The URL can be used to link to this page

022607 CC Reg AgP CITY OF SHORE WOOD CITY COUNCIL REGULAR MEETING MONDAY, FEBRUARY 26, 2007 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. AGENDA 1. CONVENE CITY COUNCIL MEETING A. Roll Call B. Review Agenda Mayor Lizee _ Woodruff Turgeon _ Callies Wellens 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes, January 22,2007 (Att.- Minutes) B. City Council Special Meeting Minutes, February 12,2007 (Att. - Minutes) C. City Council Regular Meeting Minutes, February 12,2007 (Att.- Minutes) D. City Council Work Session Minutes, February 12,2007 (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 removed/rom the Consent Agenda. Comments can be taken or questions asked/ollowing removal/rom Consent Agenda. A. Approval of the Verified Claims List (Att.- Claims List) B. Staffing - No action required 4. MATTERS FROM THE FLOOR (No Council action will be taken.) 5. REPORTS AND PRESENTATIONS A. Stormwater Management Regulations by Peter Willenbring, WSB and Associates, Inc. 6. PUBLIC HEARING 7. PARKS - Report by Representative A. Report on Park Commission Meeting Held February 13,2007 (Att.- Draft Minutes) CITY COUNCIL AGENDA - February 26, 2007 PAGE20F2 8. PLANNING A. Planning Commission Chair and Vice-Chair appointment (Att. - Administrator's memorandum) 9. GENERAL/NEW BUSINESS A. Goals and Priorities (Att. - Administrator's memorandum, Draft Goals and Priorities) B. Park Commission Appointments (Att. - Administrator's memorandum, Resolution) C. Discussion of Motion regarding Financial Reporting (Att. - Administrator's memorandum) D. Discussion of Motion regarding Practices for Authorizing Expenditures in 2007 (Att. Staff memorandum) E. Financial Internal Control Policy (Att. Finance Director's memorandum, Draft Policy) F. Continued Participation in Southshore Center and Senior Programming matters (Att.- Staff memorandum) 10. ENGINEERING/PUBLIC WORKS 11. STAFF AND COUNCIL REPORTS A. Administrator & Staff 1. Peach Circle Neighborhood Meeting update 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@ci.shorewood.mn.us Celebrating 50 Years. 1956 - 2006 Executive Summary Shorewood City Council Regular Meeting Monday, 26 February 2007 . 7:30 P.M. or immediately following the City Council Regular meeting - Work Session Agenda Item #3A: Agenda Item #3B: Enclosed is the Verified Claims List for Council approval. Staffing no action required. Agenda Item #5A: Peter Willenbring, WSB and Associates, Inc., will provide an update on the latest stormwater management regulations that will impact Shorewood. Agenda Item #7 A: Park Commissioner Robert Hensley will report on the February 13, 2007, Park Commission meeting. Agenda Item #8A: At its February 20 meeting, the Planning Commission recommended the appointment of Scott Schmitt a Chair and Bob Gagne as Vice-chair. The City Code still vests the City Council with the obligation to appoint these officers. (There was discussion during recodification that this responsibility be changed from the Council to the Planning Commission; it did not appear in the new Code, however). Council may wish to approve the Commission's recommendation, and also consider whether to direct preparation of an ordinance to amend the responsibility for naming the officers for the Planning Commission. Agenda Item #9A: Goals and Priorities were discussed and identified at the February 12 work session. Councilmembers filled out forms to rank the priorities of the goals and forwarded them to the City Administrator for tabulation. Results have been tabulated and appear in the staff memorandum. Council should approve the Goals and Priorities (with any amendments). Agenda Item #9B: The term for three Park Commissioner seats expires on February 28. Two of those three Commissioners, Sue Davis and Josh Trent, have expressed an interest in continuing to serve on the Park Commission. No additional candidates have applied as of this date. A resolution making Park Commission appointments for Sue Davis and Josh Trent is provided for Council's consideration. q" t i PRINTED ON RECYCLED PAPER ..;; Executive Summary - City Council Meeting of 26 February 2007 Page 2 of2 Agenda Item #9C: This item was introduced on January 8, and continued for further discussion at the February 12 work session. At the work session, Council indicated a consensus about what it preferred to see in terms of financial reporting, and gave staff direction to proceed. Councilmember Woodruff has asked that this item be placed on the agenda for tonight's meeting. Agenda Item #9D: This item was introduced on January 8, and continued for further discussion at the February work session. At the work session, Council indicated a consensus to continue with cwrent policies and practices regarding expenditures. Councilmember Woodruff has asked that this item be placed on the agenda for tonight's meeting. Agenda Item #9E: The draft version of the Internal Control Policy was reviewed by the City Council at the 2/12/2007 work-session. They indicated they thought it was a sound policy and that it should be placed on the meeting agenda for consideration and approval. Staff recommends approval. Agenda Item #9F: This is more of an informational item about the direction of further discussions regarding the Southshore Center building and senior programming services at the Center. It would be appropriate for the Council to indicate that it would support continued participation by Shorewood in these discussions. CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JANUARY 22, 2007 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL MEETING Mayor Lizee called the meeting to order at 7:01 P.M. 3. A. Roll Call Present. Mayor Lizee; Councilmembers Turgeon, Dawson; Associate Attorney Mayeron; Nielsen; Director of Public Works Administrator Planning Director Absent: Councilmember Callies B. Review Agenda Wellens moved, Woodruff seconded, 2. APPROVAL OF MINUTES A. Woodruff moved, January 8, 2006, as City Council Regular Meeting Minutes of the Motions contained on Consent Agenda & A. Claims List B. C. RESOLUTION NO. 07-006, "A Resolution Approving a Temporary On- Sale Liquor License for Shorewood Liquor for a Wine Tasting Event on February 3, 2007", and Adopting RESOLUTION NO. 07-007, "A Resolution Approving a Temporary On-Sale Liquor License for Shorewood Liquor for a Wine Tasting Event on September 12,2007". D. Approval of Request for the Wells Fargo Lake Minnetonka Half Marathon to traverse the City on Sunday, May 6, 2007 [#2A I SHOREWOOD CITY COUNCIL REGULAR MEETING January 22, 2007 Page 2 of7 E. Establishing May 19,2007, as Spring Clean-up Day (This item was moved to Item 9.E under General/New Business) F. Adopting RESOLUTION NO. 07-008, "A Resolution Accepting Final Improvements and Authorizing Final Payment for the County Road 19 Intersection Reconstruction Project, S.A.P. 216-101-02, S.A.P. 27-619-18." G. Authorize Expenditure of Funds for Boulder Bridge Well Park Commission discussing the meeting). She stated better attended Fever's A. Motion passed 4/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. REPORTS AND PRESENT A TIONS None. 6. PUBLIC HEARING None. 7. PARKS Park Commission meeting was dedicated to 20, 2007 (as detailed in the minutes of that and some of the event activities were would be scheduled to discuss the Arctic for the event. She thanked everyone involved for Councilmember Turgeon also extended her thanks. Lizee event for publication in the Shore Report. 