay philosophy, say that this is where they are with their pay because of the benefits they offer. City Administrator Nevinski noted that he believed that the League of Minnesota Cities is working on creating a database in order to help cities compare benefits. City Clerk/HR Director Thone noted that they had just completed a survey for the League of Minnesota and believes that they will get some of that data back by March or April of 2024. Mayor Labadie asked if the League of Minnesota Cities was gathering data from all member cities. City Clerk/HR Director Thone stated that she believed that they were. Dr. Melvin noted that it was being done on a voluntary basis and was not a mandate. Mayor Labadie asked if the information released by the League of Minnesota Cities would be detailed or more generalized. She stated that she feels that a City like Shorewood in the metro CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 5 of 12 area with eight thousand people will be very different than a city in northern Minnesota that also has eight thousand people. Dr. Melvin explained that the information will allow someone to go in and sort through and pick the cities that they would like. Councilmember Sanschagrin confirmed that the data would be sourced from cities who were self -reporting. Dr. Melvin stated that it was from data collected this year and will be released in March but noted that she feels they did a bit of disservice by not asking cities what their 2024 COLA would be so the data they will have in March will not be real, live, data. Councilmember Callies referenced the chart that appears in her report after the first grid and asked what each column designation meant. Dr. Melvin gave a brief overview and explanation for the meaning of each column and answered Council questions. City Administrator Nevinski noted that the classification method that Dr. Melvin had used was outlined in the memo included in the packet. Dr. Melvin reminded the Council that she was looking at the positions and not the individuals that are in that position. Councilmember Callies asked if staff had written their own job descriptions because much of this is based on job descriptions and requirements. Dr. Melvin stated that the job descriptions were written by a consultant with information submitted by the employee about what duties may have changed since the last job description, but were also checked by the supervisor so this information cannot be over-inflated. She reviewed the proposed 2024 grid information and explained that they had changed some classifications to correct pay equity issues and adding one step to the new pay grid. She described various ways to implement this proposed grid and outlined the decisions for the Council to make. Councilmember Maddy asked if it would be beneficial from a recruitment standpoint to remove the first step. Dr. Melvin stated that they could do that but noted that the City was fairly competitive there. She noted that one issue that may arise is a leapfrog situation where someone who has been here two years and someone who has only been here one, for example, in Public Works, now are together on the same step despite the difference in longevity which can create some internal issues. City Administrator Nevinski suggested that Council hold onto these thoughts as they get a bit deeper into this issue because there are some policy questions that have also arisen. He explained that a big piece of it is trying to avoid that leapfrog or compression issue described by Dr. Melvin. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 6 of 12 Dr. Melvin stated that adding the additional step allows growth for all employees, especially ones that are currently maxed out and puts the City in a highly competitive place at about five percent above market average. She outlined the financial impacts of the proposed changes. Councilmember Callies asked about the rationale behind making the category changes on st October 1 rather than waiting until January. Dr. Melvin explained that the Council would basically be telling employees that they know their job is misclassified, but we are going to wait until January to fix it. Councilmember Callies stated that she was not sure that was accurate because she would not necessarily say they were ‘misclassified’ and believes there is some subjectivity at play. She st stated that, in her opinion, it was not illegal to wait until January 1. Dr. Melvin stated that decision would definitely be the Council’s choice. City Administrator Nevinski noted that at a staff level they now know about the issue and that there are some people who are not properly paid or valued. He noted that the City has the funds to make these changes in 2023 and staff felt that dealing with the budget adjustments for 2024 was a logical proposal, but noted that it is the Council’s discretion. Councilmember Callies reiterated that she was not sure would classify this as ‘wrong’ because this study could have taken longer and asked if they were talking about retroactive payment. Dr. Melvin clarified that this has nothing to do with the market and these are only the classifications. She stated that regardless of the Council chose to do anything with the grid, those positions should be someplace different rather that where they are. She stated that she would agree that they were subjective and explained that as the person doing it, she did not know anyone and was not biased. City Administrator Nevinski noted that the Compliance Worth study that they have to submit at the end of the year will be based on where the City is at in 2023. City Clerk/HR Director Thone clarified that it will be due in February, but agreed that it was based on 2023 data. City Administrator Nevinski stated that if they do not make those adjustments, when they report, they will be out of compliance. Dr. Melvin agreed and explained that the City would then receive an incompliant report and then have to go back and say, ‘here are the change we have made from December to February’. Councilmember Callies stated that she still feels making these changes in October feels a bit arbitrary. Councilmember Maddy stated that he feels they have kind of glossed over what the actual requirements of pay equity are and asked what the City’s liabilities are. He asked who chooses whether or not the City is in compliance. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 7 of 12 Dr. Melvin explained that the State has a system that the City has to report, every three years, each position and the compensation worth points and then it runs a statistical analysis that will tell them where they are in compliance of underpaid positions. Councilmember Maddy stated that if the City does not pass and does not take any LGA funds, he asked what the City’s liability would be. Dr. Melvin explained that the State could take other types of State funding away. Councilmember Sanschagrin asked if the Council was being asked to do anything tonight beyond approving the study. Councilmember Callies stated that her understanding of the staff memo in the packet was that this was also taking the next step. City Administrator Nevinski explained that there is a proposed pay grid that is included and staff has proposed this based on where they believe they need to go based on the data and the budget process. He stated that the Council certainly has the discretion to make a different decision that what staff is recommending. He explained that part of the goal was to land on some numbers so they could be factored into the 2024 budget. Councilmember Sanschagrin asked if the Council approved this grid if that meant it would automatically be implemented in October. City Administrator Nevinski stated that they would use this grid starting on January 1, 2024. He stated that the issue Councilmember Callies was referring to the timing of the change in classifications. He explained that they have left the language within the resolution kind of vague so that whatever direction the Council gives is captured and indirectly reflected in the resolutions, perhaps through the minutes. Councilmember Callies read aloud a portion of the language within the resolution that says they are approving the Compensation Study Market Analysis, the pay grid calibration, and the reclassification policy. She stated that she did not feel this was clear enough and noted that she would like to have more time to discuss the policy. She stated that she does not have the expertise to decide whether the minimum amount for the Community Center Attendant, for example, should be $13.62 versus $13.40. She noted that she really did not have too many questions about the steps or grid other than the policy and timing of the implementation. She stated that during the budget discussions they had budgeted in the cost of DDA. City Administrator Nevinski clarified that they had included in the budget the thirty-four thousand dollars in the General Fund and then there are some additional dollars that are applied to the Enterprise Funds which brings it up to almost forty-thousand dollars in total. He stated that the classification changes they are proposing come out of the 2023 budget. He stated that to Councilmember Callie’s point, he feels that the Council could pause and spend some time talking about the options that have been laid out so they are comfortable. Mayor Labadie stated that she would not dispute the information found on the grid, but noted that this is a lot of information that came at the Council very quickly. She stated that their decision will effect the entire employee structure moving forward. She explained that it was not that she was CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 8 of 12 disagreeing with any of the information that has been presented, but wouldn’t mind looking at it in further detail and having additional time to discuss it. Councilmember Sanschagrin stated that he agreed that this needed additional time and would suggest that the Council table this item to a future meeting. Councilmember Maddy asked if there was just disagreement on the recommended implementation and the its timing or other information. He stated that the Council was given four options, but the resolution was written up with the most expensive option. City Administrator Nevinski clarified that the recommendation in the staff memo was for Option #4 and noted that the most expensive option would be Option #2. Councilmember Callies stated that the resolution does not say what it is the City is actually doing. City Administrator Nevinski explained that the Council could modify the resolution to specify those details. Councilmember Sanschagrin stated that thinks one thing that should be clarified is what the impact would be on the 2023 budget if it is implemented in October and if those funds would be taken from Reserves. City Administrator Nevinski stated that there ways to absorb those additional costs in 2023 within the budget and reminded the Council that it would also be a way to recognize where they are at and making a correction. Dr. Melvin explained that had not originally been part of the scope of their project but they want to make sure that the City has policies in place so if there is a reclassification in the future it is memorialized on how they do it in a consistent manner. Councilmember Callies asked if she meant that whichever of the four options the Council chooses now is also how they should be doing it in the future. City Administrator Nevinski agreed and noted that moving forward that would set the standard unless they decide to change the policy. Dr. Melvin explained that something they generally recommend is that it is in the employee handbook so employees know that if there is a reclassification and how it will work. He noted that it is important for there to be consistency so everyone is treated fairly. Councilmember Callies stated that she feels this needs more discussion, but noted that it could happen tonight. City Administrator Nevinski stated that staff would prefer that the Council take the time to hash this out tonight unless there is some additional information that is not available because Dr. Melvin was already here. Mayor Labadie asked if the Council felt ready to digest the information that they have already been given and to make a decision. She stated that it may be beneficial to go through each option very slowly tonight with Dr. Melvin. