12-11-23 CC Reg Mtg Agenda Packet
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, DECEMBER 11, 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 November 27, 2023 Minutes
B. City Council Regular Meeting Minutes of November 27, 2023 Minutes
C. Approval of the Verified Claims List Claims List
D. Approve Permanent Appointment for Administrative City Clerk/HR Director Memo
Assistant and Approve Job Status from PT to FT
E. Authorize Dispensing of Liquor at Arctic Fever Event Deputy City Clerk Memo
Resolution 23-123
F. Approve 2024 City Council Regular Meeting Schedule City Clerk/HR Director Memo
CITY COUNCIL REGULAR MEETING AGENDA
Page 2
G. Adopt Winter Operation Policy Public Works Director Memo
Resolution 23-124
H. Approve Seasonal Warming House Attendant Hires City Clerk/HR Director Memo
I. Approve Quote for SCEC Audio Visual Equipment Park/Rec Director Memo
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. TRUTH IN TAXATION PUBLIC MEETING Finance Director Memo
(Public Comment Welcome)
Adopt 2024 Property Tax Levy and General Fund Budget Resolution 23-125
Adopt 2024 Shorewood Community and Event Center and Resolution 23-126
Enterprise Fund Budgets
Adopt 2024-2033 Capital Improvement Plan and 2024 Capital Resolution 23-127
Project Fund Budgets
B. Employee Service Recognition City Administrator Memo
5. PARKS
6. PLANNING
A. Report by Commissioner Huskins on 12-05-23 Planning Commission Meeting
B. Placing the 2040 Comprehensive Plan into Effect Planning Director Memo
Resolution 23-128
C. Consider variance to side-yard abutting a public street Planning Director Memo
Location: 24925 Amlee Road Resolution 23-129
Applicant: David Hanson and Shelly Curran
CITY COUNCIL REGULAR MEETING AGENDA
Page 3
7. ENGINEERING/PUBLIC WORKS
A. Pavement Management Update Public Works Director Memo
8. GENERAL/NEW BUSINESS
A. Utility and Recycling Rates Ordinance Finance Director Memo
Ordinance 603
B. Zoning and Land Use Fee Ordinance Planning Director Memo
Ordinance 602
Resolution 23-130
C. Update 2024 Master Fee Schedule City Clerk/HR Director Memo
Resolution 23-131
9. STAFF AND COUNCIL REPORTS AND DISCUSSION
A. Staff
1. Website Update Communications Coordinator Memo
B. Mayor and City Council
10. ADJOURN
2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL SPECIAL CLOSED MEETING SHOREWOOD, MN 55331
MONDAY, NOVEMBER 27, 2023 6:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL SPECIAL CLOSED MEETING
Mayor Labadie called the meeting to order at 6:00 P.M.
A. Roll Call
Present. Mayor Labadie; Councilmembers Callies, Maddy, Sanschagrin, and Zerby; City
Attorney Shepherd; and City Administrator Nevinski.
Absent: None
B. Review Agenda
Zerby moved, Sanschagrin seconded, to approve the agenda as presented. Motion
Passed.
2. CLOSED SESSION
Maddy moved, Callies seconded, to close the meeting as permitted by Minn. Stat. §
13D.05, subd. 3(b) for a confidential, attorney-client privileged discussion and
consideration regarding the potential PFAS litigation: AFFF Multi-District Litigation No.
2873 (“MDL”), including potential participation in the 3M and Dupont Settlements.
Motion Passed.
The City Council entered into closed session at 6:01 P.M.
The City Council returned to open session at 6:38 P.M.
Maddy moved, Zerby seconded, Adjourning the City Council Special Meeting of November
27, 2023, at 6:39 P.M. Motion passed.
ATTEST:
Jennifer Labadie, Mayor
Sandie Thone, City Clerk
2B
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, NOVEMBER 27, 2023 7:00 P.M.
MINUTES
1. CONVENE CITY COUNCIL REGULAR MEETING
Mayor Labadie called the meeting to order at 7:00 P.M.
A. Pledge of Allegiance
B. Roll Call
Present. Mayor Labadie; Councilmembers Callies, Maddy, Sanschagrin, and Zerby; City
Attorney Shepherd; City Administrator Nevinski; City Clerk/HR Director Thone (via
video conference); Finance Director Rigdon; Planning Director Darling; Director of
Public Works Morreim; Park and Recreation Director Crossfield; City Engineer
Budde, and Communications and Recycling Coordinator Wilson (via video
conference)
Absent: None
C. Review Agenda
Councilmember Zerby asked to move item 2.E. off of the Consent Agenda and onto the regular
meeting agenda.
Sanschagrin moved, Zerby seconded, approving the agenda, as amended.
Motion passed.
2. CONSENT AGENDA
Mayor Labadie reviewed the items on the Consent Agenda.
Zerby moved, Maddy seconded, Approving the Motions Contained on the Consent Agenda
and Adopting the Resolutions Therein.
A. City Council Work Session Minutes of November 13, 2023
B. City Council Regular Meeting Minutes of November 13, 2023
C. Approval of the Verified Claims List
D. Approve Holiday Schedule
E. Approve Quote for SCEC Audio Visual Equipment (moved to item 8.F.)
Motion passed.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
NOVEMBER 27, 2023
Page 2 of 14
3. MATTERS FROM THE FLOOR
Barry Brown, 6050 Burlwood Court, stated that he had recently reviewed the grant applications
and conditions for fulfillment of the requirements regarding the buckthorn removal and believes
that the City’s current proposal may be out of compliance with the grant terms. He stated that he
did not believe the grantor would make a payment under the current conditions of the work
proposal. He stated that he has reviewed the three bids the City received and believes that the
Prairie Restoration bid lacks specificity and is out of sync with the original grant application. He
explained that he had provided the Council with details from the manufacturer of the herbicide
Garlon 4 which states that it should not be used anywhere near the wetlands, the ponds, or the
stream. He stated that he would recommend that: the City not use this product or any other
chemical treatment; clear the buckthorn in area one first, which will satisfy the grant terms from
the original application; stay at least twenty-five feet away from either side of the waterway in area
one until the Army Corps of Engineers can provide erosion guidance; contract with Prairie
Restorations to clear area one without chemical treatment, or purchase equipment using the grant
funds, such as a forestry mulcher and a brush mower. He noted that this equipment could be
used in Freeman Park but also for other buckthorn removal projects throughout the City when
needed.
Mayor Labadie thanked Mr. Brown for the numerous e-mails he has sent to the Council and City
staff on this topic and noted that his list of recommendations was helpful for the Council.
A gentleman from the audience asked if people who were not residents of the City were allowed
to address the Council.
Mayor Labadie explained that they would be allowed to speak and would also be asked to provide
their name and address for the record.
4. REPORTS AND PRESENTATIONS
A. Spring/Summer Photo Contest Winners
Communications and Recycling Coordinator Wilson reviewed the winners of the Spring/Summer
Photo Contest Winners, including: Judy Voigt Englund – Summer Delights Category; Molly Bragg
– Spring Wonder Category; Merry Beth Freinmuth – People and Pets Category; and Bryan Oakley
– Wildlife Category.
5. PARKS
A. Consider Quote for Buckthorn Removal Contract for Freeman Park
Public Works Director Morreim gave a brief overview of the vendor quotes for buckthorn removal
in Freeman Park. He noted that staff was recommending awarding the contract to Prairie
Restorations, Inc. in areas two, three, and a portion of area one. He noted that there were a
number of questions raised at the last Council meeting and explained that they had been
answered within the packet materials. He briefly outlined some of the answers to questions that
had been raised and described the planned treatment methodologies. He stated Tyler Tretbar,
with Prairie Restorations was present at tonight’s meeting and asked him to provide an overview
of the process for the Council.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
NOVEMBER 27, 2023
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Tyler Tretbar, Prairie Restorations, Inc. reviewed the process for removal of the extensive
buckthorn infestation at Freeman Park.
Mayor Labadie explained that this item had been on the agenda at the last Council meeting where
they had a motion to close the discussion and this item is a continuation of that discussion. She
asked if the Council had any questions for the Prairie Restorations representative.
Councilmember Sanschagrin asked about Garlon 4, how it breaks down, what it breaks down
into, and about the toxicity associated with it.
Mr. Tretbar stated that he cannot answer those questions but could put him in touch with their
herbicide representative who would be able to explain it to the Council. He stated that at Prairie
Restorations they mainly focus on the ecological aspects of a project and noted that they follow
best management practices.
Councilmember Sanschagrin asked if Prairie Restorations ever did removal projects without using
Garlon 4 or other herbicides.
Mr. Tretbar stated that it was very rare and noted that the other alternative methods are more
feasible on a small scale.
Councilmember Callies stated that one of the questions raised by Mr. Brown was whether this
was following the recommended procedures, particularly with the chemicals. She stated that in
the materials from the DNR it says to apply the product and if you are not going to do that it does
not really make sense to start the program.
Public Works Director Morreim clarified that the method staff is proposing is what is recommended
by the DNR. He stated that not following up with treatment would most likely not going to provide
the desired effect for eradicating or greatly reducing the amount of buckthorn in the area.
Mayor Labadie stated that the proposal focuses on zones two, three, and part of one. She noted
that Mr. Brown had requested that buckthorn be cleared in zone one first and asked Public Works
Director Morreim to explain the planned order of the removal in the order of zones two, three, and
one.
Public Works Director Morreim explained that during the public meetings, there was concern
expressed about some of the properties backing up to the park and the volume of removal
necessary in that area. He stated that doing areas two, three, and part of one reduce the overall
removal.
Councilmember Maddy stated that his understanding was that the plan was go and do a huge
sweep and get the big stuff and then start managing and maintaining things like proper regrowth
in the forest ecosystem. He asked how far the City had gotten with their maintenance plans.
Public Works Director Morreim explained that what they are looking at for this area, in general,
for ongoing maintenance, would be looking at treatment next fall and reestablishing something in
2025.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
NOVEMBER 27, 2023
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Councilmember Maddy asked if that meant the long term plan was not to use chemicals every
year.
Public Works Director Morreim stated that was correct.
Councilmember Zerby stated that he likes what he sees with the experiments that Friends of the
Mississippi River have done with exhausting the plants and thinks this could also be part of the
ongoing maintenance. He stated that Garlon 4 is a widely available treatment that homeowners
can purchase and was not an industrial product. He stated that they have the advice from the
DNR and believes that the use will be as sparing as possible. He noted that he thinks the City
needs to get this work done and reminded the Council that this grant is nearly two years old at
this point.
Public Works Director Morreim stated that the grant does not allow for capital purchases which
had been suggested by Mr. Brown.
Councilmember Zerby suggested that this type of purchase should be part of the City’s budget
discussions next fall.
Mayor Labadie stated that she felt that Mr. Brown had made a good suggestion and would like
the Council to discuss it prior to the fall.
Councilmember Sanschagrin stated that he did not feel he knew enough about Garlon 4 to support
this action.
Mayor Labadie asked what kind of information Councilmember Sanschagrin felt he needed.
Councilmember Sanschagrin stated that he still had questions about toxicity and what it breaks
down into.
Councilmember Callies stated that this was the DNR’s recommended method and noted that the
City was not proposing to have widespread spraying of farm fields. She stated that she was
comfortable that the professionals have recommended this type of treatment.
