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071006 CC Reg AgP CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JULY 10, 2006 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. AGENDA 1. CONVENE CITY COUNCIL MEETING A. Roll Call Mayor Love _ Lizee Turgeon _ Callies Wellens B. Review Agenda 2. APPROVAL OF MINUTES A. City Council and Park Commission Joint Meeting, June 26, 2006 (Att. Minutes) B. City Council Regular Meeting Minutes, June 26, 2006 (Att.- Minutes) C. City Council Work Session Minutes, June 26, 2006 (Att. - Minutes) 3. CONSENT AGENDA - Motion to approve items on Consent Agenda & Adopt Resolutions Therein: NOTE: Give the public an opportunity to request an item be removedfrom the Consent Agenda. Comments can be taken or questions asked following removal from Consent Agenda. A. Approval of the Verified Claims List (Att.- Claims List) B. Staffing - Liquor Store Staffing (Att. - Staff memorandum) C. Ratifying Change Order No. 1 for Sanitary Sewer Lift Stations No.8 and No. 18 (Att. - Director of Public Works' memorandum, Resolution) D. Authorize Expenditure of Funds for Tennis Court Rehabilitation Project (Att. - Director of Public Works' memorandum) E. Authorize Expenditure of Funds for Public Works Generator (Att. - Director of Public Works' memorandum) F. Approval of Minor Subdivision (Att. Resolution) Applicant: Anne and Jack Carter Location: 5705/5725 Smithtown Way CITY COUNCIL AGENDA - July 10,2006 PAGE 2 OF 2 G. Approval of Minor Subdivision (Att. - Resolution) Applicant: Ann Meldahl Location: 6180 Cathcart Drive 4. MATTERS FROM THE FLOOR (No Council action will be taken.) 5. REPORTS AND PRESENTATIONS A. Three Rivers Park District presentation on Trail Signage 6. PUBLIC HEARING A. Easement Vacation (Att. - Planning Director's memorandum; Draft Resolution) Applicant: Anne and Jack Carter Location: 5705/5725 Smithtown Way B. Easement Vacation (Att. - Planning Director's memorandum; Draft Resolution) Applicant: Ann Meldahl Location: 6180 Cathcart Drive 7. PARKS - Report by Representative 8. PLANNING - Report by Representative A. Progress Report on Smoke Issue at 24800 Smithtown Road (Att. - Administrator and Planning Director's memorandum) 9. GENERAL/NEW BUSINESS A. Review of Preliminary 2007 Budget for Excelsior Fire District (Att .- Administrator's memorandum) B. Approval of Compensation Plan (Att. - Administrator's memorandum) C. Recruitment Services for City Engineer (Att. - Administrator's memorandum) 10. ENGINEERINGIPUBLIC WORKS 11. STAFF AND COUNCIL REPORTS A. Administrator & Staff B. Mayor & City Council 12. ADJOURN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD' SHOREWOOD, MINNESOTA 55331-8927' (952) 474-3236 FAX (952) 474-0128. www.ci.shorewood.mn.us . cityhall@cLshorewood.mn.us Celebrating 50 Years. 1956 - 2006 Executive Summary Shorewood City Council Regular Meeting Monday, 10 July 2006 A Work Session will immediately follow the Regular City Council meeting. Agenda Item #3A: Enclosed is the Verified Claims List for Council approval. Agenda Item #3B: Staff recommends the hiring of Ms. Teri L. Smith for the position of 'Part- Time Liquor Clerk' at a rate of $8.50 per hour, effective immediately. Agenda Item #3C: On June 26, 2006, the City Council accepted the Shady Island Lift Station No. 18 and the Birch Bluff Road Lift Station No.8 Projects, and authorized final payment by way of motion. Staff recommends approval of the resolution that memorializes this June 26, 2006, Council decision. Agenda Item #3D: The 2006-2010 Capital Improvement Program has budgeted repairs to the tennis court surfaces. Staff is recommending approval of the proposal provided by The Tennis Court Doctor for the repairs to Badger and Manor Park. Agenda Item #3E: Staff is recommending acceptance of the design-build proposal, provided by Powerhouse Systems, LLC, in the amount of $53,090, for the installation of one generator at the Shorewood Public Works Facility. The proposal provided by Powerhouse Systems includes the design, furnishing and installation of a 100-kilowatt generator, within a sound attenuated cabinet, all electrical wiring and transfer switch gear. This expenditure has been included in the 2006-2010 Capital Improvement Program (CIP) and is to be funded from the Public Facilities and Office Equipment portion of the CIP. Agenda Item #3F: At its 12 June meeting the Council directed staff to prepare a resolution approving a minor subdivision (lot line rearrangement) for Anne and Jack Carter. The resolution is included in your packet. Agenda Item #3G: At its 12 June meeting the Council directed staff to prepare a resolution approving a minor subdivision (lot line rearrangement) for Ann Meldahl. The resolution is included in your packet. Agenda Item #5A: Three Rivers Park District Representative Jonathan Vlaming will present information on Trail Signage. q. f: t PRINTED ON RECYCLED PAPER ...., Executive Summary - City Council Meeting of 10 July 2006 Page 2 of2 Agenda Item #6A: The subdivision approval for Anne and Jack Carter (see item #3F) included a requirement that new drainage and utility easements be granted for the new lots. As a result, the previous easements should be vacated. A public hearing has been scheduled to consider this matter. Staff recommends in favor of the vacation, subject toe the applicants filing the new minor division and associated easements. Agenda Item #6B: The subdivision approval for Ann Meldahl (see item #3G) included a requirement that new drainage and utility easements be granted for the new lots. As a result, the previous easements should be vacated. A public hearing has been scheduled to consider this matter. Staff recommends in favor of the vacation, subject toe the applicants filing the new minor division and associated easements. Agenda Item #8A: On June 26, neighboring residents addressed the Council under "Matters from the Floor" about smoke emissions from the outdoor wood furnace used by the Quasts, 24800 Smithtown Road, used to heat domestic water and their house. Council scheduled an update on the matter for the July 10 Council meeting. Staff has continued to research the matter, and we have met with Mr. Quast at his request to see his system and discuss his ideas to improve emissions. Mr. Quast was genuinely interested in addressing neighbors' concerns and in working with the manufacturer to make effective modifications. SLMPD has responded to one complaint made belatedly by a neighbor; there has been no observed violation of the nuisance ordinance. Agenda Item #9A: The Board of the Excelsior Fire District has endorsed the preliminary 2007 budget for the EFD. There are still some figures subject to minor changes. Shorewood's share of the budget would decrease from 42.27% in 2006 to 41.27% in 2007, and its contribution would increase by approximately $32,000 (5.9%). The member city councils are commenting on the preliminary budget in early July, so that the Board may respond to them at its July 26 meeting. The 2007 proposed budget would then be forwarded to the city councils for action by August 31. Agenda Item #9B: The City Council has held two work sessions on the Classification and Compensation Study and its implementation. The Final Report has been prepared based on Council consensus at the May 22 work session to phase in market adjustments on July 1, 2006, and January 1,2007. At the June 26 Council meeting, some council members expressed concerns about implementing the plan as proposed. Council is in receipt of a June 30 memo from the City Administrator with further explanation of the rationale used in establishing the pay ranges and how the performance evaluation system will be used in determining compensation in the future. Council may put the new Plan into effect, with any modifications, with a motion to approve. Agenda Item #9C: Staff has solicited proposals for services to assist in recruitment for the City Engineer position. The proposal by Springsted, Inc., is responsive to our need for assistance with the very tight labor market for this position. Staff recommends that Council authorize the services of Springsted, Inc., per its proposal. CITY OF SHOREWOOD JOINT CITY COUNCIL AND PARK COMMISSION MEETING MONDAY, JUNE 26, 2006 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 5:45 PM MINUTES 1. CONVENE JOINT COUNCIL AND PARK COMMISSION Mayor Love called the meeting to order at 5:45 P.M. A. Roll Call Present: Mayor Love; Councilmembers Callies Administrator Dawson; and Director at 5:53 P.M.), Works Brown and Wellens; Park Commission Chair Davis; Park Norman, Westerlund, and Young Moonen at 5:50 P.M.), Absent: Council member Lizee, Hensley B. Review Agenda Without objection from Love ACTIVITIES He stated Council had like to have the to the confusion. with the for the meeting. 2. REVIEW Mayor Love asked Park deferred to Park Commission Activities. She in turn had been examining its goals and priorities the topic of that meeting (still in draft form) left room for thought its role should be with regard to open space. definitions of open space within the park system alone. He noted that open space as it related to land donations, or land that Council would or preserve. The varying definitions of open space had contributed Brown commented had recently reviewed the Land Conservation and Environment Committee (LCEC) report, which discussed open space. He stated early on the LCEC focused its efforts on specific parcels of land identify opportunities and their priority. Brown then stated the question at hand was whether the Commission should be involved with open space as defined by the Council, in particular with the Gideon Glen property. He noted the property started as open space, and had a walking path component to it. He also stated the Commission, at its last meeting, agreed that open space was not the responsibility of the Park Commission. Brown then stated the LCEC report recommended if another committee were to be established to ensure oversight of open space, both the Council and its advisory commissions should have representatives on the committee. 1#2A I CITY OF SHOREWOOD JOINT CITY COUNCIL AND PARK COMMISSION MEETING June 26, 2006 Page 2 of5 Mayor Love stated it had been the Council's decision to sunset the LCEC, noting he would have preferred for the LCEC to continue in existence. The intent had been to be able to reconvene the LCEC should the need arise. Administrator Dawson explained there had been a couple of tax-forfeit properties that had become available, but there had not been a need to reconvene the LCEC. Councilmember Wellens questioned what the definition of open space was. Councilmember Turgeon stated a report defined what constituted open~pace and what the criteria was for open space. She also stated the LCEC had identified various.properti~~that could eventually be classified as open space, if the City had the financial wherewithaltq purchas~;tN~properties should they be made available. She went on to state the Council had allqlp~~y.d $5,000 from~l'w General Fund to an Open Space fund for the purpose of assisting individuals Who may want to plac8!ipat'gels of land into a land trust. Chair Davis stated she thought it was prudent to have some grdup keep abreast of open space opportunities and concerns. Mayor Love stated he could envision the Pa~~!m?~mission Gideon Glen as an interpretive area. He alsqlst~W~;Qideon Glen conservation, and to serve as a test to determi'b.~ whaf typ~~ storm most effective and appropriate. with promoting the use of serve as a model for land treatment approaches were Mayor Love considering oversight of open Planning Commission, and concerns. He then land should be preserved. Planning Dltyctor with regard to placing a covenant on been made with the Minnehaha Creek Watershed District the planting~had been completed. He would like to have the Mayor Love stated he Gideon Glen once (MCWD) regarding covenant in place by had collected additional natural resource inventory prepared. She also stated the MCWD had a land inventory. She questioned if the City had considered and the MCWD with regard to those matters. questions that needed to be addressed; 1) who was responsible for be acquired for open space: and 2) who was responsible for the a committee (which would include representatives from the and Council) meet yearly to discuss open space opportunities because a parcel of land was undeveloped, it did not automatically mean the Councilmember Callies questioned if there was a particular problem with regard to open space that Council and the Park Commission were attempting to address. Director Brown explained the topic of responsibility for the Gideon Glen was the impetus for the discussion. CITY OF SHOREWOOD JOINT CITY COUNCIL AND PARK COMMISSION MEETING June 26, 2006 Page 3 of 5 Councilmember Callies stated she had once been a member of the LCEC, and it was not intended to be a continuing committee. She stated the LCEC's mission was valuable, but required additional Staff time and people resources. Director Brown stated the Commission's question was who was responsible for managing open space if the LCEC was sunset. Mayor Love stated to date there had not been any effort expended to look at conservation easements for properties abutting Gideon Glen, and that was an example of an open space that could be addressed. Commissioner Westerlund stated she thought it prudent for the Citytqli~~e a long-term vision for the community that included protecting existing natural resource feawres. Sl1enoted the area across from Manor Park where 4 houses and been torn down and redevelopedwjth a 9-unj~csllbdivision. Mayor Love stated that was a different issue from land conservation. Mayor Love stated the City needed to determine if it \.\iai1ted to have the character ofth~.neighborhoods change and to have the environment change. He cautioneRflIat the Cjt)i must be sensitiv~rto individuals trying to stop developments because of inappropriate or unreaU~tic conservation concerns. Administrator Dawson commented other qt)i subdivision conttdlfiffdressed such issues as preserving trees and replacing trees; but property owner$fHlllgQts must be maintain~~. Councilmember Callies stated in addition to th~tCECli~ymFcf sunset date, the LCEC's list of items to address had diminished. She then stated if the City wanteo top.\~ser\le wooded areas on private property, the City must be prepared properties; property owner$have the right to use the property as they want. Mayor Love stated of creating conservation take a proactiYe role in educating the public on the tax benefits their prop~rty. Mayor Love asked Staff to prepare a space oversight committee that would meet yearly which would Park Commission representatives. the City should communicate the benefits of donating land as owners. Councilmember not to automatically that Planning Director Nielsen had previously cautioned the LCEC all wetland as open space. The wetland must meet specific criteria. In response to a question from Councilmember Callies, Mayor Love stated there were examples of the benefits to property owners for establishing conservation easements. Administrator Dawson clarified the conveying easements did not decrease the property value; the property owner received a tax benefit for donating the land. Commissioner Young stated he thought the purpose of this meeting was to clarify a misunderstanding with regard to oversight responsibility for open space. The Park Commission's responsibility for open CITY OF SHOREWOOD JOINT CITY COUNCIL AND PARK COMMISSION MEETING June 26, 2006 Page 4 of5 space was specific to City parks. He went on to state all the other issues with regard to open space discussed at the meeting were the Council's responsibility. In response to a question from Commissioner Young, Mayor Love stated Gideon Glen was not officially classified as a City park. In response to a question from Councilmember Callies, Commissioner Young stated the Commission would be able to oversee additional City parks. Commissioner Moonen stated, from his vantage point, the Commission had agreed its oversight responsibilities with regard to open space were specific to City park open Director Brown stated there was an opportunity for a new City occupied by a well house on Apple Road, once the well house property had also expressed interest in purchasing the property. created on a site currently noted a neighbor to that Director Brown stated the Park Commission had been r~ceivingrequests fromiit~sidents to have the lighting at the football fields and hockey rinks to be reft~ired. He noted the lightingW~s\n?ire need of replacement. There had also been numerous calls from resi(i~nts regar(iing the conditionpftennis courts at Manor Park. He stated the City was accepting bids for rei$4rfacingdfthe tennis courts; although Staff was assessing whether the tennis courts should be reconstructedjqttesurfaced. Director Brown estimated costs for implying ther~nWas a need for a realistic capital Mayor Love stated he thought Director improvement budget for City parks and Councilmember Turgeon Councilmember Callies mustipri.q~~~i:pei~sdesired rehabilitation projects. a prioritizep list of rehabilitation projects. working on preparing a list of projects and Councilmember Turgeon explained a park In Westerlund, Administrator Dawson explained the Park revenue as the City continued to mature. He went on to from the General Fund; projects could continue to be funded projects could be combined and funded through a referendum. Mayor Love stated should be brought to as determining how to fund City park rehabilitation for maturing cities of Cities for discussion. Councilmember Wellens stated when a city was fully developed the city parks should stabilize as well. He stated the Park Fund monies would only be needed for repairs. Chair Davis stated a Waterford resident called her to ask if Silverwood Park could be updated, and some of the area's residents would be before the Commission to discuss how to go about a fund-raising effort to support the upgrade. She stated the resident was surprised the City did not have funds for those types of upgrades. CITY OF SHOREWOOD JOINT CITY COUNCIL AND PARK COMMISSION MEETING June 26, 2006 Page 5 of5 Councilmember Callies stated there were residents on Christmas Lake who wanted the rest area to be refurbished. Administrator Dawson stated the City did not own the land on the south side of Highway 7; MnDOT owned the land. He also stated if MnDOT continued to own the land it would remain an open area. Mayor Love questioned if the rest area were purchased from MnDOT, could it be made a City Park. 3. OTHER BUSINESS None. 4. ADJOURN Westerlund moved, Davis seconded, Adjourning the Joint Meeting of June 26, 2006, at 6:45 P.M. Motion passed 9/0. and Park Commission RESPECTFULLY SUBMITTED, Christine Freeman, Recorder Mayor ATTEST: Craig W. Dawson, City Administrator/Clerk CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JUNE 26,2006 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL MEETING Mayor Love called the meeting to order at 7:00 P.M. A. Roll Call Present. Mayor Love; Councilmembers Callies, Tun,W6ll, Attorney Keane; Finance Director Director of Public City Engineer Gurney Dawson; and Acting Absent: Councilmember Lizee B. Review Agenda as Motion passed 4/0. Wellens moved, Turgeon seconded, 2. APPROVAL OF MINUTES A. City Co~ncil Regular Meeting Minutes, June 2006 , ., Wellens moved, Callies seconded, Approving the City Council Regular Meeting Minutes of June 26, 2006, as Amended, in Item S.C., Page 3, Paragraph 11, Sentence 1, change "Councilmember Turgeon stat,ed. .shehad requested the 2005 contribution be given directly to South Lake Minnetonka Police Department for its services, and that council had not agreed to do so." to "Cou~cilmember Turgeon stated she had requested the 2005 contribution be given directly to South ;Lak~ Minnetonka Police Department for its services, and that had not happened.". Motion passed 4/0; . B. t1:fUM~ouncil W9'rk Session Minutes, June 26, 2006 Callies moved, Turge9';~:~~c(')nded, Approving the City Council Work Session Meeting Minutes of June 26, 2006, as presented. Motion passed 4/0. 