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 9 of 12 City Clerk/HR Thone suggested that she read aloud the options, including the advantages, disadvantages, and the cost of each and then Dr. Melvin can share any pertinent insights she has with the Council. Councilmember Callies stated that she understands from an employee perspective that they would want their money sooner rather than later, but reiterated her question about the urgency of st making these changes effective October 1. Dr. Melvin explained that she had put in October 1, 2023 because she can easily calculate it because it is the last quarter of the year. She stated that the only urgency would be that it should be done before December 20, 2023 because what is on that day is what their pay equity report will look at and right now, the City would not pass. She stated that means the City would get a negative letter and may be fined. Councilmember Sanschagrin asked if these costs only reflected salaries. Dr. Melvin confirmed that they reflected just wage costs. Councilmember Maddy noted that the costs included in the staff report were based on the October 1, 2023 implementation and that the cost between all the options was a difference of about five- thousand dollars. Dr. Melvin gave a brief rundown and explanation of each option. The Council discussed variations that would take place within the options and how it would affect employees, including how to address situations where there is more longevity in an employee working in the same position as a newer employee; what other cities have done in these situations; and impacts to the budget. Councilmember Callies asked how long ago the City had done a reclassification. City Clerk/HR Director Thone stated that the City had done a compensation study in 2016, implemented it in 2017, and the last time a position was reclassified was probably about four years ago. Councilmember Callies stated that it is possible that this will come up within the next few years so it would make sense to have a policy. City Clerk/HR Director Thone noted that she suspected the Council will see a few other reclassifications within the next year. Callies moved, Sanschagrin seconded, to Approve Reclassification Option #3 and make an accommodation for current employees that are in the Administrative Assistant positions so the person with more seniority is a step ahead. Councilmember Maddy noted that he would choose Option #4 because it fixes both issues. He stated that if the City wanted to reward employees for longevity he did not understand why they would need five years to be considered for a step increase. He explained that he was leaning towards going with the recommendation made by staff. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 10 of 12 Mayor Labadie agreed that she was also leaning towards Option #4 which meant they are looking at a split vote and suggested that the Council continue talking. She stated that the City has a lot of young employees and to them, five years is a long time. Councilmember Callies noted that this was not saying that they had to wait five years to get a raise and is just related to reclassifying job descriptions. Mayor Labadie stated that she understands that but reiterated that Option #4 was more appealing to her. Councilmember Sanschagrin explained that he was leaning towards Option #3 because he felt it gave the City more flexibility in how they operate but noted that he did not think there was a huge difference between the options. He explained what he meant when he used the term ‘flexibility’ in this context. Dr. Melvin stated that what she is hearing the Council say is that they are all in agreement on creation of a policy that is either three years or five years. She stated that she believes what she is hearing is that if it is five years they can still change it and if they put it at three they do not have much flexibility. She stated that she heard the comment that it would allow them to have more flexibility in the future and handle it on a case by case basis. Councilmember Maddy clarified that he would be okay with either Option #3 or Option #4, but thinks that Option #4 is better. City Clerk/HR Director Thone noted that the suggestion made in the motion by Councilmember Callies will cost the same as Option #4 because they would be making an exception for that position. Motion passed 3/1 (Maddy opposed). City Clerk/HR Thone stated that she will redo the language in the proposed resolution and bring it back for Council action at the next meeting. City Attorney Shepherd noted that he believes the Council could also make a motion to adopt the resolution with an amendment to include Option #3. Councilmember Maddy asked if they would also add an implementation date to that also. City Attorney Shepherd stated that the Council could add an implementation date. Councilmember Maddy suggested that it be amended to include Option #3, the employee exception, and the implementation date of October 1, 2023. Maddy moved, Sanschagrin seconded, to Adopt RESOLUTION NO. 23-095, “A Resolution Approving Shorewood Compensation Study Market Analysis and Pay Grid Calibration” with the following amendments: Add details that they have selected Option #3, the employee exception, as discussed, and the implementation date of October 1, 2023. Motion passed. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 11 of 12 9. STAFF AND COUNCIL REPORTS A. Staff Park and Recreation Director Crossfield stated that Oktoberfest that will be held on September 30, 2023 from 12:00 noon to 2:00 p.m. at Badger Park and 1:00 to 9:00 p.m. at the American Legion. She reviewed the activities that would be available at Badger Park. Mayor Labadie asked Park and Recreation Director Crossfield to be sure that she communicates with social media, local media, and school systems in order to get the word out about all the activities that will be available. Councilmember Maddy asked when people should show up and volunteer. Park and Recreation Director Crossfield suggested that if anyone was interested in volunteering they just need to contact her and explained that she would send out details about two weeks prior to the event. She stated that this is the first time the City is holding this type of event so she did not have any ideas on what the turnout will be. Public Works Director Morreim gave an update on the IPM plan and what treatments were taking place within the guidelines of the plan as well as potential future plans and potential additions to the work plan for managing thistle in the Minnetonka Country Club area. Councilmember Sanschagrin asked if it was the City’s responsibility to maintain the Country Club. Public Works Director Morreim stated that the City was not responsible to maintain all of the Country Club, but just certain portions. City Engineer Budde stated the Birch Bluff is making good progress and should have curb and gutter poured next week. He noted that the Freeman Park trail project will begin later this week. He stated that they will also be doing some crack and pavement sealing this week which had been approved at previous Council meetings. He stated that the Eureka Road Open House is scheduled for September 21, 2023. He noted that the Strawberry Lane project is about six weeks behind schedule and explained that he believed that the opening of Strawberry Lane will slip into October. City Clerk/HR Director Thone stated that the City’s annual Fall Shred event will be held on September 23, 2023 from 9:00 a.m. to 12:00 noon at City Hall. Planning Director Darling stated that the Comprehensive Plan amendment is scheduled for full Met Council review on October 25, 2023. She noted that once it is adopted, the City will have to go back through and do rezoning to ensure that the Zoning Map and Zoning Ordinance were consistent with the densities approved within the Comprehensive Plan. City Administrator Nevinski stated that he had reached out to MnDot to try to get some updates on the Highway 7 corridor study because they City has not heard much from them. He stated that the City will also be engaging with an architect to take a high level look at the Public Works building because they are running out of space. He explained that the purpose would be to get an idea of what may be possible and get rough costs so they can start to build it into future CIP plans. He CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES SEPTEMBER 11, 2023 Page 12 of 12 stated that he received information tonight that Greenwood will be having some changes with Mayor Kind stepping down and retiring at the end of the year and Greenwood Councilmember Cook would also be stepping down due to some health concerns. B. Mayor and City Council Councilmember Sanschagrin stated that tomorrow evening he will be sitting in for Councilmember Zerby at the Park Commission meeting. Councilmember Maddy stated that the Fire District took delivery of a new fire boat this past spring and have been training with it all summer. He stated that he was able to take a ride on it and found it to be a very capable boat so there is a much improved water rescue option for the Fire District. Councilmember Callies stated that she attended the Planning Commission meeting last week and gave an overview of what was discussed, as outlined in the meeting minutes. Mayor Labadie stated that she attended the Minnesota Mayor’s Association meeting in Fairbault and toured the Tri-Star company. She also held Coffee with the Mayor at Shorewood Landings where she brought along a detective as a guest speaker who presented on frauds and scams that are targeted at seniors. She noted that he is working with Park and Recreation Director Crossfield to possibly make this presentation available to the general public. She stated that school started on September 5, 2023 and noted that the SLMPD has received numerous e-mails praising them on their enforcement related to speed. She stated that she attended the pancake breakfast with Representative Dean Phillips and afterwards followed him to Maple Plain where there was a Vietnam Veteran’s Memorial Dedication service. She stated that earlier today she attended the Regional Council of Mayors meeting where they talked about housing supply, demand, and affordability. She stated that later this week she would be representing Shorewood in Purham at another Minnesota Mayor’s Association Meet-up and another the following day in St. Joseph. 10. ADJOURN Maddy moved, Sanschagrin seconded, Adjourning the City Council Regular Meeting of September 11, 2023, at 9:11 P.M. Motion passed. ATTEST: Jennifer Labadie, Mayor Sandie Thone, City Clerk City Council Meeting Item Item Title/Subject: Custodial Services Agreement for Shorewood 2E Community and Event Center Meeting Date: Monday, September 25, 2023 Prepared by: Janelle Crossfield, Parks and Recreation Director Reviewed by: Marc Nevinski, City Administrator Attachments: Professional Services Agreement for Custodial Services, Exhibit A & B Background: The Shorewood Community and Event Center provides rentals to residents, community members, non-profit organizations, and businesses up to seven days a week. Historically, the building has relied on an independent contractor for routine custodial services and maintenance. With increasing rentals and foot traffic in the building the need for additional support and services has been requested by the contractor and staff agree it is necessary to provide quality experiences for users of the building. Financial or Budget Considerations: Services will cost $460 per month for a weekly cleaning for the remainder of 2023 and $920 per month for a twice weekly cleaning during 2024. The services are included in the budget for 2024 but were not included in the 2023 budget. Revenue will help to offset this expense and include a rental of the banquet room which increased from three to four evenings a week resulting in a weekly increased revenue of $100. Additionally, the tier three kitchen renter generates a monthly revenue of $1000. An additional hourly rate of $35 per hour will be charged for any tear down of room set-ups necessary for cleaning. This will offset the fees for services from the existing contractor completing these tear downs. Action Requested: Motion to approve the service agreement with Maya Maintenance LLC. A simple majority vote is required. 