Councilmember Sanschagrin reiterated that he did not have enough information.
Mayor Labadie noted that she had been asked a question earlier today about Garlon 4 being used
in proximity to wetlands. She asked about the topography in the area and if there were any
concerns about that.
Public Works Director Morreim explained that the application of the Garlon 4 is very exact and
would be dobbed directly onto the stump which meant that there would not be any spraying. He
noted that the follow up treatment could involve more of a spray application. He stated that in
wetland areas they would be looking at a different product than Garlon 4. He stated that when
this type of chemical is applied, the contractor needs to be licensed through the State.
Mayor Labadie stated that there was information included in the packet from the DNR and asked
if this information depicted the method that would be used in this case.
Public Works Director Morreim stated that was correct.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
NOVEMBER 27, 2023
Page 5 of 14
Councilmember Callies stated that when the Council heard from the pest management people,
they provided the City with a list of all the possible chemicals and stated that she believes the City
most likely has the information available regarding Garlon 4.
Public Works Director Morreim stated that he will have to check the ratings and noted that he
believes it was not considered to have the lowest toxicity, but with the exact spot treatments in
the first round, makes it a treatment that does not go further than the stump.
Mr. Tretbar noted that all the herbicide information can be found on the safety data sheet which
is available online in PDF form. He stated that he believes that Garlon 4 and Garlon 3A fall into
the ‘caution’ category so it is one of the safer herbicides that they use.
Councilmember Maddy noted that he had just pulled up this information and confirmed that it has
a ‘caution’ designation. He asked Public Works Director Morreim about the information he came
across regarding metabolizing in soil and water.
Public Works Director Morreim stated that many of the studies show that it breaks down rather
quickly and noted that there was not any open water in the area at this time. He stated that the
potential for this to leach into soils is very minimal.
Councilmember Maddy stated that he felt as though the City should be more concerned with every
weedless lawn in the City and the chemicals being used than a one time application in the City’s
park system.
Public Works Director Morreim explained that the City has to be good stewards of their
environment and try to be as responsible as possible and reminded the Council that buckthorn is
not native to the area. He stated that their goal is to eradicate it as much as possible in order to
restore native vegetation to the area.
Councilmember Sanschagrin asked what Garlon 4 breaks down into.
Public Works Director Morreim stated that he did not know that information and would need to
research it further.
Councilmember Zerby explained that he had found an answer to Councilmember Sanschagrin’s
question on the website and read aloud a portion of the information that outlined how Garlon 4 is
broken down.
Mayor Labadie noted that she had spoken with Mr. Brown earlier today and had informed him
that this was not a public hearing but noted that she would like to grant him the courtesy of asking
two questions during this Council discussion.
Mr. Brown stated that his questions were for Mr. Tretbar.
City Administrator Nevinski suggested that the questions be directed to Council and then the
Council could ask Mr. Tretbar to respond.
Mr. Brown stated that for Garlon 4 they are allowed to apply six quarts per acre/per year. He
noted that under thirty-two degrees it is mixed with bark oil and asked how much would be mixed
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
NOVEMBER 27, 2023
Page 6 of 14
with Garlon 4 for this project. He asked if Garlon 4 would kill aspen, birch, boxelder, choke cherry,
cottonwood, dogwood, elm, hickory, maples, big leaf maple, and oaks.
Mayor Labadie asked if Mr. Tretbar could address the questions raised by Mr. Brown.
Mr. Tretbar stated that they will mix Garlon 4 with bark oil blue at a ratio of 1:3. He stated that for
the question about the other species of trees being effected by this treatment, they would be,
however, they would not be directly applying the product to those trees or stumps which means
there is little to no chance of hurting them in this process.
Councilmember Maddy asked how many clearings similar to this has he been part of with Prairie
Restorations.
Mr. Tretbar explained that he has been doing this for a little over ten years and has probably
treated about three thousand acres.
Councilmember Maddy asked if he had ever experienced an adjacent kill that was not intended.
Mr. Tretbar stated that he had not experienced it with Garlon 4, but has with other herbicides.
Councilmember Maddy asked if he had seen success in the long term in keeping the buckthorn
away with annual management.
Mr. Tretbar confirmed that he had seen success and noted that the follow up sprays are pretty
critical to the process.
Mayor Labadie stated that she thinks everyone is concerned about buckthorn and noted that the
City has acknowledged that there needs to be a long term plan and this project is part of the
process.
Callies moved, Maddy seconded, to Approve the Professional Services Agreement for
Buckthorn Removal with Prairie Restorations, Inc., including the quote, as presented.
Councilmember Zerby stated that buckthorn has been a problem in the City for a long time so he
was happy to see them doing something to address this issue, but cautioned staff to use an over-
abundance of communication with the public throughout this process.
Councilmember Sanschagrin stated that he is hoping that this does not become an established
approach in the future and would like the City to consider other best practices that may be
available.
Motion passed.
6. PLANNING
A. Report by Commissioner Eggenberger for November 21, 2023 Planning
Commission Meeting
Planning Commissioner Eggenberger gave an overview of discussion and recommendations
made at the November 21, 2023 Planning Commission meeting.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
NOVEMBER 27, 2023
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7. ENGINEERING/PUBLIC WORKS
A. Award Quote for SE Well Rehabilitation, City Project 23-07
City Engineer Budde reviewed the need to replace pneumatic values within the SE Well Building,
the five quotes that were received, and outlined the recommendation to approve the bid price
from MN Mechanic Solutions.
Councilmember Sanschagrin asked if City Engineer Budde had any observations about the
differences in the bids that were received.
City Engineer Budde noted that he was not sure why there was such a discrepancy, but noted
that MN Mechanic Solutions has expressed that they were comfortable with their bid. He noted
that they are a pretty small shop, which means they do not have a lot of overhead costs which is
probably one factor in their lower bid.
Councilmember Zerby asked if the City considered MN Mechanical Solutions to be a responsible
bidder.
City Engineer Budde stated that all of the five bids that were received are considered ‘responsible’
bidders and explained that staff selects who they know has a good reputation of working in this
industry.
Councilmember Sanschagrin stated that when this kind of project comes in under budget he
asked what happened with the money that was saved and asked if it was something that could
be used to reduce the levy or placed into reserves.
Public Works Director Morreim explained that the funds used for this project were Enterprise
Funds, so typically, if things are underspent, they simply stay within that fund and can be
used towards a future improvement.
Maddy moved, Sanschagrin seconded, Adopting RESOLUTION NO. 23-119, “A Resolution
Awarding the Low Quote for the SE Well Rehabilitation Project, City Project 23-07.”
Motion passed.
8. GENERAL/NEW BUSINESS
A. Hazardous Building Declaration
Location: 5815 Club Lane
City Attorney Shepherd gave a brief explanation of the request and reasons that the Council was
being asked to pass a hazardous building declaration located at 5815 Club Lane. He outlined the
history of the City working towards resolving the issues on this property with the property owners
for the last fifteen years. He described the legal process and possible outcomes if the Council
moves forward with the hazardous building declaration. He shared some photos of the property
and noted that others were included in the packet.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
NOVEMBER 27, 2023
Page 8 of 14
Councilmember Sanschagrin stated that the City had received communication from the
homeowner with the request that the Council table this item until January 2024 in order to save
their holiday cheer. He asked if the Council could do that without impacting the process.
City Attorney Shepherd stated that realistically, the intended court action would not be started
until the new year. He stated that this matter has been going on for about fifteen years and the
reality is that this is an unsafe structure. He stated that he would recommend that the Council
adopt the resolution regarding the hazardous building declaration and explained that the property
owner will have the opportunity to remedy the issue or contest that declaration, but reiterated that
right now this is an unsafe structure. He stated that he understands the request with the timing
due to the holidays, but reiterated that this has been going on for a very long time.
Councilmember Sanschagrin stated that, to that point, another few weeks would not be
detrimental to the process.
Councilmember Callies stated that, for practical purposes, nothing will be happening during the
holidays.
Councilmember Sanschagrin agreed and explained that was part of his point and why he was
suggesting the City wait because it will help the owner and provide some compassion to the
process. He stated that the way he reads the situation is they are in financial distress, which is
what is driving the whole issue. He stated that this situation is difficult for him because it looks
like these individuals will be homeless and this action would put a Shorewood family out of their
home.
Mayor Labadie stated that this matter is difficult for everyone and asked City Administrator
Nevinski how this item had landed on tonight’s agenda.
City Administrator Nevinski stated that the City has been working with the owners since the
summer and actively asking them to provide the information needed for a building permit which
they have not done. He stated that they had communicated with the property owner that the City
would be working on this process this fall and noted that it had originally been scheduled for
November 13, 2023 and the property owners had asked that it be extended into December. He
stated that staff stated that they felt November 27, 2023 would be a good meeting for this item
and the property owners were agreeable to that proposal. He stated that he understands the
sentimental concerns surrounding the holidays, but reiterated that the City has been dealing with
this for quite some time and there are clearly some safety issues at this property. He explained
that the City has an obligation to enforce the State building code. He stated that he believes that
staff feels that this is at the point where there is some urgency to get this matter resolved which
is why they are recommending this action be taken tonight.
Councilmember Callies asked who was living on this property.
City Administrator Nevinski stated that staff’s understanding is that the family does live in the
home which consists of a few children along with a husband and wife.
Councilmember Callies asked if there would be any liability to the City for allowing a dangerous
situation to persist that could potentially harm this family or their holiday visitors.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
NOVEMBER 27, 2023
Page 9 of 14
City Attorney Shepherd stated that like City Administrator Nevinski stated, he feels that the City
has an obligation to enforce the State building code. He stated that the City has been trying to
find a way to not go down this path, however, the record is clear from multiple engineer reports,
that this is an unsafe structure. He reiterated that staff’s recommendation is to make that very
clear through this order, that this hazard needs to be remedied immediately.
Councilmember Sanschagrin asked how this declaration would be different than the last order
that failed.
City Attorney Shepherd clarified that the other order did not fail and explained that it was adopted
by the City Council. He stated that there were some filing issues in the District Court and, at that
time, there was some negotiations between the City’s former legal counsel and the property
owners lawyer that took place in order to avoid the hazardous building action. He stated that the
City has given the property owners opportunities and have attempted to negotiate with their
counsel to try to find a way to avoid this action and find a way to remedy this situation in a way
that would be less burdensome for the family.
Councilmember Sanschagrin stated that this is private property and questioned what this action
would be protecting the City from.
City Attorney Shepherd explained that one of the City’s fundamental core functions is protection
of public health, safety, and welfare. He stated that this situation, to him, is absolutely within that
wheel house. He stated that this structure is a hazard to the individuals who are living there and
also to anyone coming onto the property and feels there is a real danger to the residents of the
City, including the property owners, based on those violations.
Councilmember Sanschagrin asked if that meant someone that was trespassing on this property
could sue the City.
City Attorney Shepherd stated that he was not here to make a call on the legitimacy of a
hypothetical lawsuit, but the City has a building code and International Property Maintenance
code that they have adopted. He explained that they are regulations/laws within the City and
reiterated that the City is responsible for maintaining those.
Councilmember Sanschagrin expressed concern about what will happen to the property owners
after this process.
