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01-13-25 CC Reg Mtg MinutesCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JANUARY 13, 2025 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Labadie called the meeting to order at 7:00 P.M. 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. City Administrator Nevinski administered the Oath of Office to Mayor Labadie and Councilmember Gorham. He explained that Councilmember DiGruttolo was unable to attend tonight's meeting but had been officially sworn in as a member of the Council on January 6, 2025. A. Pledge of Allegiance B. Roll Call Present. Mayor Labadie; Councilmembers Maddy, Sanschagrin, and Gorham; City Attorney Shepherd; City Administrator Nevinski; City Clerk/HR Director Thone; Planning Director Darling; City Planner Griffiths; Director of Public Works Morreim; Park and Recreation Manager Czech; Finance Director Schmuck, and, City Engineer Budde Absent: Councilmember DiGruttolo C. Review Agenda Maddy moved, Sanschagrin seconded, approving the agenda as presented. Motion passed. 2. CONSENT AGENDA Mayor Labadie reviewed the items on the Consent Agenda. Sanschagrin moved, Maddy seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. City Council Regular Meeting Minutes of December 9, 2024 B. Approval of the Verified Claims List C. Personnel Policy and MOA Updates Regarding Holidays, Adopting RESOLUTION NO. 25-004, "A Resolution Approving Shorewood employee Personnel Policy/AFSCME MOA Updates." D. Shorewood Community Center Attendant Hire E. 2024 Manhole Rehabilitation Project — Acceptance and Final Payment, City Project 24-02, Adopting RESOLUTION NO. 25-005, "A Resolution to Accept CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES JANUARY 13, 2025 Page 2 of 13 Improvements and Authorize Final Payment for the 2024 Manhole Rehabilitation Project, City Project 24-02" F. 2025 Mileage Expense Rate G. Parks and Rec Sponsorship, Adopting RESOLUTION NO. 25-006, "A Resolution Accepting Sponsorship Contributions to the City of Shorewood 2025 Sponsorship Program" H. Surplus Items, Adopting RESOLUTION NO. 25-007, "A Resolution Declaring Inventory as Surplus and Authorizing the Sale of the Same or Disposal Of" I. Accept Resignation of Planning Director and Authorize Recruitment for Position J. Request for Additional Time to Correct a Code Violation and Schedule Hearing for property located at 452 Lafayette Avenue, Fritz Faus, on behalf of Faus Family Rental LP, Adopting RESOLUTION NO. 25-008, "A Resolution Approving a Request for Extension to Correct Code Violations and Scheduling a Hearing for Property Located at 452 Lafayette Avenue" K. Request for Additional Time to Correct a Code Violation for property located at 5590 Timber Lane, Ross Lumley, Adopting RESOLUTION NO. 25-009, "A Resolution Approving a Request for Extension to Correct Code Violations for Property Located at 5590 Timber Lane" L. Delegation Agreement for AIS Program M. Equitable Sharing Program Participation, Adopting RESOLUTION NO. 25- 010, "A Resolution Authorizing the City of Shorewood to Maintain and Administer Federal Equitable Sharing Program Funds on Behalf of the South Lake Minnetonka Police Department" N. 2023 Drainage and Utility Improvements Project — Acceptance and Final Payment, City Project 23-05, Adopting RESOLUTION NO. 25-011 "A Resolution for Final Acceptance for the 2024 Drainage and Utility Improvements, City Project 23-05" O. League of Minnesota — Grant Navigator, Adopting RESOLUTION NO.25-012, "A Resolution Authorizing Application for Grant Navigation Support for the City" Motion passed. 3. MATTERS FROM THE FLOOR 4. REPORTS AND PRESENTATIONS A. Hennepin County Commissioner Heather Edelson CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES JANUARY 13, 2025 Page 3 of 13 Hennepin County Commissioner Edelson introduced herself and explained that she had previously served in the House of Representatives prior to becoming a County Commissioner. She gave an overview of statistics and demographics of District 6 and reviewed the 2025 County Budget. She explained the commitment the County had to providing quality services to residents and shared examples from their work and programs in Human Services, Public Safety, Housing, Health, Education, Resident Services, Public Works and Transportation. She briefly reviewed some of the grants that were available through the County and encouraged the City to apply. Councilmember Sanschagrin asked what types of things the City could do to coordinate with the County related to things such as Human Services, mental health, and access to services. County Commissioner Edelson stated that she was just named the Chair of the Human Services Committee, but did not want to answer Councilmember Sanschagrin's question without giving it some real thought and would like to circle back with an answer. She encouraged the Council to share any ideas they may have about this topic with her. Councilmember Gorham stated that one of the things the City was facing was the State's passage of more widespread marijuana access, including local dispensaries. He asked what the Council's response can be as neighborhoods start reacting to the dispensaries being located nearby. County Commissioner Edelson explained that she was very much in favor of medical cannabis but acknowledged the questions surrounding the dispensaries were challenging. She noted that there have been other states that have done this, so Minnesota will be able to take a look at what those cities have done so they do not have to essentially re -invent the wheel. She noted