03-10-25 CC Reg Mtg Agenda Packet
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS
MONDAY, MARCH 10, 2025 7:00 P.M.
For those wishing to listen live to the meeting, please go to shorewoodMN.gov/CityCouncil 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___
Maddy___
Sanschagrin___
Gorham___
DiGruttolo___
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 Retreat Minutes of February 18, 2025Minutes
B.City Council Work Session Minutes of February 24, 2025Minutes
C.City Council Regular Meeting Minutes of February 24, 2025Minutes
D.Verified Claims ListClaims List
E.Service Agreement with Barr EngineeringCity Planner Memo
F.Agenda Management SoftwareCity Clerk/HR Director Memo
3. MATTERS FROM THE FLOOR This is an opportunity for members of the public to bring an
item, that is not on tonight's agenda, but related to the governance of the City of Shorewood, to the
attention of the City Council. In providing this limited public forum, the City of Shorewood expects
respectful participation. We encourage all speakers to be courteous in their language and behavior,
and to confine their remarks to those facts that are relevant to the question or matter under
discussion. Please remember that this is a public business meeting, available for viewing on television
and the internet by members of the public, including children. Consistent with FCC rules, obscenity,
and profane or indecent language will not be tolerated by the presiding officer. Anyone wishing to
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.Excelsior Lions Club: Josh Radziej City Administrator Memo
5. PARKS
6. PLANNING
7. ENGINEERING/PUBLIC WORKS
A.2025 Mill & Overlay Final Plans and Specifications, City City Engineer Memo
Project 24-10 Resolution 25-027
8. GENERAL/NEW BUSINESS
9. STAFF AND COUNCIL REPORTS AND DISCUSSION
A.Staff
B.Mayor and City Council
10. ADJOURN
2B
2C
A.
B.
C.
D.
E.
F.
G.
H.
A.
A.
A.
B.
City Council Meeting Item
Item
Title/Subject: Verified Claims
2D
Meeting Date: March 10, 2025
Prepared by: Michelle Nguyen, Senior Accountant
Reviewed by: Jeanne Schmuck, Finance Director
Attachments: Claims Lists
Background:
Council is asked to verify payment of the attached claims. The claims include compensation,
operational or contractual expenditures anticipated in the current budget, or otherwise
approved by the Council. Funds will be distributed following approval of the claims list.
Claims for Council authorization:
Payroll-02-24-2025-ACH $60,170.43
Payroll-02-24-2025-AP $78,129.18
Council-03-10-2025 $145,754.94
Total Claims:Checks & ACH $284,054.55
Financial or Budget Considerations
The expenditures have been reviewed and determined to be reasonable, necessary, and
consistent with the City's budget.
Action Requested
Motion to approve the claims list as presented.
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Item
2E
Title/Subject: Service Agreementwith Barr Engineering
Meeting Date:March 10, 2025
Prepared by: Jake Griffiths, City Planner
Reviewed by: Marc Nevinski, City Administrator
Attachments: Service Agreement
Background
The City has received an application for preliminary plat and development phase planned unit
development (PUD) review for the property at 24560 Smithtown Rd. This site has concept plan
approval for a detached townhouse development.
As was the case with previous reviewsfor this developer, the City Engineer has a conflict of
interest reviewing any submittal from this applicant. In response, City staff proposes to
authorize the attached service agreement with Barr Engineering to conduct professional
engineering review of this project. Barr Engineering has reviewed previous applications at this
site and is familiar with the project. The attached estimate to provide these services avoids any
conflict of interest from the development review process.
Financial Considerations
The proposal includes hourly rates for the consulting professionals plus costs for additional
reimbursable expenses. With the type of applications beingsubmitted, the developer bears the
responsibility to pay the cost of engineering and legal services.
Action Requested
The City Council is requested to approve the attached service agreement with Barr Engineering.
Action requires a simple majority vote.