3. CONSENT AGENDA - Motion to approve items on Consent Agenda & Adopt Resolutions Therein: Mayor Love reviewed the Items on the Consent Agenda. Director Brown stated a resolution for Item 3.F. had not been prepared. He asked that Council approve the motion, and he stated a resolution would be prepared for the next Council meeting. 1#2B I CITY OF SHOREWOOD REGULAR COUNCIL MEETING June 26, 2006 Page 2 of 10 Turgeon moved, Callies seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein: A. Approval of the Verified Claims List B. Staffing - Liquor Staffing Recommendation C. Storm Water Pollution Prevention Program Annual Report D. Appeal Notice to Remove Appellant: Dennis Kronberg Location: 5760 Eureka Road E. Appeal Notice to Remove Appellant: John McMasters Location: 4530 Enchanted1Point F. Change Order for Sanitary Sewer Lift St~tj()ns ~(),8and No. 18 G. Approval of MCWD Regarding W~~gewood, Mallard, Teal Project H. Accept Proposal for Installation SE Area Water Services -~M..Engineering - Antenna I. J. for a Network Server 4. action will be taken) an for his realized how son (who son had been is approximately the (James Quast, 24800 Smithtown Road), use of house and heating his water was creating health problems was inundating the Pahls' home. He and his family had not until they had their house windows open this spring and summer. His had been stricken with strep-throat, pneumonia, earaches, etc. The of three days per week of school since OctoberlNovember 2005, which as Mr. Qaust started using the stove. Mr. Pahl stated he had pictures that showed how the smoked came down across the yards. City Staff, members of the SLMPD, and the EFD had been to his home to smell the smoke. Mr. Pahl stated he had an employee of his and his son's personal care attendant who both experienced health issues as a result of the smoke. He asked that something be done to alleviate the smoke problem; maybe the stove could be shutdown or the height of the chimney could be raised (noting the manufacturer of the stove indicated raising the chimney would not correct the smoke problem). Mr. Pahl stated previously Mr. Qaust had used a wood burner located inside his house to heat with. He also stated his family needed to keep their windows closed in June 2006 because the smoke would fill their home. CITY OF SHOREWOOD REGULAR COUNCIL MEETING June 26, 2006 Page 3 of 10 Shirley Bergslein, 24785 Smithtown Road, stated she had her bedroom window open all winter, and she had suffered from serious sinus problems the entire past winter. She had not realized there was smoke coming from Mr. Quast's direction. She also stated her husband, who was 80 years old, had suffered from a chronic cough all winter long, and the doctors could not determine why. Ms. Bergslein went on to state she and her husband were now feeling much better (Mr. Pahl noted the stove had been temporarily shutdown). Once Ms. Bergslein was made aware the stove had not been in operation, she began to understand what the source of their health issues was. A resident of 24845 Smithtown Road, stated she lives across from Mr. Qu~~t'~;property. She stated her house was generally downwind from Mr. Quast's wood-burning stove, anpif she had her windows open her house became engulfed with smoke. She also stated if she had I~I1Jh~r windows open while gone, when she returned home she would have to try and rid her house ofSIn6k~through the use of fans. She found it difficult to breath in those situations. She went on to sUite she wanted to be able to have her windows open on nice summer evenings; and she wanted th~~moke.problemr~s~lved so she and other neighbors could enjoy their houses and being outside. Jessie Meyers, 2030 Melody Hill Road, Chanhassen, stateplle was an employee of Mr.P~hl1s and he had suffered from asthma his entire life. He stated when Mr.;~~~st ""ilsl.lsing his wood-burning stove he would suffer from chronic headaches while at the Pahl' s. HeH~l~() stated the last three days he had not suffered headaches while at the Pahls' noting the wood-bu17ning stove was not being used. Mayor Love stated he had received calls City Staff and the Staff was reviewing the necessary for the City to work within its own on a couple Qk9Cy;lsions. He had spoken with with regard to the matter. It was Administrator Dawson statect.;tHislmatter had comeit6 the of City Staff approximately 3 weeks ago. City code did ha~i1n~lrublic nur~tnce definitiontSection 501.04. Subd.l0. "The emission of dense smoke, gas and soo~/du$.~mr cinder~rland other noxi~~f;iand offensive fumes, in the quantities as to render the occupancy of pr()J(J;rty .~HR~~if'~rtable to a;person of ordinary sensibilities." He stated the SLMPD had b11rYjj?i~m~cted beY~H~e itw;l~jm11~1;f~ryement agency of the City. He went on to state the SLMPD h~~jR~emy~mmr~1~ to go:~m..to the Quast.property a few times, and he had reviewed a SLMPD report o(Qne of the site vr~it~... The SJ+,iJNl,PD had not yet been able to observe a violation of the City code. DawsbrtijijRI~ined DirectorB~~1Yn had~~htacted the Minnesota Pollution Control Agency (MPCA) to evaluate the;~ml~.sion from the Rmve's chimney. The MPCA declined the request. He stated the City did not have the eq~i~m1nt or expe~lFnce necessary to determine if noxious elements were in the emissions. Staff had discusse~f~~<r. possibil~~ of contacting the Hennepin County Environmental Health Department to see if it could be6fl:~~~is~~n'ce. The SLMPD was monitoring the situation when it was in the vicinity. The SLMPD must be aoJ<rtQobserve activity that may be in violation. The City was following the City's Attorney's advice in terqisof possible prosecution. Mr. Pahl stated companies that test for mold could possibly conduct a test on the emISSions. The emissions were affecting his health, his family's health, his employees' health, and the health of the other neighbors present at the meeting. He commented he had not contacted other neighbors to determine if they had experienced health problems. He asked the City contact Mr. Quast and explain to him that his neighbors thought the wood-burning stove was causing health issues for them. Mr. Pahl stated Mr. Quast's type of stove had been shutdown in other cities in Minnesota and Wisconsin. He explained if the wind conditions were a certain way the smoke would be cleared by the time the SLMPD arrived, the arrival time averaging 20 - 35 minutes. He also explained the stove was emitting smoke at all times. CITY OF SHOREWOOD REGULAR COUNCIL MEETING June 26, 2006 Page 4 of 10 Mayor Love stated the City had to follow a process, and the City could not just be arbitrary. Attorney Keane stated the SLMPD was working in coordination with the City. If the SLMPD determined there had been a violation of the City code, a citation for violation would be issued. Mr. Pahl questioned what could be done to prohibit Mr. Quast from using his wood-burning stove permanently. The resident of 24845 Smithtown Road stated the smoke problems evening and early morning hours. to be worse during the In response to a question from Mayor Love, Mr. Pahl explained th~imanufact~f~fiofthe stove had called Mr. Quast and encouraged him to discontinue using the stov~ifl,ftxf Mr. Pahl hadi~tililed the manufacturer and complained. He commented the manufacturer had beerrsued because of emissimw. from similar type stoves. He explained he had researched that type of stqye 3 - 4 years ago when ne\\ifl,s copsidering a purchase of one, and he found out the stove was a healtlinfzard. He~tated a friend ofhj~.had the same type of stove and he needed to relocate the stove because it ij,ff~ctedlljs h~alth. In response to a question from Councilrnxwber Wellens, Mr.P~nhstated Mr. Quast had received the necessary permit for the structure. Mr. Pahlifmmstated he believedm~.City's nuisance code should be sufficient to prohibit use of the stove, as would phq Mjl)nesota Indoor QualjtyClean Air Act. Councilmember Callies questioned if Mr. Pahl hij,d cons.i<;ler~qprjyateaction with regard to the situation with his neighbor. She stated.iHmf(ity did not haY~ithe abilitytpll:tssess what was in the emission, but there was an issue becaus~l~fth~i\nffH.sion into enjq~ing one's personal property. She questioned if there was any knowledge of... er cities'o~mnances that pr~nibit the use of that type of stove. Attorney Keane stated Staff was researc i)yhat othx~iicities were doing. Mayor Love stated Mr. Pahl and the other iridividuals present had been provided the opportunity to have the issue be a matter or record, and to inform Council of the situation. Staff had already contacted the MPCA, and the SLMPD was well informed of the matter. In respon~~lf~i}a question frorHititr Pahl,~ayor Love explained the City was trying to determine if it had the authority~~i.fl,sk Mr. Quast tRiqiscontinue use of the stove. Mayor Love, on l)~n~li~of the ~qllncil, asked the Staff to report back to Council at its next meeting with regard to what authdrjtyithe C;ity had with this matter and what other cities were doing. 5. REPORTS AND PRESENTATIONS A. Patrick Hodapp, LMCC Representative, report on Lake Minnetonka Communications Commission Activities Lake Minnetonka Communications Commission (LMCC) Representative Patrick Hodapp provided an update on the major LMCC activities. . The LMCC voted to accept Maple Plain as a member, bringing the membership to 17 communities. The addition should result in an additional $10,000 in Franchise/PEG fees. CITY OF SHOREWOOD REGULAR COUNCIL MEETING June 26, 2006 Page 5 oflO . COPE: Communications Opportunity, Promotion, and Enhancement Act of 2006 passed the House of Representatives. The highlights of the bill were reviewed. . The LMCC had started to web stream channel 8 and channel 20, which allowed access to council meetings and selected other meeting to anyone with internet access. . Patrick Hodapp was elected to be the LMCC Treasurer. . The LMCC established a wireless committee. The purpose of the committee was to monitor developments, stay informed, and be a forum for discussion among members. The LMCC would consider budgeting for associated expenses in 2007. The LMCC had no plans to promote the development of a government o'Yn~d wireless network at this time. Mr. Hodapp stated there was no downside to waiting on the wireleq~l1etwdrK; in 2 - 3 years the network technology would be both better and cheaper. If there was anpppqrtunity to Bmvide great value to the communities by providing a wireless network, then it was prlJ'd~pt for the LMCQto consider that. He would appreciate the City's feedback regarding the sense of urgency in providiJigwireless networking capabilities. In response to a question from Mayor Love, Councilmem11>~r:jWeH~l1s<stated he liked LMCC was taking with regard to wireless networking. direction the Mr. Hodapp stated he thought all Shorewooqr~~idents could havejwireless internet access even if they did not have access to cable. He then stated he!dld<l1<p~~~ink it was appt<ppriate for the LMCC to spend a large amount of money on wireless network re~ffed acth1jH~s,but it was appropriate to spend a modest amount of funds to stay abreast of the wireless n~t~orhipgteq~~m19~~' He questioned if the City would support the use of specific f~n~~t~p~ifhat effort. Hej~~plained the~wount would be approximately $2,000 combined for all membe~iqities;<f(jl1;~i~\Inds would not be additional contributions from the cities monies just reallocation ofbuqg~t~d dollars. Administrator Dawson explained there had been discussion within the LMCC whether it was appropriate to spend fees 011 non cable activities, and there had been discussion on requesting a general the member cities. Mayor Love hadiWflH1Pusly contacted member cities regarding the possible funding the f(f(fdback was not supportive. Mr. ofa of the monitoring effort. In response to a residents that wanted less than a dozen calls Hodapp, Councilmember Wellens stated he was aware of a few island networking capabilities and Administrator Dawson stated he had received the matter over the last two years. 6. PUBLIC HEARING None. CITY OF SHOREWOOD REGULAR COUNCIL MEETING June 26, 2006 Page 6 of 10 7. PARKS - Report by Representative A. Report on Park Commission Meetings and Park Tours Held June 13, 2006 Director Brown reported on matters considered and actions taken at the June 13, 2006, Park Commission meeting and Park Tours (as detailed in the minutes of that meeting and those tours). Discussion ensued with regard to the number of varying types of signs that would be posted on the Lake Minnetonka LRT Regional Trail. In response to a question from Councilmember Wellens, Director Rivers Park District would be receptive to feedback on the Trail stated he thought the Three In response to a question from Councilmember Turgeon, similar to those found in Victoria. kiosks would be In response to a question from Councilmember Tt\pgeoPLDirectorI?rown clarified th~:(clesired water fountain at Skate Park and the yearly $1,000 annual d61}~tj9n frpltit\1e American ~egion were two separate issues. The Park Commission did question if the dOlla~i<j)nl}could be used for the installation of a water fountain at the park. In response to a question from Director County's goals were with regard to signage signs. stated hevYR>>kLlike to know what Hennepin expressipgan opinion on the number of Director Brown stated its signage policies and come before Council to review Regional Trail. Brown stated efforts were being taken the shoreline of Manor Pond. been continued interest in having a water fountain installed at be installed at Freeman Park before the Skate Park Park. In response was required to installation of a Turgeon, Director Brown stated a sanitary sewer drain fountain. It was possible to install a drain at Freeman Park, and the would be more difficult. 8. PLANNING - by Representative Commissioner Conley reported on matters considered and actions taken at the June 20, 2006, Planning Commission meeting (as detailed in the minutes of that meeting). CITY OF SHOREWOOD REGULAR COUNCIL MEETING June 26, 2006 Page 7 of 10 9. GENERAL/NEW BUSINESS A. Discussion of SLMPD Arbitration Administrator Dawson explained the SLMPD Arbitration Panel issued its clarification Order on June 15, 2006, which started the 60-day clock for any member city to serve notice of withdrawal from the joint powers agreement (JPA) at the end of 2007. He noted that was the only avenue for not abiding by the binding arbitration. It was on the meetings agenda for Council to consider what it would like to do with regard to the Order. He commented if Council took no action it would be devl1)~t:l as approval. Dawson explained the Panel clarified the findings - the formul~:~~~li.ed to operations only, not operations and rent. Beginning 2007 the allocation for operations 'M~uldqYi:~s follows - Excelsior 27%, Greenwood 8%, Shorewood 50%, and Tonka Bay 15%. He alsd~xplainetlH~{;Jre formula had been in place currently, the additional cost to the City would have beel}:~ppro~imately $6f,OOO for 2006. He then explained when the formula was revisited in 2011 for 2012, it would be a refirreJ11vnt of the fonnula based on changes in tax capacity, population, and incident complaint reports per city. In response to a question from Councilmember Callies the Arbitration Panel, Mayor Love explained the base line formula. Attorney Keane commented 2006.was the baseline figures. question of;clarification for a factor in refining the funding adjustments would be to the 2006 Councilmember Turgeon stated she was having yet it would only be allowed one vote. She rights. would pay 50% of the costs, had no authority over voting Both Councilmember comparable to Wellens would prefer voting privileges to be require a change to the JP A. He stated although ted were advantages to a single vote for each member t~Rih?ncern forward to the SLMPD Operating Committee, although tim~ltprequest a change to the JP A. each city the budget but there would be a were; two issues with regard to the number of votes each city has: 1) the Operating Committee; and 2) each city council had one vote on to the JP A, if there was not full agreement to funding changes in the municipal funding. Mayor Love stated he the Panel attempted to preserve the existing SLMPD governance model. Councilmember Callies stated she would support continuing on with the governance model in place. She would appreciate a discussion on the pros and cons of the existing governance model at a future date. In response to a statement from Councilmember Wellens, Mayor Love stated because each member city had an equal vote the tendency to form alliances on issues was almost non-existent. He then stated the Coordinating Committee, for the most part, had acted in good faith with reasonable process and he would not like to see that jeopardized in the future. CITY OF SHOREWOOD REGULAR COUNCIL MEETING June 26, 2006 Page 8 oft 0 Councilmember Wellens suggested Council do nothing with regard to the Order. Mayor Love concurred. In response to a comment by Councilmember Callies, Council member Turgeon stated the only option Council had with regard to the Order was to reject it. Mayor Love stated because Council had differing opinions on the outcome, he recommended Council accept the Order without comment. B. Approval of Compensation Plan Administrator Dawson stated the City contracted with Labor RelaYJ~~~~ssociates, Inc., to prepare a compensation and classification study. The process had been lengthYlwith.l~Q'ygoals of: . Updating position descriptions, to provide a uniform l:llil~~ foiany change~; Developing information and recommendations ~9rany revisions to the G~ty's levels of pay (external labor market) and pay structure (jp~ernal relationships for COl1J.pliance with the Minnesota Pay Equity); and Changing the City's rigid tenure-based step systemJf9ni~alfrie:s:with a system that is designed to reward performance and provide flexibility for salarieslf!.mime of hire. . . Dawson then stated Council reviewed the d~1ftc.