8. Commissioner Gagne Commission meeting on matters considered and actions taken at the January 16,2007, Planning in the minutes ofthat meeting). A. Lot Width Variance / Minor Subdivision Applicant: Bob Morlock Location: 24995 Glen Road Director Nielsen explained Bob Morlock, who owned the property at 24995 Glen Road, had requested a minor subdivision of his property. He proposed to divide the site into two residential lots. Because the property was slightly shy of having 200 feet of width at the building line, Mr. Morlock had requested a lot width variance that would amount to two inches on each of the lots. SHOREWOOD CITY COUNCIL REGULAR MEETING January 22, 2007 Page 3 of7 Nielsen then explained the property was currently zoned R-l C, Single-Family Residential, and was occupied by a single-family dwelling and one small accessory building. The proposed lots, if approved, would have 38,932 square feet of area - nearly double the 20,000 square feet that was required by the City's Zoning Code. Both lots would be considered quite buildable and would be very much in keeping with the other properties on Glen Road. Nielsen noted that the Hennepin County half-section maps showed the subject property as being 100 feet wide, the same as the other lots on Glen Road in the Manitou Glen plat. The original plat for Manitou Glen had platted the subject property as two lots; and as of yet a copy of Manitou Glen plat had not been found to determine if the subject property and the other Road were shown as being 100 feet wide. had lot width Nielsen also noted the City would be deeded additional street currently substandard in width) if the request was approved. Nielsen stated the Planning Commission variance subject to Staff recommendations. Wellens moved, Turgeon seconded, Approving Subdivision of Real Road, subject to Staff "A Resolution for Bob Morlock, 24995 Glen B. structures Director Nielsen explained amendments to the 2.d.(4) with regard to value. of discussions, prepared draft Code Section l201.03, Subd. which had historical, architectural or cultural Nielsen all nonconforming structures be brought into for accessory space over 1200 square feet. There structures had architectural, cultural, or perceived and discussed the rationale for the changes. Planning Commission for their efforts. She commented the Planning issue for ten years. Woodruff moved, seconded, Adopting RESOLUTION NO. 07-010, "A Resolution Amending the Shorewood Comprehensive Plan as it Relates to Historic Preservation." In response to a question from Councilmember Turgeon, Director Nielsen stated the ad hoc committee mentioned in the Comprehensive Plan amendment would be established on an as-needed basis. Motion passed 4/0. Wellens moved, Woodruff seconded, Approving ORDINANCE NO. 433, "An Ordinance Amending the Shorewood Zoning Code as it Pertains to the Regulation of Accessory Structures." SHOREWOOD CITY COUNCIL REGULAR MEETING January 22, 2007 Page 4 of7 In response to a question from Councilmember Turgeon, Director Nielsen clarified that the statement "Repairs to the structure shall be consistent with the original architectural style and materials of the structure." was intended to ensure that the materials used would be similar to the original materials (e.g., a stone foundation would remain stone; wood siding would remain wood, etc.) Motion passed 4/0. 9. GENERAL/NEW BUSINESS , t ~ ! i :t ]J i :I' .~. ,d1F~ Administrator Dawson stated it had been past practice for Counc~III~~r ake its appointments to the Minnetonka Community Education (MCE) Advisory Council, th,YIII!\ikg netonka Communications Commission (LMCC), and the Lake Minnetonka Conservation~~strict ( during the month of January. He stated the City had advertised for the positions;\~<<~lth~iPnly were those already serving in those capacities. diP '1" ,pJ diP', Mayor Lizee stated the three applicants had served th,efm~mIWell in ti\~\past. "Hlllllih'fllllll; \ Making the Minnetonka CommunitYillIlmoucation Board Representative Appointment A. i:' Hip} 1 ; ': ~ J ~: J :" Wellens moved, Woodruff seconded, A~~~~~~~mi;~SOLUTIO~l!fflP! 07-011, "A Resolution Making an Appointment of Tad Shaw tOjl theilUinn~tonka COQ1;nunity Education Advisory . " . ; 1 t_' ,: T ,~..:!: l' ~- ! II J t , " " .' < If Council. MotIOn passed 4/0. ili., rijilliillllllii ,> ,~,j: :' t :; ., ,,' f: ~. I, .. t f: ~ 1 j i-- , 1 i 11~'fi!: I: II Ji Making th~lit~u.:~I~jnnetonka dlw~unicationl~ICommission Board Representative Appointm~nt "1mB . ii'lllllllllh 'illl \IB!\i1 Turgeon moved, Wellens'S~~~~de~U~IlH~,?~ing RE~,~)LUTION NO. 07-012, "A Resolution Making an PatricKhlllQtuippli~~lllthel!Lake' Minnetonka Communications Commission". M ,'lllllh "'ilBlmmp otlOn 'ilill!!" lllllllllii 'iUihnetonka Conservation District Board Representative ; [I J 1 ~, I" B. Woodruff Making an Motion passed 4/0. Approving RESOLUTION NO. 07-013, "A Resolution Skramstad to the Lake Minnetonka Conservation District". D. to Discussion Group on Funding Allocation for the Excelsior Fire District (EFD) Administrator Dawson explained that in November 2006 the City of Deephaven had requested the Excelsior Fire District's (EFD) member cities' councils review the funding allocation contained in the joint powers agreement (JPA). At an EFD Governing Board meeting later that month, the Board suggested the cities form a discussion group, and it also suggested how the cities might be represented on that group. He also explained that changes to the funding allocation could be made only as an amendment to the JPA, and that amendment process was defined in Section 15 of the JPA. At the November 27, SHOREWOOD CITY COUNCIL REGULAR MEETING January 22, 2007 Page 5 of 7 2006, Council meeting, Council considered the item and decided that it should be continued to 2007 for review at that time. Administrator Dawson noted that the cities of Deephaven and Greenwood had named their mayors to serve 011 the group, and a first meeting of the group had been tentatively scheduled