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051898 CC SP Min . . . t ~ .1" . CITY OF SHOREWOOD CITY COUNCIL EMERGENCY MEETING MONDAY, MAY 18, 1998 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL MEETING Mayor DaWberg called the meeting to order at 7:04 p.m. A. Roll Call Present: Mayor DaWberg; Councilmembers Stover, O'Neill, Garfunkel and Champa; Administrator Jim Hurm; Engineer Larry Brown; Finance Director AI Rolek; Police Chief Young; Sgt. Bryan Litsey. Review Agenda B. 2. COUNCIL UPDATE RELATIVE TO STORM DAMAGE Mayor DaWberg explained on Saturday and Sunday, three members of the Council viewed the city to assess the storm damage. He suggested the following areas be addressed: dump areas, Hennepin County aid, police patrol, electricity/NSP hook-ups, fresh water, roadside clean up, generators and pumping stations. Engineer Brown reported some difficulties in obtaining accurate information from NSP. He noted portions of Edgewood to be the toughest corridor. He also pointed out the islands were hit the hardest. Sgt. Bryan Litsey reported an officer has been stationed on the islands given concerns which were raised by residents relative to excessive traffic in the area. Brown reported the lift stations continue to be powered by generators at this time. Mayor DaWberg has been in contact with Commissioner Penny Steele relative to obtaining some assistance for the City. Brown reported Vern Genslinger, Director of Hennepin County Public Works, has offered to send a fleet of trucks to assist in clean up. Excelsior and Tonka Bay have offered generators as well as a loader and operator which Brown intends to take advantage of. Brown stated the Shorewood Tree Service has been very helpful in assisting in clean up, has provided excellent service to the City and has always been helpful to the City on past occasions. Councilmember Champa inquired where the trees will be unloaded. Brown explained the trees will be taken to Freeman Park which has been designated as a drop site. With the assistance of South Lake Police Department, this drop site is being limited to Shorewood home owners. Mayor DaWberg questioned whether commercial haulers could be charged for utilizing this dump site which would offset the price of disposing of this material. Chief Young expressed concern there is insufficient space to permit commercial haulers to utilize this drop site. Mayor DaWberg suggested turning this material into wood chips and firewood for sale. Brown noted this is a messy, shredded wood chip product and not the commercial type wood chips. He noted there would also be a cost involved. .' . . . CITY COUNCIL EMERGENCY MEETING MINUTES MAY 18, 1998 - PAGE 2 Councilmember Stover inquired whether a special burning permit would be obtained. Brown has considered this option it is being further investigated. He noted there would need to be a location identified for this type of fire. Mayor DaWberg felt commercial firewood companies should be contacted to determine their interest in obtaining this wood for resale. Brown expressed concern relative to people going into this drop site area and creating a larger mess as well as any liability which might be associated with this. Brown raised the following questions: Does the City of Shore wood have a responsibility to help remove trees on private property? Councilmember O'Neill noted most insurance companies will not cover removing trees from a particular property unless the tree is on the house. Councilmember Garfunkel did not feel the City has a responsibility to assist in removing the trees from individual properties and Mayor DaWberg noted his agreement, however the City will offer to assist the residents. Councilmember Champa stated the residents were told to bring the brush and trees out to the street for pick up. Councilmember Garfunkel did not feel comments should be made by an individual councilmember relative to an issue which has not been considered by the full Council. Councilmember O'Neill noted the residents had been told this by contractors as well. He explained he had informed the residents the Council would be meeting Monday night to discuss the situation. Brown stated the trees and brush which were put in the right-of-way will be picked up by the City, however, he felt there should be a limit placed on the length of time in which items can be placed in the right-of-way to be hauled away by the City. Councilmember Stover felt the power outage should also be taken into consideration since a number of residents leave their homes during a power outage. Does the City want to help private property owners in cleaning up their land? What time frame are we going to give people to clean