that she felt it will be important to educate the youth about what to stay away from. . Councilmember Gorham explained that the City had struggled with the location because one of its possible locations was right by the High School. He asked if Commissioner Edelson saw any `big' decisions made by the County Commissioners in 2025 that would affect taxes in 2025 or 2026. County Commissioner Edelson stated that she didn't know and was watching the situation She explained that she when she first came to the Board there was a lot of conflict around HCMC and dissolving the hospital systems board and having it come to the County which she opposed. She stated that she was still getting to know the other members but noted that, personally, she was very moderate in her stance. She noted that Human Services was her background, but Public Safety was also something that she has worked on for years along with finance policy. She explained that she was surprised to learn that her fellow Commissioners can bring amendments to the meeting on the same day, so they have to be prepared and able to think on their feet. Councilmember Maddy asked if the County tracked where the dollars line up and gave the example of the budget information indicating that more than one point seven million dollars was being spent on human services, operations, disparity reduction, and health, but explained he was not quite sure where those dollars were actually going. He asked if the County tracked which municipality received that funding and whether there was a better `window' to know where those funds were actually going. County Commissioner Edelson stated that they do have a breakdown of that information and noted that what she had shown in her presentation was just a larger view of the pie. She assured CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES JANUARY 13, 2025 Page 4 of 13 the Council that they do have a delineation for each budget item which was available on their website if they type in `2025 Hennepin County Budget'. Councilmember Maddy stated that for Shorewood, the Hennepin County tax bill was much larger than the municipal tax bill so he would like to know where that money was actually going. County Commissioner Edelson stated that if they were not able to find the information on-line, she could send it as an attachment and agreed that it would be helpful information for them to be able to see both the direct and indirect benefits the City was getting. Mayor Labadie asked if County Commissioner Edelson had any questions for the Council. County Commissioner Edelson noted that she had essentially started inviting herself to some of the City's gatherings and encouraged them to let her know when there were events that she could attend. Mayor Labadie noted that the City's Arctic Fever event was on January 17, 2025, from 5:30 to 7:30 p.m. at the Shorewood Community and Event Center and encouraged County Commissioner Edelson to come and noted that she would make sure she got added to the invitation list for other upcoming City events. 5. PARKS A. Report by Commissioner Hirner on November 26, 2024, and December 10, 2024, Park Commission Meetings Park Commissioner Hirner gave a brief presentation on the discussion and recommendations that came out of the November 26 and December 19, 2024 Park Commission meetings. B. Field Use Policy Park and Recreation Manager Czech stated that the Park Commission had spent the last few months discussing a possible Field Use Policy in order to have a bit more structure in the use of the City's fields. He explained that the proposed policy was not really anything new and was essentially taking bits and pieces of other documents that already existed as well as some things from the past verbal agreements that were in place with various associations. He gave a brief overview of what was included within the Field Use Policy. He noted that the one new thing that was introduced in this proposed policy was the section on reservation priority levels. He explained that he felt this was something that was necessary now that there were so many private groups popping up that want to use the fields. He stated that the Park Commission had recommended approval of the policy, as presented. Councilmember Gorham asked if the intent was for the policy to be updated on a yearly basis. Park and Recreation Manager Czech stated that would be the intent, for the most part, especially for things such as the season dates, He stated that because it is a newer policy, he would also expect that it would be reviewed each year by the Park Commission for other amendments that may arise. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES JANUARY 13, 2025 Page 5 of 13 Councilmember Gorham stated that he felt there was a lot of good stuff in the policy. He stated that in trying to understand it from an outsider's perspective, he felt that there was some language in the season dates section that was not really about season dates and were more about use and the reservation process. He stated that he felt this information really belonged in sections E. and F. of the policy. He noted that he also felt that there was some text at the bottom of section D. that was really not part of the field priority and was more about use expectations. He stated that he felt all the pertinent information had been included in the policy but recommended that the next time they update it to ensure that all the parts and text is located where they should be. Park and Recreation Manager Czech noted that the asterisk section related to meetings under