\?itthe report at w6rI(~~~sions on April 24 and May 22, and at the latter work session indicated a prefer~nCyt9Upplement the ne",ic9mpensation plan with one or two adjustments (July 1, 2006, and January 1,2007) tobrillg all position incumbents with at least five years' experience to the market wage. The draft>>:as b~horeG~Y~1i.lfor additional comment and action. He stated Staff recommendeq.~9l;l;pcil approve theqf!.ssification:~p'd Compensation Plan dated May 31, 2006. Councilmember TurgMnn~f~t~d she l~~sagreed with tHen method the consultant used to gather data and what data was used to detertl;1(~~lYl a~~Vf~r~:?Lthe extero..allabor market. She then stated when she began talking about 1~fij~m~lthe comn~~;~ftion:P9H~~\~~~practices 6 years ago, the compensation component was suppo~rqto:J:jelPf!.~!9tlf larger;~ftort. Performance evaluation forms were also to have been included in the eW~rt, along with:jRRIR~scriptiR~~[lfndan employee handbook. She stated she was uncomfortable withJn~llff~t the City had\~Rtl fully i~~!~~Q.1.ented a performance evaluation system to-date, and she thought thf!.tJ~Q'ould be comple~Hq.before tl1e compensation policy was modified. Turgeon we~i~~<<li~.:state she hJJlrequested Administrator Dawson provide her with the raw data used for the study. She eXtlY~~m~d the a<yerages used were maximum averages and minimum averages, and the averages for actual w~~r~l:~:fpnot been provided before. She then stated the difference between actual averages and current Sta##:yompensation were not drastically different. Turgeon then explained she would prefer to have the performance evaluation process in place, documentation on how the process would work, and a process for administering compensation increases identified before the compensation system was changed. She commented she was supportive of eliminating the step-adjustment approach for compensation increases. She stated she was not implying any Staff was not performing as expected, but there was no way of determining to what level Staff was performing without performance evaluations for all positions. Councilmember Callies stated part of the reason for the recommended compensation changes was because of the Pay Equity Act. She was aware that not all the Staffs' compensation was less than the CITY OF SHOREWOOD REGULAR COUNCIL MEETING June 26, 2006 Page 9 of! 0 market rate, but there were some discrepancies. She stated without making a judgment on the severity of the discrepancy, she did think the process used was thorough and well accepted in the field. Administrator Dawson explained for purposes of the Pay Equity Act a city must identify what the maximum pay range and maximum compensation was. He stated there were variations from city to city on a position's actual wage based on the employee's tenure in the position. He then explained the City had performance evaluation forms for each Staff position. He also explained staff members work toward the market rate for their position; and anything beyond the market rate required justification be provided to the City Administrator for consideration. Councilmember Turgeon expressed concern that all department performing exceptionally. She stated there was not a department heads. have an employee that was system in place for Councilmember Wellens stated he understood there was a [or average maxiItI~W market rates, but he stated there was also a need for Council to review average actual market rates:J.-Iy then stated he was supportive of eliminating the step-adjustment but hetHqnot support administering increases such that employees with 5 or would be brought up to the maximum market rate by January 1,2007. 10. Mayor Love stated pay ranges do increase In response to a question from Mayor Love, done on the non-director level Staff. While the evaluations, all director-level had been performance, rather than evaluations were had formalized performance then stated he preferred to reward Mayor Love could discuss the average to a lQ, 2006, City Council meeting where Council 11. A. Staff None. B. Mayor City Council Mayor Love stated the next EFD Board meeting was scheduled for June 28, 2006, at the East Side Station. He also stated the Excelsior Firefighters Relief Association dance was scheduled for July 21, 2006. He requested Staff inform the residents around the West Side Station of the event. CITY OF SHOREWOOD REGULAR COUNCIL MEETING June 26, 2006 Page 10 of 10 12. ADJOURN Turgeon moved, Wellens seconded, Adjourning the Regular City Council Meeting of June 26, 2006, at 8:21 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder Woody ATTEST: Craig W. Dawson, City Administrator/Clerk CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, JUNE 26,2006 5755 COUNTRY CLUB ROAD CONFERENCE ROOM 8:30 P.M. MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Love called the meeting to order at 8:33 P.M. A. Roll Call Present: Mayor Love, Councilmembers Callies, Director of Public Works Brown; and and Director Burton Dawson; Absent: Councilmember Lizee Section 2005, but accumulation Benefit unlimited, and employee's current for the meeting. B. Review Agenda Without objection from Council, Mayor 2. EMPLOYEE HANDBOOK Administrator Dawson was opportunity for update the City's committee was been reviewed recommended with a also were close to final form and this changes. explained efforts had been made to past several years. The employee handbook the draft handbook in its entirety, and it had committee last met in late May 2006 and Council action relating to a few sections, and agreement on. The City Attorney's Office had that needed to be completed pending Council action: 1) compensation plan, under consideration by Council; 2) program recommended by the employee Benefit Committee in and 3) Section 8.03 and Section 11.02 - the sick leave severance benefits, respectively, as recommended by the employee approved by Council. He noted the current sick leave accrual was one-third the number of hours on balance over 400 hours times the Dawson also explained there was one area where there was not complete committee agreement, which regarded the practice of placing hours in an employees' vacation balance. In the 1986 handbook, one's vacation hours for the year were placed in the balance at the beginning of the year. When the City installed some payroll software (sometime in the late 1990s), the software was programmed to accrue vacation from pay-period to pay-period, rather than placing a full year's bank of hours on January 1. Since at least that time, it had been the on-going practice of the City for employees to accrue vacation on this basis; and any increase in the vacation benefit was reflected on the employee's anniversary date rather than at the start of the year in which the anniversary occurred. Some, but not a majority, of the 1#2C I CITY OF SHOREWOOD WORK SESSION MEETING June 26, 2006 Page 2 of 4 committee members believed formalizing this change in practice could be viewed as reducing a benefit for employees. Others noted that this practice had been in place for many years, employees were used to it, and it was fair both to employees and the employer. Councilmember Wellens stated he was very supportive of the current vacation accrual practice, and of changing the employee handbook to reflect the current practice. Discussion ensued with regard to the severance benefit for accrued sick hours, and placing a cap on the number of sick leave hours that outstanding were what the cap should be and how to "buy down" hours are in excess of the cap. The benefits consultant was should be and what a one-time buy down of the hours should be. hours in excess of 400 accrued. The questions whose sick leave for what the cap In response to a question from Councilmember explicitly stating "this Handbook does not create a handbook makes the handbook not be a contract. the City explained that by employees" in the Councilmember Turgeon stated she had to the opt-out incentive explained if employee can they had adequate health per month (noting the City pays up in place prior to 2000. She stated In response to a question from Councilmember demonstrate they had no need for City provided insurance from another source, the City the to $680 for health insurance). Burton the policy one employee currently received the ensued with regard Administrator Dawson stated it was almost employees are paid by the employer. He also to pay for only basic health insurance costs; different health insurance options because of the opt-out incentive was recommended to increase from $50 to on benefits recommendations had not been completed. nearly complete, and the $50 amount was at least 6 years could direct Staff not to increase the opt-out incentive. There was report had been revisit the opt-out incentive amount once the final benefits consultant's In response to a question from Councilmember Callies, Administrator Dawson stated the City did not offer retirees any type of health insurance options. In response to a comment from Councilmember Turgeon with regard to including "partner" in Section 8.04, Administrator Dawson stated the employee handbook language was updated to use current terminology. Turgeon questioned ifthere was a definition of "partner". In response to a question from Councilmember Wellens, Administrator Dawson explained State law required employees be granted up to 16 hours per year to attend a child's school functions, and the CITY OF SHOREWOOD WORK SESSION MEETING June 26, 2006 Page 3 of 4 employee could use vacation or request unpaid leave for those hours (this was added to Section 8.09). He also explained State law mandated the City allow an employee time off in the morning of election days to go and vote, and the time was paid by the employer. Councilmember Wellens questioned the change to the funeral leave policy (Section 8.10), in particular allowing 1 day for City paid funeral leave to attend the funeral of a friend or distant relative. Administrator Dawson explained the change was made to be consistent with the public works labor agreement. Councilmember Turgeon stated as a non-union employee for a she did not receive all the benefits the union employees received. Mayor Love stated the policy passed a reasonability test. Wellens stated his vantage point was that abuse the policy, and the policy was easy to abuse. Mayor Love stated if there was a problem with the responsible for managing the situation. He did not think it the worst in people". supervisor would be policies to "look for Councilmember Wellens stated he did not think offfor a friend's funeral with pay". would be to take I day Mayor Love and funeral leave policy. recommended to be consistent with and equitable concern with union employees Turgeon commented the non- stated the funeral leave for a Administrator Dawson again stated the c~~nge to with the labor agreement. He went on !)~~ Staff receiving benefits non-union employees dr. union employees did not pay dues, which a friend could be stricken from Section 8.10. the recommended change to the stated they would not support the component of the funeral leave policy, there other ways to support time-off for a friend's funeral (e.g. for date ). leave policy be revisited at a future meeting. concern with Section 11.02 regarding severance pay - change payment of 1/3 in excess of 400 hours to payment of 50% of sick leave hours up to a maximum of 800 Dawson explained it was very common to convert a portion of unused sick leave to upon termination. The proposed change would cap the termination payment and also encourage not to use sick leave. Councilmembers Callies and Turgeon stated they want see the benefits consultant's recommendation on this policy. In response to a question from Councilmember Turgeon with regard to the firearms policy (Section 4.12), Administrator Dawson stated Council had approved the policy in 2003. In response to a question from Councilmember Turgeon with regard to the City's drug and alcohol testing policy (Section 4.13), Administrator Dawson explained he and the Director Brown had been trained on the State drug and alcohol testing policies for Commercial Motor Vehicle Drivers (CMVD). Brown explained the City subscribed to services provided by LMCIT for the random testing, the random CITY OF SHOREWOOD WORK SESSION MEETING June 26, 2006 Page 4 of 4 testing percentages were part of a larger pool of individuals, and individuals were selected for random testing by the LMCIT. Councilmember Wellens stated Section 3.02, vacancy is posted internally 3 working days prior to publication, was a short notice. Administrator Dawson explained 3 days was the minimum, and it was usually more. In response to a question from Councilmember Wellens with regard to Section 4.04, time sheets for exempt employees, Administrator Dawson clarified what was meant. In response to a question from Councilmember Turgeon with re Dawson explained it was common practice for an employee to with their two 15-minute breaks. He noted the 15-minute breaks lunch breaks, Administrator one-half hour lunch break Federal law. In response to a question from Councilmember (Section 5.01), Administrator Dawson stated Council Administrator Dawson stated once the benefits the employee handbook, Council would receive the majority of the policy changes had in 3. OTHER None. 4. ADJOURN Wellens moved, 2006,9:18 P.M. Craig W. regard to the policy as Reimbursement 2005. had been into and consideration. He noted the Council Work Session Meeting of June 26, Woody Love, Mayor PAYABLESAPPROVALS For 07/10/06 Council Meeting Dat~ ~ /t;t /, ~ I . r. Accounting Clerk Reviewed by: Date: Bonnie Burton, Finance Director Approved by: Date: tJ7. Illti{' Crai awson, City Administrator PAYROLL APPROVALS For 07/10/06 Council Meeting 7 ) /" /;t// Prepared bfi, . .' /' Date7~ Michelle T. Ngu en~ Sf. Accounting Clerk .~ Reviewed by: Bonnie Burton, Finance Director Date: Approved by: Date:p11t?t4.f Crai awson, City Administrator 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 Celebrating 50 Years. 1956 - 2006 MEMORANDUM Date: June 28,2006 To: Honorable Mayor and City Council Members From: Bonnie Burton, Finance Director/Treasurer Re: Liquor Staffing Recommendation cc: Craig Dawson, City Administrator The following staffing item is presented for the City Council's review and approval: Liquor Store Staffing Liquor Operations Manager Don Swandby recommends the hiring of Ms. Teri L. Smith for the position of 'Part-Time Liquor Clerk' at a rate of $8.50 per hour, effective immediately. Staff Recommendation The City Council is requested to approve the staffing recommendation as outlined above. "" f: t PRINTED ON RECYCLED PAPER ...., CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD' SHOREWOOD, MINNESOTA 55331-8927' (952) 474-3236 FAX (952) 474-0128 . www.ci.shorewood.mn.us . cityhall@cLshorewood.mn.us Celebrating 50 Years. 1956 - 2006 MEMORANDUM TO: Mayor and City Council Craig Dawson, City Administrator FROM: Larry Brown, Director of Public Works DATE: July 6, 2006 RE: Ratification to Accept Project and Authorize Final Payment for the Shady Island Lift Station No. 18 and the Birch Bluff Road Lift Station No 8 Projects. City Project No 04-03 On June 26, 2006, the City Council accepted the Shady Island Lift Station No. 18 and the Birch Bluff Road Lift Station No 8 Projects, and authorized final payment by way of motion. This was necessary, as final payment was due to the contractor. However, Staff was not prepared to have a resolution for this item at the council meeting cited. Therefore, this action item simply ratifies the motion made last meeting, by way of resolution. Recommendation Staff recommends approval of the resolution that memorializes the decision to accept the Shady Island Lift Station No. 18 and the Birch Bluff Road Lift Station N.o 8 Projects, and authorize final payment. :ttJG q", t t PRINTED ON RECYCLED PAPER ...., CITY OF SHOREWOOD RESOLUTION NO 06- A RESOLUTION ACCEPTING THE SHADY ISLAND LIFT STATION NO. 18 AND THE BIRCH BLUFF ROAD LIFT STATION NO.8 IMPROVEMENT PROJECT AND AUTHORIZING FINAL PAYMENT, CITY PROJECT 04-03 WHEREAS, on August 9th, 2004, the City of Shorewood entered into a contract with Jay Bros, Inc., for City Project No. 04-03, for the Shady Island Lift Station No. 18 and the Birch Bluff Road Lift Station No 8 Projects; and, WHEREAS, the Contractor has petitioned for final acceptance of the project and final payment based on work performed to date; and, WHEREAS, the Director of Public Works has made a final inspection of the project and recommends acceptance and final payment be made by the City. NOW, THEREFORE BE IT RESOLVED: The City hereby does accept the work completed pursuant to said contract and authorizes final payment to the Contractor, and the one year guarantee shall commence as of the date of this resolution, subject to the following items: 1. The Contractor furnish the City a two year maintenance bond pursuant to the contract. 2. The Contractor must make satisfactory showing that he has complied with the provisions of Minnesota Statutes 290.92 requiring withholding of State Income Tax. 3. Evidence in the form of an affidavit that all claims against the Contractor by reasons of the contract have been fully paid or satisfactorily secured. ADOPTED by the City Council of the City of Shorewood this 10th day of July, 2006. WOODY LOVE, MAYOR ATTEST: CRAIG W. DAWSON, CITY ADMINISTRATOR 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 Celebrating 50 Years. 