up their land? Mayor DaWberg felt there should be a plan to encourage property owners to haul the brush to the drop site, however, the drop sites may need to be more localized. Councilmember Garfunkel inquired whether the City could undertake a joint effort with another community who is addressing the same situation. Brown noted this is currently being considered. Mayor DaWberg adjourned the meeting at 7:50 p.m. and reconvened at 7:57 p.m. Councilmember Stover left the meeting at this time. Evaluation of costs/options to be considered. Mayor DaWberg felt it to be the consensus of the Council to assist the residents, however, he commented there needs to be a plan and a budget established. Brown noted the Council has expressed concern in getting fresh water out to the residents on the islands. He inquired whether the City wants to contract this service with a private company. . \ # . . . CITY COUNCIL EMERGENCY MEETING MINUTES MAY 18, 1998 - PAGE 3 He also noted the fire hydrant could be opened for use by the residents as well. Brown stated staff will review costs and need and report back to Council. Councilmember O'Neill suggested establishing a time table in which the City will pick up brush and limbs from the road sides. Mayor Dahlberg felt there would be more incentive for home owners to haul brush if the drop sites are more localized. Councilmember Garfunkel felt the issue of fresh water on the island should be addressed first. Brown noted the island is probably two days away from re-establishing their electrical power. Sgt. Litsey suggested other communities have provided containers of fresh water on curb sides. Councilmember O'Neill suggested staff contact a water company and make arrangements for fresh water to be supplied to the islands. Councilmember Garfunkel did not feel home owners should be allowed to dump in the right-of- way. He felt it would be better to identify more localized sites to be used. Councilmember O'Neill noted his agreement. Brown felt Freeman Park to be an appropriate site since it would provide sufficient area to maneuver vehicles and trailers safely. Mayor Dahlberg felt with the massive amount of brush to be disposed of, it would create a health and safety issue to deposit this type of material in the right-of-way area. It was the consensus of the Council to allow no further dumping in the right-of-way. Everything must be taken to a drop site. Staff will attempt to identify a drop site for the island home owners. This information will be communicated via flyers as well as notices which will appear in The Laker and The Sun Sailor. Residents will be permitted to utilize the drop sites until May 26th. Councilmember Champa did not feel this would be a sufficient amount of time. Brown questioned whether commercial vendors will be permitted to utilize the drop site at Freeman Park. Councilmember O'Neill stated he would discourage allowing private haulers to utilize the drop sites. He also felt there must be someone on site to assure Shorewood residents are the only people utilizing the drop site. Councilmember Champa felt the City should go as far as possible in assisting the residents. Councilmember Garfunkel noted his disagreement and felt the Council is taking sufficient steps to assist the residents, however, budget constraints must be taken into consideration. Councilmember Champa did not feel the City is going far enough in assisting the residents. Councilmember Champa did not feel the Council could determine what is going to be done without knowing all of the particulars. Hurm pointed out it would be impossible to estimate the costs involved. Councilmember Champa felt a best estimate could be made. Councilmember Garfunkel felt the City's responsibility lies in safety and health issues rather than a convenience issue. Mayor Dahlberg expressed concern relative to the public health aspect in that the brush or downed trees could harbor standing water which would attract mosquitoes creating a health concern. Mayor Dahlberg suggested allowing commercial haulers to utilize the drop site as long as the hauler is able to produce an authorization letter from the home owner for whom he is hauling. . . . . , ".... .,'.. CITY COUNCIL EMERGENCY MEETING MINUTES MAY 18, 1998 - PAGE 4 Councilmember O'Neill believed this to be a natural disaster and felt the City should step in and assist the residents in cleaning up. Mayor Dahlberg felt the Council should perhaps undertake some emergency planning and consider establishing an Emergency Clean Up Fund. Councilmember Garfunkel noted the City will have to determine what type of emergencies would qualify for use of the funds at which point he believed the City would