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 Council Meeting Item Title/Subject: Resolution Accepting Donation for Oktoberfest 2F Meeting Date: September 25, 2023 Prepared by: Janelle Crossfield, Parks and Recreation Director Reviewed by: Marc Nevinski, City Administrator Attachments: Resolution Background Excelsior Morning Rotary is donating $1250 of Oktoberfest towards the City of Shorewood expenditures for the 2023 Oktoberfest Celebration. Pursuant to Minnesota State Statutes sections §465.03 and §471.17 all donations or gifts of real and personal property, including donations for the benefit of public recreational services, must be accepted by the city council. Name of Donor Amount/Item Excelsior Morning Rotary $1250 Financial Considerations The donation will offset event expenses. Action Requested Motion to approve the resolution accepting the donation as stated in the attached resolution. A simple majority vote is required. 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 23-099 A RESOLUTION ACCEPTING DONATION TO THE CITY OF SHOREWOOD 2023 WHEREAS, the City of Shorewood is generally authorized to accept donations of real and personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens, and is specifically authorized to accept gifts and is authorized to accept gifts for the benefit of their public recreational services pursuant to Minnesota Statutes section 471.17; and WHEREAS, the following persons and entities have offered to contribute a donation as set forth below to the city: Name of Donor Amount/Item Excelsior Morning Rotary $1250 WHEREAS, the terms or conditions of the donations are to be used for the 2023 Oktoberfest event; and WHEREAS, all such donations have been contributed to the city for the benefit of its citizens, as allowed by law; and WHEREAS, the City Council finds that it is appropriate to accept the donation offered. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD, MINNESOTA AS FOLLOWS: 1. The donations described above are accepted and shall be used to establish and/or operate services either alone or in cooperation with others, as allowed by law. 2. The city clerk is hereby directed to issue receipts to each donor acknowledging the city’s receipt of the donor’s donation. Passed by the City Council of Shorewood, Minnesota this 25th day of September 2023. __________________________ Jennifer Labadie, Mayor ___________________________ Sandie Thone, City Clerk Item 2G City Council Meeting Item Title/Subject: Personnel Policy Updates Meeting Date: September 25, 2023 Prepared by: Sandie Thone, City Clerk/Human Resources Director Reviewed by: Marc Nevinski, City Administrator Attachments: Prohibiting Firearms at Work Policy Resolution 23-096 Background There have been numerous law changes, many of them enacted on July 1 of this year, that require the city to make updates to the existing Personnel Policy/Employee Handbook. In addition, there are others that will be forthcoming, such as Earned Sick and Safe Time (ESST) which will take effect January 1, 2024, and Paid Family Medical Leave Act (PFMLA) which will take effect in January of 2026. The following explains the changes to the Shorewood Employee Personnel Policy and the justification for the updates. The stricken language is included with a strikethrough and the proposed language in red. Proposed Change 1; Section 2 and 4.12 Firearms: Earlier this year, the question was asked if an appointed official could carry a weapon on the city premises. When referencing the policy, City Attorney Shepherd found the following exemptions from the city Firearms policy and determined that legally, some of these positions should not be included in this policy. Staff is proposing to remove 4.12 Firearms Prohibited policy from the exception list as recommended by the City Attorney. Consultants and/or contracted personnel have been included in the new policy language proposed below in red. The Prohibiting Firearms at Work Policy which is attached, and the proposed language are recommended 2023 policy language by the League of MN Cities. Subdivision 2. Positions Exempt The following officers and positions are not covered by the policies in this Handbook, except for Sections 4.01-Gifts and Endorsements; 4.09-Use of City Communication Resources; 4.11-Offensive Behavior Policy; and 4.12-Firearms Prohibited policy, and where otherwise noted:  All elected officials;  Members of city boards, commissions, and committees; 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  Volunteer personnel, emergency employees;  Consultants and/or contracted personnel. 4.12 Firearms Prohibited While Performing Work for the City The purpose of this policy is to state that City employees shall not carry weapons while they are performing City business. The City of Shorewood hereby establishes a policy prohibiting all employees from carrying or possessing firearms while acting in the course and scope of employment for the City. The possession or carrying of a firearm by employees is prohibited while working on City property or while working in any location on behalf of the City. These circumstances include but are not limited to:  Driving on City business  Riding as a passenger in a car or on any type of transit on City business  Working at City Hall or any other City-owned work site  Working off-site on behalf of the City  Performing emergency or on-call work after normal hours and on weekends  Working at private residences and at businesses on behalf of the City  Attending training or conferences on behalf of the City If a City employee must drive his or her personal vehicle on City business, he or she may check a firearm with the South Lake Minnetonka Police Department (SLMPD) during the workday and retrieve it after work. The SLMPD will establish procedures to ensure that the firearm is locked up and is not able to be retrieved by anyone other than the owner/employee. When responding to on-call work from home after regular work hours, an employee is prohibited from bringing a firearm in his or her private vehicle unless the vehicle remains in a parking lot and is not needed in order to respond to the call. Violations of this policy are subject to disciplinary action in accordance with the City’s disciplinary procedures policy. 4.12 Possession and Use of Dangerous Weapons Weapons are defined to include all legal or illegal firearms, switchblade knives, or any other object modified to serve as a weapon or has the primary purpose of serving as a weapon. Possession or use of a dangerous weapon is prohibited on city property, in city vehicles, or in any personal vehicle which is being used for city business. This includes employees, consultants, and contracted personnel, with valid permits to carry firearms. The following exceptions to the dangerous weapons prohibition are as follows:  Employees legally in possession of a firearm for which the employee holds a valid permit, if required, and said firearm is secured within an attended personal vehicle or concealed from view within a locked unattended personal vehicle while that person is working on city property.  A person who is showing or transferring the weapon or firearm to a police officer as part of an investigation.  Police officers and employees who are in possession of a weapon or firearm in the scope of their official duties. Proposed Change 2; Section 6.0 Compensation and Reclassification: The City Council approved a “Reclassification Policy” at its meeting on September 11, 2023 as a result of the completion of the compensation study and a need to have a formal written policy for reclassifying city positions. This policy language is included in Section 6.02 Plan Administration section (i) as shown below. In addition, while reviewing the current policy language updates were made to Section (a) to include the compensation study or market analysis as compensation determinants and Section (b) in that at times it may be necessary to establish a wage that exceeds the maximum of the range for that classification as was the case earlier this year, thus as approved by the city council has been added. 6.02 Plan Administration a. Each position in the City will have a position description that outlines the essential duties and functions of the position along with the required and desirable knowledge, skills, abilities, education, and experience. The position is then assigned a classification. A classification is a group of jobs with the same or similar duties, knowledge, skill, etc, such as administrative assistant, maintenance worker, etc. The classification then receives a pay equity rating based on the Hay evaluation system. Compensation is determined through the League of Minnesota Cities (LMC) annual salary and benefit survey and/or by a formal compensation study or market analysis. b. The compensation for each classification will designate a minimum salary based on the survey group average low wage for the classification, a maximum salary based on the survey group’s average maximum salary, and a range based on the median salary of the survey group. The median represents the desired compensation for an employee who successfully meets the obligations and expectations of the position. This range also provides flexibility in the hiring of staff such that individuals with more experience or qualifications can be hired into this range. In no case shall a new hire be brought in below the minimum salary identified for the classification. Furthermore, the city shall not establish a wage for an employee that exceeds the maximum of the range for that classification, unless approved by the city council. i. Employees who are reclassified due to a compensation study, market analysis, or reclassification request, will be placed into the new pay grade into the salary step at that grade nearest to their current salary, but not below their current salary. Employees who are reclassified and have over five years of service with the city will receive an additional step increase to allow for seniority and experience to be paid at a higher rate than newly hired employees. Proposed Change 3; Section 8.08 Pregnancy, Parenting Leave and Accommodations: On July 1, 2023, the Minnesota Department of Labor sent notification that all cities having more than one employee must inform employees of their parental leave rights at the time of hire and when an employee makes an inquiry about or requests parental leave. In addition, updates in the laws regarding Reasonable Accommodations to an Employee for Health Conditions Relating to Pregnancy was passed and is included in the new policy language proposed below. Parenting Leave Under Minnesota’s Parenting Leave Law Certain employees who are not eligible for FMLA leave may be eligible for up to six weeks of unpaid parenting leave in the event of the birth, adoption or foster placement of the employee’s child. To be eligible for parenting leave, you must have worked for the City the equivalent of one-half time for your position for at least twelve months prior to your leave date. The leave will begin at a time requested by you. The leave may begin not more than six weeks after the birth or adoption; except that, in the case where the child must remain in the hospital longer than the mother, the leave may not begin more than six weeks after the child leaves the hospital. The City requests notification of your intent to take parenting leave as soon as possible so that we can assure that your position is properly covered in your absence. While on parenting leave, you may continue to participate in group insurance benefits at the group rate and at your regular contribution rate. Upon returning from leave, an employee will be returned to the employee's original position or to a comparable position with equivalent benefits, pay, and other terms and conditions of employment. You may choose to substitute accrued vacation or compensatory time for unpaid parenting leave as the provisions within those written policies apply. Leaves that qualify under both this policy and the Family and Medical Leave Act will be counted toward the employee’s available leave under both policies concurrently. Returning to Work Upon return from FMLA leave, employees will be