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012405 CC WS AgP r;;". I" CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, JANUARY 24, 1005 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 5:30 P.M. AGENDA .1. CONVENE WORK SESSION MEETING A. Roll Call Mayor Love_ Lizee Turgeon _ Callies Wellens R Review Agenda 1. ANNUAL APPOINTMENTS (Att. '- Administrator's memorandum) 3. WATER SYSTEM IMPROVEMENTS- BOND ISSUE (Att.-Public Works Director's memorandum) 4. OTHER 5. ADJOURN No action will be taken during this meeting. Dinner will be provided for Council . CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927. (952) 474-3236 FAX (952) 474-0128. www.cLshorewood.mn.us. cityhall@cLshorewood.mn.us MEMORANDUM DA TE: January 18, 2005 TO: Mayor and Council Members Craig W. Dawson, City Administrator/Clerk C1) RE: Making Appointments to Certain Offices and Positions within the City of Shorewood for the Year 2005 FROM: This item requires Council adopt a resolution making the Year 2005 appointments to certain offices and positions within the city. For the roles of Park and Planning Commission liaisons, please refer to the attached document entitled "Expectations and Roles of City Council Liaisons to Advisory Commissions and Commission Liaisons to City CounciL" The following is the meeting schedule for various organizations: * The City Council has had a Liquor Committee for several years. This Committee, which has. two council members on it, meets with staff to review and position liquor operations. It typically meets every two or three months, and at 6:00 p.m. prior to a Council meeting. * The Minnehaha Creek Watershed District meets the 2nd and 4th Thursdays of each month, and holds a workshop on the 3rd Thursday each month. The meetings begin at 6:45 pm. For 2005, the meetings will be held either at the City ofMinnetonka Council Chambers or the City of Shorewood Council Chambers. The workshops are typically held at the MCWD office. The MCWD has requested that a member of the Council be officially designated as a liaison. Council liaisons have rarely if ever been requested to appear at a Board meeting or work session. * The Riley-Purgatory-BluffCreek Watershed District meets the first Wednesday of each month, 7:00 pm, in the City Council Chambers of Eden Prairie City Hall, 8080 Mitchell Road, Eden Prairie. The RPBCWD has requested that a member of the Council be officially designated as a liaison. Council liaisons have rarely if ever been requested to appear at a Board meeting or work session. n ~J PRINTED ON RECYCLED PAPER #d- * The Lake Minnetonka Communications Commission meets the third Tuesday of each month at 5:00 pm at the LMCC office in Spring Park. The LMCC is a joint powers agreement which administers the cable franchise(s) common to the member cities. It is funded entirely by cable franchise fees. Each of the member cities of the LMCC has two seats on the Board; one city representative must be a member of the City Council. * The Association of Metro Municipalities is an organization of nearly all of the cities in the metropolitan area. It does information gathering, reporting, and advocacy for member cities. The AMM typically has two formal meetings during the year - the annual meeting in May, and the legislative policy adoption meeting in November. The City's AM:M representative and alternate officially represent the City; however, any council or staff member is welcome to participate in AMM activities. * The City's representative to the South Lake Minnetonka Police Department Coordinating Committee is the mayor. The acting mayor has been designated the alternate for years. * The City's voting representative and alternate on the Excelsior Fire District Board must be members of the City Council. (The city administrator is an ex-officio, non-voting member of the Board.) Unlike the SLMPD, there is no specification of any particular council members to serve on the Board. The Board is planning to meet on the 4th Wednesday evening of the month in 2005. While the Board has been meeting monthly since the establishment of the EFD, the joint powers agreement requires that it meet at least quarterly. It is expected that there will be discussion about reducing the frequency of Board meetings. * Council has designated a liaison to the Friends of the SouthShore Center Board at the request of the Board. * For the pastseveral years, the Official City Newspaper has been the Sun Sailor, and pertinent notices have been published in the Laker for the island residents. The Sun Sailor is delivered free to single-family homes, and by bulk drop to apartments and various businesses in the Shorewood-Excelsior area. The Laker is delivered for free to island residents. The Lakeshore Weekly is available for pick-up at several locations and the yearly subscription rate is $35. The legal notice rates are as follows: Laker Lakeshore Weekly Sun Sailor $ .88 per line (9 lines per inch; 1-3/4" wide column) $1.05 per line (9 lines per inch; 1-3/4" wide column) $1.30 per line (11 lines per inch; 2-3/8" wide column) * By State statute, the City's Weed Inspector is the mayor. In practice, a City staff member serves as the Assistant Weed Inspector and performs the duties of the office. Attached is last year's resolution making 2004 appointments, and a Draft Resolution making Year 2005 appointments. CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD · SHOREWOOD, MINNESOTA 55331-8927 · (952) 474-3236 FAX (952) 474-0128' www.cLshorewood.mn.us' cityhall@cLshorewood.mn.us EXPECTATIONS AND ROLES OF CITY COUNCIL LIAISONS TO ADVISORY COMMISSIONS AND COMMISSION LIAISONS TO CITY COUNCIL The Shorewood