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05-28-24 CC WS MinutesCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL WORK SESSION MEETING COUNCIL CHAMBERS TUESDAY, MAY 28, 2024 6:00 P.M. MINUTES 1. CONVENE CITY COUNCIL WORK SESSION MEETING Mayor Labadie called the meeting to order at 6:00 P.M. A. Roll Call Present. Mayor Labadie; Councilmembers Labadie, Callies, Maddy, Sanschagrin, and Zerby; City Attorney Shepherd; City Administrator Nevinski; Parks and Recreation Manager Czech; City Clerk/HR Director Thone; Planning Director Darling; Director of Public Works Morreim; and, City Engineer Budde Absent: None B. Review Agenda Sanschagrin moved, Maddy seconded, approving the agenda as presented. Motion passed 5/0. 2. ARPA and Public Safety Funds City Administrator Nevinski gave an overview of some ideas staff has come up with for using the ARPA and Public Safety Funds. He explained that staff wanted to get some direction from the Council on how they would like to use the ARPA funds that were still available. He noted that the City needs to spend the money by the end of 2025, but it needed to be allocated by the end of 2024. He noted that they would also like input on the Public Safety funds that were received and reminded the Council that they had discussed this at their retreat. He stated he did not think an absolute answer regarding the Public Safety funds was needed tonight. Public Works Director Morreim stated that a significant portion of the ARPA funds had gone towards water meter replacement and watermain repairs. He reviewed potential projects that have come to light including, filter media; chlorination; rebuild well and add a Variable Frequency Drive; and update the electrical panel for the remaining funds. City Engineer Budde explained that the benefit of doing these all at once is that often times each of these processes would require shutting the plant down. Public Works Director Morreim stated the timing of this would be to have the construction this coming winter when they are in low flow times. Councilmember Sanschagrin asked how long it would need to be down for. Public Works Director Morreim stated that it would depend on the timing and scheduling of each item, but would expect it to be about two months. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES MAY 28, 2024 Page 2 of 3 The Council discussed different scenarios, including weather and watermain breaks that may impact the work. Councilmember Callies asked for more information about filter media and if the staff report simply meant that they found junk in the pipes. Public Works Director Morreim stated that filter media is a bit like sand and it was found in the air piping where it was not supposed to be. He explained that this was what was triggering the urgency in getting this fixed. The Council discussed the various components in the wellhouse and potential lead times that may be needed for certain parts. There was consensus of the Council to support the suggestion by staff to proceed with use of the ARPA funds to repair and upgrade items at the southeast wellhouse. City Administrator Nevinski stated that there may be a portion of the costs that will need to come out of other City funds, but a large portion of it will be covered by the ARPA funds. Public Works Director Morreim stated that the sooner they can begin the planning and engineering work the better it will be. He stated that he would anticipate this work to begin in late January or early February of 2025. Mayor Labadie moved the discussion onto the Public Safety funds and noted that each city that received the funds could decide how they would use the funds. She stated that the four cities that are part of the SLMPD handled it different from each other and noted that the proposal presented by staff, to her, makes a lot of sense. She stated that she really likes the idea of spending money on security cameras for buildings and parks. She asked why the Public Works facility would cost fifty to sixty thousand dollars. Public Works Director Morreim stated that they do not have any access control on site for any of their doors nor do they have any cameras at the facility. Councilmember Sanschagrin asked if he had heard about other Public Works facilities being broken into. Public Works Director Morreim confirmed that he had and noted that at his last position, there were people that stole cars and catalytic converters. City Administrator Nevinski explained that the City operates with keys, for the most part, which can be a difficult thing to track if an employee leaves. He stated that they also cannot guarantee that the key was not copied and outlined some of the options of having some type of access controls in place. Public Works Director Morreim stated he was not around when this had happened, but explained that he has a whole set of keys for a significant portion of the City that do not get used because of staff turnover. He stated that they had to go around and change every key for every well, water tower, and park building. He shared examples of possible efficiencies he could see from having certain things timed, such as opening and closing things for various park buildings. CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES MAY 28, 2024 Page 3 of 3 Councilmember Sanschagrin asked if these changes would lower the City's insurance costs. City Administrator Nevinski stated that they can ask that question, but thought it may save the City some money. Mayor Labadie stated that she knows that the SLMPD and the EFD really want the City to give all of the funds to them. Public Works Director Morreim stated that the police would have access to the cameras and could connect remotely. He noted that they are looking at systems that would be able to automatically notify based on sensor detection which could also account for some efficiencies. Mayor Labadie asked if the City had put a hard cost on the damage that was done to the parks with the recent acts of vandalism. Public Works Director Morreim stated that the latest situation was between eight and nine thousand dollars and did not include his time and Chris Heitz's time because that cannot be included in an insurance claim. He stated that the year before they did not turn in an insurance claim and believes the cost was around three thousand dollars. He noted that there were a fair amount of man hours involved in both situations. Councilmember Sanschagrin explained that he had read an article that talked about the fact that people are targeting municipal water facilities so he would be in favor of investing in order to secure the City's wells. City Administrator Nevinski suggested that perhaps the City prioritize water infrastructure and well protection and after that, think about some other areas as the secondary priority. He stated that staff will think about this as they are starting to pull the budget together and then the Council can delve into some of those discussions at their future work session meetings. 3. ADJOURN Maddy moved, Sanschagrin seconded, Adjourning the City Council Work Session Meeting of May 28, 2024, at 6:39 P.M. Motion passed 5/0.