restored to their original or equivalent position with equivalent pay, benefits, and other employment terms. If, during FMLA leave, the City undergoes layoffs and an employee would have lost a position had the employee not been on leave, pursuant to the good faith operation of bona fide layoff and recall system, including a system under collective bargaining agreement, the employee is not entitled to reinstatement in the former comparable position. In such circumstances, the employee retains all of the rights under the layoff and recall system, as if the employee had not taken the FMLA leave. Section 8.08 Pregnancy and Parenting Leave and Accommodations All employees are entitled to take an unpaid leave of absence under the Pregnancy and Parenting Leave Act of Minnesota. Female employees for prenatal care, or incapacity due to pregnancy, childbirth, or related health conditions as well as a biological or adoptive parent in conjunction with after the birth or adoption of a child as eligible for up to 12 weeks of unpaid leave and must begin within twelve months of the birth or adoption of the child. In the case where the child must remain in the hospital longer than the mother, the leave must begin within 12 months after the child leaves the hospital. Employees should provide reasonable notice, which is at least 30 days. If the leave must be taken in less than three days, the employee should give as much notice as practicable. Employees are required to use accrued leave (i.e., sick leave, vacation leave, etc.) during Parenting Leave. If the employee has any FMLA eligibility remaining at the time this leave commences, this leave will also count as FMLA leave. The two leaves will run concurrently. The employee is entitled to return to work in the same position and at the same rate of pay the employee was receiving prior to commencement of the leave. Group insurance coverage will remain available while the employee is on leave pursuant to the Pregnancy and Parenting Leave Act, but the employee will be responsible for the entire premium unless otherwise provided in this policy (i.e., where leave is also FMLA qualifying). For employees on an FMLA absence as well, the employer contributions toward insurance benefits will continue during the FMLA leave absence. The city will inform employees of their parental leave rights at the time of hire and when an employee makes an inquiry about or requests parental leave. Adoptive parents will be given the same opportunities for leave as biological parents. An employer shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or discriminate against an employee for asserting parental leave rights or remedies. The city will attempt to provide a female employee who requests reasonable accommodation with the following for her health conditions related to her pregnancy or childbirth without advice of a licensed health care provider or certified doula:  More frequent or longer restroom, food, and water breaks.  Seating; and/or  Limits on lifting over 20 pounds. Additionally, an employer must provide reasonable accommodations, including, but not limited to, temporary leaves of absence, modification in work schedule or job assignments, seating, more frequent or longer break periods and limits to heavy lifting to an employee for health conditions related to pregnancy or childbirth upon request, with the advice of a licensed health care provider or certified doula, unless the employer demonstrates the accommodation would impose an undue hardship on the operation of the employer's business. In accordance with state law, no employee is required to take a leave of absence for a pregnancy nor accept a pregnancy accommodation. An employer shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or discriminate against an employee for asserting reasonable accommodations pregnancy rights or remedies. Proposed Change 4; Section 8.09, School Conference Leave: In July of 2023 school conference leave was updated to apply to all cities with one or more employees. The school conference leave may no longer be restricted to certain employees but rather all employees have the right to use it. The updated language is the recommended language by the League of MN Cities. 8.09. School Leave Any employee who works an average number of hours per week equal to an average of at least 20 hours per week may take leave of up to a total of sixteen (16) hours during any school year to attend school conferences or school-related activities related to the employee’s child (under 18 or under age 20 and still attending secondary school), provided the conferences or school-related activities cannot be scheduled during non-work hours. When the school conferences or school-related activities cannot be scheduled during non-work hours and the need for the leave is foreseeable, the employee must provide reasonable prior notice of the leave and make a reasonable effort to schedule the leave so as not to disrupt unduly the operations of the employer. Such leave may be either unpaid or an employee may substitute any accrued paid vacation leave or other appropriate paid leave for any part of the leave under this policy. Section 8.09 School Conference Leave Any employee may take unpaid leave for up to a total of sixteen hours during any 12-month period to attend school conferences or classroom activities related to the employee’s child (under 18 or under 20 and still attending secondary school), provided the conference or classroom activities cannot be scheduled during non-work hours. When the leave cannot be scheduled during non-work hours and the need for the leave is foreseeable, the employee must provide reasonable prior notice of the leave and make a reasonable effort to schedule the leave so as not to disrupt unduly the operations of the city. Employees may choose to use vacation leave hours for this absence but are not required to do so. Proposed Change 5; Section 8.16 Voting: The following proposed updates to the Voting/Elections section of the Personnel Policy conform to changes made in July of 2023 allowing employees to be absent form work for the time necessary to vote including the period allowed for voting in-person before election day. The language provided for this section is sample policy language as recommended by the League of MN Cities. 8.16. Ti me Off to Vote Generally, employees are able to find time to vote either before or after their regular work schedule. If an employee is unable to vote in an election during his or her non-working hours, such employee is allowed reasonable time off to vote on the morning of the election. Time off to vote must be pre- approved by your supervisor. Section 8.16 Elections / Voting An employee selected to serve as an election judge pursuant to Minnesota law, will be allowed time off with pay for purposes of serving as an election judge, provided the employee gives the city at least twenty days written notice, including a certification from the appointing authority stating the hourly compensation to be paid the employee for service as an election judge and the hours during which the employee will serve. The city may reduce the wages of an employee serving as an election judge by the amount paid to the election judge by the appointing authority during the time the employee was absent from the place of employment. Thus, employees will be paid the difference between their pay as an election judge and their regular rate of pay for their normal workday. The city reserves the right to restrict the number of employees absent from work for the purpose of serving as an election judge to no more than 20 percent of the total work force at any single worksite. All employees eligible to vote at a State general election, at an election to fill a vacancy in the office of United States Senator or Representative, or in a Presidential primary, will be allowed time off with pay to vote on the election day. Employees wanting to take advantage of such leave are required to work with their supervisors to avoid coverage issues. Employees may be absent from work for the time necessary to vote to include voting during the period allowed for voting in person before election day. Proposed Change 6; Section 8.17 Bone Marrow/Organ Donation Leave: In July of 2023, the law changed stating that an employer shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or discriminate against an employee for asserting bone marrow or organ donation leave rights or remedies. The policy language proposed is recommended language by the league of MN Cities and includes this new law and organ donation to our existing policy. 8.17. Bone marrow donation leave The City will grant an employee (defined as one who works an average of 20 or more hours per week) up to 40 hours of paid leave in any one-year period to undergo a medical procedure to donate bone marrow. The employee must give reasonable advance notice of the need for leave to his or her manager. Prior to approving the leave, the City will require verification by the employee’s physician. Section 8.17 Bone Marrow/Organ Donation Leave Employees working an average of 20 or more hours per week may take paid leave, not to exceed 40 hours, unless agreed to by the city, to undergo medical procedures to donate bone marrow or an organ. The 40 hours is over and above the amount of accrued time the employee has earned. The city may require a physician’s verification of the purpose and length of the leave requested to donate bone marrow or an organ. If there is a medical determination that the employee does not qualify as a bone marrow or organ donor, the paid leave of absence granted to the employee prior to that medical determination is not forfeited. An employer shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or discriminate against an employee for asserting bone marrow or organ donation leave rights or remedies. Proposed Change 7; Section 8.18 Nursing Mothers: The following proposed updates to the Reasonable Work Time for Nursing Mothers section of the Personnel Policy conforms to the July 1 law changes. Employers are to notify all employees of the rights of pregnant and lactating employees when hired, when an employee makes an inquiry about or requests parental leave and in an employee handbook or personnel policy if one is provided. This proposed policy language complies with the new law and is recommended language of the League of MN Cities. 8.18 Breaks for nursing mothers The City provides reasonable unpaid break time to an employee who needs to express breast milk for her infant child, except in the rare event that such a break would unduly disrupt operations. The City will make a room available in which employees may express their milk in privacy. Employees should notify their supervisor if they need to take such breaks. 