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021197 CC WS Min . . . CITY OF SHOREWOOD WORK SESSION MEETING TUESDAY, FEBRUARY 11, 1997 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Dahlberg called the meeting to order at 7: 10 p.m. A. Roll Call Present: Mayor Dahlberg; Councilmembers McCarty (left at 9:00 p.m.), O'Neill and Garfunkel; Administrator Hurm; Planning Director Brad Nielsen; Engineer Larry Brown. Deputy Clerk Naab arrived at 8:30 p.m. Absent: Councilmember Stover. Councilmember O'Neill suggested postponing consideration of Agenda Item No. 2 until Councilmember Stover can be present. Administrator Hurm suggested reviewing the Comprehensive Plan Goals and Objectives. Councilmember O'Neill suggested an open forum type session prior to the start of a City Council Meeting to allow time for discussion between Councilmembers and residents relative to various topics on the agenda. This would allow resident input without residents waiting a long period of time for consideration of a certain agenda item. 2. REVIEW OF: City Values Statement of Purpose Council Commitments Organizational Goal Comprehensive Plan Goals Comprehensive Plan Objectives Mayor Dahlberg felt Shorewood has a balance between being a city and at the same time enjoying certain characteristics which are associated with a village setting. He felt a goal of the Comprehensive Plan should be to preserve this balance. Councilmember Garfunkel remarked the objectives relative to the section on housing are too specific. Mayor Dahlberg did not want to list objectives which would not be accomplished. It was the consensus of the Council to review the Comprehensive Plan Goals and present their written thoughts for further discussion. . . . CITY COUNCIL WORK SESSION MINUTES FEBRUARY 11, 1997 . PAGE 2 3. Identify Areas in the Comprehensive Plan to be Reviewed and Updated Natural Resources Councilmember O'Neill suggested a review of wildlife habitats and felt more should be done in this area. Mayor Dahlberg felt creating additional green space could be an objective. Mayor Dahlberg commented the most controversial pieces of the plan are not clearly addressed in the front of the plan. Nielsen pointed out the objectives are referenced in the chapter summary which precedes each section. Nielsen suggested placing an Executive Summary at the beginning of the Comprehensive Plan which will summarize the contents of each chapter. Councilmember O'Neill felt the wetland buffer areas should be adjusted from 35 feet to 50 feet in view of the fact the DNR feels that anything under 50 feet tends to be slowly encroached upon. Councilmember McCarty noted her agreement. Nielsen stated on new developments, the developers are required to state the wetland buffer area so the homeowner is aware of the point at which their yard ends. He noted in total there is a 50 foot setback, but the natural buffer is 35 feet. Mayor Dahlberg was in agreement with the preservation value, however he felt an adjustment to 50 feet on a small lot could result in a critical restriction. Nielsen stated the 35 feet is consistent with the rear yard setback of the smallest lot size. Councilmember O'Neill suggested this issue be referred to the Planning Commission for their review. Nielsen pointed out the ordinance would apply only to new lots. Existing lots of record are not subject to those requirements. Councilmember O'Neill raised the issue of identification of all vegetation. He felt the statement should be changed since it requires a developer to identify species of vegetation on development requests and this is not being enforced at this time with the exception of significant tree identification. Nielsen pointed out the tree preservation policy deals with significant trees eight inches in diameter or larger and evergreen trees higher than eight feet. It does not deal with other types of vegetation except in the shoreland district which prohibits clear cutting on the shoreland itself. Nielsen suggested the developer be required to identify all species of vegetation on the property at the time of development. Councilmember O'Neill commented on the development cluster concepts. He requested the terms "PUD" and "cluster" be removed from the Comprehensive Plan so as not to encourage cluster housing. He pointed out the plan states the City will pursue cluster housing and he did not want the city to be committed in a proactive way to cluster housing. Councilmember O'Neill remarked he wants the best development which protects the environment. Nielsen suggested reducing the emphasis. He felt the criteria for PUD or cluster housing could reference where it can be demonstrated that natural features will be protected. Councilmember O'Neill suggested the City encourage protecting the natural features. Councilmember Garfunkel felt it important to reference protection