City Attorney Shepherd stated that the City does not know if the pre-existing house is structurally
sound, but noted that there is the potential that they could live in the pre-existing home once the
external structure is removed. He stated that right now they have an external structure that is
structurally unsound that is situated on top of the pre-existing home.
Councilmember Callies stated that this situation has been going on for a long time and she also
feels bad for this family, but noted that they have not applied for the appropriate building permits
and have been just doing the work knowing that they should not be. She stated that there have
been many attempts by the City to work with them and is not something where it is ‘all of a sudden
the holiday season’ and now the City is telling them they need to move out. She questioned at
what point the property owners should be held responsible for their actions and inactions that are
harmful to themselves but also potentially others.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
NOVEMBER 27, 2023
Page 10 of 14
Councilmember Sanschagrin stated that he would agree that these property owners have made
mistakes, but noted that everyone makes mistakes.
Mayor Labadie stated that the property owners, if the Council takes this action, will have thirty
days to remedy their mistakes.
Councilmember Callies stated that she would disagree with Councilmember Sanschagrin’s
characterization of these actions as a ‘mistake’.
Councilmember Sanschagrin stated that he agreed that it was more than a mistake.
Councilmember Zerby stated that his recollection of this situation from his past time serving on
the Council, was that this work was done by a relative who had passed away. He stated that at
that time they met with the Council and explained that they had just taken control of the property
and had asked for time to see what they could do to address the issues. He stated that in his
opinion, they have made the choice to use this home as their home after that situation and
conversations.
Planning Director Darling stated that her understand was that father and sons took on this project
together.
Councilmember Maddy stated that he understands they are using logic and a legal approach to
try to protect the City and also using compassion to say that this is someone’s home. He stated
that he used to do this for a living and explained that he had condemned homes that were much
nicer than this one. He stated that, in his opinion, what is depicted in some of these pictures was
downright dangerous. He stated that he understands that compassion is something that should
be given, but the record shows that they have been given fifteen years of compassion from the
City. He stated that if something happens in that house to a child or a guest between now and
the time this is abated, he would not be on record saying that it was a good idea to let people live
in that home. He stated that he is completely comfortable starting this process tonight in order to
get this resolved and believed that they owed it to the people to say that enough is enough.
Mayor Labadie stated that she agreed and stated that they also owe it to the minor children that
are living in the home.
Maddy moved, Callies seconded, Adopting RESOLUTION NO. 23-120, “A Resolution
Ordering Repair or Removal of Hazardous Conditions.”
Councilmember Sanschagrin explained that he would be voting against this action due to the
timing. He noted that he would agree that the structure is not safe in its current form, but since it
has already been fifteen years, he did not see any issue with waiting another six weeks before
taking this action.
Motion passed 4-1 (Sanschagrin opposed)
B. Renewal of Property and Casualty Insurance Premium
City Administrator Nevinski reviewed the existing property and casualty coverage for the City, the
2024 budgeted amounts, and various liability scenarios, including the possibility for increasing
coverage.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
NOVEMBER 27, 2023
Page 11 of 14
Councilmember Zerby noted that the staff memo stated that the City’s coverage was the same as
it was in 2023, but that would be a 25% increase. He asked if that was true for all cities and if the
League of Minnesota Cities was increasing everyone’s premiums by 25%.
City Administrator Nevinski stated that he cannot say that they are increasing everyone’s
premiums by 25%, but his understanding, from the agent, is that costs have gone up and there
has been a general rate increase. He stated that the City has also had some experience with
some lawsuits and increased exposure in that manner, so, just like car or homeowners insurance,
your rates go up if you are using your insurance. He answered Council questions related to
coverage details.
Councilmember Callies asked if there was a recommendation from the City’s agent on coverage
amounts.
City Administrator Nevinski stated that the agent had not given the City an explicit
recommendation and actually suggested that the City speak with their attorney. He stated that
he tends to worry more about cyber situations and noted that the Council a few meetings ago had
decided to not waive the tort limits.
Councilmember Sanschagrin asked for an example of what could cause the City to go into the
two million dollar amount for excess liability.
City Administrator Nevinski referenced examples of a Federal civil rights claim, a situation where
the City entered into a contract and had agreed the indemnify the other party, or a takings claim.
Councilmember Sanschagrin asked with the proposed 25% increase whether the City had any
other options besides the League of Minnesota Cities for this coverage.
City Administrator Nevinski explained that the League of Minnesota Cities is the primary option
available. He stated that he believed that there were only a handful of cities that were not
participants in the League’s coverage and noted that they exist for the benefit of serving cities
and would guess that they are the most cost effective option and user friendly.
Councilmember Callies stated that she can understand the point being made about cyber
coverage and noted that type of thing is heard about more often than in the past, but was not sure
about the increase in excess liability. She agreed that the City has had some incidents of liability,
but nothing like a city like Minneapolis has seen.
Mayor Labadie stated that Councilmember Zerby has knowledge with computers and asked him
to weigh in on this matter.
Councilmember Zerby stated that he would agree that cyber attacks are on the rise and seem to
be more and more prevalent so he felt it would be a good idea to get the First Party Cyber
coverage. He noted that he agreed with the hesitancy expressed by Councilmember Callies
about the increased liability coverage because he was not yet sure that the City needed it.
Councilmember Sanschagrin stated that he was also on board with the cyber coverage but felt
the need for the excess liability was questionable.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
NOVEMBER 27, 2023
Page 12 of 14
Zerby made a motion to Approve the Property and Casualty Renewal Premium of $114,112,
which includes First Party Cyber coverage of $500,000, and authorize the City
Administrator to execute any documents necessary to implement the coverage.
Mr. Brown spoke from the audience and requested that he be allowed to ask a question.
Mayor Labadie explained that this agenda item was not a public hearing and the Council was not
taking testimony from the audience on this matter.
Mr. Brown asked if anyone had ever taken a look at the deductible because that action could help
reduce their premiums.
City Administrator Nevinski explained that the City’s deductible is $2,500 and believes that is
standard for a City that is the size of Shorewood.
Callies seconded the motion.
Motion passed.
C. Premium Option Workers Compensation Insurance
City Administrator Nevinski reviewed the options related to worker’s compensation and explained
that staff was recommending moving froward with the ‘Regular Premium’ option.
Councilmember Sanschagrin asked what had been included in the 2024 budget for this item.
City Administrator Nevinski stated that he believed that there was about $90,000 budgeted for
this item, so this would be coming in under budget.
Sanschagrin moved, Maddy seconded, Approving the Selection of the Regular Premium
option and authorize the City Administrator to execute the Notice of Premium Options.
Motion passed.
D. Participation in DuPont and 3M PFAS Settlements
City Administrator Nevinski reviewed the two class action settlements that are happening against
DuPont and 3M for the proliferation of PFAS in public water systems. He noted that because a
small amount has been found in one of the City’s wells, they are an eligible claimant and explained
the City’s options. He explained that there are about fifteen defendants and by moving forward
and working with the legal firm of Lockridge Grindel Nauen, it will help set the City up for future
settlements that may come.
Maddy moved, Zerby seconded, Directed the City to remain in the Settlement Class,
directing the submission of the settlement claim forms, and authorizing the Mayor to sign
the attached Retainer Agreement with Lockridge Grindel Nauen, P.L.L.P. and Napoli
Shkolnik.
Motion passed.
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
NOVEMBER 27, 2023
Page 13 of 14
E. Approve Earned Sick and Safe Time Policy
City Clerk/HR Director Thone gave an overview of the proposed updates to the Sick and Safe
Time Policy (ESST).
Sanschagrin moved, Labadie seconded, Adopting RESOLUTION NO. 23-122, “A
Resolution Approving Earned Sick and Safe Time Policy and Personnel Policy/Employee
Handbook Updates.”
Motion passed.
F. Approve Quote for SCEC Audio Visual Equipment (formerly Consent Agenda
item 2.E.)
Park and Recreation Director Crossfield gave an overview of the CIP plan and the
recommendation by staff to use money planned for painting and remodeling for updating the A/V
equipment for the SCEC instead. She gave an overview of the proposed quote for a mobile A/V
cart, portable screen and projector.
Mayor Labadie noted that the SLMPD had recently held a program for the seniors in the SCEC
regarding scams and fraud and would agree that the screens were very difficult to see and read
and upgraded equipment would have been helpful.
Councilmember Zerby stated that he agrees that this equipment is needed but questioned the
pricing. He noted that he had done a simple search on Amazon for this equipment and found
considerably lower pricing for the same model numbers. He stated that he understands that
oftentimes contractors will build in their service to the pricing, but in this case, the service is
outside of the equipment total. He suggested that the City go back and ask the vendor to sharpen
their pencils because he sees a few thousand dollars that can be carved off of this price, if they
were to purchase the equipment on their own and just pay for installation.
Park and Recreation Crossfield stated that she can contact the vendors and noted that this
amount was lower than the original bid amount. She stated that she was told this was as low as
he could get it without a third ring of approval. She noted that the vendor had mentioned
commercial versus residential costs, but if Councilmember Zerby had found the same model
number in his research, she will see what can be done. She explained that they had offered to
just deliver the equipment and have the City install it themselves, but stated that her motto has
been ‘rec, not tech’ so she was not sure she was comfortable with that option for things like the
rally bar and its components.
Councilmember Zerby stated that he would be willing to assist with the installation.
Mayor Labadie stated that staff will explore other options and bring this back for a future agenda.
9. STAFF AND COUNCIL REPORTS
A. Staff
Park and Recreation Director Crossfield noted that the SCEC has forty-seven rentals scheduled
for December. She stated that the City had sent out sponsorship inquiries to various businesses
CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
NOVEMBER 27, 2023
Page 14 of 14
and several have been returned by the USPS and marked as ‘vacant’ even though they know the
business is still there. She encouraged the Council to help spread the word that sponsorship
opportunities are available for Arctic Fever.
Public Works Director Morreim stated that they were between seasons so they are doing some
additional sweeping as weather has allowed and are planning tree trimming as they move into
the winter.
Finance Director Rigdon reminded the Council that the Truth in Taxation meeting will be held on
December 11, 2023 at 7:00 p.m.
City Administrator Nevinski stated that the Eureka Road Open House would be held on November
30, 2023 at 5:30 p.m. at City Hall
B. Mayor and City Council
Councilmember Maddy commended, Finance Director Rigdon for the write up in the Shore Report
because it did a good job of laying out the tax levy and how it works.
Councilmember Callies stated that she had attended the Planning Commission meeting last
week. She stated that she agreed with Councilmember Maddy and noted that she had gotten a
lot of positive comments on the Shore Report government articles.
Mayor Labadie stated that the Highway 7 Coalition met and drafted a brief overview letter that will
be sent out this week. She stated that she had participated in the State of the Cities Address,
along with the mayors of Excelsior, Tonka Bay, Greenwood, Deephaven, and Minnetonka, which
was sponsored by the Excelsior Chamber of Commerce.
10. ADJOURN
Maddy moved, Zerby seconded, Adjourning the City Council Regular Meeting of November
27, 2023, at 9:10 P.M.
Motion passed.