8.18 Reasonable Work Time for Nursing Mothers Nursing mothers and lactating employees will be provided reasonable paid break times (which may run concurrently with already provided break times) to express milk. The city will provide a clean, private and secure room (other than a bathroom) as close as possible to the employee’s work area, that is shielded from view and free from intrusion from coworkers and the public and includes access to an electrical outlet, where the nursing mother can express milk in private. An employer shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or discriminate against an employee for asserting nursing rights or remedies. Financial Considerations No significant financial impact expected. Action Requested Motion to approve Resolution 23-096, adopting the Shorewood Employee Personnel Policy Updates. A simple majority vote is required. City of Shorewood Policy: Adopted September 25, 2023 Prohibiting Firearms at Work Policy City of Shorewood The City of Shorewood hereby establishes a policy prohibiting all employees, including consultants and contractors, and except for sworn employees of the Police Department, from carrying or possessing firearms while acting in the course and scope of employment for the city. The possession or carrying of a firearm by employees other than sworn Police Officers is prohibited while working on city property or while working in any location on behalf of the city. This includes but is not limited to:  Driving on city business;  Riding as a passenger in a car or any type of mass transit on city business;  Working at city hall or any other city-owned work site;  Working off-site on behalf of the city;  Performing emergency or on-call work after normal business hours and on weekends;  Working at private residences and at businesses on behalf of the city;  Attending training or conferences on behalf of the city; An exception to this policy is that city employees (including consultants and contractors) may carry and possess firearms in city-owned parking areas if they have obtained the appropriate permit(s). Therefore, if a city employee must drive his or her personal vehicle on city business, he or she may check a firearm with the city Police Department during the workday and retrieve it after work. The Police Department will establish procedures to ensure that the firearm is locked up and is not able to be retrieved by anyone other than the owner/employee. When responding to on-call work from home after regular work hours, an employee is prohibited from bringing a firearm in their private vehicle unless the vehicle remains in a parking lot and is not needed in order to respond to the call. Violations of this policy are subject to disciplinary action in accordance with the city’s disciplinary procedures policy. CITY OF SHOREWOOD COUNTY OF HENNEPIN STATE OF MINNESOTA RESOLUTION 23-096 A RESOLUTION APPROVING SHOREWOOD EMPLOYEE PERSONNEL POLICY/EMPLOYEE HANDBOOK UPDATES WHEREAS, it has been a busy legislative season with many changes in public employee personnel policies; and WHEREAS, the city provides an employee personnel policy/employee handbook to all city employees; and WHEREAS, the city is required to comply with new laws as it relates to city employees; and WHEREAS, the following changes and updates to the Shorewood Personnel Policy are being proposed:  Changes to Subdivision 2. Positions Exempt section.  Creation of a Prohibiting Firearms at Work Policy  Repeal and Replace Section 4.12 Possession and Use of Dangerous Weapons  Addition of Reclassification policy and language to Section 6.02 Classification  Repeal and Replace Section 8.08 Pregnancy, Parenting Leave, Accommodations  Repeal and Replace Section 8.09 School Conference Leave  Repeal and Replace Section 8.16 Elections/Voting  Repeal and Replace Section 8.17 Bone Marrow/Organ Donation Leave  Repeal and Replace Section 8.18 Nursing Mothers NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood that the City of Shorewood Personnel Policy updates are approved. ADOPTED by the City Council of the City of Shorewood this 25th day of September 2023. _______________________________ ATTEST: Jennifer Labadie, Mayor ____________________________________ Sandie Thone, City Clerk Item 2H City Council Meeting Item Title/Subject: Approve Right of Entry - Arvig Meeting Date: September 25, 2023 Prepared by: Marc Nevinski, City Administrator Attachments: Right of Entry Background th On August 28 the Council approved an extension of its service agreement with Warner Connect for IT services. This extension included the transition to a new long haul fiber carrier, Arvig. To make the transition, Arvig needs to access City Hall with a new fiber line and has asked the City to sign the attached Right of Entry. Financial Considerations There is no cost to the City for this work. Action Requested Motion to authorize the Mayor to sign the attached Right of Entry form. A majority vote of the Council is required. 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 ® ARVIG RIGHT OF ENTRY AND USE AGREEMENT (“AGREEMENT”) I, ______City Of Shorewood_____ (“Grantor”), grants permission to Arvig Enterprises, Inc, (dba Arvig) and its affiliates and subsidiaries to install conduit, cables and related equipment for communications facilities (the “Systems”) in Grantor’s site located at (full business address) _5755 Country Club Rd Shorewood MN 55331_ (the “Property”) to provide communications services to Grantor, tenants, residents, licensees, customers or users at the Property. For their mutual benefit, each of the Parties agrees as follows: 1. Prior to any installation or future upgrades of the System, upon Grantor’s request, Arvig will submit to Grantor entrance and construction plans specifying the location, construction and method of installation related to that System. Such plans shall be deemed accepted by Grantor unless objected to in writing within ten (10) days of submission by Arvig. Grantor shall immediately provide notice to Arvig of any known asbestos or other hazardous substances, pollutants or contaminants as defined by the Comprehensive Environmental Response Compensation and Liability Act (“CERCLA”), or similar state or federal law. 2. Arvig will perform System installation, removal and maintenance in such a manner that it will not interrupt Property operations. Arvig may use qualified contractors or service providers for such activities. Upon removal of their System by Arvig, the removing Party or Parties Arvig will restore the Property affected by the installation to a condition as good as its condition prior to installation, with the exception of any permanent, immovable or concrete structures. Arvig shall bear all costs and expenses to repair any damage to the Property caused by Arvig. No Party shall be liable to any other Party for any punitive, special, indirect or consequential damages or lost revenues, rent or profits arising out of this Agreement, even if any of the Parties have been informed of the possibility of such damages. 3. Each Party will indemnify the other Parties for any costs, expenses, claims or liabilities for property damage or personal injury occurring at the Property, directly caused by such indemnifying Party’s negligent act or omission, including in relation to the installation, maintenance, use, operation, protection, repair, or removal of the System, as applicable. 4. Arvig may access, maintain, upgrade, modify or remove their Systems on a 24/7 basis by providing reasonable advance notice and coordinating such activities with the Grantor. Grantor will provide the same level of security for the System as it provides for the Property in general and will not permit persons not authorized in writing by Arvig Enterprises, Inc. to move, interfere, (physically or electronically), make connections with or otherwise have access to the System. 5. On request of Grantor, Arvig will furnish evidence of its existing insurance and will, at all times, have in effect all the necessary authorizations and consents to construct and operate its System. 6. Arvig may transfer or assign in full, or as collateral, its rights in this Agreement, and the Grantor hereby consents to any such assignment hereof by Arvig. 7. Grantor represents and warrants that it has all rights, authority and approvals necessary to enter into this Agreement, and that this Agreement will not contravene any laws, orders, statutes, regulations or other agreements. 8. No subsequent agreement between Arvig and Grantor shall be effective or binding unless it is made in writing and signed by both of the parties hereto. 9. Arvig (“Contractor”) is the general contractor and may sub-contract to another contractor to perform the work required. This Agreement sets forth the entire understanding of the parties and supersedes any, and all prior agreements or understandings related to the subject matter described herein, and no representation, promise, inducement or statement of intention, written or oral, has been made by Contractor or the Parties which is not embodied herein. Each of the Parties have caused this Agreement to be executed by their duly authorized representatives. Arvig Enterprises, Inc. (dba Arvig) Grantor: City of Shorewood, MN Date: _________________________________ Date: September 25, 2023 Signature: _____________________________ Signature: ________________________________________________ Name: David Schornack Name: Jennifer Lababdie Title: Director, Business Development and Sales Title: Mayor Company: Arvig Enterprises, Inc. (dba Arvig) Company: City of Shorewood thnd Business Address: 150 2 Ave. Business Address: 5755 Country Club Rd City, State, Zip: Perham, MN 56573 City, State. Zip: Shorewood, MN 55331 Page 1 of 1 CONFIDENTIAL City Council Meeting Item Item Title/Subject: Authorize Execution of Hennepin County Regional Rail Authority 2I Permit (HCRRA) for Freeman Park Trail Improvements Meeting Date: September 25, 2023 Prepared by: Andrew Budde – City Engineer Reviewed by: Matt Morreim – Public Works Director Attachments: HCRRA Permit Background: Staff has been in coordination with Three Rivers Park District (TRPD) and Hennepin County Regional Rail Authority (HCRRA) related to the Freeman Park Trail Improvement which creates a new trail head connection to the Lake Minnetonka Regional Trail which is owned by HCRRA and maintained by TRPD. A permit is required for Shorewood to be able to construct the trail connection and culvert within the HCRRA right of way. Financial or Budget Considerations: $1 permit fee which has been accounted for in project budgeting. Action Requested: A motion authorizing city staff to sign and execute the permit. 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 Item 4A City Council Meeting Item Title/Subject: Communications Update: 2023 Tree Sales Meeting Date: Monday, September 25, 2023 Prepared by: Eric Wilson, Communications Coordinator Reviewed by: Sandie Thone, City Clerk/HR Director Attachments: Background: Tree Sales for 2023 have been completed. Residents who purchased trees in Spring, picked up their trees during the week of September 4-8. 126 total trees were delivered, totaling $10,189.70. Although this is more than the original amount requested ($9,600), resident tree sales fell under budget due to extra trees being purchased for public improvement projects and public works. Pricing and inventory details are as follows: Resident trees replaced due to construction $527.00 City Project 18-04: Grant St Drainage Improvement Project Resident tree replaced due to construction $82.00 City Project 21-07: Covington Rd Watermain Improvements Autumn Gold Ginkgo $173.00 Spring Snow Crabapple $92.50 Public works purchased these trees Summer Shimmer Aspen $81.95 Heritage River Birch $79.00 $426.45 Public Works Total Tree Sales $9,154.25 Tree Sales (trees purchased by residents) Total Amount $10,189.70 Staff are already beginning to plan tree sales for 2024 with some changes under consideration based on tree sale survey results received after 2023 sales concluded. Survey results are available at: https://www.surveymonkey.com/stories/SM-vgodVFBzxqMdDPK8DxUWVw_3D_3D/ Financial Considerations: N/A Action Requested: N/A 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 5A CITY OF SHOREWOOD 5735 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, SEPTEMBER 12, 2023 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Hirner convened the meeting at 7:04 p.m. A. Roll Call Present: Chair Hirner, Commissioners Garske, Wenner, City Council Liaison Sanchagrin; Parks and Recreation Director Crossfield; and Recreation Specialist Vassar Absent: Commissioner Czerwonka, City Council Liaison Zerby B. Review Agenda Garske moved to approve the agenda as written. Wenner seconded the motion. Motion carried 3-0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of August 22, 2023 Wenner moved to approve the minutes of the August 22, 2023 meeting as written. Garske seconded the motion. Motion carried 3-0. 