1956 - 2006 MEMORANDUM TO: Mayor and City Council Craig Dawson, City Administrator FROM: Larry Brown, Director of Public Works DATE: July 6, 2006 RE: Authorize Expenditure of Funds - Badger Park and Manor Park Tennis Court Repairs The two tennis courts at Badger Park, and the single tennis court at Manor Park are in serious need of repairs. Frost heave has left very substantial cracks and portions of the pavement that are in distress. Staff has solicited repair, patching, and resurfacing of the subject courts. Two proposals were received, as shown in Table 1. Vendor Amount The Tennis Court Doctor $ 13,960 McBroom Construction, Inc. $ 33,960 Table 1 It is to be noted, that under the proposal provided by The Tennis Court Doctor, city crews will be responsible for filling of the routed cracks. The contractor will then caulk and finish coat the surfaces. The 2006-2001 Capital Improvement Program (CIP) for the Parks has a budgeted item of $20,000 for tennis court rehabilitation. Recommendation Staff is recommending that the proposal provided by The Tennis Court Doctor, and shown in Attachment 1, be accepted. q. '..J PRINTED ON RECYCLED PAPER -=It- 5D Jun 29 06 09:45a The Tennis Court Doctor 7635457946 p.1 The Tennis Court Doctor SHOREWOOD PARKS CIO LARRY BROWN: DmCTOR OF PUBLIC WORKS 6-29-06 RECREATIONAL SURFACERS WILL FURNISH ALL MA TERlALS, LABOR AND APPLY OUR RESURFACING EXPERIENCE AND KNOW HOW TO DO THE FOLLOWING WORK ON THE TWO TENNIS COURTS AT BADGER PARK: 1. CLEAN & SCRAPE EXISTING TENNIS COURT SURFACE: POWER WASH COMPLETE SURFACE ( 4 l!llIJ min. @ 3600 pSi) WITH: ROT-MAX NOZZLES & SURFACE CLEANERS . OWNER TO PROVIDE WATER 2 .CLEAN & ROUTE CRACKS LARGER THAN 1/4" .. _ OWNER TO FILL ROUfED CRACKS WlTH SAND MIX ASPHALT TO LEVEL OF EXISTING SURFACE 3. APPLY ACRYLIC BINDER OVER FILLED CRACKS & INTO CRACKS < 1/4" 4. PROVIDE ONE BIRD BATH APPLICATION TO LOW AREAS ON TENNIS COURT. THlUS APPLICATION WILL HELP LESSEN THE PONDING WATER BUT WILL NOT ELIMINATE THE STANDING WATER 5. APPLY TWO ACRYLIC RESURF ACER COATS OVER ENTIRE TENNIS COURT SURFACE. THIS PROCESS PROVIDES THE SURFACE UNIFORMITY & ACTS AS AN BONDING AGENT FOR SUCCESSIVE ACRYLIC COATS. THESE COATS DRY HARDER, HOLD MORE SAND & WILL NOT SHRINK OR PEEL AS DO ASPHALT EMULSION COATS. 6. APPLY ONE SAND FORTIFlED ACRYLIC COLOR COAT OVER ENTIRE TENNIS COURT SURFACE. THIS PROCESS PROVIDES TEXTURING VIA SILICA SAND RESULTING IN IN-DEPTH COLORING. ( COLOR: TWO COLORS )* 7 . APPLY ONE ACRYLIC TOP COAT OVER ENTIRE TENNIS COURT SURFACE. THIS PROCESS PROVIDES THE SURFACE'S DURABILlTY & LONGEVITY. 8. TAPE & HAND PAINT THE PLAYING LINES TO REGULA TION. FOR TIlE SUM OF: SEVEN mOUSAND FOUR HUNDRED & EIGHTY DOLLARS ($ 7.480.00) "* .. deduct $ 500 if color dr green ... deduct $ 500 if cracks are cleaned & routed by owner ( step ff 2 ) RECREATIONAL SURFACERS PROVIDES THE CRAFTSMANSHIP NECESSARY FOR THE PROPER INSTALLATION OF FULL ACRYLIC TENNIS COURT SURFACES. UNDER NO CIRCUMSTANCE WILL ASPHALT EMULSIONS ( elite fill) BE USED DUE TO ITS UNRELIABLE NATURE (BUBBLES & PEELING IN TIlE SECOND YEAR OF USE). DUE TO OUR CLlMA TE (freeze I thaw), STRUCTURAL CRACKS WILL RE-0PEN. THERE IS NO KNOWN METHOD TO PERMANENTLY SEAL THIS TYPE OF CRACK. PLEASE SIGN THE ABOVE PROPOSAL AND SEND I FAX IT BACK SO I CAN SCHEDULE YOUR FULL ACRYLIC SURFACING. QUOTE GOOD TILL 7-10-06 I Attachment 1 RECREATlONALSURFACERS.12006TJURDAVENUENORTII.MINNEAPOLIS,MlNNSSOT.A55441 FAX/PHoNE: 763-545-7946 MoBlLEl: 612-501-8264 ..............................................................................................................................................................................................., FROM : MCBROOM CONSTRUCT ION FAX NO. : 3203545758 Ma~. 02 2006 08:51AM Pi ~ Mc:I!lROOM C0N8~U0T10N CO.. INO 2118T Aw. S.W. NEW LONDON, MN. 56213 PHONI! (800) &48-9518 (320) 3a4-54M FAX (320) 3s.w758 SMAIL: mc:broom-Iyl~.net PROPOSAL # TC0230t SURl\1fTTtD TO STREI!T CITY. STATE. ZIP A TrENT'ON City of ShoreWOOd 57155 Counrty Club Dr. Shomvood. Mn. 55331 LtIrrv Brown PHONE FAX E MAIL JOBNAMr.- 9152-401-1637 952-474-6191 Tennis Court Mllinl!,nance For 3 Court(s) Surface P..st. 2300 Sq. Yd8. . Stnlctural Cracks Est. BlrdBathPllt4:h Kilt. 50 Sq. Yds. Color(s) Red <<. Oreen 11100 L.r. Power wash to Insure bonding of the new color surfuce system Fill Slmotural Cracks & Apply lIS" patch 10 Bird Bath lIl'e811 WIlh Acryllo patch binder I vinyl cement I sand mix Apply 2 coat(a) Plexlpave Blllck Acrylic RcsurfacllT Apply 2 coat(s) Plexlpllve Acrylic Color Surface ^PJlly 2 coat(s) Plexlcolor White Line Paint Labor and Materialll S 33,960.00 Badger Park 2 TC Manor Park 1 TC Both 8hould be recon8tructed. THIS WOULD BE THE LAST BAND AID ON BOTH NO,..:: WlII:er and Electrlolty to be rurnlshed to site as nceded by others California Products Plexlpave materials will be llSed Owner to apply ground sterilent to all cracks and ollter edges 2 weeks prior 10 start of work Thank you, for the opportunity to qUOlc you on tills projoot We propose heRby \to ruml~h material und lfthM complllto In II/XlOrdlInce with the: above Apeclftca1ions.. IOf the lIUm of Thlrtv Three Thousand Nine Hundred Sixty & 00/100--------- Dollars ( $ ) 33,960.00 P4yment to be mack: l\lIl\>Iln~: 30~ 0.. from com 18tlon ,>-~ ~ ,. . Authorized Signature <: _'" / )',V.. DIIW 4f281'lOO6 Al:coptaDQc: orl'MlInRaI DtUe '111., pnlfMlAal may be withdrawn by us If nut accepted within 30 d4y~. All matarlll II gull1lnteecl to be 81 .peclIIed. And to be completed In a wor1lmanNkt mannar according to "a"dal'll prBOIloe" Any aI_kin Of deviation ftom 9.,...~nUllliMIlllvolvlnll cxtJ1ll;1Olll, will he executed only Upo7I writta:n orden, and will bcoome: "" extra eIIarae over and above 1110 eeUlTUUC AlIllImmenll contingent UP"" ~lrik"". eccloonlt or delII)'" hayunll our ronlrol. t:>wrt\lr 'n CIll'I)II\II:. Iomado and OllICT ncQO.<l"ry ,""UrllII"". Our WOI1I:ers lI/'C fully CQVen:d hy Wotkmen', Con'pcn.1ItiM tn.urance. QUlllty Build.... of Athletic Flollltl.. Since 1970 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 Celebrating 50 Years. 1956 - 2006 MEMORANDUM TO: Mayor and City Council Craig Dawson, City Administrator FROM: Larry Brown, Director of Public Works DATE: July 6, 2006 RE: Authorize Expenditure of Funds Public Works Generator For many years, Staffhas planned for the purchase and installation of a backup generator for the Public Works Facility, located at 24200 Smithtown Road. Evidenced by the past power outages, it takes approximately twenty to thirty minutes to get the large equipment doors open, at the public works facility, and get equipment on the street during power outages. In addition, during the last extended power outage of three days, staff resorted to a personal travel trailer, on site, to facilitate adequate light and heat to plan storm restoration activities. Coupled with the need to have equipment properly maintained in addition to immediate access to personal protective equipment, the need for backup power generation to the public works facility is critical. Staff has solicited a design-build proposal from Powerhouse Systems, LLC. Powerhouse Systems is vendor located in Spring Park, and has furnished and installed generators for many of the South Lake Area communities. Powerhouse Systems previously provided the smaller portable generator for the wastewater lift stations for the City of Shorewood. The proposal provided by Powerhouse Systems includes the design, furnishing and installation of a 100 kilowatt generator, within a sound attenuated cabinet, all electrical wiring and transfer switch gear. Description Amount Generator - w/Sound Attn Cabinet $ 27,850 Electrical Wiring, Foundation, Slab. $ 17,000 Contingency $ 5,000 Taxes (Approx. due to no tax on labor) $ 3,240 Total $ 53,090 Table 1 #3E ... f: . PRINTED ON RECYCLED PAPER ...., Mayor and City Council Authorize Expenditure of Funds - Generator July 6, 2006 Page 2 of2 This expenditure has been included in the 2006-2010 Capital Improvement Program (CIP). Also, included in the proposal provided by Powerhouse Systems, and the CIP, is the potential for a backup generator installation for City Hall. However, staff has discussed this, and decided that with the availability of the South Lake Minnetonka Emergency Operations Center in such close proximity to City Hall, coupled with undecided rehabilitation of City Hall, this installation would be postponed at this time. This expenditure is to be funded from the Public Facilities and Office Equipment portion of the 2006-2010 Capital Improvement Program. Recommendation Staff is recommending acceptance of the design-build proposal, provided by Powerhouse Systems, LLC, for the installation of one generator at the Shorewood Public Works Facility, as shown in Attachment 1. PowerHouse Systems, LLC 4280 Shoreline Drive Spring Park, MN 55384 Phone: 952-471-3030 Fax: 952-471-3036 ierry@,powerhouse3,com Web: www.powerhouse3.com Integrated Energy Conservation SolutIOns Internet Data Center & Network Infrastructure Capabilities Distributed Generation Equipment Sales & Service DATE: July 6, 2006 Pages: 2 TO: Larry Brown RE : Generators/Diesel Presented By: Jerry Ricke Larry- Thank you very much for the opportunity to help with your power needs, per our conversation PowerHouse Systems, LLC offers the following proposal: One New Gillette lOOKW Diesel Generator Set (Public works) -John Deere diesel engine -Baldor 12 lead generator -Automatic start/stop controls -Analog control panel -Dual Main line circuit breakers -Engine block heater -12 Volt battery with rack and cables -Battery charger -Electronic governor -24 hour double wall fuel tank -3 year warranty -Delivery and training -2-200A automatic transfer switch's -Start up and training -1 year of preventative maintenance Total your cost $27,850.00* *Price does not include tax, add $17,000.00 for electrical, and concrete pad. ATTACHMENT 1 PROPOSAL BY POWERHOUSE SYSTEMS One (1) New Gillette 20KW Diesel Generator set (Citv Hall) -John Deere diesel engine -Baldor 12 lead generator -Automatic start/stop controls -Analog control panel -Dual Main line circuit breakers -Engine block heater -12 Volt battery with rack and cables -Battery charger -Electronic governor -24 hour fuel tank -3 year warranty -Delivery and training -2-200A automatic transfer switches -Start up and training -1 year of preventative maintenance Total your cost $15,500.00* *Price does not include tax, add $6,500.00 for electrical, and concrete pad. Kind regards, Jerry Ricke Powerhouse Systems, LLC CITY OF SHOREWOOD RESOLUTION NO. A RESOLUTION APPROVING SUBDIVISION AND COMBINATION OF REAL PROPERTY FOR ANNE AND JACK CARTER WHEREAS, Anne and Jack Carter (Applicants) have an interest in certain real properties in the City of Shorewood, legally described in Exhibit A, attached hereto and made a part hereof; and WHEREAS, the Applicants have applied to the City for a subdivision of said real property into two parcels legally described in Exhibits Band C, attached hereto and made a part hereof; and WHEREAS, the Applicants have agreed to grant to the City drainage and utility easements as provided in Exhibits D and E, attached hereto and made a part hereof; and WHEREAS, the Applicants' request was reviewed by the City Planner, whose recommendations are included in a memorandum, dated 1 June 2006, a copy of which is on file at the Shorewood City Hall; and WHEREAS, the application was reviewed by the Planning Commission at a regular meeting held on 6 June 2006, the minutes of which meeting are on file at City Hall; and WHEREAS, the City Council considered the application at its regular meeting on 10 July 2006, at which time the Planner's memorandum and the Planning Commission's recommendations were reviewed and comments were heard by the Council from the Applicants and from the City staff; and WHEREAS, the subdivision requested by the Applicants complies in all respects with the Shorewood Zoning Code. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: 1. The real property legally described in Exhibit A be divided into two parcels, legally described in Exhibits Band C. 2. The City Clerk shall furnish the Applicants with a certified copy of this resolution for recording purposes. 3. The Applicants record this resolution, together with the Drainage and Utility Easements, illustrated in Exhibits D and E, attached hereto, with the Hennepin County Recorder or Registrar of Titles within thirty (30) days of the date of the certification of this resolution. -1- #3.F ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 10th day of July 2006. Woody Love, Mayor ATTEST: Craig W. Dawson, City Administrator/Clerk -2- PARCEL A Legal Description That part of Lot 1, Eureka and Lots 99, 100 and 101 of AUDITOR'S SUBDIVISION NUMBER .133" Hennepin Coun ty; Minnesota, described as follows: Commencing at a pain t on the South line of said Lot 1 distant 68.06 fee.t Easterly of the . Southwest comer of said ''Lot 1; thence on an assumed bearing of Narth 0 degrees 10 . . minutes 04 seconds West, parallel with the West lina of said Lot. 1, a ~istance of 620.13 Fee.t; thence South ari degrees 49 minutes 58 seconds West a .distance of 56_00 feet; thence North 0 degrees 10 minutes 04- seconds West, a distance of 52.87 feet to a line distant 2,5.00 fe.et St;!utherly of'measured at right angle!1 to. and parallel with the . No.rthv.:esterly line of said Lot 9~, 100 afld 101; thence South 48 degrees 54 minutes 34- . seconds West along said parallel Ii'!!}, a distance. of 95.25 feet to the point 9f beginning; thence South 47 degrees 07 minl.:tes 59 ~econds East, a distance. of 175.08 feet to a point 'distant 491.70 feet North of and .on a line,. parallel wIth the West line of said Lot l' drawn . . North 'from a point on the .So'uth line of said Lt;Jt i distant 68.00' feet Easterly of the Southwest comer thereof; thence ~~uth 0 degrees 10 minutes 04 seconds East,' along said parallel ffne a distance of 143.31 feet;' thence South '89 degrees 48 minutes 43 seconds West, a distance of 334.07 feet: thence North 0 degrees 11 minutes 17 seconds West, Cl distance of 84.20 feet to a Jine dfstimt 25.00 fe~t Southerly 0(; measured at right angles to. and par,allel wtth the Northw(jsterly line of said Lot 99, 100 and 101; fhence North 48 degrees 54 mtnutes 34 seconds East 'along saJ'd parallel line a distance of 272.81 feet to the point of beginning. That lies Westerly' of the following described line: Commencing at a pain f on. the South line of said Lot 7 distant 68.05 feet Easterly of the' Southwest comer of satd Lot 1; thence on an assumed bearing of North 00 degrees 10 minutes 04 seconds West. parallel with the West line of said Lot 1,' a distance of 348,,39 feet; thence South 89 degrees 48 minutes 43 seconds West. a distance of 150.17 feet to the point of beginning of the line to be described; thence North 20 degrees 32 minutes 29 seconds West. a distance of 189.57 feet to a line distant 25.00 feet Southerly of, measured at n'ght angles to. and parallel with the Northwesterly line of sold Lots 99, 100 and 101 and said fine there terminating. Exhibit j PARCEL B ,,~, Legal Description That part of Lot 1, E:ure~a, and Lots 99, -100 and 101 of AUDITOR'S 5UBD/VlSION NUMBER. 133, Hennepin County. Minnesota, described as follows: Commencing at a point on the South line of said Lot 1 distant 68.08 feet easterly of the Southwest comer of said Lot 1; thence on an assumed bearing of North 0 degrees 10 minutes 04- seconds West, paraffel with the West line of said Lot 1, ,a distance of 820.13 feet; thence. South 89 degrees 49 minutes 56 seconds West a distance of 55.00 feet; thence North 0 degrees 10 mtnutes 04 seconds West, a distance of 52.87 feet to a'line distan t 25.00 feet Southerly of measured' at n'ght angles to and parallel with the Northwesterly line of sat~ Lot 99, 100 and 101; .thence South 4-8 degrees 54 minutes 34- seqands West along satd parallel line, a distance of 95.25 feet to the point of beginning; thence South 47 degrees 07 minutes 59 seconds East. a dlstan'ce of 175.08 feet to a point distant 491.70 feet North of and on '0 line, 'parallel wIth the West line O;f said Lot 1 'drawn North from a point on the South line of said Lot 1 distant 88.00 feet easterly of the Southwest comer thereof; thence South Q degrees 10 minutes 04 seconds East, along said parallelltne a distance of 143.31 feet: thence .South 89 degrees 4-8 minutes 43 seconds West, a distance of 334.07 feet; thence North Q degrees 11 minutes 17 seconds West.. a dfstance of 84.20 feet to a line dtstant 25.00 feet Southerly of. measured at right angles to, and parat/el with the Northwesterly line af said Lot 99, .100 and 107,' thence North 48 degreeS 54 minutes 34 seconds East a(ong said para/fel fine a d.istance of 272.81 feet to the point of beginning. That lies Easterly of the following described line: Commencing at a point on the South line of said Lot 1 distant 68.05 feet Easterly of the Southwest aomer of said Lot 1; thence on an assumed bearing of North 00 degrees 10 minutes 04 seaonds West, parallel with the west line of said Lot 1, a disrcmt;e of 348.39 feet; thence South .88 degrees 48 minutes 43 seconds West, a distanae of 150.17 feet to the point of beginning of the line to be described; thence North 20 degrees 32 minutes 29 seconds West, a distance of 189.57 feet to a line distant 25.00 feet Southerly of. measured at right angles to, and parallel with the Northwesterly line of said Lots 99, 100 and 101 and said line there term i'n a tin tJ. (insert Exhibit B - Proposed Legal Description) -4- (insert Exhibit C - Proposed Legal Description) -5- (insert Exhibit D - Drainage and Utility Easement) -6- (insert Exhibit E - Drainage and Utility Easement) -7- CITY OF SHOREWOOD RESOLUTION NO. A RESOLUTION APPROVING SUBDIVISION OF REAL PROPERTY FOR ANDREW AND DOROTHY MELDAHL WHEREAS, Andrew and Dorothy Meldahl (Applicants) are the owners of certain real property in the City of Shorewood, legally described in Exhibit A, attached hereto and made a part hereof; and WHEREAS, the Applicants have applied to the City for a subdivision of said real property into two parcels legally described in Exhibit B, attached hereto and made a part hereof; and WHEREAS, the Applicants' request was reviewed by the City Planner in a memorandum, dated 1 June 2006, which report is on file at the Shorewood City Offices; and WHEREAS, the Applicants' request was considered by the Planning Commission at its regular meeting on 6 June 2006, the minutes of which meeting are on file at the Shorewood City Offices; and WHEREAS, the Applicants' request was considered by the City Council at its regular meeting on 10 July 2006, at which time the Planner's recommendations and the minutes of the Planning Commission were reviewed and comments were heard by the Council from the City staff. WHEREAS, the subdivision requested by the Applicants complies in all respects with the Shorewood Zoning Code. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: 1. The real property legally described in Exhibit A be divided into two parcels, legally described in Exhibit B. 2. The City Clerk furnish the Applicants with a certified copy of this resolution for recording purposes. 