ATTEST:
Jennifer Labadie, Mayor
Sandie Thone, City Clerk
Item
2D
City Council Meeting Item
Title/Subject: Approve Permanent Appointment and Job Status Change from .5 FTE to
1.0 FTE for Administrative Assistant Melissa Strandmo
Meeting Date: December 11, 2023
Prepared by: Sandie Thone, City Clerk/Human Resources Director
Reviewed by: Marc Nevinski, City Administrator
Marie Dalring, Planning Director
Attachments: Administrative Assistant (Administration/Planning) Job Description
Background
Melissa Strandmo was hired on June 14, 2023, as a Part-Time Administrative Assistant working
20 hours per week in the Administration department for the city. Melissa has proved a great fit
for the team and the City of Shorewood in this capacity. She has caught on to the
responsibilities and the demands of the position quickly and excels at providing a friendly and
welcoming demeaner for all who visit or call City Hall. I am enthusiastically recommending
Melissa for a permanent appointment, effective December 14, 2023, in this capacity.
During the budget process earlier this year, the city council approved a part-time (20-hours per
week) administration position for the planning department for 2024. Many of the duties
identified for this position were administrative in nature but exclusive to the planning
department. Some of the duties identified for this position include administrative assistance
with zoning regulations, applications, mailings, legal notices, agenda packet preparation, file
maintenance, and rental housing. The updated Position Description is attached for your review.
The results of many staff meetings on the subject culminated in offering the part-time position
to Melissa Strandmo, considering her desire to have a full-time position, and her effective and
positive track record to date in the administration department. The position now currently
reports to the City Clerk/HR Director. Staff is proposing the 1.0 FTE position continue that
reporting structure to the City Clerk/HR Director for the .5 FTE administration position and add
Melissa as a direct report to Planning Director for the .5 FTE planning position. Melissa’s
proposed schedule allows for 2.5 days in each position and includes a work station location for
each position so that the front desk work does not distract her when she is working on planning
tasks. Staff believes that with this solution, we will be able to retain an employee who at some
point may have sought full-time employment elsewhere and take any guesswork out of the fit
of a new hire to the team and the organization.
Financial Considerations
Page 1
Staff is recommending Melissa’s six-month step increase of Grade 7, Step B of Shorewood’s
Compensation Plan of $26.23 per hour effective on her 6-month anniversary date of December
14, 2023. Upon starting full-time status on January 1, 2024, the position will remain non-
exempt, PERA eligible, but will then receive full benefits for regular full-time employees as
delineated in the Personnel Policy. The position is provided for in the 2024 Personnel budgets
of Administration (.5 FTE) and Planning (.5 FTE).
Action Requested
Staff recommends the City Council approve Melissa Strandmo’s permanent appointment as of
December 14, 2023, and job status change from part-time (.5 FTE) to full-time (1.0 FTE)
effective January 1, 2024. Motion, second and simple majority vote required.
POSITION DESCRIPTION
__________________________________________________________________
POSITION TITLE: Administrative Assistant (Administration/Planning)
DEPARTMENT: Administration
ACCOUNTABLE TO: City Clerk/Human Resources Director (.5 FTE)
Planning Director (.5 FTE)
FLSA STATUS: Non-Exempt
__________________________________________________________
PRIMARY OBJECTIVE
To provide community-focused support to the administration and planning departments in
the capacity of administrative assistant, ensuring effective service to the public consistent
with City Council policies, federal, state, and metropolitan regulations.
CITY VALUES & EXPECTATIONS
Supports and models a positive and productive workplace culture based on the city’s
core values of respect, integrity, communication, positive attitude, teamwork, and
responsiveness.
Supports organizational development efforts for a high performing organization,
employee engagement, workforce development, inclusion, equity, and performance
measurement.
Works cooperatively with others; responds to internal and external customers alike
providing exceptional customer service. Develops and maintains respectful and
effective working relationships with coworkers and community members;
consistently brings a high level of self-awareness and empathy to personal
interactions.
Proactively resolves conflicts based on the greater good of the team, the city, and
the community to ensure a respectful and inclusive workplace.
Embrace the City’s Mission, Management Philosophy and Core Values/Attributes by
carrying out ones duties with a high degree of professionalism, honesty, and
truthfulness.
November 2023 1
ESSENTIAL FUNCTIONS OF THE POSITION
ADMINISTRATION
Provide community-focused support to internal and external customers at City Hall.
Provide clerical and administrative support to various city departments and maintains
staff phone lists, organizational rosters, and online Administration calendar.
Promote a positive customer experience within the Administration and Elections
departments and contributes to the city’s mission of providing resident’s quality public
services through effective, efficient, and visionary leadership.
Provides Notary Public service to the community and city.
Performs a variety of moderate clerical support work that requires general knowledge
of Microsoft applications and office procedures.
Serves as the first point of contact at City Hall including communications with
residents and staff; answering phones, providing information to callers, routing
callers to departments, and monitoring city email and forwarding and/or responding
to inquiries.
Greets and assists walk-in customers at front counter with various applications,
licenses, permits, and collects payment and issues receipt for permits.
Processes and issues water meter requests/permits.
Processes over-the-counter building permits; plumbing, roof, window, door, siding,
and sewer repair permits. Prepares building permits for review and assigns.
Ensures that front-desk information is organized and accessible and that the online
document center (Laserfiche) is maintained.
Processes and assigns See-Click-Fix submissions to proper department for
handling.
Receives, sorts, opens, date-stamps and distributes all incoming correspondence,
including mail and packages received at the city.
Schedules building inspections appointments and prepares inspection calendar for
building inspector.
November 2023 2
Purchases office supplies and monitors office supply inventory. Upon request,
purchases furnishings and equipment for all departments.
Prepares receipts and daily deposit, balances petty cash and submits to Finance
Department.
Assist all departments with mailings, special projects, employee events and
meeting preparations and reservations.
Assists in the administration of all elections including attending training sessions;
answering inquiries, issuance of absentee ballots, maintenance of files and reports,
and assembly and maintenance of voting precinct supply boxes.
Assist with processing various licenses/permits such as Dog and Multiple Dog
Licenses, Horse Stable Permits, Fertilizer Applicator Licenses, Gambling Permits
(temporary and biennial); Solicitors; Massage Therapy, burn permits, special event
and parking permits.
Organize and maintain administrative filing system; uses the records retention
schedule to maintain files.
Assist with preparation and distribution of Council meeting agenda packets, as
needed.
Assists the city clerk with processing data requests.
Assist with preparation of general city-related informational pieces and new resident
information packets.
Schedules Water and Sewer inspections for the public works department.
Assists with the City’s Recycling Program when necessary and answers residents
inquiries in regard to recycling.
Assist with community events; Spring Clean-Up, Shred Event, Community Events.
PLANNING
Assists in the administration of the Comprehensive Plan and Zoning/Subdivision
regulations.
Assists in providing information regarding zoning regulations, standards, policies and
procedures. This position may provide the above to residents, businesses,
developers, contractors, architects, city staff and others.
Accepts planning, zoning, and subdivision applications, processes all fees and
applications materials, creates electronic and physical file folders, updates the
November 2023 3
website with new application information, updates/maintains the log of planning
applications, and maintains permanent storage of planning applications/files (paper
and electronic).
Creates mailing lists and maps for new applications in compliance with applicable
state statutes and local ordinances regarding publication of such notices and
additional notices as directed. Assists in preparation of legal notices for publication
in the official newspaper. Assembles and sends all mailed notices in the code
required timeframe.
Collects, assembles, and distributes agendas and packets for Planning Commission
in both hard copy and electronic forms. Maintain permanent storage of agendas and
packets. Update the website with this information as needed.
Updates handouts and applications forms for planning, zoning and building division.
Updates the website with updated handouts and forms.
Assists Planning Director, Planning Technician and Building Official in conducting
surveys of other cities’ codes and requirements.
Assists in maintaining permanent storage of building permits.
Prepares and mails expiration notices for rental licenses and farm animal permits.
Answers questions on the application process.
Receives complaints of rental housing, planning and other code violations, create
files, and arrange for investigations as may be appropriate.
Completes mailings for deer management program.
Conducts special studies and assists with the processing of data requests.
Maintains correspondence files.
Performs other duties as apparent or assigned.
EDUCATION/EXPERIENCE
Minimum Qualifications: High school diploma or GED; two years office, clerical and
customer service experience. Experience with multi-line telephone system and a variety of
office equipment. Training in Microsoft Office Products (Word, Excel, Outlook, PowerPoint).
DESIRED QUALIFICATIONS
Preferred Qualifications include a Two-Year Associate’s Degree in a related field.
November 2023 4
OTHER KNOWLEDGE, SKILLS AND ABILITIES
Working knowledge of municipal policies, operation, procedures and functions.
Knowledge of correct English language usage, including grammar and spelling; visual
proofreading skills.
Ability to read and interpret documents and procedure manuals.
Utilizes effective communication skills both verbally and in writing with elected
officials, supervisors, other employees and the general public.
Ability to prepare routine reports and correspondence.
Ability to file and maintain files alphabetically and numerically, and maintain
organized, complete and accurate records.
Experience with computer operations and proficient use of Microsoft Office (Word,
Excel, PowerPoint, Outlook) and capable of learning other software programs as
required.
Ability to operate various types of office equipment including ten-key, copy machine,
and scanner and other general office equipment.
Capable of making arithmetic computations using whole numbers, fractions and
decimals. Ability to compute rate, ratios and percentages. Ability to handle currency
and make change.
Ability to prioritize and organize work effort to meet deadlines.
Adheres to the values and behaviors established for employees of the City of
Shorewood.
In compliance with the American with Disabilities Act the following represents the Physical
and Environmental Demands: The position requires an equal amount of time spent
standing, walking, and sitting. Lifting, pushing/pulling, or carrying objects weighing up to
thirty (30) pounds is required. Climbing, stooping, kneeling, crouching, crawling, twisting,
and bending are sometimes required. Repetitive movements of the hands are required.
Audio, visual, and verbal functions are essential functions to performing this position.
Specific vision abilities required by this job include close vision, color vision, and the ability
to adjust focus. Must adhere to safety policies and actively promote safe practices in the
workplace based on annual safety training.
November 2023 5
Item
2E
City Council Meeting Item
Title/Subject: Authorize Dispensing of Liquor at Arctic Fever Event
Meeting Date: Monday, December 11, 2023
Prepared by: Brenda Pricco, Deputy City Clerk
Reviewed by: Sandie Thone, City Clerk/HR Director
Attachments: Resolution
Background
Pursuant to MN Statute §340A.404, Subd.4 for special provisions; sports, conventions, or cultural
facilities; community festivals. The governing body of a municipality may authorize a holder of a
retail on-sale intoxicating liquor license issued by the municipality or by an adjacent municipality to
dispense intoxicating liquor at any convention, banquet, conference, meeting, or social affair
conducted on the premises of a sports, convention, or cultural facility owned by the municipality or
instrumentality thereof having independent policy-making and appropriating authority and located
within the municipality. The licensee must be engaged to dispense intoxicating liquor at an event
held by a person or organization permitted to use the premises and may dispense intoxicating
liquor only to persons attending the event. The licensee may not dispense intoxicating liquor to any
person attending or participating in a youth amateur athletic event, for persons 18 years of age or
younger, held on the premises.