of the natural features. The Council was in agreement to strike the language which does not commit the City to a policy of seeking cluster housing, yet the City would be free to consider that option in order to achieve a goal. . . . CITY COUNCIL WORK SESSION MINUTES FEBRUARY 11, 1997 . PAGE 3 Councilmember O'Neill noted there had been discussions at the Planning Commission level relative to implementation of an ordinance addressing the use of non-phosphorous fertilizers. Nielsen felt if residents were adequately informed of the problems associated with the use of phosphorous, they would be inclined to comply. Councilmember O'Neill would like the Planning Commission to address the issue further. Councilmember McCarty suggested requiring the commercial lawn fertilizer applicators to use only non-phosphorous fertilizers in Shorewood. Nielsen noted other cities have begun licensing commercial applicators and at that time they are informed of the policy. Hurm suggested speaking with representatives of the City of Chanhassen relative to a program they currently have in place to address this matter. Mayor Dahlberg questioned the continued creation of NURP ponds given the number of children in the area. Engineer Brown stated the goal of the storm water management plan would be to create more regional structures rather than NURP ponds. Nielsen stated at this time, the Watershed District favors the creation of NURP ponds. Brown explained the creation of a five- acre regional pond would require the purchase of five acres of land. It would take time to allow for funding through the Capital Improvement Program and to get the policy and infrastructure in place. In the meantime, development does not stop. Mayor Dahlberg questioned whether a moratorium on development for approximately six months would be appropriate, although it would be difficult to support. 4. Discussion on Proposed Communications Naab addressed this matter. Administrator Hurm explained the specific objective is to create a higher standard of communication than is offered by most municipalities. Councilmember McCarty feels the residents need to be engaged. Mayor Dahlberg feels there is a need to embrace the statistical revolution. He also felt it would be beneficial to communicate via E-mail. The key to developing a database of e-mail addresses for residents is to assure protection of that address. Councilmember McCarty commented there needs to be a sense of community so that residents will want to communicate with the City. A sense of community needs to be created on a personal level. Mayor Dahlberg suggested an annual city party in Freeman Park. Councilmember O'Neill stated he would like to see the Park Commission become more involved in activities such as skating parties and community softball games. Councilmember O'Neill felt the senior center should be utilized to the fullest extent. He would like to see the residents become more involved and more familiar with city staff. Naab suggested clubs throughout the city such as the Lions Club may be willing to become involved in activities. With respect to follow up telephone calls, Councilmember O'Neill commented this needs to be more precise. Hurm noted there are further issues which need to be addressed in this area. Councilmember O'Neill felt the purpose of the call is an important issue to be addressed. Councilmember Garfunkel noted he favored questions such as those Mayor Dahlberg used in completing a random sample survey relative to the request of Vladimir Velikson. Councilmember O'Neill felt there would be differing opinions on the phrasing of questions. CITY COUNCIL WORK SESSION MINUTES FEBRUARY 11, 1997 . PAGE 4 . Councilmember O'Neill expressed concem relative to the length of time the phone calls could take. He suggested using the phone call simply as a reminder of an upcoming public hearing. Mayor Dahlberg noted residents which were contacted relative to the application of Vladimir Velikson were deeply appreciative of the phone call they received. Councilmember O'Neill suggested this issue be brought back in a work session. Mayor Dahlberg felt E-mail would be the solution to embrace modem survey methods. A. Notices Administrator Hurm inquired at what point a citizen should become involved once an issue is identified. Councilmember O'Neill suggested resident involvement from the beginning in establishing a plan and then implementing the plan. Councilmember O'Neill suggested posting signs along routes of projects. Mayor Dahlberg felt signage would be more effective than direct mail. Brown raised concern relative to residents who are unwilling to allow city staff to post signs on their property. . Administrator Hurm noted cost would also need to be a consideration. He suggested an initial staff report to the Planning Commission for their review and consideration