3. MATTERS FROM THE FLOOR Pat Arntz, 5480 Trail Circle, stated that she had three items. Arntz asked if the Park Commission knew they were the governing body of the Integrated Pest Management Plan (IPM), what steps have been taken and what reporting has been done. Arntz commented that Canadian thistle and burdock were of concern in multiple areas, Cathcart Playground, Freeman Volleyball Court and Freeman Ponds in particular. Arntz expressed concerns that the thistles were going to seed. Parks and Recreation Director Crossfield stated that the Public Works Director had made a verbal IPM update to City Council at the September 11, 2023 meeting and is on schedule to provide a report to both the Parks Commission and City Council by year end. Arntz questioned the safety and ADA compliance of the bridge in Badger Park and requested the commission include it in their tour of the Shorewood Community and Event Center (SCEC). Arntz expressed concerns about the e-bike users gathering on trails and called for the community to take a leadership role in the issue and not wait for the state or other governing bodies to act. Arntz pointed out that Chief Tholen had attended a City Council meeting in Excelsior. Commissioner Wenner asked how many e-bike users come down the trail at a time. PARK COMMISSION MINUTES TUESDAY, AUGUST 22, 2023 PAGE 2 OF 5 Arntz answered that the groups come in 5-8 riders, sometimes riding double and appear younger than age 15. They stir up dust by dragging their feed and ride hands free. Commissioner Garske commented that he believed there to be three classes of e-bikes and that one is not allowed. He also stated that as a trail user he is familiar with the experience Arntz was describing on the trail. Garske pointed out that there could be challenges with enforcement, identifying which ones are legal and not, that e-bike users are all ages and help with accessibility to trails. Arntz agreed with focusing on the class that is illegal and that e-bikes are used by all ages. Michelle DiGruttolo, 24995 Glen Rd, commented that the focus should be on safe riding, limiting negative behaviors and speed limits. Commissioner Wenner mentioned that an Chief Tholan had done an interview about e-bikes. Arntz said that the interview reported there were 39 stops of e-bike users by South Lake Police Department but what they can do is restricted without clear laws regarding e-bikes. Commissioner Wenner asked if the City has Park Police. Arntz stated that Three Rivers Park District (TRPD) does and they come down the trail one a week. Calls to TRPD are not practical as their response time is lengthy due to the size of their district. Chair Hirner asked staff to come back in a future meeting with what is in place today regarding e-bikes, what is the scope of work if the commission were to recommend a plan, what needs to be addressed to be comprehensive: parks, trails, sidewalks, paved vs. dirt, widths of paths, etc. What are other cities doing, inner-ring suburbs and outer-ring suburbs. Can the City require helmets? Gordon Levack, 5610 Harding Ln., mentioned that getting the trails regulated would need to involve surround communities and that having rules change depending upon which segment of the trail you are on could be challenging to communicate and would involve a lot of signage regarding rules on the trails. Levack asked if that is what we wanted to see on the trails. Chair Hirner stated that they recognize the potential issue and that is something that needs to be looked at. Commissioner Wenner suggested and education campaign to address the problem and to let the community know they are working on it. Wenner volunteer to write an article on the topic and asked if school starting has impacted the issue. Arntz responded that yes, school starting has reduced the numbers during the day but it still becomes an issued afterschool hours. Observations of youth baseball players using e-bikes to get to and from the park were described. PARK COMMISSION MINUTES TUESDAY, AUGUST 22, 2023 PAGE 3 OF 5 Levack stated the any communications done by City of Shorewood would primarily cover Shorewood and that they would need to reach a broader audience as trail users come from greater distances. Arntz stated that the issue is not just limited to trail users. Chair Hirner stated that they can address multiple issues and make recommendations, including regarding communications. DiGruttolo added that the IPM has impacted the populations of mosquitos, grasshoppers, Asian beetles, all have increased in population because we’re not doing the weeding we should be. This has impacted the health of plants and trees on their property. The issues of weeding go beyond just visual, it has secondary and tertiary impacts. 4. NEW BUSINESS A. City Council Update Assignments September was assigned to Commissioner Garske, November to Chair Hirner and January to Commissioner Wenner. B. Shorewood Community and Event Center Tour The Park Commission toured the bridge outside the building and requested Public Works to take a look at condition of the bridge. The Park Commission toured the Shorewood Community and Event Center including the adopt- a-garden as well as the recently reassigned storage room and staff office spaces. Parks and Recreation Director Crossfield explained that while the Activity Room and Lobby had been scheduled for updates in the 2023 CIP staff has determined more pressing issues that needed to take priority and wanted more time to become familiar with the use of the space before making changes. Parks and Recreation Director also commented on the bathroom updates that staff would be doing primarily in house with some contracted work. The tour then progressed to the kitchen where Recreation Specialist Vassar described how kitchen renters shared the space and plans to replace the stove and oven. Parks and Recreation Director Crossfield explained how renters frequently have issues lighting the stove and that their contracted custodian Drew will explain how to troubleshoot it over the phone or drive in to light it when rentals are in progress. She stated that they are grateful to work with someone that has that level of customer service. The Park Commission toured the banquet room and storage space including looking at the two types of chairs that are used in the banquet room for rentals. Parks and Recreation Director Crossfield noted that it is in upcoming CIP to purchase additional chairs so they match however they are considering the best approach. The more recently purchased chairs are comfortable and PARK COMMISSION MINUTES TUESDAY, AUGUST 22, 2023 PAGE 4 OF 5 look nice however they also pose some challenges as they do not have dollies and can only stack so high. Storing that many chairs is challenging and staff has had the stacks of chairs fall on them while dragging them across the floor or trying to unstack them. Parks and Recreation Director Crossfield showed the A/V system that is used for banquet room rentals and noted that they have lost potential rentals due to lack of options with the system and lack of video/teleconferencing capabilities. Staff is looking at a mobile A/V cart option that would address the request potential renters have. This would be a requested purchase if there are remaining funds in the CIP after kitchen updates. Parks and Recreation Director Crossfield shared that there are three fee categories, resident, non-resident and non-profit. After adjusting for two frequent renters of the building year to date data shows that 27% of the rentals are non-profit, 37% are from business, 13% are individuals, 5% are associations and the remaining is City use and programs. She added that they plan to do a field study of what fee categories other community centers use for rentals and plans to bring that back to the commission for a conversation and feedback on what fee categories the City should consider. The SCEC currently relies on an annual transfer from the general fund to maintain operations. She asked what other data would help aid the commission in this conversation. Chair Hirner said it would be helpful to know what non-profits we may lose if the non-profit discount was lowered and what that runoff would be. Commissioner Garske mentioned recurring versus non-recurring rentals, recent rate adjustments and alternative venue rates. DiGruttolo stated that as a tax payer she felt the City has a fiduciary responsibility to find renters that can pay increased rates. Commissioner Wenner said they were all in agreement that the City should not be operating in the red. 5. OLD BUSINESS A. Parks CIP Updates Park and Recreation Director Crossfield stated that the $30000 for Manor Park Tennis Courts moved forward in the budget process and that Public Works had done some work on the retaining wall. Staff was going to look at re-striping the court and what a long term solution may be at the court. She also added that the South Shore Community Park Master Plan was pushed to 2025 but that work would start internally with staff in 2024. 6. STAFF AND LIAISON REPORTS / UPDATES A. City Council Council Liaison Sanchagrin said he was attending for Councilmember Zerby and that the City Council had discussed cannabis use and decided not to regulate use at this point but have the opportunity to reevaluate in the future. Additionally, $8000 was added to the 2024 budget for tree PARK COMMISSION MINUTES TUESDAY, AUGUST 22, 2023 PAGE 5 OF 5 replacement. Council Liaison had recently toured the Public Works building with the Public Works Director and discussed the tree replacement plan for the City and opportunities to proactively plant in public spaces. B. Staff Park and Recreation Director Crossfield reminded the commission of the upcoming Oktoberfest Celebration on September 30th. She listed off activities for all ages that will be held at the Shorewood Community and Event Center, Badger Park and the American Legion. 7. ADJOURN Commissioner Wenner moved to adjourn the Park Commission Meeting of September 12, 2023 at 8:42 p.m. Commissioner Garske seconded the motion. Motion carried 3-0. 6A CITY OF SHOREWOOD COUNCIL CHAMBERS PLANNING COMMISSION MEETING 5755 COUNTRY CLUB ROAD TUESDAY, SEPTEMBER 5, 2022 7:00 P.M. MINUTES CALL TO ORDER Chair Gorham called the meeting to order at 7:00 P.M. ROLL CALL Present: Chair Gorham; Commissioners Eggenberger, Huskins, and Johnson; Planning Director Darling; and, Council Liaison Callies Absent: Commissioner Holker 1. APPROVAL OF AGENDA Eggenberger moved, Huskins seconded, approving the agenda for September 5, 2023, as presented. Motion passed 4/0. 2. APPROVAL OF MINUTES  July 18, 2023  August 1, 2023 Commissioner Huskins asked to include a small addition to the minutes. He referenced page 9, rd 3 paragraph, and asked to include a statement that he thought he had made that due to his new understanding of the situation, based on the comments made by Councilmember Callies, he would reconsider his position to vote for approval. Planning Director Darling stated that she will go back to the recording and clarify this section of the minutes. She reminded the Commission that the minutes were intended to be a ‘flavor’ of the discussion that took place. Huskins moved, Johnson seconded, approving the Planning Commission Meeting Minutes of July 18, 2023, as amended. Motion passed 4/0. Eggenberger moved, Johnson seconded, approving the Planning Commission Meeting Minutes of August 1, 2023, as presented. Motion passed 4/0. 