The following establishment is requesting council consideration in authorizing the dispensing of
liquor at the City’s Arctic Fever event being held on January 19, 2024 from 5:30 p.m. to 7:30 p.m.at
the Shorewood Community and Event Center located at 5735 Country Club Road, Shorewood, MN
55331:
Donor Address License_______
Excelsior Brewing 421 Third Street On-Sale Liquor License
Randy Howe, Vice President Excelsior, MN 55331
Excelsior Brewing is donating the beer for sampling at the community event, Arctic Fever, pursuant
to the EBC donation qualifications. The beer samples will be provided at no charge to the public.
Financial Considerations
None
Action Requested
Staff recommends the city council approve the Resolution Authorizing the Dispensing of Liquor by
Excelsior Brewing located at 1421 Third Street in Excelsior for the Arctic Fever event at Shorewood
Community and Event Center on January 19, 2024. Motion, second, and simple majority vote
required.
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 23-123
A RESOLUTION AUTHORIZING THE DISPENSION OF INTOXICATING LIQUOR BY EXCELSIOR
BREWING AT THE ARCTIC FEVER EVENT
WHEREAS, pursuant to MN Statute §340A.404, Subd.4 for special provisions such as community
festivals, the governing body of a municipality may authorize a holder of a retail on-sale
intoxicating liquor license issued by the municipality or by an adjacent municipality to dispense
intoxicating liquor at any convention, banquet, conference, meeting, or social affair conducted
on the premises of a cultural facility owned by the municipality thereof having independent
policy-making and appropriating authority and located within the municipality.; and
WHEREAS, the following establishment is requesting council consideration in authorizing the
dispensing of liquor at the City’s Arctic Fever event being held on January 19, 2024 from 5:30
p.m. to 7:30 p.m.at the Shorewood Community and Event Center located at 5735 Country Club
Road, Shorewood, MN 55331:
Donor Address License_______
Excelsior Brewing 421 Third Street On-Sale Liquor License
Randy Howe, Vice President Excelsior, MN 55331
and
WHEREAS, Excelsior Brewing is donating the beer for sampling at the community event; Arctic
Fever, pursuant to the EBC donation qualifications. The beer samples will be provided at no
charge to the public.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood, to approve
the resolution authorizing Excelsior Brewing to dispense beer donated to the free community
event, Arctic Fever, put on by the City of Shorewood.
ADOPTED BY THE CITY COUNCIL of the City of Shorewood this 11th day of December 2023.
_______________________________
Jennifer Labadie, Mayor
______________________________
Sandie Thone, City Clerk
Item
2F
City Council Meeting Item
Title/Subject: Setting the 2024 City Council Regular Meeting Schedule
Meeting Date: December 11, 2023
Prepared by: Sandie Thone, City Clerk/Human Resources Director
Reviewed by: Marc Nevinski, City Administrator
Attachments: 2024 Regular Meeting Schedule
Background
Pursuant to Minnesota State Statute §13D.04 the city council is required to provide the regular
meeting schedule on file at city offices. In addition, the statute specifically requires that should an
alternate date be chosen for a regular meeting other than one on the annual schedule, that the city
follow the notification requirements for a special meeting which includes posting the date, time,
place, and purpose of the meeting on the official posting board at City Hall.
Regular city council meetings which could include council work sessions prior to the regular meeting
for the year 2024 will be held on the second and fourth Mondays of each month in the City Council
Chambers located at 5755 Country Club Road in Shorewood, MN 55331. Should the meeting fall on
a holiday and an alternate date is chosen for the meeting in lieu of opting out of the meeting date,
the process, and requirements for calling a special meeting will be followed.
Included is the Schedule of the proposed 2024 regular meetings. Three (3) regular meetings fall on
Federal Holidays: Memorial Day, Indigenous People’s Day (Legislation passed in the 2023 legislative
session re-designated Columbus Day as Indigenous People’s Day, although the Federal Government
recognize it as Columbus Day), and Veteran’s Day.
Pursuant to Minnesota State Statute 645.44, Subdivision 5, no public business may be transacted
including public meetings on a Federal Holiday except for emergencies. Please note in the schedule
that we have moved the regularly scheduled city council meetings that land on a Federal Holiday to
the following Tuesday as has been the practice for the past six years. The Truth-In-Taxation meeting
will be held on the second Monday in December along with our regularly scheduled city council
rd
meeting on that date. The second meeting in December falls on December 23, close to the
Christmas holiday and has been cancelled.
Action Requested
Staff recommends the city council approve the Resolution Setting the 2024 Regular City Council
Meeting Schedule. Motion, second and simple majority vote required.
Page 1
2024 City of Shorewood
City Council Regular Meeting Schedule
Monday, January 8 Monday, January 22
Monday, February 12 Monday, February 26
Monday, March 11 Monday, March 25
Monday, April 8 Monday, April 22
Monday, May 13 *Tuesday, May 28
Monday, June 10 Monday, June 24
Monday, July 8 Monday, July 22
Monday, August 12 Monday, August 26
Monday, September 9 Monday, September 23
*Tuesday, October 15 Monday, October 28
*Tuesday, November 12 Monday, November 25
nd
Monday, December 9 (TIT) 2 December Meeting Cancelled
*changed from Monday to Tuesday to accommodate Federal Holiday
City Council Meeting Item
Title/Subject: Adopt Winter Operations Policy
Item
Meeting Date: December 11, 2023
2G
Prepared by: Matt Morreim, Public Works Director
Reviewed by: Marc Nevinski, City Administrator
Attachments: Winter Operations Policy
Resolution
Background:
It is important to ensure that the City is prepared to effectively manage snow and ice events.
The public depends upon the use of streets and highways during all types of weather-related
events. The public also utilizes public buildings, sidewalks, and trails during and after winter
events.
To assist staff, residents and visitors, City staff developed a Winter Operations Policy (attached),
that is designed to:
Improve the safety and efficiency of snow and ice removal.
Reduce environmental impacts of winter operations.
Minimize disruptions to traffic and business.
Reduce property damage, personal injuries and claims to the city associated with winter
related events.
The proposed policy includes:
Responsibility of all parties (city and public) regarding winter weather and operations.
Define snow and ice management priorities across public facilities.
Define and delegate authority for winter operation decisions and activities including
training and snow and ice protocols.
Define responsibility to private streets and jurisdictional roads.
Define and publish maintenance routes to be more efficient with snow and ice
maintenance activities.
Staff recommends the adoption of the new Winter Operations Policy to ensure that the City
continues to be prepared to manage snow and ice events and maintain a safe and livable
environment for all residents effectively and efficiently.
Financial or Budget Considerations:
Currently there are no financial or budget impacts to adopting the new policy.
Action Requested:
Motion to approve the attached resolution adopting the City’s Winter Operations Policy. A
simple majority vote is required.
Page 1
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 23-124
A RESOLUTION FOR ADOPTING WINTER OPERATION POLICY
WHEREAS, the City of Shorewood is committed to ensuring the safety and well-being
of its residents during the winter season; and
WHEREAS, the City of Shorewood needs a winter operations policy to adequately meet
the needs of our community; and
WHEREAS, City staff has conducted a comprehensive review of best practices and
current practices and developed a new winter operations policy designed to improve the
safety and efficiency of snow and ice removal, minimize disruptions to traffic and
business, and reduce the environmental impact of winter operations.
NOW THEREFORE, BE IT RESOLVED: by the City Council of the City of Shorewood
hereby approve the resolution to adopt the Winter Operations Policy.
th
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 11 day of
December 2023.
__________________________
Jennifer Labadie, Mayor
Attest:
___________________________
Sandie Thone, City Clerk
Item
2H
City Council Meeting Item
Title/Subject: Approve Seasonal Warming House Attendant Hires
Meeting Date: December 11, 2023
Prepared by: Sandie Thone, City Clerk/Human Resources Director
Reviewed by: Janelle Crossfield/Park and Recreation Director
Marc Nevinski, City Administrator
Attachments: None
Background
The city most recently recruited candidates for Seasonal Warming House Attendant positions for
the winter skating season at Cathcart and Manor parks. Thanks in part to the Council approving our
new NEOGOV Insight recruiting software, the City received 133 hits on the position which was
th
posted on October 27, 2023. The posting was closed on Monday, November 27, after receiving six
very good applicants for the position, a number that we have not met in many years. Interviews
were held with five candidates for the seasonal positions on Monday, November 27 and Monday,
December 4, 2023. As a result of those interviews, staff is recommending conditional approval upon
receiving successful background checks, for the following:
Gage Jackson Gavin Whiteside
Noah Rajala Braeden Pruitt
Sidney Whiteside
These employees, if approved, will work in the capacity as seasonal Warming House Attendants
working schedules of 12-15 hours per week and not to exceed 20 hours per week. The position is
classified as a seasonal position on Grade 1 of the city’s compensation schedule with a range of
$13.23 to $19.84 per hour. The position is non-exempt and does not qualify for benefits except for
earned safe and sick time (ESST) beginning January 1, 2024. The above candidates were
conditionally offered a starting wage of $15.43 per hour which is Step C on the compensation
schedule.
Financial Considerations
These positions are included in the 2024 budget under the Park and Recreation personnel budget.
Action Requested
Staff recommend the city council approve the Seasonal Warming House Attendant hires as
presented and upon receiving successful background investigations. Motion, second and simple
majority vote required.
Page 1
City Council Meeting Item
Title/Subject: Approve Quotes AV Equipment for SCEC
Item
Meeting Date: December 11, 2023
Prepared by: Janelle Crossfield, Parks and Recreation Director
2I
Reviewed by: Marc Nevinski, City Administrator
Attachments: Updated Quote for Mobile AV Cart, Projector and Screen
Background
City Council reviewed a quote for a mobile AV cart, projector and screen at the November 27,
2023 meeting. Council discussed that the Shorewood Community and Event Center could better
meet the needs of renters and users of the facility with the purchases of proposed equipment.
However, there was concern about the price of two items, the display and the rally bar, as well
as a conversation regarding the need for hiring out the assembly, install, testing and training.
Council directed staff to determine if lower pricing could be identified and offered assistance in
assembly, installation, and training.
Equipment Pricing
Staff researched the pricing and availability of the rally bar and display. The display was found
at a price of $1733 and a sale price $1595 at two different stores compared to the originally
quoted price of $1878.05. If approved staff will purchase from one of these two stores,
whichever has the lower price at the time of purchase.
The rally bar was originally quoted for $3600, staff was able to find the same product on sale
through an online vendor for $3370 at the time of research with two left in stock. Due to the
time that passes between research, potential approval from City Council and the time of
purchase staff was not confident in the availability of the rally bar or sale price remaining. Staff
requested the vendor come down in price and they agreed to lower their price to $3496, a
savings of $104.
The original quote for these two items totaled $5478.05. If approved and depending on which
store has the lower price for the display at the time of purchase, the total savings is expected to
range between $249 and $387. Given variability in the retail market, staff request Council
authorize the purchase of a display and rally bar in an amount not to exceed the original quote
of $5478, plus any tax or fees.
Professional Services and Administrative Fees
By completing the assembly, installation, testing and training in house there the professional
services and administrative fees were removed resulting in a savings of $3546.24.