of all potential planning applications. Councilmember O'Neill felt the wording of the policy should be changed to reflect residents should have ample opportunities to express their concerns and possible solutions. Councilmember O'Neill also expressed concern relative to the cost of excessive mailings and would like to review this matter. Administrator Hurm pointed out this would be project specific. B. Newsletter Naab commented that staff intends to publish a monthly newsletter beginning in February. Staff is currently considering the purchase of a duplicator to bring the printing in-house. It is expected the machine would pay for itself within two years. It was also suggested the machine be kept at the senior center and possibly rent it out. It was noted a duplicator would also necessitate additional staff support. Councilmember O'Neill was in agreement the newsletter should not be a place for editorials by individuals or bias. He had no problem with the Council as a whole placing an article. Hurm suggested if the Council wants to send a letter to the residents, it could be included as an insert in the newsletter. Councilmember O'Neill commented on the article concerning citizenship. He is not in favor of lecturing the residents on what they need to do to be a good citizen. Councilmember O'Neill was not in favor of the City Administrator having the final authority to reject or accept articles. Hurm pointed out length and relevance of the articles needs to be a consideration. Councilmember O'Neill felt the articles should be reviewed by the Mayor. Mayor Dahlberg suggested the articles which are accepted or rejected can be reviewed by the Council. . . . . CITY COUNCIL WORK SESSION MINUTES FEBRUARY 11, 1997 . PAGE 5 C. HomePage Councilmember O'Neill wanted to be sure the citizens are informed that writing a letter to the Council is as effective as speaking at the Council meeting. He would like this information on the home page. Mayor Dahlberg requested statistics relative to inquiries on the home page. Naab noted there are approximately 100 inquiries per day. Councilmember Garfunkel felt things such as fire permits should be available through the home page. Councilmember O'Neill felt this should be discussed at a work session where issues relative to a communication expert and someone to work on the home page could also be addressed. Council member Garfunkel suggested asking for volunteers to work on the home page. It was suggested the City advertise in the newsletter for volunteers to work on the home page. Councilmember Garfunkel suggested advertising at the colleges. D. Feedback Forms Councilmember O'Neill felt the return postage should be paid by the City. Naab pointed out the City pays for postage on only those forms which are returned. Hurm referred to a draft form to be sent out on a monthly basis to all local organizations soliciting information for the newsletter. Councilmember Garfunkel felt this to be a benefit for the association and the association should pay the postage. Councilmember O'Neill suggested a six month trail basis whereby the City would pay for the postage. An example was provided of a feedback survey which will go to anyone having contact with the City Staff or its consultants. Councilmember O'Neill did not agree with the use of the words "courteous, professional and helpfuL" Mayor Dahlberg was in favor of leaving this in the form. Hurm noted he will keep a binder available for the Council's review of any feedback which is received. In terms of a City-wide survey, Councilmember O'Neill suggested returning the surveys with the utility bill. Mayor Dahlberg would not support a mail survey, although he felt a telephone survey would be valid. It was noted a plan needs to be established for completing a survey. F . Information Phone Line The Council was in favor of the Shoreline V oicemail System and felt it should be promoted. H . Media Development Mayor Dahlberg suggested cable advertising could be considered relative to the announcement of an important meeting. He noted this would be dependent on the cost. It was also suggested that neighborhood associations be allowed to petition to have an open forum type session with the Council prior to a Council meeting in which to raise concerns. A work session relative to the Comprehensive Plan will be held on Wednesday, February 19, 1997, at 7:00 p.m. A work session will be held relative to Communications on Thursday, February 20, 1997, at 7:00 p.m. . . . "', " CITY COUNCIL WORK SESSION MINUTES FEBRUARY 11, 1997 - PAGE 6 5. Adjournment O'Neill moved, Garfunkel seconded to adjourn the work session meeting at 10:31 p.m. Motion passed 3/0. RESPECTFULLY SUBMITTED, Cheryl Wallat, Recording Secretary TimeSaver Off Site Secretarial ATTEST: /1/ /};/ /h t/~i~ TOM DAHLBER , MAYOR t I; VVvv1 S C. HURM, CITY ADMINISTRATOR