3. MATTERS FROM THE FLOOR 4. PUBLIC HEARINGS Chair Gorham explained the Planning Commission is comprised of residents of the City of Shorewood who are serving as volunteers on the Commission. The Commissioners are appointed by the City Council. The Commission’s role is to help the City Council in determining zoning and planning issues. One of the Commission’s responsibilities is to hold public hearings and to help develop the factual record for an application and to make a non-binding recommendation to the City Council. The recommendation is advisory only. CITY OF SHOREWOOD PLANNING COMMISSION MEETING SEPTEMBER 5, 2023 Page 2 of 8 A. PUBLIC HEARING – SHOREWOOD PADDLE CLUB – COMPREHENSIVE PLAN AMENDMENT, PUD CONCEPT AND DEVELOPMENT STAGE PLANS Applicant: Admark, LLC Location: 24560 Smithtown Road Chair Gorham noted that staff has requested that this public hearing be continued to the October 3, 2023 meeting. Planning Director Darling stated that because there are a number of people in the audience she wanted to give a flavor of what the applicant was proposing, so they have a better understanding of what is being proposed. She stated that continuing the public hearing to October 3, 2023 will allow staff time to prepare a full report for Commission consideration. She explained that this is a request from Admark, LLC to develop the property at 24560 Smithtown Road with two buildings for a private paddle sports and personal storage facility. She stated that the applicant described it as being a private club and each member of the club would have a personal storage bay that they would own plus would have rights to use the upper floor of the building to the north which will have an indoor pickleball court. She noted that they are proposing a Comprehensive Plan amendment to change the guidance for this property and a PUD in lieu of submitting a site plan with requests for variances for all of the various ordinances that would be challenging for them to meet with the narrow size of the property. She explained that there would be a gated entrance so only members would have access onto the property. She described the proposed layout on the property of the two buildings and noted that there would be a large vehicle/fire land turn around area with six parking spaces. Chair Gorham stated that when this comes back in October, it would be nice if the applicant could give a schematic floor plan of the building designs. Planning Director Darling noted that they would have that in October and explained that she had only included a sampling of what had been submitted so the Commission could get a general idea of what they were proposing. Commissioner Huskins asked if staff knew whether or not they would be applying for a liquor license or not. Planning Director Darling stated that she did not believe they would be asking for a liquor license with only 12 member families. She stated that it may be possible that they would have a bottle club where people could bring in their own alcohol. Commissioner Johnson stated that in a few spots within the report it says that there is one pickleball court and in other places it appears a though there will be multiple courts. Planning Director Darling stated that there is one indoor pickleball court on the upper level of the clubhouse building. She noted that within the narrative, there is information regarding individual members being able to create practice courts in their own storage bays if they would like. Commissioner Johnson stated that one portion referenced water recreation and asked if boats and things like that would be stored here. Planning Director Darling stated that the individual members would be able to storage any of their recreational items or other storage items within their units. CITY OF SHOREWOOD PLANNING COMMISSION MEETING SEPTEMBER 5, 2023 Page 3 of 8 Chair Gorham opened the Public Hearing at 7:15 P.M. noting the procedures used in a Public Hearing. Mark Kaltsas, 6015 Cathcart Drive, stated that he is the owner of this property and wanted to introduce himself to the Commission. He explained that he and his business partner, who also lives in Shorewood, purchased the property in 2021. He stated that they had originally looked to do a residential development consistent with the City’s guidance in the Comprehensive Plan. He stated that they brought concept plans to the City Council in two different work session in 2021 but explained that they did not feel like they got strong feedback or guidance from them for a residential development. He stated that this made them take a step back and think about what other uses may be of benefit to the City. He stated that there are a group of people in the area that are interested in having an indoor pickleball court that could be utilized in the winter months to play. He stated that the property is zoned C-1 and noted that private clubs are permitted in that zoning category. He stated that they did not want to get into a pickleball facility nor did they want traffic on Smithtown Road and believes that if it was developed as medium density which is what it is currently guided towards would double the traffic than they would generate with a 12 member private pickleball club. He stated that he feels that is very compatible with their interest of having someplace local where they can play and put their boats during the winter months. He explained some of the reasons that they feel this property may be a tough fit for residential, including the other businesses in the area. He stated that he felt that there proposal will provide a good transition to the areas to the west that are guided for medium density housing, because it has high quality architecture and a low usage building. He clarified that they would not be applying for a liquor license and noted that they would like this to be a very low key and were just planning to offer some pre-prepared food and beverages for the members. William McGowen, 3070 Dartmouth Drive, stated that he is a potential member of this club. He stated that, from his perspective, what is being proposed is a very tasteful and is a thoughtful approach to using this site. He stated that the plans show high end architecture and landscaping which he believed would be non-obtrusive and will fit into the community quite nicely. He stated that for he and his family it would be a place for them to store their ‘toys’ and to play pickleball. Paul Hirsch, stated that lived right next door to the west. He stated that he did not have any problems with the proposed plans but could have concerns about drainage. He stated that he would like it to look nice and not just like a large parking lot. He asked if there would be a fence around the property. Planning Director Darling stated that there will be a full drainage review of the proposed development and explained that they are proposing a two-tiered stormwater control and treatment including an underground vault and a filtration basin. She explained that the purpose of both was to let the water sit and the sediment filter to the bottom and then the water will follow the natural path which is to the north into the City’s park. Mr. Hirsch confirmed that the grading will essentially stay the same and there would not be truckloads of earth brought in to build it up. Planning Director Darling stated that she believed that there would be come import of material but does not have the details of how much. Mr. Hirsch stated that bringing in material makes him nervous. CITY OF SHOREWOOD PLANNING COMMISSION MEETING SEPTEMBER 5, 2023 Page 4 of 8 Planning Director Darling explained that the site would be built up towards the north end of the property and noted that there is a large retaining wall proposed along the west property line. She stated that there will be more detail available at the October meeting. Mr. Hirsch stated that he just wants assurance that the water will not be going into his basement. Commissioner Eggenberger asked about the plans and rules regarding toys and boats parked outside of the building. Planning Director Darling explained that they are proposing a PUD and one of the conditions is that there would be no exterior storage. She noted that they would be providing some parking spaces but that would be actual parking spaces for members and guests who are using the private storage bays or the pickleball court. Commissioner Huskins stated that the renderings that he looked at for the entrance way looked as if there was some structure that went along the width of the property. He stated that when he walked near the property yesterday he noticed that the home has a driveway that enters onto Smithtown Road right at the property line and asked if there were any concerns about visibility for exiting this property from building up along the property and buffer area. Planning Director Darling stated that she will look more closely at the visibility before the next meeting. Commissioner Johnson asked about the rules that will dictate the use and rights of the owners of the property. She noted that for a public area there are contracts, rules and regulations. She stated that if it is privately owned and there are lounges and lofts she asked if she could assume that there would be no overnight stays. Planning Director Darling explained that as she understands it, there will be an HOA with those rules and stated that the spaces are not being designed for habitation. She noted that there are restrooms in most of the units, but the occupancy type would not permit overnight accommodations. Commissioner Johnson stated that she would like more details on this at the October meeting. Eggenberger moved, Johnson seconded, to Continue the Public Hearing on Shorewood Paddle Club – Comprehensive Plan Amendment, PUD Concept and Development Stage Plans for Applicant: Admark, LLC, located at 24560 Smithtown Road to the October 3, 2023 Planning Commission meeting. Motion passed 4/0. B. PUBLIC HEARING – LAKE PARK VILLAS – COMPREHENSIVE PLAN AMENDMENT Applicant: City of Shorewood Location: 24250 Smithtown Road Planning Director Darling gave an overview of the request from the City to re-guide the property at 24250 Smithtown Road from medium density to low-to-medium density residential. She stated that this property has a proposed development that crosses over into Tonka Bay and explained that they are also working on a Comprehensive Plan amendment for their portion of this development. She stated that the City has already reviewed several items for this development and noted that the full development consists of 11 dwellings, 7 of which would be located on the Shorewood side. She explained that the density that has been approved by the City Council would be a lower density residential development which they felt was important for the area because of CITY OF SHOREWOOD PLANNING COMMISSION MEETING SEPTEMBER 5, 2023 Page 5 of 8 the higher elevation on this site and the need to buffer the new residents from the higher intensity uses on the Public Works property and the Public Safety property. Staff recommends approval. She stated that if the City approves this amendment it would then go to the Met Council for their review. Chair Gorham asked what a Comprehensive Plan amendment looked like and asked if it was essentially a memo with an exhibit that was submitted to the Met Council. Planning Director Darling stated that in this case, the Met Council has asked the City to just roll this into the latest draft that had been submitted to them. Commissioner Huskins asked if Planning Director Darling felt that there was any risk that the Met Council would reject this amendment. Planning Director Darling stated that she did not believe that they would reject this amendment because it is very small with only two fewer units. Eggenberger moved, Gorham seconded, recommending approval of the Lake Park Villas – Comprehensive Plan Amendment for the City of Shorewood located at 24250 Smithtown Road. Motion passed 4/0. 5. OTHER BUSINESS 6. MATTERS FROM THE FLOOR 7. REPORTS • Council Meeting Report Council Liaison Callies reported on matters considered and actions taken during the Council’s recent meeting. Commissioner Eggenberger noted that there were individuals who had wanted to speak regarding item 4.B. Chair Gorham stated that he had unintentionally forgotten to open the public hearing. Planning Director Darling recommended that the Commission go back that item and open the public hearing. 