Mobile AV Cart without Display (purchased separately), Projector and Screen
Total: 7328.57
Benefit of Updated AV Equipment
The 2023 Capital Improvement Plan (CIP) for SCEC has an amount of $10,000 for painting and
$10,000 for a remodel of the Activity Room. After prioritizing building needs, staff recommends
foregoing these projects and instead investing in A/V equipment to better suit the needs of
building users.
Usage of the Shorewood Community and Event Center for rentals, educational programs and
community meetings have been limited by the existing AV equipment. Staff worked with three
different vendors to discuss solutions to this challenge. Options for upgrading each individual
room were initially reviewed. However, in talks of budget, the frequency of multiple rooms
needing special AV at the same time and the number of attendees for the average rental
resulted in exploring the option of a mobile AV cart. This AV cart could be utilized in any room,
even with the rooms divided and both sides being occupied and features a 75” display as well
as teleconferencing capabilities. This mobile AV cart solution would be available to renters with
a modest additional fee.
The mobile AV cart includes a LCD, 75” 4K/UHD display, a conferencing webcam, rally bar all-in-
one video bar, mounting bracket, electric height adjustable cart (to get through doorways) and
a shelf for setting your laptop or other device on.
While the mobile AV cart will be a great solution for the majority there are still times when
users of the full banquet room or full activity room could benefit from a larger screen and
brighter projector. When the room is being used for presentations and educational purposes
the text on the screen is small and challenging to read. Additionally, there is light bleed through
the shades that the projector is not bright enough to compensate for, plus minimal lights are
kept on for attendees to be able to see, take notes, move around the room, etc. The existing
projector is 280 lumens, a mid-size room daytime use recommendation is 5000 lumens. Renters
have expressed disappointment in the quality of our projector and screen when reserving the
room for educational conferences and seminars. They also had a hard time hearing the
presenters, affordable solutions to the banquet room sound system are being researched and
will be presented in future budget/long-term planning meetings.
Staff recommends the purchase of the mobile AV cart, a 75” commercial display, a 77x120”
portable screen and a 5500 Lumen projector for the Shorewood Community and Event Center.
The purchase of these items will help to attract and keep more rentals and provide recurring
renters with a standard level of service that is common with community center rentals.
Financial or Budget Considerations
The 2023 Capital Improvement Plan (CIP) for SCEC has an amount of $10,000 for painting and
$10,000 for a remodel of the Activity Room. After prioritizing building needs, staff recommends
foregoing these projects and instead investing in A/V equipment to better suit the needs of
building users.
Action Requested:
Motion to approve the reallocation of 2023 CIP fund for the purchase of 1) a mobile AV cart and
a 75” commercial display in an amount not to exceed $5478, plus taxes or fees, and 2) a
projector and screen in the amount of $7328.57, plus taxes or fees. Simple majority vote
required.
CITY OF SHOREWOOD
RESOLUTION NO. 23-125
A RESOLUTION ADOPTING THE 2024 GENERAL FUND OPERATING BUDGET
AND APPROVING THE PROPERTY TAX LEVY COLLECTIBLE IN 2024
WHEREAS, the 2024 Budget and property tax levies collectible in 2024 for the
City of Shorewood have been prepared and reviewed by the City Council; and,
WHEREAS, the budget has been modified by the City Council to meet service delivery
goals; and,
WHEREAS, the City Council held a Truth-in-Taxation public meeting on December 11,
2023, to receive public comment regarding the adoption of such budgets and property tax
levies;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
AS FOLLOWS:
1. That a budget of $6,485,291 is adopted to pay for 2024 General Fund operations.
2. That the sum of $7,115,274 is levied for 2023, collectible in 2024, upon 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. That the City Clerk 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 11 day of December,
2023.
ATTEST: Jennifer Labadie, Mayor
____________________________________________
Sandie Thone, City Clerk
CITY OF SHOREWOOD
RESOLUTION NO. 23-126
ADOPTING THE 2024 SHOREWOOD COMMUNITY & EVENT CENTER BUDGET AND 2024
ENTERPRISE FUND BUDGETS
WHEREAS, City staff have presented the preliminary 2024 budgets at meetings through
December, 2023; and
WHEREAS, the City Council has reviewed the budgets and made modifications to each that
reflect desired community service levels; and
WHEREAS, these budgets represent a reasonable estimate of what needs to be spent to
provide the desired service level;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
AS FOLLOWS:
1. The Shorewood Community & Event Center budget is hereby adopted as presented.
2. The Water, Sewer, Storm Water, and Recycling budgets are hereby adopted as
presented.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 11th day of December, 2023.
ATTEST: Jennifer Labadie, Mayor
__________________________________
Sandie Thone, City Clerk
CITY OF SHOREWOOD
RESOLUTION NO. 23-127
ADOPTING THE 2024-2033 CAPITAL IMPROVEMENT PLAN,
AND 2024 CAPITAL PROJECT FUND BUDGETS
WHEREAS, City staff have presented the 2024-2033 preliminary Capital Improvement Plan
(CIP) and 2024 capital project fund budgets at meetings through December, 2023; and
WHEREAS, the City Council has reviewed the CIP and budgets and made modifications to
each that reflect desired community service levels; and
WHEREAS, these budgets represent a reasonable estimate of what needs to be spent to
provide the desired service level;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
AS FOLLOWS:
1. The 2024-2033 Capital Improvement Plan is hereby adopted as presented with this
adoption subject to Planning Commission review and determination of compliance
with the Comprehensive Plan.
2. The Park Improvement, Equipment Replacement, Street Reconstruction, MSA, Trail
Construction, and Community Infrastructure budgets are hereby adopted as
presented.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 11th day of December, 2023.
ATTEST: Jennifer Labadie, Mayor
__________________________________
Sandie Thone, City Clerk
City Council Meeting Item
Title/Subject: Employee Service Recognition
Item
Meeting Date: December 11, 2023
4B
Prepared by: Marc Nevinski, City Administrator
Background
With great appreciation, the City recognizes employees who have hit certain milestones in their
employment with the City. These anniversaries of employment are special to both employees
and the City alike, as they are a testimony to their commitment to the community and it’s
residents over the years.
The employees being recognized this year:
Joe Rigdon, Finance Director - 5 years of service
Wade Woodward, Building Official - 5 years of service
Andy Eslinger, Streets Inspector - 5 years of service
Michelle Nguyen – Senior Accountant - 20 years of service
With their individual efforts and achievements, they make it possible for the city to provide
exceptional service to the community. Their hard work and dedication is commendable and
does not go unnoticed. We look forward to their ongoing contributions and a bright and
successful future together.
The Shorewood City Council recognizes and expresses appreciation to Joe Rigdon, Wade
Woodward, Andy Eslinger, and Michelle Nguyen for being valued members of the team, their
significant contributions over the years and their dedication to the city and the community!
A Shorewood Yeti Rambler Tumbler with Magslider Lid will be awarded for the commemorative
occasion to each of the employees engraved with their names and years of service. In addition,
each employee receives a monetary reward based on years of service.
Budget Considerations
Employee recognition awards are included in the City’s annual budget and public purpose
expenditure policy.
Action Requested
No formal action is required.
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 23-128
A RESOLUTION PLACING THE 2040 SHOREWOOD COMPREHENSIVE PLAN UPDATE
INTO EFFECT
WHEREAS, Minnesota Statutes section 473.864 requires each local governmental unit to review
and, if necessary, amend its entire comprehensive plan and its fiscal devices and official controls
at least once every ten years to ensure its comprehensive plan conforms to metropolitan
system plans and ensure its fiscal devices and official controls do not conflict with the
comprehensive plan or permit activities that conflict with metropolitan system plans; and
WHEREAS, the City Council of the City of Shorewood (the “City”) authorized the review and
update of the comprehensive plan; and
WHEREAS, the Shorewood 2040 Comprehensive Plan (the “Plan”) is a planning tool intended to
guide the future growth and development of the City of a manner that conforms with
metropolitan system plans and complies with the Metropolitan Land Planning Act and other
applicable planning statutes; and
WHEREAS, the proposed Plan reflects a community planning process involving elected officials,
appointed officials, city staff, community organizations, the public at large, developers, and
other stakeholders; and
WHEREAS, pursuant to Minnesota Statutes section 473.858, the proposed Plan was submitted
to adjacent governmental agencies and affected special districts and school districts for review
and comment on November 20, 2018; and
WHEREAS, the City considered the proposed Plan and all public comments, held a duly notice
public hearing, and approved the plan for submission to the Metropolitan Council on June 10,
2019; and
WHEREAS, at its regular meeting on October 25, 2023, the Metropolitan Council completed its
review of the proposed 2040 Comprehensive Plan and found that the Plan meets the
requirements of the Metropolitan Land Planning Act; conforms to the metropolitan system
plans for transportation, water resources, and parks; is consistent with the Thrive MSP 2040
documents and policies; and is compatible with the plans of adjacent jurisdictions and affected
special districts and school districts; and
WHEREAS, the Plan includes all revisions made during the review process and responds to
additional advisory comments that are part of the Metropolitan Council’s actions authorizing
the City to place its Plan into effect.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD,
MINNESOTA, The Plan is adopted and is effective as of the date of this resolution.
BE IT FURTHER RESOLVED, that, pursuant to sections 473.864 and 473.865 of the Metropolitan
Lane Planning Act, the City will: (1) review its fiscal controls to ensure they do not conflict with
the Plan or permit activity in conflict with Metropolitan system plans; (2) if necessary, amend its
fiscal devised and official controls to ensure they do not conflict with the Plan or permit activity
in conflict with metropolitan system plans; and (3) submit amendments to fiscal devices or
official controls to the Metropolitan Council for information purposes.
th
Adopted by the City Council of Shorewood, Minnesota this 11 day of December, 2023.
__________________________
Jennifer Labadie, Mayor
Attest:
___________________________
Sandie Thone, City Clerk
Marie Darling
From:Scott Morris <scott6513@gmail.com>
Sent:Wednesday, November 29, 2023 11:36 PM
To:Planning
Subject:Variance Application for 3rd stall garage - 24925 Amlee Road
To: Planning Commission,
We received a le?er from the City of Shorewood, concerning the No?ce of Public Planning Mee?ng and the Variance
Applica?on for the 3rd stall garage. We (24950 Amlee Road - Sandy Kelly-Morris & Sco? Morris) live directly across the
street from 24925 Amlee Road.
The purpose of this email is to make it clear that we are in favor of approving this 21.6 setback from the property. We
believe that there is ample yard space to accommodate this addi?on. Moreover, the setback is a good distance away
from the both Glen and Amlee, allowing it to be quite unobtrusive.