City Council wants to foster good and thorough two-way corrununication with its advisory commissions and committees. For many years this communication has been performed through the role of liaisons. . What is a liaison? One dictionary defines it as follows: Liaison- (1) Communication between different offices or units of an organization. (2) A channel or means of communication: He served as the President's liaison with Congress. The following points are intended to be a guide-expectations of etiquette, if you will-that will foster productive and respectful liaison relationships. City Council Liaisons to Commissions and Committees The City Council has created advisory commissions and committees in order to study and make recommendations about a course of action that the City Council should take or pursue. Persons on the commission or committee should be providing informed recommendations to the Council, and free from bias or influence from the CounciL Accordingly, the Council liaison should: . Respect the prerogatives of the commission/committee, and appreciate the separation of roles between the commission/committee and the Council. . Refrain from active or direct participation in the deliberations of the commission/committee. . Be willing to provide a perspective of the Council (and not of oneself) on a particular matter under consideration. . Ask the commission/committee to address issues or points of particular interest to the Council (and again, not of oneself). . Inform the commission/committee of recent City Council actions or business, as may be relevant or of interest. #1l- ~J PRINTED ON RECYCLED PAPER EXPECTATIONS AND ROLES OF CITY COUNCIL LIAISONS TO ADVISORY COMMISSIONS AND COMMISSION LIAISONS TO CITY COUNCIL November 2003 Page 2 Commission/Committee Liaisons to City Council Persons serving as liaisons at City Council meetings have an opportunity to inform the Council and the public of the activities of their commission or committee. It is expected that the liaison will be a participant during the Council meeting, and accordingly the liaison will have "a place at the table". In order to be an effective contributor to the Council business, liaisons should: . Provide a brief overview of the commission/committee activities following their own meeting(s) from ''the table", rather than from the podium. . Not review the minutes of their last meeting(s), but rather highlight matters other than those that may be on the Council's agenda that evening. . Speak to individual agenda items during the Council meeting that have been reviewed by the commission/committee. Appear at any Council meeting when such items are scheduled on the agenda. . Provide the Council with a summary of the action by the commission/committee, and relate the minority position(s) stated during its discussion of the matter. Those seated around the Council and staff tables are expected to be attentive and respectfully listening while liaisons are giving reports of their commission/committee activities. CITY OF SHOREWOOD RESOLUTION NO. 04-004 A RESOLUTION MAKING APPOINTMENTS TO CERTAIN OFFICES AND POSITIONS WITHIN THE CITY OF SHOREWOOD FOR THE YEAR 2004 WHEREAS, it has been the policy of the Shorewood City Council to make annual appointments to fill certain offices and positions within the City government at the beginning of each year. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: 1. That the following persons are appointed to the following offices and positions until the 2004 City Council organizational meeting: Acting Mayor: John Garfunkel Council Representatives to: a. Park Commission Liaison: January - June 2004 July - December 2004 b. Planning Commission Liaison January - June 2004 Laura Turgeon July - December 2004 John Garfunkel c. Liquor Stores: Joh~ Garfunkel & Scott Zerby d. Minnehaha Creek Watershed District: Woody Love e. Riley Purgatory Bluff Creek District: Woody Love fLake Minnetonka Cable Commission: Scott Zerby g. Association of Metro Municipalities: Laura Turgeon h. Alternate Association of Metro Municipalities: Craig Dawson 1. Coordinating Committee South Lake Minnetonka Police Department: Mayor J. Alternate to Mayor on Coordinating Committee South Lake Minnetonka Police Department: Acting Mayor k. Excelsior Fire District Board Member: Woody Love l. Alternate Excelsior Fire District Board Member: John Garfunkel Christine Lizee Scott Zerby m. Liaison to Friends of the Southshore Center Board: Christine Lizee City Attorney: Tim Keane, Larkin, Hoffinan, Daly & Lindgren, Ltd. City Prosecutor: Ken Potts Emergency Preparedness Director: SLMPD Police Chief Bryan Litsey Official Depositories: Beacon Bank. 4M Fund & other Depositories as necessary Official Newspaper: Sun Sailor. Notices may also be published in the Laker. Weed Inspector: Mayor Woody Love Assistant Weed Inspector: Joe Lugowski 2. That the Blanket Bond (Official Bonds) is approved. 3. That such appointments shall take effect on the date hereof and shall continue for the remainder of the year or until such time as a successor is appointed by the City CounciL ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 12th day of January, 2004. d{62 Woody Love, Mayor Craig W. Dawson, City Administrator/Clerk CITY OF SHOREWOOD RESOLUTION NO. 05- A RESOLUTION MAKING APPOINTMENTS TO CERTAIN OFFICES AND POSITIONS WITHIN THE CITY OF SHOREWOOD FOR THE YEAR 2005 WHEREAS, it has been the policy of the Shorewood City Council to make annual appointments to fill certain offices and positions within the City government at the beginning of each year. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: 1. That the following persons are appointed to the following offices and positions until the 2005 City Council organizational meeting: Acting Mayor: Council Representatives to: a. Park Commission Liaison: January - June 2005 July - December 2005 b. Planning Commission Liaison January - June 2005 July - December 2005 c. Liquor Stores Committee: & d. Minnehaha Creek Watershed District Liaison: e. Riley Purgatory Bluff Creek District Liaison: fLake Minnetonka Cable Commission: g. Association of Metro Municipalities: h. Alternate Association of Metro Municipalities: 1. Coordinating Committee South Lake Minnetonka Police Department: Mayor J. Alternate to Mayor on Coordinating Committee South Lake Minnetonka Police Department: Acting Mayor k. Excelsior Fire District Board Member: I. Alternate Excelsior Fire District Board Member: m. Liaison to Friends of the Southshore Center Board: City Attorney: Tim Keane, Leonard, Street and Deinard City Prosecutor: Ken Potts Emergency Preparedness Director: SLMPD Police Chief Bryan Litsey Official Depositories: Beacon Bank. 4M Fund & other Depositories as necessary Official Newspaper: . Notices may also be published in the Laker. Weed Inspector: Mayor Woody Love Assistant Weed Inspector: Joe Lugowski 2. That the Blanket Bond (Official Bonds) is approved. 3. That such appointments shall take effect on the date hereof and shall continue for the _~ remainder of the year or until such time as a successor is appointed by the City Council. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 24th day of January, 2005. Woody Love, Mayor ATTEST: Craig W. Dawson, City Administrator/Clerk CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD · SHOREWOOD, MINNESOTA 55331-8927 · (952) 474-3236 FAX (952) 474-0128 . www.cLshorewood.mn.us . cityhall@cLshorewood.mn.us MEMORANDUM TO: Mayor and City Council Craig Dawson, City Administrator FROM: Larry Brown, Director of Public Works DATE: January 20, 2005 RE: Municipal Water System Project for the Issuance of Bonds The following projects are items that have been scheduled as part of the City' s 5-year Capital Improvement Program (CIP). Staff is recommending that a bond issue be performed to fund these projects. The City's bond. consultant, Paul Donna from Northland Securities, will be in attendance for the work-session to discuss the general bond issue process A brief description and estimated cost for each project is shown below. Reconstruct Boulder Bridge Well Facility $ 625,000 The Boulder Bridge Well Facility is located immediately west of the Southshore Senior Community Center. This building is constructed as a pole barn, and has deteriorated significantly over the years. This project to reconstruct the well house was postponed a number of years ago, due to the high costs of a project such as this. Currently, drainage runs in and around the building. The Department of Health is also recommending that this facility be reconstructed. Replacement orWell Controls Amesbury Well $ 75,000 Currently, there are many parts of the control system that are unavailable. During each failure, Staffis faced with trying to retrofit section between old and new part of controls to keep the system in operation. This is becoming very ineffective for costs and time. The Desire is to replace the control panels and prepare the control system for interconnection to the SE Area Well system. n '-~ PRINTED ON RECYCLED PAPER Mayor and City Council Work Session Municipal Water System January 20, 2005 Page 2 of3 Woodhaven Well Interconnect $ 174,500 The Minnesota Department of Health has directed the City to rehabilitate, abandon, or construct a new well and well house for the Woodhaven Well System. A feasibility Report was prepared to investigate costs of each alternative. The best of the alternatives financially is to abandon the well facility and connect this system to the City of Excelsior. This system serves 30 homes. Radio Read Meters $ 210,000 The City currently has a mixture of touch pad meters and digital read meters. Both series require a meter reader to access the meters. While this takes a large effort in manpower each quarter, there are a number of other issues that compound this issue. Recently, the Public Works Department has noticed a trend in the number of animals that are on the routes that have become more aggressive. Meter readers carry dog biscuits, spray, and other items to help with the animals they encounter on the routes. In the last year, dogs have seriously bitten two of our operators. One instance occurred as the owner watched. A radio read system would eliminate the liability issues to our operators. There are also several financial advantages to proceeding with a radio read system. This includes the possibility of a service to let customers know if they are experiencing a large water use that is not customary for their residence or business. This minimizes the surprises for a customer for leaking fixtures or irrigation systems, before the issue becomes monumental. Radio Read systems also provide the opportunity for a quicker billing cycle, thereby saving the City funds in interest costs, or lost opportunity costs. Amesbury Polyphosphate System $ 12,000 The Amesbury system is a system that outputs a high amount of iron in the water. The feeding of a polyphosphate chemical sequesters the iron. Amesbury Building Repair $ 75,000 This building requires new siding, construction of eaves, and re-roofing. SE Area Water Tower Painting $ 300,000 The City recently completed a very through inspection of the interior and exterior of the SE Area Water Tower. The tower needs to be blasted and cleaned, inside and out. Total Project Costs $ 1,471,500