3. The Applicants record this resolution, together with the Drainage and Utility Easements, illustrated in Exhibits C and D, attached hereto, with the Hennepin County Recorder or Registrar of Titles within thirty (30) days of the date of the certification of this resolution. #3.0. -1- ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 10th day of July 2006. Woody Love, Mayor ATTEST: Craig W. Dawson, City Administrator/Clerk -2- Le2al Description - Existin2 Parcel Lot 2, except the west 355.53 feet thereof and lying north of the south 17 thereof, Milmewashta Acres, Hennepin County, Minnesota Exhibit A -3- (J) z Q f- [L E u (J) W o ~ <( C) w -' C -0 3: '0 D (/) .... +' 01 -0 Ul OCQ,)~ -oa;~ .Qc ~E~d1 0)0:=:2 'C 0 .S Q,) -0 D D UULi-""O 4-0) en (/) OC '-0> ..gpiQ,)Q,) giil50 DcQ,) D- O1~=ijj r'Q)DQ) .S+' >,.c ~ E~~ ~5L+J .ccn~-l-" .QzQ)Q) :=;D3:Ul o :5c 0 D '>-~~= (J):>-UlW >,+' c"O Q) ~ -g ID ~ E Q)'g :5:5 0:5 ..co..e ::1(,) .......\"",.......u '+-00,)0 ~4-..cC Qoorn....... c: _......, 0 ..c+",CO-+-' "0 .~ '3' ~ t:: gj '<l" ~ c- Q) 0_ en 3: o >.}! ~ c Q,) -"CO 0..... en C'lQ,)...l"') Nq~-g .....rn R~ .....o.E 0 00 l{) ON (,) ~Q)Cl{) ...J~'<l"~ 3:l"1 -o.....l{) ~;2 ~ ._ c CO DD-orn 2.8UlQ,)'<l" Ul en Q) ., _~QJ== .!!lQ,)Ol ....,. C \4-"'0 \"", Q) 05=-0 o_~..... a; (5 0'0 OJ N -0 .g ~-oCTlU) (1)-l-"mE IDC- -OCO l"1s.Qo l"1~ I"-- UlenDQ,) ~~:5l"1 ~g~~ UlD~en U'E UlenzQ,) l"1 gj..... l"1_ Q,) ~(/)~~ ..,0(;5, en D W Ol Q,) Q,) Q,) Ul Q,)C01-O 3: -"0 Q) 3:=.c_.~ .z:,c.c u, 0)1.-0......, Q)~5~ ..eQ)(,) ..e\::Q,) ......cQ,)0 .....Q,)Ll.c -:3 [I)+-, +-,'" 4- 4- Ul '"0 ~ OOCO..... 000)0 Ol'<l,en "wE(/) ................ Q} - gJ~~3: rg~iil8 Wiof--+-' en CU-+-, gj a5 010 E -0 01 C ..e C .- C c.- c..... '>, q E 8 0 -0 Q) ~c: .;.; "~;1ien :-'o5gj o CO D 0.. -., -Oc:~'<l" -0080 enOQJen Ul cO ~]i 6,2 gb~o .S -0 {;::I .s Ol..... ~ ~N 'SE ~.SN_ .. m :>-2 0 ~-+-,CO -i-l.-....... c:0 I"-- COlOQJ ::I...J:5l"1 ::IQ)~U 0... om-oc u ~ 0 ~ u.. .- .3 c 0 z Q) c ~ ~.!!l 'c.. en '+- 5t "0..:'= I+- -0 Q),>-OQ) Q,)~oo cO -0 Cm cQ)g' cLl..... Q) C'- l{) Q) Q,) ('oJ I = 0 '<l" :r:'5 E..... cn>.Q).c -UlOO Q) "C J:l :=; gj ~ ()...J 0, t 21l Ji t O1"'U; -0 .S <( gJ E <( C D'O-g 0Q)::lQ) O'3:~UlQ)' -+'"' CJ)U +JO......'+- .cOlenC .c=...0Q) en.coQ) enOo ... ~..... c:5 ~-z ~~ Q,)c.f:: 0 ..f-j (l) Q.) lJ.):.=-+'"' Q) cc:5:5~Q) .S 1:: 5 Q,)'- ~ c ~.- '+- ~ 0 E t ~ ~ :OQ) .. ..e 0.(,)0 >. o.....~ N cO N-";:'-O OQ,)Q ~_gen- ..~.......:50...+J..c/1) "'0 00 ,- O.....cQ,)c d -' OlN.... d -' 5 =:5 0 : u....c ou,>-en>, - 0:: O'c -0 0:: 0 "0 '"C ::S m <(..... c -' ~ <( +' C 2 ,- QJ 0... ....5> co...... 0 Ul 3:"" DOl"OO D D :r: O"aJ.-.....:r: 0.. .. QJ Qj l"1 f- 0 Olf- N =Ul o::-oQjen'6::>-o.....-o~lfi O.c c"" O.c 0'0 D Ul Z f- = 0 D (/) f-...J Ul o..t'"l -4- C'j' ..... o -' o W (J) o [L o 0:: 0... Exhibit B (insert Exhibit C - Drainage and Utility Easement) -5- (insert Exhibit D - Drainage and Utility Easement) -6- 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 Celebrating 50 Years. 1956 - 2006 MEMORANDUM TO: Mayor and City Council Craig Dawson, City Administrator FROM: Larry Brown, Director of Public Works DATE: July 6, 2006 RE: Three Rivers Park District Trail presentation At the previous City Council meeting, the City Council requested that a representative from the Three Rivers Park District appear before the City Council to present the Kiosk Program, as proposed by the Park District. Mr. Jonathan Vlaming will appear on Monday night to present drawings and a power point presentation for the kiosks. #5A q. f: t PRINTED ON RECYCLED PAPER ...., CITY OF SHOREWOOD RESOLUTION NO. A RESOLUTION VACATING CERTAIN DRAINAGE AND UTILITY EASEMENTS FOR ANNE AND JACK CARTER WHEREAS, Notice of Public Hearing on the proposed vacation of certain drainage and utility easements in the City of Shorewood, Hennepin County, Minnesota, was published in the Excelsior/Shorewood edition of the SUNSAILOR NEWSPAPER on the 29th day of June and the 6th days of July, 2006, and in the LAKER on the 1st and 8th days of July, 2006; and WHEREAS, said Notice of Public Hearing was posted in three (3) 10cations in the City of Shorewood; and WHEREAS, the Council of the City of Shorewood heard all interested parties on the question of vacation at a Public Hearing on the 10th day of March, 2006 in the Council Chambers at the City Hall. NOW, THEREFORE, BE IT RESOLVED by the City Council ofthe City of Shorewood, Minnesota, that the existing drainage and utility easements, located on the properties at 5725 and 5705 Smithtown Way, which easements are described in Exhibit A, attached, be and hereby are vacated, contingent upon the property owner filing new drainage and utility easements as described in Exhibt B, attached hereto and made a part hereof BE IT FURTHER RESOLVED, that the City Clerk is directed to notify the County Offices in accordance with Minnesota Statutes. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 10th day of July 2006. ATTEST: Woody Love, Mayor Craig W. Dawson, City Administrator/Clerk itr,A (insert Exhibit A - Existing Easements) (insert Exhibit B - Proposed Easements) WAY -..., \~ \ \ '" '" 8M/THrOWN - - I::J J:::,. a -~ S. r,\ Cl \...-' c- l.Q {J) -~ g ~~ ~ c:: ..... ---I ~ ~ p C) ~ ;;0 ~ 11 -... lJ) ......fl ~ II m -~ '"' ~ N Ci r-,\ C/) .0 \...-' ..... r,\ l 0 <D (.oJ \......J 0 - (J) ~ ~ "~.. ;!) ..:...... ," '. p ;;0 ~ II N .0 01 "l Q) (J) 0 ~ .." ... II N ...... . 620.13 ~'"'1-t j) ~ ~ +~ ~ -. ~ ~ ( .-.+ ;? ~_...-..._... \).. ~ r-II I I c: ::fl '-' ill --.-.! I ~~_ ...l ~ -.----.-:;;,,/ '( Q ..-///.-/- I '-?> .-....-....- L ~ -" ...-...-...,...-... ..-'" ..._...- 0 -"'-"'- VJ~ -4 r r I -"'-"'-.., CITY OF SHOREWOOD RESOLUTION NO. A RESOLUTION VACATING CERTAIN DRAINAGE AND UTILITY EASEMENTS FOR ANDREW AND DOROTHY MELDAHL WHEREAS, Notice of Public Hearing on the proposed vacation of certain drainage and utility easements in the City of Shorewood, Hennepin County, Minnesota, was published in the ExcelsiorlShorewood edition of the SUN'SAILOR NEWSPAPER on the 29th day of June and the 6th day of July, 2006, and in the LAKER on the 1st and 8th days of July, 2006; and WHEREAS, said Notice ofPublic Hearing was posted in three (3) 10cations in the City of Shorewood; and WHEREAS, the Council of the City of Shore wood heard all interested parties on the question of vacation at a Public Hearing on the 10th day of March, 2006 in the Council Chambers at the City Hall. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood, Minnesota, that the existing drainage and utility easements, located on the property at 6180 Cathcart Drive, which easements are described in Exhibit A, attached, be and hereby are vacated, contingent upon the property owner filing new drainage and utility easements as described in Exhibt B, attached hereto and made a part hereof BE IT FURTHER RESOLVED, that the City Clerk is directed to notify the County Offices in accordance with Minnesota Statutes. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 10th day of July 2006. ATTEST: Woody Love, Mayor Craig W. Dawson, City Administrator/Clerk #f;B (insert Exhibit A - Existing Easements) (insert Exhibit B - Proposed Easements) PROPOSED LOT DIVISION AND CERTIFiCATE OF SURVEY JOHN & ANN MELDAHL IN LOT 2, MINNEW ASHT A ACRES HENNEPIN COUNTY; MINNESOTA FOR t / . II ~~~\~--+~---------j NfO+ fov~~ I I I ~................A!V--"'_'''''''''-'''''''''''''''''''' .355.58 ................/-..... , I I I . I ~....._.........:\jy,......~.........~..............._... 476.69 ....-....../-........ I I I I I I I I I I I I I I """'.......WEST LINE OF LOT 2. I I MINNEW ASHT A ACRES I I I I I I ~ I ~ I I I \ \ \ \ \ \ \ \ \ \ I - I . I 10 Iz 1 I NOTE: RESTORE SW ALE _.._...f.... TO PREVIOUS GRADES ., I I I PROPOSED ....1"...... SILT FENCE / / / / / \ '- EXISTING HOUSE 15130 / /55 / 'I SUCKIOP RO aWAY I t'6TC~R I f I '!::il 1:>- I .J--! I~ . I ~ I '~I' "I ~ .~\ ~ \<1:1 \U ,:I1 ~ <1:1 u EXISTING HOUSE 1259.0 \ 65 \ \ '1. I'o....t/l. POlt ';: " b<rb'" -r--_C;; / ~/ ..::-..<':.,'-\~ -:.:::/;;, 1;- a (; a >>> :<:<.'~ ?~~ ~%~~\<\-\ ~4;~(}~a~ ~~<><\ / ----------------~m~ ; . /ROAOWAY I__EXISTING 15" ^ CMP CULVERT / EXISTING LEGAL DESCRIPTIONS WEST PARCEL: The East 121.16 feet of the West 476.69 feet of that port of Lot 2. "Minnewashta Acres, Hennepin County. Minnesota" lying north of the South 17.00 feet therec EAST PARCEL : That port of Lot 2, "Minnewoshta Acres, Hennepin County, Minnesota", lying east of the West 476.69 feet thereof and north of the South 17.00 feet thereof. PROPOSED LEGAL DESCRIPTIONS : NORTH PARCEL : That port of Lot 2. "Minnewoshta Acres, . Hennepin County, Minnesota", lying east of the West 355.53 feet of said Lot 2, and northerly following described line: Beginning at 0 point in the easterly line of said Lot 2. distant 120.00 feet southerly. os measured along sai'd easterly line, from the Northeast corner' of said Lot 2; thence on on assumed bearing of North 89 degrees 54 minutes 48 seconds West, along 0 line drown parallel with the northerly line of said Lot 2. o distance of 100.00 feet; thence South 45 degrees 37 minutes 48 seconds West to the East line of said west 355.53 feet. and said line there ending. SOUTH PARCEL: That port of Lot 2, "Minnewashta Acres, Hennepin County, Minnesota". lying east of the West 355.53 feet of said Lot 2, north of the South 17.00 feet of said Lot 2, and southerly of the following described line: Beginning at 0 point in the' easterly line of said Lot 2, distant 120.00 feet southerly, os measured along said easterly line, from the Northeast corner of said Lot 2; thence on on assumed bearing of North 89 degrees 54 minutes 48 seconds West, along 0 line drown parallel with the northerly line of said Lot 2, 0 distance of 100.00 feet; thence South 45 degrees 37 minutes 48 seconds West to the Eost line of soid west 355.53 feet, ond said line there ending. . 0: denotes iron marker (908.3): denotes existing spot elevation, mean seo level datum __ 917--': denotes existing contour line, meon seo level datum ~: denotes proposed contour line, mean seo level datum ~ : denotes drOlnoge direction Bearings shown are based upon on ossumed datum. This survey shows the boundories of the above described property, the locotion of three existing buildings, and location of 0 proposed dividing line thereon. It does not purport to show any other improvements or encroachm ~ Exhibit B PROPOSED DIVISION DESCRIPTION ~ GRONBERG AND r I"' ASSOCIATES, INO 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 Celebrating 50 Years. 1956 - 2006 MEMORANDUM DATE: SUBJECT: City Council ~ J,) Brad Nielsen, Director of Planning ",. Craig W. Dawson, City Administrator (\ ~ July 6, 2006 ~ Update on Complaint about Smoke Emissions along Smithtown Road TO: FROM: At the June 26 Council meeting, several residents expressed their concerns about smoke from an external wood furnace boiler that is used to heat domestic water and provide heat to the house at 24800 Smithtown Road. Staff explained the process that had been put into effect regarding enforcement of the City's public nuisance ordinance regarding smoke. SLMPD will be enforcing the ordinance and respond to calls from residents. SLMPD staff had contacted several neighboring residents regarding their level of concern about emissions from the furnace. Residents at the June 26 Council meeting believed that the City should prevent any further emission from the furnace. Council scheduled a follow-up of their concerns for the July 10 Council meeting. State and County Agencies: Testing of emissions is the responsibility of the Minnesota Pollution Control Agency (MPCA). The Hennepin County Department of Environmental Health does not have jurisdiction. Neither does the Minnesota Department of Health. The State of Minnesota does not have laws preventing the use of these wood burners. There is no national system of uniform testing and emissions standards that has been enacted by the US Environmental Protection Agency. There is a developing set of literature on emissions, primarily by the northeastern states. Limited data have been developed about particulate matter and in chemical elements in emissions, and generally point out concerns for human and environmental health. In general, these outdoor wood furnaces are the least clean of fuel sources for domestic heating. Additional Complaints: One neighboring resident called SLMPD on the morning of July 6 to complain about smoke in the air on July 5, allegedly from the property in question. The officer responding on July 6 noted that there was no recognizable odor. He told the resident in the future to call SLMPD immediately regarding a smoke complaint. One neighboring resident contacted staff on the morning of July 6 to complain about smoke that had been in the air for the past four or five days, and suspected that it was originating from the property in question, but was not certain of its location. Police responded to a complaint about smoke in the area on July 3. The origin of the smoke was a large recreational fire on property in the 25700 block of Smithtown Road (approximately one-half mile west). q. '..J PRINTED ON RECYCLED PAPER #8/\ Update on Smoke Emissions along Smithtown Road July 10, 2006, City Council Meeting Page 2 The Furnace, Installation: The furnace is manufactured by Central Boiler of Greenbush, Minnesota. It has an Underwriters Laboratory (UL-) listing. It was installed last fall per manufacturer's instructions, as verified and approved by the City's Building Official. There are no matters relating to zoning that apply to the furnace as it has been located and installed on the property. Response of Resident at 24800 Smithtown Road: Staff met with the owner of the property, advising him that the City has received complaints regarding smoke in the vicinity of his property. The owner advised us that he had used a wood-burning furnace for the past 31 years, and had recently upgraded to a new furnace. He was disappointed that neighbors had not contacted him about the alleged problem. He also indicated a willingness to make improvements to try and mitigate neighbors' concerns (see attached follow-up letter to the property owner). In summary, the owner intends to do the following: 1) Heighten the existing chimney by two or three sections, in order to get smoke further into the air where prevailing winds can better disperse it. 2) Trim tree branches above the furnace unit that may serve as a canopy, trapping smoke and preventing it from moving vertically. 3) Burn wood that is more seasoned (drier) than that which is recommended by the manufacturer, hopefully resulting in less smoke. Staff thanked the owner for his cooperation in this matter, and advised him that we would continue to monitor the situation. In response to questions from staff today (July 6), Mr. Quast indicated that his furnace was not in operation on July 5 or July 6 (the dates ofthe complaints listed on page 1 of this memorandum). He has been using electricity for the last several weeks to heat his domestic water. CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927' (952) 474-3236 FAX (952) 474-0128. www.ci.shorewood.mn.us . cityhall@cLshorewood.mn.us Celebrating 50 Years. 1956 - 2006 MEMORANDUM TO: FROM: DATE: SUBJECT: City Council cb Craig W. Dawson, City Administrator July 6, 2006 Preliminary 2007 Budget for the Excelsior Fire District The Board of the Excelsior Fire District (EFD) has endorsed and forwarded its preliminary 2007 budget to the member cities' councils for review and comment. The Board will consider these comments at its July 26 meeting before forwarding the 2007 proposed budget to the city councils for formal action. The city councils will need to act on the proposed budget by September 1, and a majority of them can approve it in order for it to take effect. The preliminary budget shows an 8.52% increase in overall expenses, which includes a 15.73% increase in operations. The Board believes that these figures more realistically represent what it takes to operate the EFD. It notes that actual operating expenses have been approximately $70,000 greater than budgeted each of the past two years, and a similar experience appears likely for 2006. Most ofthe proposed increases occur in "other services and charges". With more than two years' experience in each of the two fire stations, there is better knowledge of energy, maintenance, and repair requirements. Other individual line items show notable percentage increases or decreases, usually due to more proper coding of expenditures. There is also a significant effort to increase training for firefighters. The capital outlay portion of the budget includes the $25,000 increase to the capital equipment program approved by the city councils earlier this year. The Board did not believe that significant reductions to the preliminary budget were warranted. It is also reluctant to use any of the balance in the operating fund as revenue for 2007. The balance is in the 20-30% range of operating expenses, the minimum level needed for an entity that receives revenue quarterly. For 2007, Shorewood's share of expenses is 41.27% (compared to 42.27% in 2006). The preliminary 2007 budget would result in Shorewood paying $572,088, a $32,000 (or 5.9%) increase from 2006. Tax capacity is 70% ofthe cost allocation formula for 2007. It will be 100% in 2010. Shorewood's islands are excluded from the tax capacity figure used in the EFD formula. q. '-J PRINTED ON RECYCLED PAPER #qA Excelsior Fire District Draft Budget FY 2007 Comparison with Previous Years May 5 2006 Draft Proposal 1 2003 2004 2004 2005 2005 2006 2007 Actual Approved Actual Approved Actual Approved Proposed Per Cent Account Code Object Description Amount Budget Amount Budget Amount Budget Budget Change Fund 230 FIRE OPERATING FUND Dep't 42200 Fire Operations Less Orono Transfer 111,287 Personal Services 230-42200-101 Employees Regular 109,644 111,018 114,787 114,555.13 80,024 71,600 85,000 18.72% 230-42200-103 Part-Time Employees 4,834 5,200 5,295 5,350.00 5,091 6,000 6,000 0.00% 230-42200-106 Firefighter's Salaries 121,666 103,515 141,163 103,612.50 124,587 126,157 136,890 8.51% 230-42200-107 Fire Officer's Salaries 17,785 12,680 18,193 21,655.00 20,125 21,905 22,800 4.09% 230-42200-108 Pff Fire Inspectors 32,839 43,500 40,000 -8.05% 230-42200-121 PERA 10,147 10,325 10,580 10,653.63 6,943 6,658 11,325 70.10% 230-42200-122 FICA/MC 17,645 18,842 18,586 19,575.83 15,582 16,667 16,967 1.80% 230-42200-131 Employer Paid Health 9,626 14,000 7,499 14,000.00 6,000 7,500 7,500 0.00% 230-42200-133 Employer Paid Life Insurance 47 625 47 625.00 23 625 625 0.00% 230-42200-151 Worker's Comp Insurance Premiu 11,155 12,500 10,977 12,500.00 13,723 14,000 15,000 7.14% 230-42200-170 Firefighter Pension Contribution 15.000 15,000 15,000 15,000.00 15,000 15,000 15,000 0.00% Total Personal Services 317,548 303.705 342.126 317,527.09 319,936 329,612 357,107 8.34% Supplies 230-42200-200 Office Supplies 1,879 2,500 3,680 2,500.00 3,143 3,800 3,800 0.00% 230-42200-212 Motor Fuels 6,815 7,000 8,050 7,350.00 11,581 8,000 10,000 25.00% 230-42200-217 Clothing 12,514 11,110 9,785 13,510.00 5,295 13,590 15,720 15.67% 230-42200-220 Repair/Maint. Supplies 6,711 6,495 12,387 6,700.00 11,228 7,120 5,850 -17.84% 230-42200-221 First Aid Supplies 2,822 2,750 1,437 2,850.00 2,099 2,850 2,500 -12.28% 230-42200-222 Firefighting Supplies 2,639 2,800 1,323 2,900.00 2,280 3,000 6,645 121.50% 230-42200-240 Small Tools and Minor Equipment 1,993 2,000 3,682 2,065.00 2,384 2,100 -100.00% 230-42200-241 Fire Prevention Tools 2,673 4,375 1,986 4,375.00 5,871 3,375 8,100 140.00% Total Supplies 38,046 39.030 42.330 42,250.00 43,881 43,835 52,615 20.03% Professional Services 230-42200-304 Legal 4,500 230-42200-307 Fiscal Management Fees 15,000 15,000 15,750 15,000 15,750 15,000 16,540 10.27% 230-42200-311 Auditing 3,555 3,800 4,100 4,200.00 6,150 4,100 6,000 46.34% 230-42200-312 Refuse & Recycling Collection 0 500 1,067 900.00 952 1,100 1,100 0.00% 230-42200-313 Janitorial Services 4,361 1,600 6,973 5,000.00 8,810 6,600 6,600 0.00% 230-42200-318 Medical Fees 1,734 5,500 4,923 5,500.00 9,386 5,500 5,500 0.00% 230-42200-319 Other Professional Services 1.936 2,500 6,560 2,500.00 1,805 6,500 4,900 -24.62% Total Professional Services 26,586 28,900 39,373 33,100.00 42,851 38,800 45,140 16.34% Other Services and Charqes 230-42200-321 Telephone/Communications 18,002 27,350 21,805 28,500.00 26,793 31,375 20,850 -33.55% 230-42200-322 Postage 834 900 576 900.00 700 850 850 0.00% 230-42200-323 Radio Units 24,000 New 230-42200-331 Conferences 23,379 20,684 34,655 21,934.00 44,277 19,034 4,600 -75.83% 230-42200-332 Mileage 1,928 4,000 607 4,000.00 1,356 2,250 2,250 0.00% 230-42200-333 Meeting Expenses 2,500 New 230-42200-334 Training & Schools 23,400 New 230-42200-350 Printing & Publishing 2,705 2,895 1,883 3,000.00 1,316 3,035 3,000 -1.15% 230-42200-360 Insurance 16,220 15,000 19,950 15,487.50 20,338 21,000 21,000 0.00% 230-42200-381 Electric Utilities 2,087 13,000 21,537 16,000.00 28,186 22,000 28,000 27.27% 230-42200-383 Gas Utilities 3,098 12,000 15,905 17,000.00 22,873 18,000 24,000 33.33% 230-42200-386 Other Utilities 937 1,000 New 230-42200-401 Repairs & Maint. Contracted Bldg. 918 3,500 360 3,500.00 9,206 3,500 8,000 128.57% 230-42200-404 Repairs/Maint. Machinery/Equip. 