for 4:00 P.M. 011 February 6, 7 or 8. Mayor Lizee stated the mayors of Deephaven and Greenwood were not members of the EFD Board, and because she was a member of the Board, she was not interested in this group. She noted Councilmember Callies was the City's alternate to the EFD Board. Turgeon moved, Woodruff seconded, Discussion Group and on the Group. Motion City's representative. stated he would Councilmember Turgeon suggested Council member Wellens Councilmember Woodruff agreed with Turgeon's suggestion. be willing to serve on the group. In response to a question from Councilmember W oodr was the cities of Excelsior and Tonka Bay had also. group until 2007, and based 011 that action he assumed b funding allocation discussions. Administrator Dawson stated the representative, but that was not a JP A Funding Allocation as the City's Representative E. Turgeon's request. City setting the date for the spring clean-up; her issue was the to the clean-up services provided. She then stated at a she had suggested the City survey its residents to determine to for curb-side collection, and what items they would prefer to again suggested the City survey the residents. Administrator collection service ed that at that same meeting Councilmembers agreed that the curbside starting in 2007, although no formal vote was taken. Director Burton stated City's Code stated that all curb-side pickup costs for the spring clean-up be funded equally by all households. She also stated with regard to the spring clean-up, the City received the most complaints from the residents about the curb-side pickup costs. Wellens moved, Woodruff seconded, Setting May 19,2007, as Spring Clean-up Day for the City of Shorewood, noting the effort would not include curb-side pickup. SHOREWOOD CITY COUNCIL REGULAR MEETING January 22, 2007 Page 6 of7 Councilmember Woodruff stated he would hope that traffic to a drop-off site be managed effectively. Mayor Lizee stated that Staff had effectively managed the traffic to the Public Works drop-off site in the past. Mayor Lizee suggested the changes to the spring clean-up program be published in the Shore Report as early as possible. Administrator Dawson stated a series of articles would be published beginning with the March 2007 publication. Administrator Dawson meeting A. Administrator & Staff Motion passed 4/0. 10. ENGINEERING/PUBLIC WORKS None. 11. STAFF AND COUNCIL REPORTS Administrator Dawson stated the City LMCD's Save the Lake banquet if they attending the Administrator Dawson then stated Senior P.M. on February 15,2007, to discuss the Sout each city send its mayor, its City Administra commented that SCS had to Councilmember Turgeon stated she planned on ;~pheduled a meeting for 6:00 Big formula and had suggested to the meeting. He in the summer of 2006. and had RSVP'd. Mayor Lizee scheduled its meetings to bi-monthly, with the public information post-construction meeting for the Reconstruction Project had been set for 7:00 P.M. January public safety facilities bond refunding documents were signed by all and the closing was scheduled for January 25, 2007. B. In response to a question from Councilmember Wellens, Administrator Dawson stated the City-owned house was occupied by renters. Councilmember Wellens questioned if it would be beneficial for Council to provide the appointees to the MCE, LMCC and LMCD with some guidance regarding the Council's preference on actions that would be taken by those organizations. The LMCD's consideration that it may want to recommend the closure of certain boat launches and to have the DNR charge boat-launch fees was what precipitated his suggestion, as he was not sure that was the direction the Council wanted to promote. He suggested the SHOREWOOD CITY COUNCIL REGULAR MEETING January 22, 2007 Page 7 of7 topic of providing guidance be discussed at a future Council work session. Mayor Lizee stated scheduling a work session with the appointees to discuss the topic would be a worthwhile activity. Councilmember Wellens stated he would like to discuss the topic of selling the City-owned liquor stores at a future Council work session. Mayor Lizee suggested it would be appropriate for the Liquor Stores Committee to discuss this issue. Councilmember Woodruff stated he thought it would be appropriate for Council to discuss the topic first so it could provide the Committee with some direction. Administrator Dawson stated there were statutes that prescribed what must be followed to exit liquor operations. Dawson also stated the work session agendas for the next few months full already, and he noted he would not be able to attend the first Council meeting in March. tdlUh, Councilmember Woodruff stated at the January 9, 20Q~; ParK fC''' "receiving" versus "accepting" reports was discussed,flUW a questiRn arose when it was appropriate to accept a report rather thflfilj"~'lreceive '~!~~port. and Associate Attorney Mayeron both stated accepting or recei~~~~,~~f~lftim~tter of Mayor Lizee stated the Park Commission was a recommending body onlyilmf?~;\cilmember Turgeon stated that from her vantage point there may be instances ~here an individual 'w~~14 want to acknowledge receipt of a report yet ensure that did not mean they'" with the '6~>>tm;: in the report. Dawson stated receiving and accepting a report did not eq with t11eilt.ytmrt's content; an affirmative action would need to be taken on specific items Hi' ii Councilmember Turgeon requested a timetable for discussing the prepared and distributed to Council. In response!ll~I"IQllN~~~l'fllrom Cities ha~l~cheduled itslijtJ~htation .dIIU;.. .11\\\IL 12. (ll'~JOURN: 'ii:I'i,{;l:; itiit\ '{ i tl!fi_:,~.;:_:, !:{ !'_ I J_ Wellens mo~~~UWI~rge~n sec~nped, Adjourning the City Council Regular Meeting of January 22, 2007, at 7:57 P.N1~11MotlOn pa~~ed 5/0. d......p I1UI~L dt' Committee meeting. meet with SLMPD member city's council to scheduled an orientation for 6:00 P.M. January Deephaven Police Department would also Mayor Lizee related items dis SLMPD Chief Litsey discuss strategic 31, 2007, for participate in the Mayor Lizee stated the League of Minnesota for January 26-27,2007. RESPECTFULLY SU~:mOOTTED, Christine Freeman, R~~8rder Christine Lizee, Mayor ATTEST: Craig W. Dawson, City Administrator/Clerk CITY OF SHOREWOOD CITY COUNCIL SPECIAL MEETING MONDAY, FEBRUARY 12,2007 5755 COUNTRY CLUB ROAD CONFERENCE ROOM 5:30 P.M. MINUTES 1. CONVENE SPECIAL CITY COUNCIL MEETING Mayor Lizee called the meeting to order at 5:30 P.M. 3. Present. Mayor Lizee, Councilmembers Callies, Turgeon, A. Roll Call Absent: None B. Review Agenda Without objection from Council, Mayor Lizee 2. INTERVIEW CANDIDATES FOR COMMISSION The following candidates were Commission: to the Planning A. 5:30 p.m. B. c. D. Silver Lake Trail Ruoff, 26365 Noble Road 4. Callies moved, Adjourning the City Council Special Meeting of February 12, 2007, at 7:02 P.M. Motion passed 4/0. ATTEST: Christine Lizee, Mayor Craig W. Dawson, City Administrator/Clerk 1#2B I CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, FEBRUARY 12,2007 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL MEETING A. Roll Call Mayor Lizee called the meeting to order at 7:09 P.M. Present. Mayor Lizee; Councilmembers Callies, Dawson; Attorney Keane; Finance and Engineer Landini Absent: None B. Review Agenda Callies moved, Wellens seconded, passed 5/0. 