Re:Agreement for Development Review Assistance
STANDARD TERMSPROFESSIONAL SERVICES
Page 1of 2Rev:10/6/2024
STANDARD TERMSPROFESSIONAL SERVICES
End of Standard Terms
Page 2of 2Rev:10/6/2024
Item
2F
Title/Subject: Agenda Management Software
Meeting Date:March 10, 2025
Prepared by: Sandie Thone, City Clerk/Human Resources Director
Reviewed by: Marc Nevinski, City Administrator
Attachments: CivicPlus AMM Select: Pro Premium Quote
Background
City staff are continually seeking methods to increase efficiency, reduce waste, streamline
operations, and enhance residents' access to local government services. One approach
identified is the utilization of technology.In 2023 the city council approved NEOGOV Insight as
a recruitment tool and the result has been asignificant increase in efficiency and amarked
uptick in well-qualified candidates for city staff vacancies. In 2024 the city council approved a
new website that has allowed us to streamline many of our manual processes, save money on
paying for extra add-on applications that the new website inherently offers, and communicate
effectively and transparently with the public. Using innovative and integrative technology
solutions, we can save money and time while increasing access and trust among residents and
the public.
Agenda management software was added to the preliminary 2025 budget and garnered
unanimous support among the city council. The software is the most effective way to
streamline the entire agenda management process. It is capable of creating agenda items to
managing live meetings. In addition, the software allows for a more user-friendly way to store
and find public documents. The City of Shorewood currently has approximately twenty-fourcity
council meetings, 12 planning commission meetings, and 12 park commission meetingsper
year which creates a significant number of agendas, agenda packet items, meeting minutes,
and transparency documents to manage. In 2024, staff performed a cost-analysis of the time
and cost for city employees to create and manage one city council agenda packet process. The
results are as follows:
Packet Process Time (Hours) Actual Costs Potential Potential
Step Savings in Time Savings in Costs
with Agenda with Agenda
Software Software
Packet Prep 12 hours $528 8 hours $352
Printing/Publish 4 hours $176 3.5 hours $154
Packet Delivery 1 hour $44 1 hour $44
Printing Costs $128 $118
(15 copies)
Delivery Costs $10 $10
Total 17 hours $886 12.5 hours $678
The above represents anticipated savings of approximately 12.5 hours of staff time and
approximately $678 per packet of savings by automating this process with Agenda Software.
The staff time delineated above does not include the time staff members work on their agenda
items
one city council meeting agenda packet.
Staff performed research on top agenda management software programs for local
governments in both 2023 and 2024. We have been provided demos and received quotes from
the top two companies most often used in local city government.
CivicPlus Agenda and Meeting Management (AMM) Select Pro
Initial Term (Year 1 plus Implementation) $7,875.00
Annual Recurring Services (Year 2) $5,300.00
Granicus Peak Agenda Management Software
Initial Term (Year 1 plus one-time fees) $9,591.26
Future Year Pricing $4,798.57
recommendation is to enter into a contract with CivicPlus for Agenda Meeting
Management Software. The following represents justification for the recommendation.
CivicPlus has been in business for over 25 years with an excellent reputation and high
standards serving over 10,000 customers. They were a GovTech Top 100 Company in
2024 and have been an Inc. 5000 11-time honoree. They have been recommended
highly by local government entities in MN.
Shorewood has first-hand experience with CivicPlus as it hosts both our current website
and recreation management software (see Chart below of innovative and integrated
technology solutions offered. We have had excellent experience with both in the way of
implementation, training, and continual support and can attest to the superiority of the
products.
CivicPlus provided the city with a more competitive price than the competitor Granicus
previous quote in 2023, proving their eagerness to collaborate with us on this initiative.
CivicPlus Select AMM software will streamline the entire agenda meeting process for
not only city council meetings but commission meetings as well. If needed in the future
it also has the capability of adding on a module to manage live meetings. It has
customized workflows, version tracking, and built-in communication tools.
The cloud-based software has unlimited storage, is user friendly and easily interfaces
with Laserfiche, One Drive, Zoom, etc.
It allows the city to manage packets of any size, which has traditionally been an issue
with sending packets via email.
It allows for an automated process that compiles all items into a book-marked PDF
quickly and easily, which is a process that manually is laborious and takes several hours
to complete. Last-minute changes are incorporated with minimal effort and
automatically updates renumbering on the entire agenda packet. Manually this can
present a daunting task.
Administrators can choose what is published to the public, or internal users, which is
helpful with non-public data or closed meetings.
The software allows staff to create agenda items and staff reports in little time with
configurable field types, an embedded text editor and the automated PDF builder.
Tasks are assigned automatically and item statuses (approved, in-progress, tabled, etc.)
notify others when comments are left, or changes are made.
The approval process is automated giving full transparency to collaborators as it passes
through the approval process and tracks revisions.