Season Dates was actually intended to be 'per season' so that could just have some clarification surrounding that qualifier. Councilmember Sanschagrin stated that he had seen in the meeting minutes that there was a debate about whether paint would be allowed and asked if that was still up in the air. Park and Recreation Manager Czech stated that they have language in the policy that if they were going to lining the fields, that was something that needed to be discussed with the City prior to them doing it. He stated the intent would be for the City to know what products they were utilizing and its use would have to be approved by the city, prior to its use. He stated that this type of thing was more clearly defined within the specific association agreements. Park Commissioner Hirner explained that the purpose of that whole conversation was the spray chalk because with rain it would get washed away. He noted that the spray chalk was usually considered more environmentally friendly because it would just go down into the ground, but paint did not and the intent was to encourage more associations and users to use spray chalk on the fields rather than paint. Councilmember Sanschagrin asked if it would make more sense to simply prohibit the use of paint on the fields. Park Commissioner Hirner noted that he felt that there were some areas where the use of paint could not be avoided. Councilmember Sanschagrin referenced number ten and asked if it may make sense to add some preface that says that the City discouraged the use of paint so it is clear that the City restricts its use. Mayor Labadie asked if Park and Recreation Manager Czech met with all the organizations on an annual basis. Park and Recreation Manager Czech stated that it varied but noted that if there was new leadership in place he liked to have an actual face-to-face meeting. Mayor Labadie asked if Park and Recreation Manager Czech felt any of the current leadership or organizations were giving him any trouble. Park and Recreation Manager Czech noted that, for the most part, everyone has been super agreeable. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES JANUARY 13, 2025 Page 6 of 13 Mayor Labadie shared some of the issues that have come up in the past, for example, with people parking on the City's grass or sprinkler systems when there were larger tournaments. Park and Recreation Manager Czech noted that the City required a pre -tournament meeting which also involved Public Works staff as well as Police and Fire, to ensure that everyone is on the same page. Mayor Labadie stated that one major issue that she believed had occurred every year around tournaments has been people attending the games and the tournaments receiving parking tickets because they were parking illegally where they should not be parking. She stated that every year there ends up being an outcry from the public and asked if Park and Recreation Manager Czech also met with the chief of police to discuss the events and their parking situation prior to the large events. Park and Recreation Manager Czech stated that he was not sure if the chief had been in on the meeting last year, but Public Works Director Morreim and his team do come up with a parking map that are given to the associations for the events that outlines where they can and cannot park. City Administrator Nevinski stated that the City involves both Public Works and Public Safety in the pre -planning events, because they have had issues like those described by Mayor Labadie. He noted that he did not believe that they had issued any citations last year and have been able to nip that issue through better communications and some expansion of parking options. Councilmember Maddy stated that he thinks the problems came about because they accidentally had two tournaments scheduled at the same time and asked if there were processes in place to avoid that kind of thing from happening again. Park and Recreation Manager Czech stated that had also happened last year, but it had gone more smoothly. He stated that they have discussed with the associations the desire to stagger the tournaments but noted that there would still be a high volume out there because even if there were no tournaments there would still be regular practices and games. He explained that he felt that the City has been able to open up the communication lines between the two associations and the City in order to alleviate that issue. City Administrator Nevinski stated that he wanted to give kudos to the associations for hearing the City's concerns and adapting their plans. Park and Recreation Manager Czech stated that he agreed and stated that the associations have been great partners with the City. Maddy moved, Sanschagrin seconded, Adopting RESOLUTION NO. 25-013, "A Resolution Approving the Parks and Recreation Field Use Policy." Motion passed. 