2. A. The approval of the pending clarification of a statement. the City Council Work Session Minuets of January with Callies abstaining due to her absence at the 3. Mayor Lizee on the Consent Agenda. Wellens moved, seconded, Approving the Motions Contained on the Consent Agenda and Adopting the Resolutions Therein. A. Approval of the Verified Claims List B. Staffing - No action required C. License Approvals for 1) a Multiple Dock Facility License for the Shorewood Yacht Club; 2) a Tree Trimmer's License 1#2C I SHOREWOOD CITY COUNCIL REGULAR MEETING February 12, 2007 Page 2 of9 D. Community Rec. Resources 2006 Year-End Report (This item was moved to Item 9.C under General/New Business.) E. Approval of Electrical Services Agreement (This item was moved to Item 9.D under General/New Business.) F. Set Public Information Hearing Date for the Storm Water Pollution Prevention Program (SWPPP) Public Hearing Mayor Lizee for the staff s efforts the project. The G. Elected Officials Out-of-State Travel Policy H. Cooperative Agreement Regarding Item 9.B under General/New Business.) I. Schedule a Date for the Peach Circle J. Schedule a Date for the Amlee was moved to Item] O.C under (This Motion passed 5/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented 5. REPORTS A. 19 Project by Don Sterna, WSB and Don with a and Associates, presented Council and City Staff Consulting Engineer Companies 2007 Engineering Smithtown Road Intersection Improvement Project. The the top ten most dangerous intersections within Hennepin with a study in 1998 and was completed in the summer of for the Council to receive the award. She expressed her appreciation She recognized Director Brown for his efforts throughout the life of 6. PUBLIC HEARING None. 7. PARKS Administrator Dawson stated there had not been a Park Commission meeting since the last regular Council meeting. SHOREWOOD CITY COUNCIL REGULAR MEETING February 12, 2007 Page 3 of9 Councilmember Turgeon suggested the Park Commission research the possibility of applying for a grant from Blue Cross Blue Shield. The grant could be used, for example, for Freeman Park improvements for trail projects. She stated the City of Excelsior had received a grant from Blue Cross Blue Shield. 8. PLANNING Administrator Dawson stated there had not been a Planning Commission meeting since the last regular Council meeting. 9. GENERAL/NEW BUSINESS A. Planning Commission Appointments Woodruff moved, Turgeon seconded, Approving Making the Appointments of Bob Gagne (3-year Hutchins (3-year term), and William Ruoff Commission". Motion passed 5/0. Resolution David B. Planning B. Cooperative Agreement This item was pulled from the consent ,mRer Turgeon's request. tintthe City would contribute up to 'washta Regional Park, yet the City t Program) and the Shorewood Parks stated that Administrator Dawson had explained share of the contribution. She stated she Attorney for liabili of its, FourtH the claiman the entire contribution be made directly from City had statutory immunity from liability in funding and operation not. The City was also an appropriate conduit for the If there would ever be a claim filed against the dog area, parties in the claim. Counci lmember that the City share of the member of the Parks Foundation Board, stated the Board was aware contribution and the Foundation would reimburse the City for its Councilmember Turgeon also expressed concern that the terms of the Agreement stated it would remain in effect for ten years, yet under the "Performance" clause in the Agreement it was stated that "Carver County agreed to operate the off leash dog area at the Lake Minnewashta Regional Park for a minimum of six years". Director Brown stated the "Performance" clause would be changed to reflect a minimum of ten years. In response to a question from Turgeon, Brown explained the ten-year timeframe protected the City as it clearly stated the City was under no obligation to operate the off leash dog area for a period often years (Carver County established ten tears as the maximum term limit). SHOREWOOD CITY COUNCIL REGULAR MEETING February 12, 2007 Page 4 of9 The following clarifications were made by Director Brown in response to questions from Councilmember Turgeon. He did not recollect what the terms of the Skate Park Agreement were, but it was important that term length be specified in this or any agreement. The ten-year term ensured the City would be indemnified and held harmless throughout the term of the Agreement. The Agreement's "Failure to Complete" clause would provide the City with some recourse to recover some, if not all, of its donation should the off leash dog area improvements not be completed. The Park Commission requested that the City's contribution would only be used to fund "hard" improvements (and not the engineering study) and payment of reimbursable expenses, such as those identified as examples in the Agreement, would be consistent with that direction. The Park Commission had acknowledged th~1Ill:wAgreement be presented to Council without the Commission's final review, as documented itlpthe October 24, 2006, Park Commission Meeting Minutes. . , if;"~"~ I ~.l 'II } Wellens moved, Callies seconded, Approving RESOL:E1it1~N N(Wlm~~OI4, "A Resolution Approving and Authorizing Execution of a Cooper~~iilf, AgreemenfilU~tween the City of ,:\:1"";;::;;:,:,8;:" Shorewood and Carver County for Participation in t~;ltrVff Leash Dog Area'lijlithin Minnewashta Regional Park." Motion passed 4/1 with Turgeon ~,it~~lrrl~~ng.. .quHIIIIIW:: c. Community Rec. Resources 2006 Y ear-'E"hl~ep~tWlh:,. :llllllltl'" This item was pulled from the consent for discussion at<!