Custom tags can be used for improving searchability and reporting.
packets of any size to the Board Portal. It is optimized for all devices, including desktops,
laptops, and tablets and no separate application is required.
A personal and secure meeting repository is provided to city officials to review and take
notes on all meeting content, including agendas, supporting documents, minutes, etc.
AMM Select automatically indexes and publishes meeting content with Board Portal
functionality, so it is easy for city officials to find information quickly. It comes with a
full-text search tool to locate content by a key word, date range, and more. It also
includes an intuitive display of an item summary (which shows the motions, votes, or
comments on a particular item) so there is no need to scroll through the entire
document manually.
It includes a Public Resident Portal on the website which provides public access to all
meeting content on a single page. The public can easily download PDFs of all documents
and have full-text search and filtering options. This portal offers email notifications
within the software which is now an added manual step. The Portal is also mobile
responsive. The public can easily jump to past, current, upcoming events with an
embedded calendar and continuous scrolls. Access to fully searchable meeting content
meets transparency requirements and keeps residents engaged and informed.
It includes an automated minutes module with a single click set-up from agenda to
minutes. This can be explored more in the future as an alternative to the current minute
taking process but could be useful in work sessions and shorter meetings.
There is an optional Live Meeting Manager module that enhances live meetings by
integrating the board portal with audience display pages, electronic voting, and allows
for easy display of speaker details, board requests, and chairperson controls for
managing the meeting.
There is an optional CivcPlus Media module that allows cities to live stream meetings
with on-demand video. It allows the city to stream up to three concurrent live
proceedings and seamlessly integrate all video content directly into the meeting agenda.
There is also an optional Boards & Committees Module that could be added in the
future to track vacancies, applications, and appointments.
Project Timeline
It is expected the full implementation and integration of the Agenda Management software to
take approximately 6 months from start to finish and look like the following (except for the Live
meeting manager/Media streaming that we are not opting into currently):
Staff did include some budget dollars in the 2025 IT budget to purchase electronic devices for
the city council. We plan to explore options and bring back a recommendation at a later date.
At that time, we can discuss further the process and the budget for the commissions as well.
Financial or Budget Impact
The cost of agenda management software was included in the 2025 budget as approved by the
City Council in December of 2024.
Action Requested
Motion to approve the purchase of Agenda Meeting Management Software (AMM) and enter
into an agreement with CivicPlus for $7,875.00 for year one which includes implementation and
training and the option to have annual recurring services at a rate of $5,300 (subject to uplift).
Second and simple majority vote required.
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Item
4A
Title/Subject:
Meeting Date:March 10, 2025
Prepared by: Marc Nevinski, City Administrator
Attachments: None
Josh Radziej from the Excelsior
Item
7A
Title/Subject: 2025 Mill & Overlay& Eureka Road-FinalPlans & Specifications
City Project 24-10, 23-01
Meeting Date:Monday, March 10, 2025
Prepared by: Andrew Budde, City Engineer
Reviewed by: Matt Morreim, Director of Public Works
Attachments: Overview Maps, Plans& Specifications,and Resolution
Background:
The City of Shorewood authorized the preparation of plans & specification of the 2025Mill &
Overlay on December 9, 2024. The project is identified in the CIP for maintaining and extending
the longevity of the existing roadway infrastructure throughout the city. The mill & overlay
project includes streets that have poor pavement ratings and implement recommendations
from the pavement management plan.
The following roadways areincluded in the 2025 mill & overlay project:
Orchard CircleShorewood Oaks Drive
Portion of Wild Rose LaneOak Leaf Trail
Sylvan LaneMaple Leaf Circle
Smithtown CircleBurlwood Court
Eureka Road-north of SmithtownBoulder Bridge Drive
Portion of Country Club RdBoulder Bridge Lane
Portion of Yellowstone Trail
Staff have reviewed themill and overlayareas and incorporatedthe typical items such as adjust
watermain valves, sanitary sewer, and storm sewer castings,replacement of curb, and
replacement of drainage structuresthat need repair. Some additional items included in the
project are:
1.Relocation of the driveway at 25620 Smithtown Road to follow city code 1201.03; Sudb
5; d.8.e requiring driveways to be 40 feet from an intersection. The driveway would be
relocated to Eureka Road, which will improve safety at this intersection. Staffwill
secure a right of entry agreementprior to this work occurring.