6. PLANNING A. City Code Amendments — Sacred Communities and Micro Unit Dwellings Applicant: City Initiated Request CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES JANUARY 13, 2025 Page 7 of 13 Planning Director Darling stated that the proposed Cide amendments were being done with the intent of being compatible with the recently adopted State statutes regarding micro unit dwellings and gave a brief overview. She noted that staff and the Planning Commission recommend approval. Councilmember Sanschagrin asked if there was anything the City should do to proactively coordinate with this type of community to ensure that they were successful beyond the regulations. Planning Director Darling stated that generally, when churches want to make changes to their site, they contact the City early in the process. She stated that churches usually have professional staff that understand that there would be regulations involved that they would have to follow. She explained that she would assume that they would be holding meetings upfront with them to help make sure that these would be successful. She stated that the City had not been contacted by any churches, but she felt it was better to have this prepared ahead of time. Councilmember Sanschagrin asked if Planning Director Darling was aware of any sites that may be a good candidate for this type of use. Planning Director Darling noted that the City had four churches and this could be proposed on any but noted that one church had a significant amount of wetland on their property but may still have areas where this use would work. Sanschagrin moved, Gorham seconded, Approving ORDINANCE 612, "An Ordinance Approving an Amendment to Shorewood City Code Chapter 1201 Relative to Sacred Communities and Micro -Unit Dwellings." Motion passed. Sanschagrin moved, Gorham seconded, Approving RESOLUTION NO. 25-014, "A Resolution Approving the Summary Publication of Ordinance 612 regarding Sacred Communities and Micro -Unit Dwellings." B. City Code Amendments — Administration, Amendments, Conditional Use Permits and Interim Use Permits Applicant: City Initiated Request Planning Director Darling gave an overview of the recommended amendments to the zoning regulations in order to add performance standards to the Conditional Use Permit and sections of the City's procedures. She noted that staff and the Planning Commission recommend approval. Gorham moved, Maddy seconded, Adopting ORDINANCE 613, "An Ordinance Approving an Amendment to Shorewood City Code Chapter 1201 Relative to Administration, Amendments, Conditional Use Permits, and Interim Use Permits. Motion passed. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES JANUARY 13, 2025 Page 8 of 13 Gorham moved, Maddy seconded, Approving RESOLUTION NO. 25-015, "A Resolution Approving the Publication of Ordinance 613 regarding Administration, Amendments, Conditional Use Permits, and Interim Use Permits." Motion passed. 7. ENGINEERING/PUBLIC WORKS A. Purchase of Single Axle Hook Truck, Medium -Duty Truck, and Associated Equipment Public Works Director Morreim outlined the request for purchase of a single axle hook truck, a medium -duty truck as well as associated equipment as part of the City's 2025 CIP. He explained that staff continually assesses the CUP and equipment for their maintenance and operational needs and reviewed the list of changes that they were currently recommending to the CIP that were based on that evaluation. He briefly reviewed the cost breakdown for the recommended purchases and outlined the proposed funding details. Councilmember Maddy stated that he liked pavement pre-treatment so he was excited for this purchase and asked if the hook truck would require a CDL to drive it. Public Works Director Morreim confirmed that it would require a CDL license and noted that all but two of the Public Works Department staff members were licensed commercially, and those two individuals were himself and the street inspector. Councilmember Maddy asked if they would be using the same tank for salt brine and flooding ice rinks. Public Works Director Morreim stated that they would use the same tank and acknowledged that they will need to work out some of the logistics including a possible future investment for a holding tank so they would be able to temporarily offload the brine, when needed. Councilmember Sanschagrin stated that he appreciated the focus on equipment that can be used for multiple purposes and also liked that Public Works Director Morreim had included a cost - benefit analysis in his report. He asked if there were things that the City should be addressing, such as basketball hoops located in the rights -of -way that would help things run more smoothly and improve their operations. Public Works Director Morreim stated that they had sent letters to all the homeowners who had things like basketball hoops in the rights -of -way which resulted in most of them being removed. He noted that while it is a bit of a burden, they can generally maneuver around them safely. He noted that for the remaining hoops, he will need to follow up on the letters and may eventually just start going around and collecting them. Mayor Labadie asked about the turnaround time on the arrival of these trucks and the attachments and noted the length of time it has taken from the time the Excelsior Fire District truck was ordered to its arrival. Public Works Director Morreim stated that it varied a bit and noted that they were hoping to get the plow within the next few weeks, the medium -duty truck within about a month, the other trucks CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES JANUARY 13, 2025 Page 9 of 13 he expected to be four to six months, and the other equipment would most likely arrive in the late fall. Sanschagrin moved, Gorham seconded, Approving the Quotes and Purchases of a single - axle truck, medium -duty truck, and associated equipment as outlined. Motion passed. 