Sincerely,
Sandy & Sco? Morris
24950 Amlee Road
Shorewood, MN 55331
1
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 23-129
A RESOLUTION APPROVING A VARIANCE FOR A SETBACK FROM SIDE-YARD ABUTTING A
PUBLIC STREET FOR PROPERTY LOCATED AT 24925 AMLEE ROAD
WHEREAS, David Hansen and Shelly Curran (the “Applicant”) proposed to construct an addition to the
existing home that would be about 25.7 feet from the side property line abutting the Amlee Road right-
of-way where 35 feet is required on property addressed as 24925 Almee Road and legally described as:
Lot 9, Block 1 Amlee Acres, Hennepin County, Minnesota (the “Subject Property”); and,
WHEREAS, the Applicant’s request was reviewed by the planning staff, whose recommendation is
included in a memorandum for the December 5, 2023 Planning Commission meeting, a copy of which is
on file at City Hall; and
WHEREAS, the Planning Commission held a public meeting on December 5, 2023 to review the
application, the minutes of the meetings are on file at City Hall; and
WHEREAS, the City Council considered the application at its regular meeting on December 11, 2023, at
which time the planning staff memorandum and the Planning Commission’s recommendations were
reviewed and public comments were reviewed from the Applicant, staff and public.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD, MINNESOTA AS
FOLLOWS:
FINDINGS OF FACT
1. The Subject Property is located in the R-1C zoning district, which requires all buildings to be set
back 35 feet from side-yard property lines abutting public rights-of-way.
2. Section 1201.05 of the zoning regulations provides that the purpose of a variance is to allow a
process to deviate from the strict provision of the zoning regulations when there are practical
difficulties, and the action is the minimum to alleviate the practical difficulties.
4. Section 1201.05 of the zoning regulations includes criteria for making the above determination.
5. The Applicant’s proposal is identified on the application materials and plans submitted on
November 9 and 20, 2023 (the “Plans”).
CONCLUSIONS
A. Based upon the foregoing, and the records referenced herein, the City Council hereby approves
the Applicant's request to construct an addition with a side-yard abutting a public street setback of
about 25.7 feet where 35 feet is required consistent with the Plans.
B. The City Council finds the variance request for a garage addition and its resulting construction
and use, is consistent with the intent of the comprehensive plan and in harmony with the general
purposes and intent of the zoning regulations.
C. The City Council finds that the request specifically demonstrates practical difficulties based on
the reasonable proposed use of the Subject Property, the unique circumstances related to the original
placement of the home on the lot prior to the application of modern zoning regulations, and
preservation of the essential character of the area that would be preserved due to the placement of the
home to the south at about 26.25 feet from the right-of-way and the location of the two homes at the
end of the block.
D. The City Council finds that the improvements proposed are not solely based on economic
considerations, but to enhance the livability of the home.
E. The City Council finds that the addition would not impair an adequate supply of light and air to
an adjacent property, increase the risk of fire or increase the impact on adjacent streets.
F. The City Council finds that the home would not be detrimental to the public welfare nor would it
be injurious to other lands or improvements in the neighborhood.
G. The variance is the minimum variance necessary to address or alleviate the practical difficulties.
H. The variance approval shall be subject to the condition that the applicant shall acquire all
necessary permits consistent with City Code, prior to beginning construction on the property and the
following:
1. The applicants shall provide revised plans indicating the addition is two feet narrower than
their original request.
I. The variance shall expire one year after approval unless the applicant has completed the
project, or an extension has been requested in accordance with Section 1201.05 Subd. 3 of City Code.
J. The City Clerk is hereby authorized and directed to provide a certified copy of this resolution for
filing with the Hennepin County Recorder or Registrar of Titles.
TH
Adopted by the City Council of Shorewood, Minnesota this 11 day of December, 2024.
__________________________
Jennifer Labadie, Mayor
Attest:
___________________________
Sandie Thone, City Clerk
Council Update
Title/Subject: Pavement Management Update
7A
Meeting Date: December 11, 2023
Prepared by: Matt Morreim, Public Works Director
Reviewed by: Marc Nevinski, City Administrator
Attachments: Average Pavement Condition Ratings
This update is to update the City Council regarding the new pavement condition analysis
program, Vaisala Road AI, that was purchased and implemented in 2023.
Vaisala RoadAI addresses many challenges with road analysis by:
Utilizing artificial intelligence (AI): The software analyzes high-resolution images from a
vehicle equipped with a camera. This data is then processed by AI algorithms to
generate detailed, objective assessments of pavement condition, including:
o Crack detection and classification (severity, type, etc.)
o Surface texture analysis
o Overall pavement score
Asset detection of traffic signs, line markings, surface markings, etc.
Providing interactive data visualization: The software presents pavement data in user-
friendly dashboards and maps, allowing for clear identification of problem areas and
prioritization of repairs.
Pavement condition data to export to future road asset management system.
The RoadAI program has numerous benefits, including:
Improved accuracy and objectivity: AI-powered assessments eliminate human bias and
provide a more precise understanding of pavement health.
Enhanced efficiency: Data-driven decision-making optimizes resource
allocation, hopefully leading to fewer unnecessary repairs and longer pavement
lifespans.
Reduced costs: Proactive maintenance can prevent costly infrastructure failures and
extend the time between major resurfacing projects.
Increased safety: Early detection of pavement issues allows for timely repairs, improving
road safety for motorists, cyclists, and pedestrians.
The next steps for utilizing the data from the Road AI program are:
Integrate data into future asset management system.
Utilize data to provide future capital planning and funding scenarios.
Pavement report to document and guide future road infrastructure projects
Continue to perform RoadAI evaluations. Anticipate spring, summer and fall evaluations.
We believe that the Road AI along with the other steps identified have the potential to improve
our city's infrastructure management. We are confident that it will lead to significant
improvements in efficiency, cost savings, and public safety.
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
ORDINANCE 603
AN ORDINANCE TITLED
“UTILITY SERVICE AND RECYCLING CHARGES”
THE CITY COUNCIL OF THE CITY OF SHOREWOOD, MINNESOTA, ORDAINS AS
FOLLOWS:
Section 1. Section 1301.02 of the Shorewood Code of Ordinances is hereby amended
as follows:
CITY OF SHOREWOOD
UTILITY SERVICE AND RECYCLING CHARGES
Section 1. Change the Water, Sanitary Sewer, Stormwater Management Utility Rates
and Residential Recycling rate as follows:
Water Fund:
CATEGORIES CURRENT RATES PROPOSED RATES
First 5,000 gallons $ 26.86 $ 29.55
Per/1,000 gal from 5,001 to $ 4.54 $ 4.99
50,000
Per/1,000 gal above 50,000 $ 6.52 $ 7.17
Water Service – low income $ 23.06 $ 25.37
Sanitary Sewer Fund:
CATEGORY CURRENT RATES PROPOSED RATES
Residential $112.36/qtr. $74.90/qtr. low $122.47/qtr. $81.64/qtr. low
income income
Commercial $12.70 base, $112.36/qtr. fee for $13.84 base, $122.47/qtr. fee
1-28,500 gallons, $2.92/1,000 for 1-28,500 gallons,
gallons in excess of 28,500 $3.18/1,000 gallons in excess
gallons per qtr. of 28,500 gallons per qtr.
Stormwater Management Fund:
Current Basic System Rate: $37.29 $26.11/qtr: lots less than 10,000 sq. ft
$37.29/qtr: lots 10,000 – 50,000 sq. ft.
$48.54/qtr: lots 50,000 plus sq. ft.
Proposed Basic System Rate: $37.29 $28.20/qtr: lots less than 10,000 sq. ft.
$40.27/qtr: lots 10,000 – 50,000 sq. ft.
$52.42/qtr: lots 50,000 plus sq. ft.
Recycling Fund:
CATEGORY CURRENT RATE PROPOSED RATE
Residential $14.00/quarter/household $16.00/quarter/household
Section 2. This ordinance is in effect with the April 2024 billing and upon publication.
ADOPTED BY THE CITY COUNCIL of the City of Shorewood, Minnesota this 11th day
of December, 2023.
_______________________________
Jennifer Labadie, Mayor
_____________________________
Sandie Thone, City Clerk
Item
8B
City Council Meeting Item
Title/Subject: Zoning and Land Use Fee Ordinance
Meeting Date: December 11, 2023
Prepared by: Marie Darling, Planning Director
Attachments: Planning Commission memo from November 21, 2023 meeting
Minutes from the November 21, 2023 Planning Commission meeting
Ordinance 602
Resolution for Summary Publication
Background
See attached memorandum for background. At their November 21, 2023 meeting, the Planning
Commission held a public hearing and voted unanimously to recommend adoption of the
proposed fee increases as proposed in the attached ordinance with no changes. Their
discussion is summarized in the minutes. No one from the public requested to speak.
Public Notice
Notice of the Planning Commission public hearing was published in both official newspapers. In
conformance with State Statute, notice of City Council consideration of the amendment was
also posted at City Hall, on the website, and included in the email notification for general city
information and notices.
Next Steps and Timelines
Once adopted, the summary will be published in the official newspaper. Once published, the
ordinance becomes effective. All applications received prior to publication in the official
newspaper would be reviewed under the existing standards.
Financial Considerations
The fee increases are proposed to cover additional expenses related to processing the
applications, including postage, administrative staff time, new notice signage, etc. The increase
in the escrow amounts are proposed to cover the cost of having the city’s consultants
(engineers, planners, and attorney) review the applications.
Action Requested
Staff and the Planning Commission recommend approval of the attached ordinance and
resolution for summary publication. Staff provide the following draft motions:
1. Move to approve an ordinance amending City Code section 1301.03 related to land use
fees; sections 1201.04, 1201.05, and 1201.25 (zoning regulations), and sections 1202.03
and 1202.09 of the subdivision regulations.
2. Move to approve a resolution adopting a summary publication ordinance and the text of
the summary pursuant to MN Statute 331A.01 which would inform the public of the
intent and effect of the ordinance without publishing the entire ordinance.
Adoption of the above ordinance requires a majority of the entire City Council. Adoption of a
resolution for summary publication requires a 4/5ths majority of the City Council.
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 23-130
A RESOLUTION APPROVING THE SUMMARY PUBLICATION FOR ORDINANCE 602
AMENDMENTS TO SHOREWOOD CITY CODE, CHAPTER 1301.03 (LAND USE FEES)
WHEREAS, at a duly called meeting on December 11, 2023, the City Council of the City of
Shorewood adopted Ordinance No. 602 entitled “AN ORDINANCE APROVING AMENDMENTS TO
SHOREWOOD CITY CODE CHAPTER 1301.03 (LAND USE FEES); and
WHEREAS, Ordinance No. 602 establishes the amounts for fees and escrow deposits related to
zoning and subdivision applications related to development or redevelopment of properties
within the City of Shorewood; and
WHEREAS, the fees and are proposed to increase to cover the costs of processing the applications
and paying for the review of the applications by the city’s consultants.
WHEREAS, Ordinance No. 602 is lengthy; and
WHEREAS, as authorized by Minnesota Statutes, Section 412.191, subd. 4, the City Council has
determined that publication of the title and summary of the ordinance will clearly inform the
public of the intent and effect of the ordinance.
NOW THEREFORE, IT IS HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SHOREWOOD:
1. The City Council finds that the above title and summary of Ordinance No. 602
clearly informs the public of the intent and effect of the Ordinance.
2. The City Clerk is directed to publish Ordinance No. 602 by title and summary,
pursuant to Minnesota Statutes, Section 412.191, Subdivision 4.
3. A full copy of the Ordinance is available at Shorewood City Hall during regular office
hours and on the city’s website.
th
ADOPTED by the Shorewood City Council on this 11 day of December, 2023.