7,031 16,100 18,341 16,100.00 23,477 18,350 19,150 4.36% 230-42200-405 Other Maintenance 2,277 6,295 2,695 6,295.00 4,861 5,100 6,975 36.76% 230-42200-412 Building Rentals 22,857 New 230-42200-430 Misc Expenses 500 New 230-42200-433 Dues and Subscriptions 1,440 1,785 1,541 1,785.00 1,216 1,905 1,800 -5.51% 230-42200-439 Contingency 2,260 1,500 2,758 1,500.00 2,562 1,500 1,500 0.00% 230-42200-444 WAF.T.A. 0 Total Other Services 105,038 125,009 142,612 136,001.50 188,099 147,899 193,375 30.75% Total Operating Budget 487,218 496,644 566,442 528,878.59 594,768 560,146 648,237 15.73% Capital Outlay 230-42200-560 Furniture and Fixtures 230-42200-570 Office Equip. and Furnishings 230-42200-720 Operating Transfers (Equipment) 95,000 50,000 25,000 46,500.00 46,500 125,000 150,000 53.76% Operating Transfers (Building) 350,000 594.269 594,269 578.285 578.285 592.369 588.065 -0.74% 445,000 644,269 619,269 624,785 624,785 717,369 738,065 2.88% Totals Fund 230 Fire Operating $~ 1,140,913 1,185,711 1,153,664 1,219,553 1,277,515 1,386,302 8.52% Excelsior Fire District 24100 Smithtown Road Shorewood, Minnesota 55331 Interim Chief Dana George Office 952.960.1670 2007 DRAFT BUDGET EXPLANATION The 2007 draft budget has a $108,787.00 or 8.52% increase over the 2006 approved budget. Many factors have lead to large proposed increase to the 2007 budget. Listed below are the items that have created the large budget increase. 1) New Chief's pay scale. If new Chief is hired at top end of the pay scale there will be a $13,400.00 or 15.76% increase to Chief salary. 2) Outstanding Anoka Hennepin Tech bill payoff of $5000.00 over years 2007, 2008 and 2009. This accounts for 21 % of 2007 training budget. 3) Electrical cost over budget by $12,186.00 in 2005 and is target to be $6,000.00 over budget for 2006. 37.5% increase needed for 2007 to cover actual cost. 4) Gas cost over budget by $5,873.00 in 2005 and is on target to be $6,000.00 over budget for 2006. 35.29% increase needed for 2007 to cover actual cost. 5) Repair & Maint. Contracts for building over budget by $5706.00 in 2005 and is on target to be over budget by about the same amount for 2006. 128.57% increase needed for 2007 to cover actual costs. 6) $25,000.00 increase to the CEP to make up for items purchased from the CEP that were not in plan. 7) Motor fuel cost $2,000.00 higher due to high fuel prices. 27.21 % 8) Turn-out gear prices $1,000.00 higher due to new NFP A harness requirements. 9) Recording secretary for board meeting never accounted for in budget $2,400.00. 10) Auditing cost over budget by $1,950.00 in 2005 and is expected to be over by about the same amount in 2006.45.24% increase needed in 2007 to cover actual cost. 11) $10,733.00 or 10.36% increase to firefighters salaries due to new firefighters being brought on the department. 12) $7,500.00 increase to radio cost due to taking it out of the CEP and moving it in to the operating budget. These items alone add up to $107,083.00 so as you can see that does not leave much left for other areas of the budget. Other factors to consider: Hiring an Administrative assistant at $25.00 per hour x 40 hours per week = $52,000.00 Additional costs: PERA FICA Medicare Health insurance Grand Total $3220.00 $3224.00 $754.00 $7,500.00 $66,698.00 The Administrative assistant position would possibly eliminate the need for the following: Data Entry Fiscal Management Recording Secretary Grand Total $6,000.00 $16,540.00 $2,400.00 $24,940.00 This would leave a total increase of$41,758.00 to the operating budget for the Administrative Assistant position. We currently do a lot of in house training which saves the district thousands of dollars a year. One Example is FFI which is mandatory we can teach the class in house for about $300.00 per student if we can not find instructors. It would cost about $1000.00 per student through Hennepin Technical College. We teach on about 5 to 10 students per year for station 1 and 2. 2005 the district was over budget by 65,889.00 and in 2004 the district was over budget by 44,798.00. That doesn't take into account the $100,139.00 that was taken for the CEP over that same two year period. I am concerned that we will be over budget again this year mainly because of the gas and electricity costs. I realize this is a large increase but I truly feel we have been running with an unrealistic budget figure over the past few years. This is mainly due to the fact we did not know the true cost of running the new buildings until we have been in them a few years. The $15,000.00 firefighter pension contribution is a voluntary contribution at this point. The board had added it to the budget in 2003. $7,500.00 for the radios taken out of the CEP and put into the operating budget in 2007 and 2008 will increase the CEP fund balance by $15,000.00. 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OJ ~ M ~ o '" ~~~ ~"-''''' '" co ~ '" ~II ~I ~II ~I ~\I ;::; ~ ~ co co '.;:J '.;:J ro ;:..... ro E 'u "3 '" ~ 0.. :> ;:j co co P-. 13 0 a.) ~ ~ ;:j Q.lS'Cd ~ .~ > ~o <C g< a:; J:';>.;:;~ ~ OJ '" 5 ~ ~ ~ ~.~ 'a ~ OJ $ s::Lt ~ '" '" 1iJ s 0 ::r:: '-R ~ '<J' OJ f- o ~ '<J' o co 0 N..;:J 0 o.o"'N ,S ~ Cd ~ 0....... 2ci:~ '<J' '<J' r-- r-- o '<J' N 0\ 0\ N ~II j " " " 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 Celebrating 50 Years. 1956 - 2006 MEMORANDUM TO: FROM: DATE: SUBJECT: City Council Craig W. Dawson, City Administrator(li\. June 22, 2006 lL!) Approval of Compensation Plan The City contracted with Labor Relations Associates, Inc., to prepare a compensation and classification study, with the goals of: . Updating position descriptions, to provide a uniform base for any changes; . Developing information and recommendations for any revisions to the City's levels of pay (external labor market) and pay structure (internal relationships for compliance with the Minnesota Pay Equity); and . Changing the City's rigid tenure-based step system for salaries with a system that is designed to reward performance and provide flexibility for salaries at time of hire. This process has been lengthy in coming before the City Council, as it has had extensive involvement and multiple reviews by employees and supervisors. Council reviewed the draft of the report at work sessions on April 24 and May 22, and at the latter work session indicated a preference to implement the new compensation plan with one or two adjustments (July 1,2006, and January 1,2007, as identified in Appendix D of the final report,) to bring all position incumbents with at least five years' experience to the market wage. In the future, adjustments may be made to exceed the market wage (to a maximum of 10 percent) based on meritorious performance documented in performance reviews presented to and approved by the City Administrator. The Compensation Schedule encompasses the City's non-union employees. Compensation for the City's public works maintenance employees, who are organized and represented by the American Federation of State, County, and Municipal Employees (AFSCME), is set through a labor agreement. The salary structure for the non-union employees takes into account the wages for union employees for purposes of the Pay Equity Act. RECOMMENDATION: Staff recommends that the City Council approve the Classification and Compensation Plan dated May 31, 2006. q. f: t PRINTED ON RECYCLED PAPER ..., CITY OF SHOREWOOD CLASSIFICATION AND COMPENSATION STUDY FINAL REPORT May 31, 2006 LABOR RELATIONS ASSOCIATES, INC. 18955 Maple Lane Deephaven, Minnesota 55331 952/401-9007 Email: laborrelationsas@qwest.net May 31, 2006 Mr. Craig Dawson City Administrator City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Dear Mr. Dawson Following this letter is the Compensation Study conducted by Labor Relations Associates, Inc. This presents an overview of the study, including the methodology used to develop new job descriptions, a classification system, a compensation plan and the implementation plan for a new compensation program. Also contained are the job descriptions developed as part of this Study. This Study represents a thorough and comprehensive review of all aspects of the City's classification and compensation system. The recommendations offered in this Study will increase the market competitiveness of the City's compensation program and provide increased internal equity among City positions. Implementation of these recommendations will help the City attract new employees and assist in retaining current employees needed to meet the City's service demands. Labor Relations Associates, Inc. expresses it's thanks to the City staff who completed Position Description Questionnaires. We also express our gratitude to you and the City's Management team for providing direction and feedback through the closing phases of the Study. Labor Relations Associates, Inc. appreciates the privilege of serving the City of Shorewood and hope that we may be of assistance to you in the future. Respectfully submitted, Jlnn Jlntonsen Ann Antonsen Consultant 1. Introduction The City of Shorewood, Minnesota, retained Labor Relations Associates, Inc. to conduct a Compensation Study in late 2004. The City's existing classification and compensation program was established many years ago. As a general rule, most organizations conduct new classification and compensation studies every five to seven years ensuring their ability to hire and retain qualified employees and that internal pay relationships are equitable. The City identified several objectives for this study, which included: . Evaluating the existing classification and compensation system . Developing a classification and compensation system that addresses internal equity and external market competitiveness . Developing administrative guidelines for implementation and ongoing maintenance . to provide a pay-for-performance structure to replace the current rigid tenure-based step system . to ensure that any changes in the compensation system would comply with the Minnesota Pay Equity Act This final report represents the culmination of the Compensation Study. It reflects significant City staff involvement, including their participation and attendance at orientation meetings, completion and submission of Position Description Questionnaires, and review of the job descriptions developed by Labor Relations Associates, Inc. by employees, department heads and City administration staff. New job descriptions include a brief description of the position, the essential functions performed, education and experience requirements, language and mathematical abilities, other knowledge, skills, and abilities, required licenses, certificates and registrations, and physical demands and working conditions in compliance with the Americans with Disabilities Act. Upon completion of the updated job descriptions each position was evaluated utilizing the HAY job evaluation system. The HAY system was developed approximately 40 years ago and is a system that is utilized world wide both in the public and private sectors. The HAY system is also the system used by the State of Minnesota. A comprehensive salary survey was also conducted as part of this Study. All City positions were included in the survey. Survey participants were selected based on geographic location, organizational structure, socio- economic conditions, and other relevant characteristics such as those organizations with which you compete for employees. Fifteen municipalities, listed below, were asked to participate in the survey: . City of Little Canada . City of Arden Hills . City of Mound . City of Waconia . City of Hugo . City of St. Anthony Village . City of Orono . City of Lake Elmo . City of Spring Lake Park . City of Rogers . City of Victoria . City ofWayzata . City of Deephaven . City of Watertown Only the cities of Rogers and Watertown did not participate in the survey; providing an excellent response rate of thirteen of the fifteen identified communities. Survey respondents were asked to provide information on only those City of Shorewood positions which they considered to be comparable to positions in their organizations. Therefore, survey respondents did not provide data for every position surveyed. During the course of the study, other communities were added for certain positions in order to collect more comprehensive data. For the position of Director of Public Works, the communities of White Bear Lake, Chanhassen, Columbia Heights and Hopkins were added. The cities of Chanhassen and Hopkins were included in the survey for the position of Finance Director. For the position of City Engineer the cities of Hopkins, Prior Lake and Savage were included. 2. Methodology Labor Relations Associates, Inc. used the following methodology to develop a compensation system for the City of Shorewood: 1. Meetings were held with the City Administrator to a establish a working relationship, review of current policies and practices relating to the City's existing pay practices, and obtaining available data on the programs and materials currently in use. These meetings also provided an opportunity to discuss the City's goals in adopting a compensation system for City employees. 2. An employee orientation meeting was conducted explaining the study process and to answer questions from employees. This meeting also provided an opportunity for employees to voice concerns and have input into the study. 3. All employees received Position Description Questionnaires (PDQ's) and instructions. All employees were encouraged to participate in the study by using the PDQ to describe their job duties and responsibilities. Each employee's supervisor reviewed the completed form for accuracy and completeness and provided any additional information they felt was relevant to the position. City employees were requested to complete the entire form ensuring information was available to develop new and updated job descriptions which would also meet the federal requirements under the Americans with Disabilities Act. 4. Each PDQ was reviewed and preliminary job descriptions were prepared. The preliminary job descriptions were submitted to the City for review and comment. Finalized job descriptions were then prepared incorporating any requested changes, additions and deletions. 5. Upon completion of the job descriptions, positions were then evaluated utilizing the HA Y Management Consultants job evaluation system. Factors that Hay utilizes in evaluating positions are: Know How, Problem Solving (Mental Effort) Accountability and Working Conditions. A more comprehensive description is attached as Appendix A. 6. Salary data for each position was collected. Survey recipients were asked to provide the minimum, maximum and actual salaries for each position. Information was also gathered on years to maximum, number of steps if utilized, information regarding longevity, merit or performance pay, FLSA status, and any additional compensation. 7. Using the salary data supplied by comparable government organizations and the results of the HAY job evaluation system, a new wage schedule was created for each non-union position. 8. Guidelines for implementation and ongoing administration of the compensation program were developed. These guidelines provide for annual adjustments to the salary schedule ensuring that the City's pay scale stays current with changing economic and market conditions. The guidelines also provide for annual salary adjustments based on employee performance that meets or exceeds job expectations. 