be acting as an insurance company. Hurm reviewed his understanding of Council direction to be: The City will ask the residents to be responsible for tree removal on their own property. There is to be no further placement of materials in the right-of-way. The materials which are currently in the right-of-way will be hauled away by the City. Residents may haul brush and limbs, less than 6 inches in diameter, to the drop site at Freeman Park through Tuesday, May 26,1998. Residents with special needs should call the City Hall through June 1, 1998. Commercial haulers will not be permitted to utilize the drop site at Freeman Park and will be responsible for their disposal. Mayor Dahlberg noted the island residents should be allotted additional time. Councilmember Champa expressed concern relative to commercial haulers utilizing the drop site. Sgt. Litsey suggested some residents may qualify for some sort of hardship. Mayor Dahlberg recessed the meeting at 8:40 p.m. and reconvened at 8:46 p.m. Councilmember Champa suggested allowing residents to utilize the right-of-way for branches and limbs through May 26th for pick up. Finance Director Rolek noted this will require utilizing the time of a City crew. Brown estimated manpower and equipment would cost approximately $7,000. Councilmember Champa did express concern relative to complaints which could arise if a City truck were to cause damage to a private driveway. Councilmember Garfunkel suggested obtaining a waiver from the resident. Steve Polston, Bolder Circle, was in attendance. Mr. Polston stated his lot was hit very hard. He explained he did not place the brush and trees out on the street because he did not want to create a safety hazard. He inquired whether he would still be allowed to haul the debris to the street for pick up by the City. Councilmember O'Neill felt this to be an example of a hardship and the City could assist in cases such as Mr. Polston's on an individual basis. Councilmember Champa felt the City should go back a second time to pick up brush and branches from the right-of-way. Hurm felt hardship would better apply to a senior citizen or fmancial hardship. Councilmember O'Neill felt situations such as Mr. Polston's would more appropriately be characterized as special cases rather than hardship. Brown expressed concern in determining what would qualify as a special need. He pointed out there are currently a considerable number of special needs. Rolek suggested setting a date for pick up by a City truck. After the City truck has picked up, anything remaining would be the responsibility of the home owner. . . . .. '" .".. J _ . / ..... CITY COUNCIL EMERGENCY MEETING MINUTES MAY 18,1998 - PAGE 5 The Council was in agreement this situation is a natural disaster. Councilmember O'Neill felt special cases would be those in which there is not sufficient room in the right-of-way to place the brush and limbs. O'Neill moved, Champa seconded establishing the policy as follows: (1) The City asks residents to be responsible for tree removal on their own property. Commercial tree removal firms are responsible for disposal on their own. (2) We ask your cooperation in no further placement of material on the right-of-way. Material currently on the right-of-way will be picked up by the City. (3) Shorewood residents may haul brush and limbs (6 inches or less in diameter) to a designated area in Freeman Park through Tuesday, May 26. Commercial haulers may not haul to Freeman Park. (4) Residents with questions about special needs call City Hall (474-3236) by June 1, 1998. Enchanted and Shady Island residents of Shorewood may haul brush and limbs (6 inches or less in diameter) to designated areas (to be determined) through June 1. Commercial haulers may not haul to these sites. Motion passed 4/0. Councilmember O'Neill reported he has received a number of complaints relative to teenagers on the Shady Island bridge. He requested the police patrol this area and Sgt. Litsey commented he will notify the water patrol as well. Rolek informed the Council any additional costs associated with the storm damage clean up will be paid out of the balance from the General Fund. Once this amount had been determined, Rolek will return to the Council with a budget amendment. Council directed staff to pursue any county or state emergency funds which may be available to assist in the cost of the clean up. 3. ADJOURNMENT Dahlberg moved, Garfunkel seconded adjourning the emergency meeting to a work session at 9:49 p.m. Motion passed 4/0. RESPECTFULL Y SUBMITTED, Cheryl Wall at, Recording Secretary TimeSaver Off Site Secretarial, Inc. ATTEST: 1 /1 1/t ~ C /,,/1.111 JAME C. HURM, CITY ADMINISTRATOR / OR