8. GENERAL/NEW BUSINESS A. Utility and Recycle Rates Ordinance B. Zoning and Land Use Fee Ordinance C. 2025 Master Fee Schedule Finance Director Schmuck gave an overview of the proposed utility and recycling rates, the zoning and land use fee ordinances, and the proposed 2025 Master Fee Schedule. She noted that the Planning Commission had held public hearings regarding the two ordinances and voted to recommend approval. Councilmember Sanschagrin asked if the City had conducted any market studies for the Shorewood Community and Event Center. Park and Recreation Manager Czech explained that they had planned to have a more significant conversation during the Council retreat. He stated that he had been trying to analyze their rates, user groups, and try to see where they land with comparable cities. He stated that the proposed changes will help address some of the disparities that were in place for some of the rentals. Councilmember Sanschagrin asked if the discounted rates were only for Shorewood residents.. Park and Recreation Manager Czech explained that the twenty-five percent non-profit discount would be for any non-profit that files proof of their non-profit status and noted that the discount was based on their residency. He explained that they would be considered `local' if they were a resident of Shorewood, Tonka Bay, Deephaven, Excelsior, or Greenwood. Councilmember Sanschagrin stated that he thought that Shorewood residents, even if they were not a non-profit, would also get a discount. Park and Recreation Manager Czech confirmed that Shorewood residents do have a discounted rate over non-residents. Councilmember Sanschagrin asked if it would make sense for the City to review all the fees that were in place, for example, the dog licensing. He asked if they may want to optimize the fees and align them with leading practices of other communities. Finance Director Schmuck explained that the various City departments reviewed the fees on an annual basis based on their existing expenses as well as what neighboring communities do, but cautioned that the City cannot base their fees on what neighboring communities were charging because it needed to be based on what the actual expenses were. She reiterated that staff analyzes every line item fee on an annual basis. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES JANUARY 13, 2025 Page 10 of 13 Councilmember Sanschagrin explained that he has had some conversations with residents about whether the City actually needed to license dogs and asked if the City reminded people about renewal of their licenses every year. Finance Director Schmuck noted that she believed information was into the newsletter and that staff also followed up on dog licenses that have not been renewed. Mayor Labadie thanked Finance Director Schmuck for putting together such a well -prepared report. Maddy moved, Sanschagrin seconded, Adopting ORDINANCE 614, "An Ordinance Approving Amendments to Shorewood City Code Chapter 1301.02 (Utility and Recycling Charges." Motion passed. Sanschagrin moved, Maddy seconded, Adopting ORDINANCE 615, "An Ordinance Approving Amendments to City Code section 1301.03 (Land Use Fees)." Motion passed. Gorham moved, Sanschagrin seconded, Adopting RESOLUTION 25-001, "A Resolution Approving the Summary Publication for Ordinance 615 Amendments to Shorewood City Code, Chapter 1301.03 (Land Use Fees)". Motion passed. Maddy moved, Gorham seconded, Adopting RESOLUTION 25-002, "A Resolution Approving the 2025 Master Fee Schedule." Motion passed. D. 2025 Annual Appointments and Designations City Administrator Nevinski gave an overview of the annual decisions the Council makes related to appointments and designations. Mayor Labadie stated that because Councilmember Diruttolo was not able to attend tonight's meeting she had requested that City Administrator Nevinski get input from her about potential conflicts. City Administrator Nevinski explained that he had not reached out to Councilmember DiGruttolo because of her schedule, but noted that she had been serving on the Park Commission which meets on Tuesday nights. He suggested that the Council move forward with making appointments and they could deal with potential conflict situations on an as -needed basis. The Council discussed various appointments and designations and came to consensus on the following: CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES JANUARY 13, 2025 Page 11 of 13 Park Commission Liaison, January — June: Councilmember Gorham Park Commission Liaison, July — December: Councilmember Sanschagrin Planning Commission Liaison, January — June: Councilmember DiGruttolo Planning Commission Liaison, June — December: Councilmember Maddy Lake Minnetonka Communications Commission: Councilmember Sanschagrin Alternate Lake Minnetonka Communications Commission: Councilmember Gorham South Lake Minnetonka Police Department Coordinating Committee: Mayor Labadie Alternate South Lake Minnetonka Police Department Coordinating Committee: Councilmember Sanschagrin Excelsior Fire District Board Member: Councilmember Maddy Alternate Excelsior Fire District Board Member: Councilmember DlGruttolo Mound Fire Department Advisory Committee: Councilmember Maddy Alternate Mound Fire Department Advisory Committee: Councilmember Gorham Weed Inspector: Mayor Labadie Assistant Weed Inspector: Public Works Director Morreim Electronic Funds Transfer Authority: City Administrator Nevinski; Finance Director Schmuck; Senior Accountant Nguyen City Attorney: Jared Shepherd, Campbell Knutson, P.A. City Prosecutor: Alina Schwartz, Campbell Knutson, P.A. Official Depositories: Alerus Bank, 4M Fund, Oppenheimer and Co., Inc. and other depositories, as necessary Official Newspaper: Sun Sailor (and Laker Pioneer News, as applicable) Sanschagrin moved, Maddy seconded, Adopting RESOLUTION NO. 25-003, "A Resolution Designating 2025 Annual Appointments to Certain Offices and Positions within the City of Shorewood", as discussed. Motion passed. 