3. FINDINGS AND RECOMMENDATIONS Developing a classification system and compensation program involves the analysis of substantial quantities of data collected from employees, supervisors, comparable employers and the City. We have evaluated the City's existing compensation program based on our analysis of the study data and the survey results. Using this information, we have developed a compensation program for the City of Shorewood which is described below. a. Evaluation of the Current Compensation Program Discussions with City personnel and a review of current compensation data indicates that employees of the City of Shorewood are under-compensated in relation to other comparable organizations. Other findings indicate a wage problem demonstrated by: . Concerns about the potential for employee turnover because employees choose to leave the City to take higher paying jobs with other employers . City departments experiencing difficulty hiring new personnel . City job classes with comparable responsibilities requiring comparable education and experience that are assigned to different pay ranges b. Pay Philosophy A pay philosophy guides the design of a compensation system and answers key questions regarding pay strategy. It generally takes a comprehensive, long term focus and explains the compensation program's goals and how the program supports the employer's long-range strategic goals. Without a pay philosophy, compensation decisions tend to be viewed from a short-term tactical standpoint apart from the organization's overall goals. Market competitiveness and internal equity are among the most important areas addressed in a pay philosophy. An organization's desired market position involves defining the market and identifYing where the organization wants to be positioned within that market. Market position should balance what it takes to attract new employees and to retain skilled employees (in other words, eliminating higher pay as the reason employees leave the organization) with the organization's financial resources. Internal equity expresses an organization's desire to provide comparable pay to job classes with comparable duties and responsibilities. In consultation with the City's Management Team, a pay philosophy was developed that establishes a compensation program based on individual employee performance as a key feature of this pay philosophy. Therefore, we have emphasized references to performance in the pay philosophy discussion. As part of this Study, it is recommended that the City consider these concepts in the adoption of a formal pay philosophy: . Providing fair and equitable rates of pay to employees . Defining the City's market area . Developing a system that establishes a "market rate" for each position and states the minimum wage and maximum rates that the City will pay individuals within a job class . Establishing rates of pay that allow the City to compete successfully for new employees within its market area . develop a system that can reward continuously above-average performance by paying employees above market-rate wages . Establishing a market position that is fiscally responsible with public resources . Ensuring that pay rates for existing employees are based on individual performance that meets or exceeds expectations and reflects changing economic conditions . Developing a pay system that allows employees to progress through the pay range as long as their performance consistently meets expectations . Developing pay administration policies and procedures that ensure their consistent application between departments . Ensuring that the compensation program is understandable to employees, managers, the City Council, and the public c. Defining and Evaluating Positions City employees completed individual Position Description Questionnaires (PDQ's). Supervisors reviewed the PDQ's and provided information for each position. Employees and supervisors both responded to questions regarding working conditions and the physical requirements of each job in compliance with the Americans with Disabilities Act (ADA). Based on this data, new job descriptions were developed for each position. Job descriptions were distributed to City employees and their supervisors for review and comment. With the completion of the job descriptions, we utilized the HAY Management Consultants job evaluation system, to review and rate each City position. The factors considered in determining the relative value of classifications are: Know-How Problem Solving (Mental Effort) . Accountability Working Conditions A listing of the job evaluation points can be found in Appendix B. d. Developing A Salary Schedule The process of developing a salary schedule draws substantially from market data. This data is obtained by conducting a survey of other comparable employers within the City's defined market. Respondents are asked to provide information about the structure oftheir pay plans, the minimum, maximum and actual salary rates of positions, years to maximum, number of steps, and information on additional compensation ifrelevant. Survey Results. The salary survey included a series of questions designed to obtain information on a variety of pay practices. All respondents provided infonnation on their pay plans. A salary survey was conducted using data from comparable employers in the region. The survey included all positions in the City. A general summary of survey results appears in Appendix C. For some positions we did not receive a sufficient number ofresponses to use the data in the Study or those received were inconsistent with other information provided. A review of the survey information indicates that the majority of City positions, 13 out of 20 surveyed, are paid significantly below comparable organizations. Designing the Salary Schedule. The recommended pay plan was designed by establishing a compensation schedule with a minimum, a market rate and a maximum salary rate. The minimum wage rate is 76% of the market rate and the maximum is 110% of the market rate. The market rate of each pay grade generally corresponds with the market rate identified by the salary survey. Because the pay plan was developed using 2005 data, the proposed minimum, market and maximum rates were increased by 3 percent consistent with metropolitan area market increases. The recommended 2006 compensation plan for City of Shorewood non- union employees can be found in Appendix D of this report. This recommended compensation plan is in compliance with the Minnesota Local Government Pay Equity Act. Based on knowledge of the City's operations, it is recommended that an open range plan be maintained. Maintaining an open range salary schedule that consists of minimum, market and maximum pay rates provides the City with the flexibility to compensate employees based on their individual performance. This pay plan will also serve as an important tool for aligning individual performance with organizational goals adopted by the City Council. Therefore, an established performance evaluation system is generally considered a prerequisite for successful implementation of an open range pay system. The City of Shorewood currently has in place a comprehensive performance evaluation system. An established performance evaluation includes ongoing training of the system ensuring that supervisors in all departments consistently apply performance standards. When compensation is based on performance, employees look for assurance that managers will honestly evaluate performance and not inflate ratings in order to obtain a higher salary for particular employees. Generally, such systems provide for a review by the City Administrator's Office to provide a mechanism that helps managers apply performance standards consistently for all employees. When pay is based on performance, the evaluation system often provides for reviews at six or 12 month intervals, so employees know how supervisors view their perfonnance and have the opportunity to improve performance and their prospect for a pay increase. Employees who have satisfactory or better performance evaluations should expect annual wage increases above the normal economic of cost of living adjustment. 4. Implementing the Recommended Salary Plan a. Implementation To estimate implementation costs, we used employee salaries which became effective on July 1, 2005 supplied by the City for all departments, and making the following assumptions: Recommended compensation program will be effective for the City's non-union employees January I, 2006. . Implementation will begin to address both internal equity and marketability with other employers. There are several positions which are currently compensated significantly below comparable positions, some by as much as 29%. These positions will require a more substantial wage increase to address their comparability with other employers. In order to address these inequities it is recommended that the City make market wage adjustments for employees who have been in their positions for 5 years or longer. These market adjustments will be done in two phases, with 50% of the adjustment taking place on July 1,2006 and 50% of the adjustment on January 1,2007. The cost of this two phase adjustment is shown in Appendix D b. Ongoing Administration After initial implementation is achieved, the City will need to develop administration procedures that provide for annual salary adjustments based on market and economic conditions and adjustments that recognize individual performance. Employee Adjustments. Employees will move through the wage schedule based on performance factors. An employee hired at the minimum wage rate who maintains satisfactory performance will move from the minimum to the market wage rate in approximately 5 years. Those with above satisfactory performance will move through the wage schedule in a shorter time frame. Employees who maintain above satisfactory performance will move beyond the market rate in the wage schedule. Base adjustments. In 2007 and subsequent years it will be necessary for the City to adjust the salary schedules and grades based on cost of living and other factors such as recruitment. The City can establish a guideline for determining annual base adjustments. For example, the City could base it's adjustment on the Consumer Price Index (CPI). The City could also contact comparable jurisdictions to find out what percentage adjustment they are making to their pay scales as a second level of verification of the pay range adjustment. This would also ensure that the City maintains marketability among comparable regional organizations. If the CPI for example, is 2.5, a 2.5 percent increase would be applied to the wage rates of each pay grade. In addition, all employees with performance that meets or exceeds job expectations would receive the 2.5 percent increase applied to their base salary. By making this base adjustment to all employee salaries, the City ensures that employees will not fall behind the market. Performance adjustments. All non-union employee's progression through the pay grade is based on individual performance. Supervisors can recognize an employee's contribution to department and organizational goals through performance adjustments. With the ability to recommend performance adjustments, supervisors will have an important role in linking pay and performance. Performance adjustments will be determined based on the employee's annual performance review. The increase will be applied to the employee's base salary effective on the anniversmy of his or appointment date to the current position. Appendix A COMPONENTS OF JOB EV ALUA TION In measuring the "size" of jobs, job evaluation assumes fully acceptable performance by jobholders. Job content information, as documented in job descriptions is evaluated in terms offour factors. These factors are: Know-How: The sum total of every kind of skill, however acquired, necessary for acceptable job performance. This includes: . The depth and breadth of work procedures and vocational/technical/professional knowledge and skills required of the job. . The managerial breadth of skills that are required for integrating and harmonizing different organizational units or functions. . The human relations skills required to directly interact on a person-to-person basis with others in order to produce the desired results. Problem Solving: The original "self-starting" thinking required by the job for analyzing, evaluating, creating, reasoning, arriving at and making conclusions. This includes: . The organizational and procedural parameters that guide or circumscribe the focus of thinking and freedom to think on the job. . The variety, uniqueness, and complexity of problems faced by the job. Accountability: The responsibility for action and for the consequences thereof; the measured effect of the job on end results. This includes: . The autonomy or discretion that ajob has in taking action and the personal or procedural controls that ajob follows. . The magnitude or impact that the job has on the organization; what the job works with (or on) and its overall cost/benefits to the organization. . The role the job has on impacting end results; whether the job has primary or shared responsibility for committing the organization to action or a contributory or ancillary role in supporting such action. Working Conditions: The conditions under which work must be done. This includes: . Physical Effort: Work requiring physical exertion. . Environment: Exposure to objectionable or noxious conditions. . Hazards: Exposure to factors involving risks of accident, personal injury, or personal health. The following are not considered in evaluation jobs: . The quality of your job performance . Your length of service . Your formal education or degree (unless ajob requirement) . How the job was evaluated in the past . The current rate of pay for the job . Marketability with other employers Appendix B CITY OF SHOREWOOD HAY JOB EVALUATION POINTS Job Classification City Administrator Director of Public Works Finance Director Planning Director City Engineer Director of Liquor Operations Deputy Clerk/Administrative Assistant Building Official Engineering Technician Assistant Planner Light Equipment Operator-Utilities-Lead Senior Accountant Assistant Liquor Store Manager Light Equipment Operator-Shop Technician Receptionist/Admin. Asst. - Public Works Receptionist/Admin. Asst. - Parks Light Equipment Operator - Utilities Light Equipment Operator Communication Tech Accounting Clerk Web Developer Office Assistant Liquor Store Clerk Liquor Store Clerk - Part time Points 1040 732 677 542 511 437 375 362 323 314 245 238 233 208 194 194 192 183 183 177 177 144 141 120 Appendix C SHOREWOOD COMPENSATION STUDY SUMMARY SHEET Maximum Maximum Survey Difference Difference Monthly Wage Average from Including Wage Including Maximum Market Stability Position 7/1/05 Stability Pay Monthlv WaQe A veraQe Pay City Administrator $6,891.00 $7,205.00 $7,430.00 -$539.00 -$225.00 Director of Public Works $6,698.00 $7,004.00 $7,177.00 -$479.00 -$173.00 Finance Director $6,656.00 $6,960.00 $6,502.00 $154.00 $458.00 Plannina Director $6,237.00 $6,237.00 $6,306.00 -$69.00 -$69.00 Dir. Of Liquor Operations $4,919.00 $5,143.00 $6,114.00 -$1,195.00 -$971.00 Deputv Clerk/Admin. Asst. $4,814.00 $5,034.00 $4,815.00 -$1.00 $219.00 BuildinQ Official $4,887.00 $5,111.00 $5,210.00 -$323.00 -$99.00 EnQineer Technician $4,849.00 $5,070.00 $4,775.00 $74.00 $295.00 Assistant Planner $4,312.00 $4,509.00 $4,433.00 -$121.00 $76.00 LEO-Utilities-Lead $4,252.00 $4,189.00 $4,377.00 -$125.00 -$188.00 Sr. Accountant $3,862.00 $4,038.00 $3,963.00 -$101.00 $75.00 Asst. Liquor Store Manaaer $3,267.00 $3,416.00 $3,797.00 -$530.00 -$381.00 LEO-Shop Technician $3,952.00 $3,896.00 $3,727.00 $225.00 $169.00 Receptionist/Admin. Asst.-PW $3,401.00 $3,557.00 $3,453.00 -$52.00 $104.00 Receptionist/Admin. Asst.-Park $3,140.00 $3,283.00 $3,207.00 -$67.00 $76.00 LEO-Utilities $3,952.00 $3,896.00 $3,670.00 $282.00 $226.00 Liaht Eauipment Operator $3,779.00 $3,723.00 $3,664.00 $115.00 $59.00 Communications Tech. $3,267.00 $3,417.00 AccountinQ Clerk $2,949.00 $3,084.00 $3,356.00 -$407.00 -$272.00 Liauor Store Clerk $2,307.00 $2,413.00 $2,685.00 -$378.00 -$272.00 Liquor Store Clerk-PT $1,950.00 $2,039.00 $1,902.00 $48.00 $137.00 Appendix D CITY OF SHOREWOOD 2006 MONTHLY WAGE RECOMMENDATIONS FULL-TIME EMPLOYEES CURRENT MONTHL Y MONTHLY PERCENTAGE JOB CLASSIFICATION WAGE 1/1/2006 COST 7/1/2006 COST INCREASE City Administrator $6,891.00 $7,028.82 $137.82 $7,169.40 $140.58 4.04 Director of Public Works $6,698.00 $6,831.96 $133.96 $6,968.60 $136.64 4.04 Finance Director $6,656.00 $6,789.12 $133.12 $6,924.90 $135.78 4.04 Planning Director $6,237.00 $6,361.74 $124.74 $6,488.97 $127.23 4.04 City Engineer Vacant Dir. of Liquor Operations $4,919.00 $5,017.38 $98.38 $5,117.73 $100.35 4.04 Deputy Clerk/Admin. Asst. $4,814.00 $4,910.28 $96.28 $5,008.49 $98.21 4.04 BuildinQ Official $4,887.00 $4,984.74 $97.74 $5,084.43 $99.69 4.04 EnQineer Technician $4,708.00 $4,802.16 $94.16 $4,898.20 $96.04 4.04 Assistant Planner $4,312.00 $4,398.24 $86.24 $4,486.20 $87.96 4.04 Assistant Planner $4,312.00 $4,398.24 $86.24 $4,486.20 $87.96 4.04 Senior Accountant $3,315.00 $3,381.30 $66.30 $3,448.93 $67.63 4.04 Asst. Liquor Store ManaQer $3,169.00 $3,232.38 $63.38 $3,297.03 $64.65 4.04 Rcpt/Admin Asst - PubWks $3,169.00 $3,232.38 $63.38 $3,297.03 $64.65 4.04 Rcpt/Admin Asst - Parks $3,401.00 $3,469.02 $68.02 $3,538.40 $69.38 4.04 Communications Tech $3,410.00 $3,478.20 $68.20 $3,547.76 $69.56 4.04 Accounting Clerk $3,267.00 $3,332.34 $65.34 $3,398.99 $66.65 4.04 Liquor Clerk $2,345.00 $2,391.90 $46.90 $2,439.74 $47.84 4.04 MONTHL Y COST $1,530.20 $1,560.80 MONTHLY PAYROLL $76,510.00 $79,601.00 AVERAGE PERCENTAGE INCREASE 4.04 TOTAL ANNUAL COST $37,092.00 CITY OF SHOREWOOD 2006 MONTHLY WAGE RECOMMENDATIONS FULL-TIME EMPLOYEES CURRENT MONTHL Y MONTHL Y PERCENTAGE JOB CLASSIFICATION WAGE 1/1/2006 COST 7/1/2006 COST INCREASE City Administrator $6,891.00 $7,028.82 $137.82 $7,169.40 $140.58 4.04 Director of Public Works $6,698.00 $6,831.96 $133.96 $6,968.60 $136.64 4.04 Finance Director $6,656.00 $6,789.12 $133.12 $6,924.90 $135.78 4.04 Plannina Director $6,237.00 $6,361.74 $124.74 $6,488.97 $127.23 4.04 City Engineer Vacant Dir. of Liauor Ooerations $4,919.00 $5,017.38 $98.38 $5,117.73 $100.35 4.04 Deputv Clerk/Admin. Asst. $4,814.00 $4,910.28 $96.28 $5,008.49 $98.21 4.04 Building Official $4,887.00 $4,984.74 $97.74 $5,084.43 $99.69 4.04 Enaineer Technician $4,708.00 $4,802.16 $94.16 $4,898.20 $96.04 4.04 Assistant Planner $4,312.00 $4,398.24 $86.24 $4,486.20 $87.96 4.04 Assistant Planner $4,312.00 $4,398.24 $86.24 $4,486.20 $87.96 4.04 Senior Accountant $3,315.00 $3,381.30 $66.30 $3,448.93 $67.63 4.04 Asst. Liauor Store Manager $3,169.00 $3,232.38 $63.38 $3,297.03 $64.65 4.04 Administrative Asst. $3,169.00 $3,232.38 $63.38 $3,297.03 $64.65 4.04 Receptionist/Park Secretary $3,401.00 $3,469.02 $68.02 $3,538.40 $69.38 4.04 Communications Tech $3,410.00 $3,478.20 $68.20 $3,547.76 $69.56 4.04 Accounting Clerk $3,267.00 $3,332.34 $65.34 $3,398.99 $66.65 4.04 Liauor Clerk $2,345.00 $2,391.90 $46.90 $2,439.74 $47.84 4.04 MONTHLY COST $1,530.20 $1,560.80 MONTHLY PAYROLL $76,510.00 $79,601.00 AVERAGE PERCENTAGE INCREASE 4.04 TOTAL ANNUAL COST $37,092.00 en z o I- <( o Z w :E :E o () wr-- 0::0 o WN C)"!."" ~~ >-<( ...J:J J:Z 1-<( Z..., 0>- :Em tDz 0_ Ow Nen 0<( OJ: 00.. ~ W 0:: o J: en LL o >- !::: () en W W >- o ...J 0.. :E W W :E i= I ...J ...J :J LL ~ >- 0 0 0 0 ..- 0> 0 0 0 0 0 ..- ..- 0 0 0 N ...J W 0 0 0> 0 0 0> 0 0 N N 0 0 0 0 0 0 M I ei ei "<l' to to oj ei to oj oj r--: ei ei ei ei to C I-- (9 LD 0> N r-- 0> 0> 0 0> 0> 0> <D LD N N 0 <D 10 Z ~ <D '" 0> LD N LD "<t 0> co co <D N 0 0 co r-- ..... 