~ijnfipmember Woodruffs request. '1:}1 Councilmember Woodruff stated at the versus accepting reports was discussed. He meeting, where it was explained that and accepting a report did to agreeing the fact that approval of End Report as an Report. He motion was to accept the ,~eting the topic of receiving unci I at its January 22, 2007, of semantics, and receiving Woodruffs concern was with the Rec. Resources 2006 Year- imply that Council approved the contents of the Administrator Dawson explained the Community Rec. Resources 2006 Year-End Turgeon, Administrator Dawson clarified that Year-End (two times) and thereafter they had been included on the Motion passed D. Electrical Services Agreement This item was pulled from the consent agenda for discussion at Councilmember Woodruffs request. Councilmember Woodruff questioned if firms other than Egan Services had expressed interest in providing Electrical Services to the City. Mayor Lizee stated her recollection was that Egan Services was the only firm that had been willing to provide services at a discounted rate, provided a periodic schedule was established and a service agreement was entered into. Director Brown concurred with Mayor Lizee's reco II ecti on. SHOREWOOD CITY COUNCIL REGULAR MEETING February 12,2007 Page 5 of9 In response to a question from Councilmember Woodruff, Director Brown stated this would be the second 12-month contract with Egan Services. Councilmember Woodruff asked that the City advertise for electric servIces bids for the period of February 1, 2008 - January 31, 2009. Woodruff moved, Turgeon seconded, Approving the Service Agreement for Electrical Services with Egan Services. Motion passed 5/0. A. Accept Bids and Award Contract for Project, City Project No. 05-11 Well Interconnect 10. ENGINEERING/PUBLIC WORKS Engineer Landini stated the bids for the Chanhassen/Wo9:11~MvenWell on February 7, 2007. The low bidder was G.L. ContraSf~l}g for an ~mount of $13 engineer's estimate for the project was $195,000. d tlilHiL ' 'Hun, UTllJ, were opened noted the Director Brown stated G.L. Contracting had performed oth~tIW~r~:61~ts f~r the City, the firm was a reputable contractor. He noted that Chanha~~,en was going to recQn~~t;Uct the portion of Yosemite Avenue located in Chanhassen as a State Aid route't~:!, of this project.'l:ijMIRlarified that the City's portion of the project included a watermain installation! ii:\rlhH",'llllilll'! In response to a question from Councilmember IfrgeOll;lpJm~R1~fl~~~}Ylf clarified that the differences in bid costs versus the were sp~~a9111!firougllc1ilI\~ifpe project. He stated that, based on f" < f .~. ' J '.': experience, by the time complete affqi all changei<Jrders accounted for the project would H, probably cost closer to most of the big amounts occurred). "iI1iJt'i$} r'd;Approving~ESOLUTION NO. 07-016, "A Resolution ;, t '-j i :; :, ~. ., -_'_': l ; 1a:~tmfQtH,the riChanhassen/W oodhaven Well Interconnection , ;,j ) l \ \ i ;~ '\'1 ~- j' passed is/O. Callies moved, Accepting Bid Project, of Easement Acquisition for the Amlee Road and Director project was Drive Project perspective of the Amlee Road and Manitou Lane project. The reclamation project, a project similar to the original Wedgewood that preliminary plans had been included in the meeting packet. Brown then three aspects of the proposed project. With regard to the typical roadway section aspect, Staff and WSB and Associates were reexamining the soil borings that were obtained to determine if the pavement reclamation (versus a full reconstruction) was appropriate, based on recent experiences on the Wedgewood Drive Project. Reconstruction would cost significantly more than reclamation. With regard to the stormwater and drainage aspect, Brown stated a storm sewer system had been proposed through several properties to address ongoing drainage concerns. Along with the proposed storm water system, was the dredging out of degraded wetlands along several properties on the north side SHOREWOOD CITY COUNCIL REGULAR MEETING February 12, 2007 Page 6 of9 of Amlee Road. He commented the dredging had been requested by several of the residents. He explained that under the Wetland Conservation Act, dredging of the subject wetlands was considered an impact, and must be mitigated at a ratio of two-to-one of the square-foot area impacted. Therefore, Staff had proposed creation of an additional wetland on a property nearby which was owned by the City. That wetland would serve as mitigation for the impact, and it provided an opportunity to address several of the ongoing drainage concerns for the area. With regard to the easements aspect, Brown stated permanent drainage and utility easements, in addition to temporary construction easements, would be required over the water system and ponding wetland areas. He commented that it was possible that could grant the easements in exchange for addressing the drainage concerns. Brown stated the item for Council consideration this evening was acquisition of these easements. Staff would meet with the to commence with the and as a group. Brown explained if Council were to consider would have to be extended from near Gideon corridor also. Brown stated should Council consider wa~yTmain installation, with the residents of Amlee Road, Manit6Ul and Glen installation of watermain. It had been asked ilk to Manitou Lane Project corridor, and leave it explained that installation of dry watermain for 1 past. step would be for Staff to meet potential interest in the in the Amlee Road and along Glen Road. He had not worked well in the Director Brown stated in addition to the easements would need to be acquired in the corridor for the storm sewer installation. enough easements, the condemnation project In Turgeon, Director Brown explained Glen Road still had servIce base under Amlee Road and Manitou Lane moves around significantly. that should the project be done in two phases with dry watermain being installed phase, unless the watermain would remain dry for no more than six months when Road in the second phase. Although it was not his first choice in alternatives, could be considered for watermain installation on Glen Road. He then stated he estimated be a two-year reduction in the service life of Glen Road as a result of heavy equipment use the road for the Amlee Road/Manitou Lane Project. Should all three roads be reclaimed at the same time, he questioned where the residents along the three roadways would park. In response to a question from Council member Wellens, Director Brown stated under certain scenarios the reclamation aspects and drainage aspects of the project could be separated into two phases. Councilmember Callies stated she was generally in favor of installing watermain as part of road reclamation projects, but she would like to review the alternatives for performing both those aspects as SHORE WOOD CITY COUNCIL REGULAR MEETING February 12,2007 Page 7 of9 part of the project. In response to a question from Callies, Director Brown stated Gideon's Lane already had watermain installed. Turgeon moved, Callies seconded, Authorizing Staff to Commence with Easement Acquisition for the Amlee Road and Manitou Lane