__________________________
Jennifer Labadie, Mayor
Attest:
___________________________
Sandie Thone, City Clerk
225864v1
Item
8C
City Council Meeting Item
Title/Subject: 2024 Master Fee Schedule
Meeting Date: December 11, 2023
Prepared by: Sandie Thone, City Clerk/Human Resources Director
Reviewed by: Marc Nevinski, City Administrator
Joe Rigdon, Finance Director
Attachments: Resolution 23-131 Approving the 2024 Master Fee Schedule
Background
Pursuant to MN State Law municipalities shall set forth fees to be reimbursed for administrative
costs and expenses associated with issuing permits, licenses and providing other city services and
amenities. Cities should consider three things when setting fees: 1) Cities should not view the
fees as a significant source of revenue, rather fees must approximate the direct and indirect costs
associated with issuing the license, permit or service and with policing, regulating or
administering the service or licensed activities; 2) The fee amount should sufficiently reimburse
the city for all of the expenses related to the license regulations or providing the service but
should not cover other unrelated expenses; 3) Fees should be set based on the city’s particular
situation and not based solely on what other cities have found reasonable.
The following summary of proposed fees will be incorporated into the City’s 2024 Master Fee
Schedule once approve and will be sent to all employees and city officials and be posted on our
website and at City Hall for the public use. The following are the proposed fees and justification
for said fees as recommended by staff who have reviewed their respective departmental fees to
approximate the direct and indirect costs associated with the services provided.
A discussion of new (in bold) and proposed increased fees for 2024 is as follows:
Section III: Utility Rates
Ordinance 603, which was presented at the December 11, 2023, city council meeting for
approval includes increases as follows and will become effective January 1, 2024:
Quarterly Recycling fees have not increased in over 20 years although the city’s cost to provide
this service continue to go up annually. The city continues to expand its recycling
communications, work, and education in the community.
In 2019, the City reported that its water, sewer, and storm water rates would experience
annual increases. The capital improvement plan, including the street reconstruction plan, will
require the City to increase utility rates to cover utility fund expenses, including increasing
operating costs, capital outlays, and debt service payments on bonds. Without rate increases,
the utility fund balances will be insufficient to cover utility fund costs. The utility rate analysis
has planned annual increases over a ten-year period. For the past two years, the City has
considered changes in utility rates in the fourth quarter. For 2024, that would change to the
first quarter and would include the effective usage dates of January 2024 through March 2024,
billable approximately April 1, 2024.
Section IV: Miscellaneous Fees and Charges
Copy of Comprehensive Plan costs were updated to align with city copy costs of $1.00 per
page for color copies.
The Rental Housing Licensing Fee was increased from $75 to $150 to cover staffing costs
of processing applications and providing inspections.
Section V: Park and Recreation
Ordinance 602, which was presented at the December 11, 2023, city council meeting for
approval includes increases as follows and will become effective upon summary publication of
the ordinance:
Increase for organized sports of $10 to $12/per participant per sport per season for use
of skating rinks, $15 to $30 for the use of the lights – both reflect increase in costs of
lighting and staffing.
Community Gardens fee increase from $30/$45 to $35/$50 for residents/non-residents
respectively for increase to administration/staffing costs.
Sporting field use fees increases include $125 to $200 for damage deposits on all fields,
unlighted football field use from $50/hour or $210/day to $75/hour to $550/day,
Baseball field diamonds from $50/day to $50/4 hours, soccer fields from $150/day to
Freeman Park $260/day and Manor Park $160/day.
Picnic Pavilions increased for Manor, Freeman, and Silverwood Parks from $25/$50 to
$45/$70 for residents/non-residents and for Eddy Station/Badger Parks from $50/$75 to
$75/$100.
New fees were added as follows: Tournament fees: $400 for city services, $500 for
parking overflow services, and $500 for a refundable deposit.
Park and Recreation fee increases have remained mostly unchanged since 2017 but
administrative, maintenance, operating, equipment and supply costs have all increased.
These updated fees allow the city to cover the costs in these areas.
Section VI: Building and Right of Way Fees
A new fee was added for building permit plan review fees in the amount of 65% of
building permit fees for permits over $3000 and 32.5% for permits between $1000-
$3000.
A new fee was added for After the Fact building permit applications that will be
charged double if failed to apply for a permit.
A Right of Way/Easement Encroachment Agreement was added for $300 fee and a
$1000 escrow to cover costs of city consultants to review the agreements.
Residential roofing, siding, and window permits were increased from $125 to $135 to
cover staffing costs to issue the permits and provide the inspections.
Mechanical and plumbing permits were increased from $60/minimum to $80/minimum
to cover staffing costs to issue the permits and provide the inspections.
Water heater, softener, purification system permits were increased from $60/each to
$80/each to cover staffing costs to issue the permits and provide the inspections.
Demolition permits were increased from $50 to $135 for a principal structure and $75
for an accessory structure and “fee waived for conjunction with a building permit or fire
department burn language removed” to cover staffing costs to issue the permits and
provide the inspections.
The Vacation and Easement fee was increased from $400 to $500, and a $1,000 escrow
fee was added.
Section VII: Zoning and Land Use Fees
Ordinance 602, which was presented at the December 11, 2023, city council meeting for
approval includes increases as follows and will become effective upon publication in the City's
official newspaper.
The Comprehensive Plan Amendment escrow amount was increased from $1,000 to
$3,000.
The Conditional Use Permit (CUP) residential fee was increased from $400 to $500, and
a $500 escrow was added, and the non-residential fee was increased to $600, and the
escrow remains at $1,000.
The Interim Use Permit (IUP) residential fee was increased from $400 to $500, and a
$500 escrow was added, and the non-residential fee was increased to $600, and the
escrow remains at $1,000.
The Planned Unit Development (PUD) Development Stage escrow was increased from
$1,000 to $2,000.
The Subdivision (minor) escrow was increased from $500 to $2,000.
The Subdivision (preliminary plat) escrow for 5 or fewer lots was increased from $1,000
to $2,000.
The Subdivision (final plat) escrow for 5 or fewer lots was increased from $1,000 to
$2,000 and for over 5 lots from $2,000 to $4,000.
The Variance residential fee was increased from $400 to $500, and a $500 escrow was
added, and the non-residential fee was increased to $600, and a $500 escrow added.
Zoning permits were increased from $20 to $25 and fence permits were included in this
section.
Park dedication fees were increased from $6,500 to $7,500 per dwelling unit and 8% of
raw land value.
Extension of plat approval or amendment of development agreement (new) added a
$500 escrow fee.
All zoning and land use fees and escrows increases are due to increased costs and expenses in
staffing, consulting costs, reviewing, and processing applications, submissions, and agreements.
Financial Considerations
The city fees expect to cover the cost of providing the services as delineated above.
Action Requested
Staff respectfully recommend the city council review the proposed master fee schedule
proposed fee increases and approve the attached resolution adopting the 2024 Master Fee
Schedule updates as proposed or make changes as deemed appropriate.
Motion, second and simple majority vote required.
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 23-131
A RESOLUTION APPROVING THE 2024 CITY MASTER FEE SCHEDULE
WHEREAS, The City of Shorewood has established fees for licensing, permits, programs, and services that
include but are not limited to building, zoning, planning, business, community center, animal, park and
recreation, rentals, solicitors, fire prevention, utility, franchise, administrative citations, and other
miscellaneous fees that further the health, safety, and welfare of the community at large.
WHEREAS, All fees and charges shall be fixed and determined by the council and set forth in the master
fee schedule which will be adopted by resolution and uniformly enforced. All fees have been reviewed
and audited for their effectiveness and were recommend in the following categories which will be
included in the 2024 City Master Fee Schedule:
Section III: Utility Rates Ordinance 603 includes increases to Residential Recycling fees,
Water rates, Sanitary Sewer rates, and Stormwater Management rates.
Section IV: Miscellaneous Fees and Charges to cover staffing costs of processing applications
and providing inspections.
Section V: Park and Recreation to cover staffing, maintenance, operation, equipment
and supplies for providing these services and amenities to the community.
Section VI: Building and Right of Way Fees to cover staffing costs of processing applications
and providing inspections.
Section VII: Zoning and Land Use Fees Ordinance 602 includes increases to the city’s
zoning and land use fees allowing for the city to cover the increasing costs of processing
and providing these services to the public.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood that the City
of Shorewood 2024 Master Fee Schedule updates are approved.
ADOPTED by the City Council of the City of Shorewood this 11th day of December 2023.
______________________________
ATTEST: Jennifer Labadie, Mayor
____________________________________
Sandie Thone, City Clerk
Item
9A.1
City Council Meeting Item
Title/Subject: Communications Update: Website & Social Media Stats Report
Meeting Date: Monday, December 11, 2023
Prepared by: Eric Wilson, Communications Coordinator
Reviewed by: Sandie Thone, City Clerk/HR Director
Marc Nevinski, City Administrator
Attachments: Website Project Timeline update Dec 2023
Background
In September, the City Council accepted a proposal from CivicPlus to become the City’s website
provider after the current contract with Revize ends in March 2024. In November, the website
project team (Shorewood staff) met with CivicPlus Project Manager Hanna Shoemaker to
outline expectations, determine goals and assign action items (key dates and milestones are
outlined in the below chart. The attached project task and timeline document goes into greater
detail.) On December 6, the website project team met with the art direct for the new website.
In this meeting, parties discussed project audience, information to be communicated with
design, examined various website designs to determine preferences, and previewed the mood
board format. The City will be receiving a layout and color proposal by December 11 and will
submit the approval for website layout and colors by December 22.
Website Project Timeline: Key Dates & Deliverables
Date(s) Deliverable(s)
12/16/2023 Content Processing Meeting
12/18/2023 – 1/12/2024 Content Preparation & Updates
12/22/2023 Layout & Color Approval
1/18/2024 Design Concept Meeting
2/9/2024 Content Change Tracking
Design Concept Approval
2/21/2024 Website Reveal Meeting
2/27/2024-2/29/2024 Training
3/4/2024-3/8/2024 Website Launch Preparation & Confirmation Meeting
3/15/2024 Website Launch with new domain
3/22/2024 Project Closeout Procedures
Communication & Engagement
Launching the new website is exciting but may cause some confusion. The below communications plan
is a drafted idea of strategies to keep residents and key stakeholders informed.
Pre-launch phase (Dec – Mar):
1. Build Anticipation:
Landing page (news article) (Dec-Jan)
Social media campaign (Dec-Mar)
Press releases to local newspapers (Feb)
Shore Report Article (Mar)
2. Email marketing:
Teaser emails (Jan-Mar)
Final email day before launch (Mar)
Develop email list/template to send to partners with announcement (Feb)
E-mail signature footers (Feb-Mar)
Launch Day (March 22 – tentative):
1. Press release (on website, social media, email):
Highlight unique features, benefits, and added value of new site
Quote from key staff, council members
2. Live Launch Event (tentative):
Host a live launch event online
Showcase features, functionalities, benefits
Post-Launch Phase (late March-early April):
1. Email follow-up:
Thank you to all who visited site on launch day
Reminder that this is new URL to all contact lists
FAQs about new site (ex, what happens if I email user at old URL?)
2. Press Release/article (ShoreReport, website)
Reminder about new URL
Ongoing Promotion:
Content marketing (website, social media, ShoreReport as needed): articles with how-to’s on
new website
Analytics
Financial Considerations: n/a
Action Requested: n/a