9. STAFF AND COUNCIL REPORTS AND DISCUSSION A. Staff Park and Recreation Manager Czech reminded the Council that Arctic Fever would be on January 17, 2025, from 5:30 to 7:30 p.m. at the Shorewood Community and Event Center with a number of fun family -friendly activities planned but explained that due to the lack of snow, they would not be able to do their Saturday festivities as originally planned. He stated that warming houses were open for the season and has heard that there has been a lot of ice usage recently. Public Works Director Morreim noted that over the four weeks, there has not been a ton of weather they have had to deal with which allowed them to do a fair amount of buckthorn removal in conjunction with Sentence to Serve from Hennepin County. He stated in addition to the buckthorn removal they have also continued working on some of the right-of-way removals and managing the ice. Councilmember Sanschagrin asked how the City was doing with ash tree removals. Public Works Director Morreim stated that they have been doing some within the parks and noted that there are a number, especially in Freeman, that have been marked for removal. He explained that it was likely that they would be doing those removals over the next few months as time CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES JANUARY 13, 2025 Page 12 of 13 allowed. He stated that removals in the right-of-way have had a fair amount of ash trees and noted that they would also be doing some ash tree removals as part of the Eureka project. He explained that they would be removing a fair amount of them this year and had plans to ramp up their tree planting next year. Mayor Labadie asked if the City had gotten many entries for the name the snowplow contest. Park and Recreation Manager Czech explained that the name the snowplow entries would only be accepted at the Arctic Fever event this coming Friday, but noted that there were submissions for the coloring contest prior to the event. Mayor Labadie noted that judging for the contest would take place between January 20-31, 2025, online. She reminded residents that the winning submission would get their picture taken with the snowplow and would also receive a ride in it. Councilmember Gorham asked if coloring contest submissions would still be accepted at the event. Park and Recreation Manager Czech stated that they could be submitted anytime prior to the Arctic Fever event. City Engineer Budde stated that they have a final draft of the Pavement Management Plan and would present it to the Council sometime in February. He stated that staff was also continuing work on the final design of the mill and overlay project which would also come before the Council in February. Finance Director Schmuck stated that staff had been busy setting up 2025 financial statements within their integrated financial system. She stated that the preliminary audit for 2024 will be on January 16, 2025, and the fieldwork audit would be conducted the last week in March and the first week of April. She stated that in addition to those, they were also working on preparation of materials for the upcoming Council retreat. Planning Director Darling stated that typically during this year of year, the City does its annual deer survey, however, they were low on snow cover which was required in order to have a successful survey. She noted that they were not able to complete the survey last year because of the lack of snow and explained that it may happen again this year, depending on the weather. City Administrator Nevinski stated that the City had a demo earlier today on some potential agenda software which would change what the Council packets look like and how things are delivered because it puts everything in an electronic process. He explained that staff was excited about what they saw and the potential efficiencies that could be gained through this software. He noted that the City had budgeted for these potential expenses in 2025 and hoped that they will have something to roll out by mid -year. He stated that a draft of the Highway 7 RFP had been shared to the other communities. B. Mayor and City Council Councilmember Gorham asked if this was the last meeting before Planning Director Darling would retire. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES JANUARY 13, 2025 Page 13 of 13 Mayor Labadie stated that there would be one more meeting before she retired. Councilmember Gorham explained that he would then wait to the next meeting to tell everyone how amazing she was and how much he had appreciated her patience and the knowledge that she had shared over the years. Councilmember Maddy stated that the Excelsior Fire District was still awaiting their pumper truck and noted that the Relief Association had a good year for their investments and were over one - hundred thirty percent funded. Mayor Labadie stated that she had attended the SLMPD quarterly meeting and explained that one officer had resigned to move to another State, which would be a huge loss to the Department because he was a really great officer. She noted that they were currently advertising for a replacement officer and had begun the interview process. She stated that earlier today she had attended the Regional Council of Mayors meeting and gave a brief overview of their discussion topics. 10. ADJOURN Maddy moved, Sanschagrin seconded, Adjourning the City Council Regular Meeting of January 13, 2025, at 8:54 P.M. Motion passed. ATTEST: Z� -1 iL Je er L,4badie, Mayor Saftdie Thone, City Clerk