Reconstruction Project. In response to a question from Councilmember Woodruff, Director Brown stated the parcel of land the City owned that would be used for an additional wetland currently was an open field that people threw garbage onto. 11, STAFF AND C. Schedule a Date for the Amlee Road and Meeting Motion passed 5/0. ,\llllhiL This item was pulled from the consent agenda at Administ,~~tor Dawson's Administrator Dawson stated Council had approveqstHQ!U' Information Meeting for the residents of Amlee Road and conflicts, Staff requested that the meeting be rescheduled. Director Brown suggested March 22, 2007, Turgeon moved, Callies seconded, the Amlee Road and Manitou Lane Project Information Meeting for passed 5/0. A. and Teal Circle Neighborhood Meeting regarding been improve' (e.g., getting f the Public Information Post-Construction Meeting for the wiftcle Reconstruction Project which was held on January 30, atten 'the meeting. The residents provided Staff with comments lductea. The residents stated they thought communication could have ed the weekly updates. The residents also stated staging of the project their cars) was a problem as well as their access to their mailboxes. Mayor Lizee stated was beneficial, and the comments from the residents were helpful. Attorney Keane the City consider setting up an intra net site for each project that could be used for communicating project information. B. Mayor & City Council 1. EFD Funding Discussion Group update Councilmember Wellens highlighted the discussions which occurred at the EFD Funding Formula Discussion Group meeting held on February 7, 2007. He explained that the funding formula would SHOREWOOD CITY COUNCIL REGULAR MEETING February 12, 2007 Page 8 of9 evolve to 100% ad-valorem basis in 2010. Deephaven had questioned the appropriateness of continuing with that direction. He reviewed the pros and cons identified. The pros: it was simple (it was designed so there were no politics involved between the cities); it was the basis for agreeing to the JP A in its entirety and for the approval of the public safety facilities; the EFD was one community rather than five cities; there was no need to change anything; and 90% of the operating budget was fixed labor and equipment costs with 10% of the budget variable, thus only 10% of the operating costs be controlled by demand. The cons: changing the formula would not remove politics; it would be the prerogative of each member city's council to review medical calls (which are approximately 60%) not related to property value; the EFD may no longer act as one district when making policy directions; it increase member city's costs in the future; and it detaches actions from consequences. Councilmember Callies stated she would concern with a desire to change agreements at based on current not portion of the variable if it wanted the City to from the ad-valorem Administrator Dawson stated the question at hand was for continue to participate in the discussions related to philosophy by which the EFD was formed. Councilmember Wellens stated the City's costs were based on actual services used. formula Administrator Dawson stated responses accounted for 20% budget. He then stated as the discussions it could that were variable. as it was. She expressed the agreement. She stated that accurately determine each city's had the right to request changes to an ad-valorem philosophy was a city would not would consume additional resources. He would impacted by the consequences of its actions. He participate in the discussions, and he would support a move responsibility to keep abreast of proposed changes that would and to address those changes accordingly. Councilmember not prohibit them because an organization/individual entered into an agreement, it did ting to modify that agreement. Discussion was always worthwhile. In response to a from Councilmember Turgeon, Councilmember Wellens explained the first question before each council was whether or not they wanted to continue discussions regarding a possible change in the ad-valorem funding formula philosophy. In response to a question from Councilmember Callies, Administrator Dawson explained the JP A defined the process that must be followed to amend the JPA and he reviewed that process. Councilmember Callies questioned if this was the appropriate time to consider amending the JPA. SHOREWOOD CITY COUNCIL REGULAR MEETING February 12, 2007 Page 9 of9 Councilmember Turgeon stated she would support continuing the discussions. In response to a comment by Councilmember Woodruff, Administrator Dawson stated that in addition to each city charging for false alarms there may be other fees that could be charged for services and those policies could be formally adopted by the EFD. Councilmember Callies expressed her concern with the philosophy that entering into agreements did not mean the agreement was binding. To request a change to an agreement when it was no longer beneficial to one of the partners minimizes the meaning of contractual agreements. Mayor Lizee stated she did not believe there was any compelling should continue to provide services based on community needs, There was consensus that the City would continue to Mayor Lizee stated she had attended the Save the speaker. Mr. Jabbour spoke about Big Island Park keynote 12. ADJOURN Turgeon moved, Woodruff seconded, 12,2007, at 8:32 P.M. Motion passed 5/0. Meeting of February RESPECTFULLY SUBMITTED, Christine Freeman, ATTEST: CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, FEBRUARY 12,2007 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:30 P.M. or Immediately following Regular City Council Meeting MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Lizee called the meeting to order at 8:43 P.M. A. Roll Call Present. Mayor Lizee; Councilmembers Callies, Turgeon, Dawson; Finance Director Burton; Director Landini Administrator and Engineer Absent: None B. Review Agenda Without objection from Council, Mayor 2. GOALS AND PRIORITIES to Council which identified in that memo). He stated the list and Staff with regard to adding and items that remain. He explained the items on the that are to be improved; the list did not taken was to identifY important values or strategic areas helped to focus on major things across the organization to He stated the items listed were not listed in been stalted. In response items had be added to each funding was needed. ;uncilmember Woodruff, Administrator Dawson explained some of the em and some did not. Councilmember Woodruff suggested an attribute g if the task could be funded from available resources or if additional Director Brown that Engineer Landini was creating a matrix of all the City's roadways and assigned a numerical rating to each. For each roadway four criteria would be overlaid on a map of the roadways: the condition of the road; drainage concerns; the desire for watermain or the need for watermain; and sanitary sewer concerns. A point value was developed to assign each roadway based on the status of the four criteria. The end result would be a rating of all the roadways and that rating should help in prioritizing projects. Councilmember Wellens requested an item be added under category 2, with the objective of the task would be to make it possible to search all the minutes for a year on the City's web page with a single search command. 