4.B – Continued: PUBLIC HEARING – LAKE PARK VILLAS – COMPREHENSIVE PLAN AMENDMENT Applicant: City of Shorewood Location: 24250 Smithtown Road Chair Gorham opened the public hearing at 7:38 p.m. ____ Bussman, 19515 Vine Ridge Road, asked why this property was never look at as commercial property. She asked when zoning for a property is actually decided and explained that she finds it odd that there will be residential units between a shopping center and the Public CITY OF SHOREWOOD PLANNING COMMISSION MEETING SEPTEMBER 5, 2023 Page 6 of 8 Works and Public Safety facilities. She stated that she feels it is completely inappropriate to have million dollar homes on a main street right next to the fire house and a shopping center. Chair Gorham stated that this property was zoned as residential prior to the chocolate shop being there. Ms. Bussman stated that she understands that, but noted that the property down the road for the private paddle club, was switched from residential to commercial. Planning Director Darling stated that property has a bit of a longer story. Ms. Bussman stated that it appears as though the City figured out that was a better use for that space and stated that she wondered when, where, and how that would be considered for this property. Chair Gorham asked if she was asking why the City would not just wait for a commercial opportunity. Ms. Bussman agreed and asked what the big rush was in moving forward with this project. She stated that she felt it seemed more appropriate and the City would amend the Comprehensive Plan to meet the needs of the other property. She reiterated that she just feels this proposal just did not make sense. Commissioner Eggenberger stated that it all starts with the owner of the property coming to the City with a plan and in order to make that plan work, the property needed to be rezoned. He stated that then the City takes a look at the plans to see if they make sense or if there may be a better use of the property. Ms. Bussman asked if that had happened early on in the process. Commissioner Eggenberger stated that was done early in the process. Planning Director Darling stated that the planning for this parcel started in about 2017. She explained that at time the Met Council told the City that they needed to provide ‘opportunity’ areas for high and medium density residential development in order to provide more affordable units. She stated that this particular parcel was previously guided for 2-3 units/acre which would be a townhome or twin home or two and when the City was looking at areas, this area showed as an area that would potentially be appropriate for a little higher density residential development because it is more of an island. She stated that the City did not feel that commercial would be an appropriate use for this particular location or that there would be much demand for commercial space, in general. She reiterated that this was decided back in 2017. Ms. Bussman asked if staff met and talked about the best use given the application. Planning Director Darling stated that there was no application at that time and noted that this particular site was looked at before 2017 as part of the Smithtown Area study that took place looking at potentially higher density development and does not believe that commercial was ever considered for this location. Chair Gorham stated that there was a concept plan that was presented to the City Council in 2021 that had over 50 units which was not received well by the Council. CITY OF SHOREWOOD PLANNING COMMISSION MEETING SEPTEMBER 5, 2023 Page 7 of 8 Planning Director Darling stated that Ms. Bussman had mentioned the property at 24560 Smithtown Road and explained that was also part of a study some years ago and, at that point, the land use plan was changed to guiding that property tor residential but did not change the zoning on that parcel. She stated that they were going to wait until someone had assembled the parcels and redeveloped them all. She explained that when the City began looking for areas for medium density housing, that was also an area where medium density was thought to be appropriate. She stated that once the Comprehensive Plan is approved by the Met Council that is an area that will likely be rezoned to a higher density residential development, but this particular developer has proposed a commercial use and was proposing to change the Comprehensive Plan from its guidance as residential to commercial. Commissioner Huskins stated that the owners of this property have wished to sell and noted that there have been multiple, contingent buyers who had visions for how it could be used which have been brought to both the Planning Commission and the City Council. He stated that the City is not in the business of dictating to people what they can do with their property or to market the property. He explained that the City just deals with the proposed plans and uses that are brought before them by the applicants. Chair Gorham stated that the same developer had brought a larger developer for this site and the community feedback was that it was too much. He stated that this corner has long been idealized as a sort of ‘downtown’ area for Shorewood, but that has not materialized. There being no additional comments, Chair Gorham closed the public hearing at 7:51 p.m. Eggenberger moved, Gorham seconded, recommending approval of the request from Lake Park Villas for a Comprehensive Plan Amendment for the City of Shorewood located at 24250 Smithtown Road. Motion passed 4/0. • Draft Next Meeting Agenda Planning Director Darling stated the next meeting will have the return of the private pickleball club, a CUP to import fill to a property to one of the islands, and possibly a variance application. Commissioner Johnson reiterated that for the private pickleball club application, she would like to know more about the use and noted that Planning Director Darling had indicated that there was to be an HOA, but these were not homes, so she would like a clearer understanding of how private ownership and commercial usage would happen. She asked what other ordinances and regulations they would be subject to with that use. She stated that for her, she also has questions about patio usage and how that will impact noise levels. She stated that what is being proposed seems like a bit of a hybrid approach to her. Commissioner Huskins stated he was interested in seeing how much sunlight would be blocked on the property with their plans and if it would impact the resident on the west side. Planning Director Darling explained that the Comprehensive Plan is indicating a townhouse or small apartment building development for this parcel and the applicant is asking to use the current commercial zoning on the site and develop consist with that zoning. The Council discussed the potential for sidewalk or trail connection in Gideon Glen with this project CITY OF SHOREWOOD PLANNING COMMISSION MEETING SEPTEMBER 5, 2023 Page 8 of 8 Commissioner Johnson asked about the restroom plans in the individual units as well as the clubhouse area and asked if this would be hooked up to City water. Planning Director Darling stated that if the Commission was uncomfortable with them having restroom facilities in the individual units, they could recommend to the Council that a condition of approval would be that they not have them, but noted that beyond that they would need to meet building code standards. 8. ADJOURNMENT Huskins moved, Johnson seconded, adjourning the Planning Commission Meeting of September 5, 2023, at 8:01 P.M. Motion passed 4/0. CITY OF SHOREWOOD RESOLUTION NO. 23-097 ADOPTING THE PRELIMINARY 2024 GENERAL FUND OPERATING BUDGET AND PROPERTY TAX LEVY WHEREAS, City staff have presented the preliminary 2024 budget and property tax levy at work sessions in August and September 2023; and WHEREAS, the City Council has reviewed the budget and property tax levy and made modifications to each that reflect desired community service levels; and WHEREAS, the City Council is required to approve and certify the proposed 2024 preliminary property tax levy to the Hennepin County Auditor by September 30, 2023; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: 1. The 2024 Preliminary General Fund Budget is hereby set at $6,485,291. 2. $7,115,274 is to be levied for 2023 ad valorem property taxes, collectible in 2024 upon all taxable property in the City of Shorewood. Individual fund property tax levies are as follows: General Fund $5,743,012 Debt Service Funds: 2020A G.O. Street Reconstruction Bonds $228,492 2021A G.O. Street Reconstruction Bonds $310,023 2022A G.O. Street Reconstruction Bonds $289,416 2023A G.O. Street Reconstruction Bonds $160,331 Capital Project Funds: Equipment Replacement $128,000 Street Improvements $128,000 Park Improvements $128,000 $7,115,274 3. The Finance Director is hereby instructed to transmit a certified copy of this resolution to the County Auditor of Hennepin County, Minnesota. th ADOPTED by the City Council of the City of Shorewood this 25 day of September 2023. __ ATTEST: Jennifer Labadie, Mayor _____________________________________ Sandie Thone, City Clerk Item 8B City Council Meeting Item Title/Subject: Communications Update: Website & Social Media Stats Report Meeting Date: Monday, September 25, 2023 Prepared by: Eric Wilson, Communications Coordinator Reviewed by: Sandie Thone, City Clerk/HR Director Marc Nevinski, City Administrator Attachments: Website proposal from CivicPlus Background In March 2024, the City’s website contract with Revize will terminate, which has given the City of Shorewood an opportunity to explore other website providers. In March through August 2023, the Communications Coordinator and other key staff met with various municipal website providers to explore options and obtain proposals. These vendors included Granicus, CivicLive, Revize, and CivicPlus. Priority features taken into consideration included: administrative features, user experience, accessibility compliance, asset management, analytics, responsive design, and development/tech support. Staff reviewed and received demonstrations and proposals from the following: Vendor One-Time Set-Up Annual Renewal Contract Terms Revize (Current): $7,462 $4,300 5 Years Current Cities: Shorewood, Wanamingo, Kasson CivicLive: $26,700 $4,672 4 Years New Hope, Crystal Granicus: $25,800 $27,697 5 Years Chanhassen, Eden Prairie, St. Louis Park, Minnetonka CivicPlus: $30,894 $8,347 1 Year Blaine, Woodbury, Waconia, Carver After careful consideration, staff is recommending the City of Shorewood to contract with CivicPlus because their modules and functionality meet priority features and enhance residents’ 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 engagement with City of Shorewood’s website. Additional elements offered by CivicPlus to note include ease of use, alert center, calendar, forms, bid postings, registration for activities and classes, agenda center, and facilities management. It is imperative that staff begin the process of implementing the new website now so that there will be no interruption in the service as our current contract expires In March of 2023 and this process typically takes 6 months. If Council approves the proposal, a contract with CivicPlus will be brought back at the October 10, 2023 City Council Meeting for approval. Financial Considerations Website expenditures for 2024 are anticipated to be $15,598.02 in fiscal year 2024 for a contract with CivicPlus. As discussed at the budget workshop, using the Cost Phased Approach (CPA) similar expenditures will occur in 2025 and 2026 as delineated below. Action Requested Motion to accept proposal by CivicPlus and authorize staff to begin working to update the City’s website. Simple majority vote needed. 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Months will be combined as follows:  Jan/Feb (printed/mailed last week of Dec 2023)  Mar/Apr (printed/mailed last week of Feb)  May/June (printed/mailed last week of April)  July/Aug (printed/mailed last week of June)  Sept/Oct (printed mailed last week of Aug)  Nov/Dec (printed mailed last week of Oct) If events or important updates need to be communicated in between scheduled mailings, special print pieces could be developed (pending budget amount) and/or public alert may be utilized. In general, content will encourage residents to look for more information on the City website. However, staff intends to develop more substantive content as well, including the series How Does Government Work where more details about City functions, processes, and operations are discussed. Financial Considerations Final approval of print budget will determine print projects. No financial impacts to consider at this time. Action Requested No formal action is requested but Council members are invited to share their content ideas with staff. 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 Item 9A.2 City Council Meeting Item Title/Subject: Communications Update: Website & Social Media Stats Report Meeting Date: Monday, September 25, 2023 Prepared by: Eric Wilson, Communications Coordinator Reviewed by: Sandie Thone, City Clerk/HR Director Attachments: Communications Report Background: The City of Shorewood Communications Coordinator has prepared a report to highlight the City’s efforts in social media, email, and website analytics. We are active across 5 social media platforms, and between January-June have had a reach (or made impressions) totaling 26,026. Between January-September, we have sent 65,656 emails with a 71% open rate and 4% click rate (both numbers above industry averages). In August, we began collecting analytics on our website. So far, we have tracked behaviors of 5,120 users, which has taught us that on average, web visitors spend less than 90 seconds on City of Shorewood’s site, and over 50% of these visitors are using mobile devices. Financial Considerations: N/A Action Requested: N/A 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