0 r-- r-- <.0 <D- <D- t.ri t.ri "<t- ~ ~ c<i ~ ~ ~ c<i N- M 2: w w w w w w w w w w w w w w w w ()O 1Il I-- 0 "<t LD 0 0 0> 0> 0 N '" N N Z '" <D r-- LD LD "<t "<I: co ..- <D N "'" r-- I-- w ei <Xi to cO cO cO ..- ei cO N .0 r..: 0 w 2: "<t co 0> 0 0 r-- <D "<t N <D 0 In 0 ::.:: N LD N N N "<t '" N ..- ..- In N s::::! 0::: I-- w w w w w w w w w w N M (/) ..- <( ::::J 1Il 1Il - ..- 2: -, 0 <( >- 0 0 0 0 r-- "<t 0 0 0 0 0 N N 0 co r-- 0 ...J W r-- 0 0> 0 '" N 0 0 r-- I'-: 0 LD LD N co '" ..... 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OJ ... .. i:l. 75% Employee Movement Through Pay Range 105% 65% o 2 3 4 5 Years of Service 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 Celebrating 50 Years. 1956 - 2006 MEMORANDUM TO: FROM: DATE: SUBJECT: City Council Craig W. Dawson, City Administrator July 6, 2006 Approve Recruitment Services for City Engineer The City has an arrangement with WSB & Associates to have one of its engineers work at City Hall on a four-days-a-week schedule. WSB made this proposal to assist the City as we pursued the hiring of a city engineer. The labor market for city engineers remains extremely tight. Staff twice has conducted the conventional recruitment process, relying on responses to advertisements in newspapers and announcements in professional journals and newsletters. In each case the number of qualified responses was very small. Staff has requested proposals from two local professional search firms, The Brimeyer Group, and Springsted, Inc.. The Brimeyer Group indicated that it was very busy at this time, and would prefer to conduct a full-service search. Springsted, Inc., has submitted a proposal that offers a variety of service levels that appears very responsive to the City's needs. The lead member of its team, Nick Dragisich, is a former city engineer in Minnesota, and he maintains a good network from which to identify and encourage applicants. Springsted's basic fee for recruitment is $5,750. It offers several additional services and associated fees in its proposal. Staff believes that few if any of these additional services would be needed, although some assistance to staff may be beneficial in these areas. RECOMMENDATION: Staff recommends that the City Council authorize the services of Springsted, Inc., for recruitment of applicants for the City Engineer position, per its proposal of May 25, 2006. ~~t, q. '-J PRINTED ON RECYCLED PAPER c: . t ~prm se Springsted Incorporated 380 Jackson Street, Suite 300 Saint Paul, MN 55101-2887 Tel: 651-223-3000 Fax: 651-223-3002 www.springsted.com MEMORANDUM TO: Mr. Craig Dawson, City Administrator FROM: Nick Dragisich DATE: May 25,2006 SUBJECT: Assistance Executive Search For City Engineer I have put together a proposal for assisting the City of Shorewood with an executive search for a City Engineer based on our discussions. Our proposal includes options so that the City can determine what level of assistance would best meet its needs. Basic Service: Recruitment and Preliminary Screeninq Springsted will initiate a comprehensive search and recruitment process, based upon City direction. Announcements detailing the position will be placed in appropriate professional and news publications, on the City's and Springsted's Web site, and in professional journals, as selected by the City. At a minimum, Springsted would recommend that advertisements be placed in newsletters and on Web sites of the League of Minnesota Cities, American Public Works Association (APWA), American Society of Civil Engineers (ASCE), and other appropriate professional publications and sites. In addition, direct contact will be made with comparable communities in Minnesota and throughout the Midwest, to maximize the City's exposure with local government professionals in organizations similar to Shorewood. These contacts will take the form of personal discussions, as well as direct mail and e-mail messages that convey the community and position profile to potential candidates Springsted identifies as meeting the profile criteria. Our knowledge of, and volume of work in the Midwest and throughout the United States, allows us significant insight into those individuals who may have an interest in the City and who may best fit the City's qualifications, personality and established organizational culture. Based on our own experience, contacts and files, Springsted will identify and actively seek individuals who meet or exceed the City's desired qualifications and invite and encourage them to apply. Although the position will be publicly advertised, many of the most qualified applicants will not respond to a public announcement unless invited. Springsted makes a significant effort to reach out to all potential candidates and has a positive record of attracting a diverse pool of applicants. Public Sector Advisors Mr. Craig Dawson May 25, 2006 Page 2 Springsted has established a reputation among local government professionals for handling searches discreetly and confidentially, so as not to jeopardize current employment arrangements. This reputation removes a possible barrier for prospective candidates with good employment situations. This is important because the City will want to attract those individuals to the process. We will acknowledge, review and screen each application we receive based on the criteria developed by the City. The information contained in the applications and resumes, and our knowledge of the organizations for which the applicant works, will also be evaluated. Springsted will provide timely acknowledgment and periodic status reports by personal letter to all applicants on behalf of the City. Identification of Semi-Finalists Springsted will identify those candidates whose qualifications most closely match the criteria established by the City, and analyze and assess the professional and personal qualifications and achievements of each, carefully matching their credentials with the selection guidelines and the position specifications. The consultants will interview each of these candidates to verify and expand on their written data and to ensure the candidates' real and continuing interest in the position. Preliminary and discreet reference checks will be made with individuals who are knowledgeable about each candidate. Background checks, if requested by the City, will be conducted and will include criminal, credit and credential verification. Personal and professional reference checks from professional associates and others, as appropriate, will be performed. The semi-finalists will be requested to submit references. These references will be contacted, but Springsted will also conduct inquiries from independent sources. The consulting team will carefully check the background of each semi-finalist. To date, no candidate recommended by Springsted has been the subject of a criminal or ethics violation investigation. A report covering all applicants will be prepared and Springsted will recommend with written justification a group of semifinalist candidates who most closely meet the City's specifications. The consultants will meet with the City to present and discuss the report, to provide background information and assist in determining those candidates who are best qualified for consideration as finalists for the position of City Engineer. Additional Services: Position Analvsis Springsted will meet with appropriate City officials and conduct Individual interviews to determine the specific duties and responsibilities of the position, as well as individual expectations concerning desirable training, experience, professional and personal characteristics of the candidates. As part of the interview process, each person will be asked to complete a Personnel Selection Profile questionnaire that will provide specific information about their expectations of the successful candidate. After the results of the interviews and questionnaires are analyzed and summarized, we will prepare a community profile describing the community, its resources and assets, and will also develop a position profile Mr. Craig Dawson May 25,2006 Page 3 specific to the City Engineer's position, with City identified job criteria, employment conditions and parameters included. The profile will be submitted to the City for review and comment. Presentation of Finalists A personal interview will be conducted with each finalist identified by the City and detailed background and reference checks will be conducted. Springsted will speak directly with individuals who are, or have been, in positions to evaluate each candidate's performance on the job. Springsted will prepare a report covering the finalist candidates which will include a professional profile of each candidate's qualifications, an assessment of his/her background, candidate biographies, responses to the list of questions, and references. The consultants will meet with the City to present and discuss the report. Interview Coordination/Employment Neqotiation Springsted will assist the City in designing the interview and selection process. Interview procedures will be recommended and sample interview questions developed. We will also coordinate the scheduling of finalists for interviews and will attend and participate in the interviews if requested. When the City has identified the most desirable candidate, Springsted will assist in negotiating final employment parameters, benefits and salary. When a final offer has been made and accepted by the successful candidate, Springsted will notify all other applicants by personal letter of the City's action. Onqoinq Services Springsted has a continuing interest in the success of this selection process. For that reason, we will return to the City, if requested, approximately 90 days after the selected candidate for City Engineer begins working, to assist in the resolution of any issues that may have surfaced between the City and the new City Engineer. Springsted also commits to assisting the City in another executive search if the new City Engineer voluntarily resigns, or is dismissed for cause, during the first year of employment. Our assistance would be the same level of services as provided to the City in this search. Each of these services will be provided at no additional cost to the City, other than reimbursement for direct expenses incurred by Springsted. No Solicitation Policy Springsted feels very strongly that, once a candidate has accepted a position, that person has an obligation to be on the job for a good period of time. Springsted will not actively recruit anyone whom we have placed with a client during their employment with that client. Mr. Craig Dawson May 25,2006 Page 4 Professional Fee Springsted Incorporated would provide the Basic Services delineated in its proposal for a professional fee of $5,750 excluding direct out-of-pocket expenses. Out-Of-Pocket Expense Springsted would charge the City, at cost, for actual out-of-pocket expenses. Out-of-pocket expenses include, but are not limited to, travel and sustenance, overnight or messenger deliveries, conference calling beyond our internal capabilities, photocopying and mailing, advertising costs, video and/or interview costs and reference and background check costs. Additional Services Springsted has provided a list of additional services the City may be interested in relative to this recruitment. The fee for each of these additional services is listed below. . Position Analysis - $5,000 . Presentation of Finalist - $2,500 . Interview coordination/Employment Negotiation - $2,500 . Ongoing Services - would be provided at no additional costs provided the City retained Springsted for the Basic Services and all of the Additional Services described in this proposal. . Other services available: o Coordinating a comprehensive or whole person evaluation of the finalist candidates to distinguish more of their personality traits and leadership styles, through an assessment center evaluation. This evaluation will assist the City in finding the best fit of the finalist candidates. It will also provide the City with an insight into the finalist candidates that may not always be apparent from personal interviews and reference checks. The cost of this service would depend on both the number of candidates to be evaluated and the level of evaluation. o Arrange for background investigations including criminal, credit, driving record, and credential verification. We would bill the City for our direct costs for background investigations. The total costs would depend on the number of candidates the City would choose to have investigated. In general, the cost is approximately $350/candidate. Additional Work Should the City request and authorize additional work outside the scope of services as agreed to, we would invoice the City at our standard hourly fees as shown below. Principal & Senior Officer Project Manager Analyst ----~- Associate port Staff Mr. Craig Dawson May 25,2006 Page 5 Assiqned Staff Our staff's breadth of experience and depth of expertise are two of our most important characteristics in providing high-quality service to clients. Many of our staff have backgrounds in municipal and county government, education or with development firms and non-profit organizations, so they share our clients' perspectives in developing solutions. Each client draws on the talents of many members of our staff. We assign a specific client service team to ensure primary responsibility for each project. The teams are comprised of qualified individuals who are experienced in the specific challenges confronting you. The teams are free to draw upon the expertise of our entire staff. Nicholas R. "Nick" Dragisich, Executive Vice President and Client Representative, will be the primary contact and senior officer responsible for overall project management. He has been directly responsible or involved in numerous executive searches in Minnesota and in the Mid-Atlantic states. Mr. Dragisich is the Manager of Consulting Services for Springsted Incorporated. He has over 20 years of management experience ranging from city administrator to city engineer. He holds a master's degree in business administration and a bachelor's degree in civil engineering. Sharon Klumpp, Vice President and Client Representative will be involved in the active recruitment of candidates and will also assist in the preliminary review and screening of potential candidates and developing a list of final candidates for consideration by the City. Ms. Klumpp has extensive government experience having served as an Assistant City Manager, as a City Administrator as the Executive Director of the Metropolitan Council, a seven-county regional planning agency for the Twin Cities metropolitan area of Minnesota, and as the Associate Executive Director for the League of Minnesota Cities. She holds a bachelor's degree in political science and a master of public administration degree. Mr. Craig Dawson May 25,2006 Page 6 Nicholas R. Dragisich Executive Vice President As a Client Representative and a Project Manager for Springsted, Mr. Dragisich performs management services studies for clients. He assists clients in areas such as executive search, service delivery systems, financial feasibility, financing options, capital improvement programming, and debt management. Prior to joining Springsted, Mr. Dragisich served in three government management positions. Most recently for the City of Spokane, Washington, he served as Assistant City Manager where he managed a staff of approximately 1,000 and a budget of approximately $176 million. While in Spokane, Mr. Dragisich restructured the Operations Division to increase efficiency and responsiveness to customers' needs. The Operations Division encompassed Capital Programs Planning/G.I.S., Engineering Services, Real Estate, Building Codes, Environmental Programs, General Services, Planning, Solid Waste Collection and Recycling, Transportation, Wastewater and Stormwater Management, and Water and Hydroelectricity. He also served as City Administrator for the City of Virginia, Minnesota for approximately ten years where he managed all City services in addition to the Virginia Regional Medical Center and the Department of Public Utilities and as City Engineer for 14 years. Not only does Mr. Dragisich have several years of public finance and management experience; he also has over 20 years of experience in engineering. He has served as a Project Engineer for a private firm in Northern Minnesota where he managed the design and construction of projects for municipal and private sector clients. Education University of St. Thomas, Minneapolis, Minnesota Master of Business Administration University of Minnesota, Minneapolis Bachelor of Science Civil Engineering Institute of Applied Management and Law Employee Labor Relations Law Course National Development Council Economic Development Professional Course Minnesota Board of Water and Soil Resources Delineation of Wetlands in Minnesota Affiliations International City/County Management Association Minnesota City/County Management Association Minnesota Government Finance Officers Association American Society of Civil Engineers Water Environment Federation American Public Works Association Professional Registered Professional Engineer in Minnesota and Washington Mr. Craig Dawson May 25,2006 Page 7 Sharon G. Klumpp Vice President Sharon Klumpp is an organization and management consultant, specializing in organizational and departmental studies, human resource management and executive search for public agencies. She also assists governing bodies and senior-level managers in the development, execution and evaluation of strategic plans. Ms. Klumpp has extensive experience in serving government. She has served as Executive Director of the Metropolitan Council, a seven-county regional planning agency for the Twin Cities, and as Associate Executive Director for the League of Minnesota Cities. Her experience also includes serving as City Administrator in Oakdale, Minnesota and as Assistant City Manager in both St. Louis Park, Minnesota and Saginaw, Michigan. Her private sector experience includes serving as the chief administrative officer for the Minneapolis office of a major global engineering and design firm. Ms. Klumpp serves as an adjunct faculty member at Walden University, where she teaches public administration and organizational change in the University's School of Management. She is vice chair of the Ramsey County Charter Commission and sits on the board of the Ramsey County Library Foundation. Education University of Kansas, Lawrence, Kansas Masters of Public Administration Miami University, Oxford, Ohio Bachelor of Arts in Political Science Affiliations International City/County Management Association International Public Management Association for Human Resources