1#2D I CITY OF SHOREWOOD WORK SESSION MEETING February 12, 2007 Page 2 of6 Councilmember Callies stated Item 2.a, Implementation of Electronic Payments, was not a high priority from her vantage point. Director Burton stated the implementation of that capability should be relatively easy to do with the new financial software, and Deephaven currently had a 20% participation rate for electronic payment. Administrator Dawson stated the trend was toward electronic payment capabilities. In response to a question from Councilmember Turgeon, Director Brown stated a revised draft of a right- of-way ordinance had been prepared but it was never presented to Council. He stated it should be reviewed and revised, if need be, and then it should be reviewed by the City Attorney prior to it being brought before Council for consideration. Turgeon asked that item be added under category 3. With regard to because it was activities. After discussion, it was agreed that items that were mandatory and Council should be removed from the list. Those items could be awareness purposes only. pnontlzation by separate category for Councilmember Wellens requested that deer management suggested that be expanded to wildlife management. be included. Callies management also With regard to the topic of wireless internet access, had decided to take a "wait and see" approach. get a more affordable rate for Wi-Fi because it was purchasing size of Shorewood would have more a similar single entity. Council was able to from the provider; a city the to purchase the services as a Councilmember Woodruff requested an item regard to digital billboards. review the City's Code with Councilmember the prioritization list. Brown explained the item was on the list thought Staff should spend time on those be added to category 4 to review of the current minimum item be added for Council to have ajoint meeting with each of the goals and priorities could be reviewed, or it could just be a Lizee and Councilmember Turgeon agreed with the suggestion. In response to a regarding the proposal to provide additional Councilmember Turgeon, Administrator Dawson stated Item 5.b was SLMPD for 2007 to add two part-time community services officers (CSOs) and would likely be proposed again for 2008. In response to a question from Councilmember Turgeon, Mayor Lizee thought whenever there was roadway construction the residents were approached regarding the desire to have a trail and was it feasible to do so. Turgeon referenced the Smithtown Road and Trail situation that had occurred. Lizee suggested a policy for submitting and processing trail requests could be adequate. Turgeon clarified she was not suggesting trail planning be added to the prioritization list. Director Brown suggested that the question of adding trails be added to any roadway feasibility study, but that would not imply a trail would be created. Councilmember Callies stated it was important to remember that creating new trails requires on-going maintenance of those trails. CITY OF SHOREWOOD WORK SESSION MEETING February 12, 2007 Page 3 of6 Administrator Dawson stated he would update the 2007 Goals and Priorities list with the suggested changes, and he would distribute the updated list to Council for each member to categorize each item on the list as a high, medium or low priority and submit that information back to him. 3. FINANCIAL REPORTING AND EXPENDITURE DISCUSSION Administrator Dawson explained at the January 8, 2007, Council meeting, Council member Woodruff presented two motions related to City financial reporting and expenditures. Council then decided to move the discussion of the items to this work session so that staff could provide information regarding the motions. He stated the meeting packet included descriptions of the financial practices, which included a draft internal controls policy and the City's and its budgeting process. Also included in the packet was a report showing General versus actual revenues and expenditures for 1996 - 2006. The report showed that the spent within the approved budget, and when it did exceed budgeted expenses it unanticipated one-time events which Council had approved in advance. Director Burton been prepared the Dawson then explained department managers were explained that City finances were not organized on therefore, the request for pre-approval of spending prove extremely difficult. He noted the City received the Hennepin County distributed the taxes it collected; potential deficit particularly in the early the year. to manage to the p line. He also of expendi :.~~H0i revenues; monthly budg~fl~mount would revenue twice of year when monthly reports would show a Dawson stated the intent of this discussion to receive on a regular basis. Council wanted Dawson stated that a few the volume of the prepared if that was were provided to Council, but Similar monthly reports could be monthly report package that had at one time of summary reports that could be generated on was the legal document the City used to manage its In Callies, Director Burton explained the verified claims list pa at each regular Council meeting. Most of the items on pugh the budget process, and many of the larger items for projects had ding process. Councilmember the background information provided in the meeting packet was very helpful. He thought the investment policy and the draft internal control policy appeared to be sound policies. He stat~d the draft internal control policy should be placed on a future Council meeting agenda for consideration of adoption. His concern was with the ongoing visibility of the City's current financial state to Council. Mayor Lizee stated if Council was to consider requesting that it receive a copy of the extensive monthly financial report, she suggested that Counci I consider the amount of staff time it would take to prepare and compile the reports prior to committing to that direction. Director Burton explained that the reports could be generated on the financial system without a great deal of effort; she did not recommend the reports be included in the meeting packets