2.Addition ofcurb/pedestrian ramps in the northeast quadrant of Eureka
Road/Smithtown Roadintersection. Three Rivers Park District has agreed to contribute
$5000 towards the cost of the pedestrian ramp constructionand an agreement will be
provided for approval in the future.
3.Drainage improvements near Nelsine Drive by the addition of concrete curb & gutter
and added catchbasins.
Eureka Road, Country Club Trail, and Yellowstone Trail are Municipal State Aid (MSA) Streets
and the city plans to utilize MSA funds. These streets are included in a separate plan set that
will require approval to MnDOT State Aid prior to bid opening. The plans are currently at
MnDOT State Aid for review and approval. Staff are also in the process of securing permits
from Hennepin County Regional Rail Authority, Three Rivers Park District, Minnehaha Creek
Watershed, and the National Pollution Discharge Elimination System (NPDES) permit.
If plans are approved tonight, bids are planned to be opened in early April, and the award of
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the contract is planned for the April 28 council meeting.
Plans can be viewed here:
https://shorewoodmn.gov/DocumentCenter/View/1157/Shorewood-2025-Mill-Overlay-Draft-
Plans-PDF
Financial or Budget Considerations:
Costs for this work have been budgeted for in the Capital Improvement Plan and would utilize a
combination of Street Reconstruction Fund, Water Fund, Stormwater Management Fund, and
Municipal State Aid (MSA) Construction Funds. The city has budgeted the following for the
project:
Fund: CIP Budget Item: Code: Amount:
404-Street 2025 M&O and Striping LR-99-100 $735,000.00
404-Street Eureka Rd-north ST-23-03 $63,000.00
404-Street Pavement Maintenance LR-99-099 $160,000.00 (of $310,000)
601-Water 2025 M&O and Striping LR-99-100 $52,500.00
631-Storm Catch Basin Reconstruction STM-99-01 $53,000.00
Subtotal: $1,063,500.00
405-MSA Eureka Rd-north ST-23-03 $567,000.00
Subtotal: $567,000.00
Overall Budget Total: $1,630,500.00
Based on the final design the estimated total project cost is $1,593,000, or $37,500 under the
overall budget. However, the project plans to utilize local funds and MSA Construction Funds
and needs to look at their budgets independently. The locally funded portion is estimated to be
$942,000, or $121,500 under budget. The MSA Construction Fund, which includes Eureka
Road, portions of Yellowstone Road, and Country Club Road, is anticipated to be $650,000, or
$85,000 over budget. The city can plan to fund the potential overage of the MSA portion of the
project with the MSA Construction Funds as it has a balance of nearly $2 million, or it could plan
to utilize local funds. The decision does not need to be made at this time and can be evaluated
once bids are received for the project.
Action Requested:
Motion to adopt the attached resolution approving the final plans and authorize bidding for the
2025 Mill & Overlay, City Project 24-10, and Eureka Road project, City Project 23-01.
Simple majority vote required.
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 25-027
A RESOLUTIONAPPROVING FINAL PLANS & SPECIFICATIONS & AUTHORIZING BIDDING
FOR THE 2025 MILL & OVERLAY AND EUREKA ROAD PROJECT
CITY PROJECT 24-10, 23-01
WHEREAS, the current Capital Improvement Plan (CIP) identifies a mill & overlay project for
2025 on various streets throughout the city and includes improvements to Eureka Road, City
Projects 24-10, 23-01; and
WHEREAS, the city has had several discussion on the improvements related to Eureka Road and
has determined to compete a mill & overlay with limited addition of curb & gutter; and
WHEREAS, the mill & overlay in all areas will help to maintain and extend the longevity of the
roadway infrastructure; and
WHEREAS, staff have prepared the final plans and specifications as directed by council and are
ready to bid the project; and
WHEREAS, the project will be funded through the combination of Street Reconstruction Fund,
Water Fund, Stormwater Management Fund, and Municipal State Aid Construction Fund.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD,
MINNESOTA AS FOLLOWS:
1.Hereby approves the Final Plans & Specifications and Authorizes Bidding for the 2025 Mill &
Overlay and Eureka Road project, City Projects 24-10 and 23-01.
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Adopted by the City Council of Shorewood, Minnesota this 10 day of March 2025.
__________________________
Jennifer Labadie, Mayor
Attest:
___________________________
Sandie Thone, City Clerk