because of copying costs for 20 - 25 packets. CITY OF SHOREWOOD WORK SESSION MEETING February 12, 2007 Page 4 of6 Mayor Lizee and Councilmember Turgeon stated they would be satisfied receiving a summary report. Councilmember Woodruff distributed copies of two sample monthly financial reports he prepared showing budgeted versus actual expenditures - one for the General Fund down to the department level, and the other for a department down to the line item level. The reports also included a graphic display of the monthly versus actual versus budgeted expenditures. Director Burton stated that one of the sample summary reports she distributed provided department level spending to date, the percent of the total budgeted amount that had been spent, and a variance amount. Woodruff stated both his sample reports and Burton's sample summary reports were examples of traditional financial reports. Councilmember W~W other cities' informad how the City was perfo 1 Councilmember Callies questioned how Councilmember Council. She stated as a Councilmember it was her responsibility to h,\ not think it was her responsibility or any councilmember's resp~~r~1) spending at the department level. Woodruff stated he did not advod~~e t le Councilmember Woodruff stated based on the 10-year under spent its budget; but under-spending the budget during the course of a fiscal year it appeared information provided in reports similar to those decide if it wanted to use the excess funds for additional on to Administrator Dawson stated from his vallt slightly and to spend slightly less than what to be the City's track record. He then stated th fiscal year. Administrator Dawson suggested it Fund balance policy should be. If the goal was funds in excess of 55% projects achieved then Council a plan to be to exceed budgeted revenues enyral Fund report shows that n expenses It!o not occur until late in the i]i1riate to Yi blish what the City's Reserve :U"RlhApuld deci~e if it wanted to use any t year; anp'1I1 return If the 55% goal was not that goal;' Administrator Dawson's comments. He did City's performance against budget. the Sample #1 two-page summary repOIi submitted system does not have the capability to produce graphic the graphical reporting capabilities of the new financial later this year. would like to see comparisons of the City's financial information to City's web site and/or newsletter in graphical form so residents could see Councilmember Woodruff stated the intent of his motion he presented at the January 8, 2007, meeting to limit spending to 95% of the budgeted amount was intended to reduce spending and allow that last 5% to be used for additional projects. He stated he wanted Council to have more control over the money paid by the taxpayers, and to more closely direct the spending of that 5%. Councilmember Callies stated Council provided direction on spending throughout the budgeting process. She was not sure what Councilmember Woodruff was trying to accomplish by the 95% maximum. She stated she interpreted his motion to mean the previous Council should have adopted a budget 5% less than what it did. She stated the 2007 budget preparation process was deliberate and thorough, and she did CITY OF SHORE WOOD WORK SESSION MEETING February 12, 2007 Page 5 of 6 not think it was appropriate to reduce the 2007 adopted budget at this time. She then stated she had found the budgeting processes over the last few years to be very beneficial, and during each of them there were a number of work sessions held to discuss the elements of the budget. Councilmember Turgeon stated she interpreted Councilmember Woodruffs request to say if the City under spent its budget then it should tax property owners such that there were no excess funds. Mayor Lizee stated that during the budget process Staff and Council identify potential projects and Staff provides initial estimates of the costs for the projects. She stated she was confident in the Staffs skills at preparing the budget. For Council to now decide to limit spending to 95% budgeted amount unless there was Council pre-approval was, from her vantage point, too much She stated the 2008 budget process could be considered for modification. Discussion ensued with regard to the appropriateness of amount and what the actual motion said. Councilmember Woodruff distributed and explained a bottom-up budgeting. He advocated establishing goaI~(}ioritie~lf9,r 2008 during 2007. During June Staff would prepare draft budget 111 ::~I!part~:J~~hJ11aintenance adjustments per Council's direction; and 2) by individual adaitiRn~~IMoals'in Council's ':ix,';: }, , Councilmember suggest areas for purpose of his Administrator Dawson stated when potential major projects/programs that removes from that list as it deems Capital Improvement Plan (a five-year plan) projects to be considered. draft bu~~~tduring June - July it identifies for the!\~~: ming year. Council adds to or state a 'Staff presents the proposed timefr e, and that includes a list of Councilmember Callies for Councilmember current process done differently. to a budget. It may be worthwhile budget process for effectiveness. She stated the in Woodruffs approach, albeit it may be would be changed for 2008, then the effort to Councilmember Woodruff to participate in the existing the year), and then recommend changes based on his would be more helpful to her if Councilmember Woodruff would while the process was occurring so she could better understand the changes. There was discussion with regard to 2008 goals, and the fact that many of goals identified to date were long-term goals and span into 2008 and beyond. There was discussion regarding when goals and priorities for a fiscal year should be finalized - should the task be completed by fiscal-year end, should it be finalized by the incoming Council, etc. Many of the goals and priorities are an outcome of the budgeting process. Councilmember Wellens stated a major part of the budget expenditures were reoccurring. CITY OF SHOREWOOD WORK SESSION MEETING February 12, 2007 Page 6 of6 Councilmember Callies stated that during the development of the C.I.P., the enterprise budgets, and the operating budget goals and priorities were identified. Mayor Lizee stated projects are identified as an outcome of goals and priorities discussed during the budgeting process. Administrator Dawson stated during the budget process items that are deemed important to do are identified as well as areas of change for the next fiscal year. ATTEST: Councilmember Callies stated when Councilmembers have significant consider (such as Councilmember Woodrufrs motions at the January 8, that Council had the opportunity to discuss the item in a work motion on the item. Mayor Lizee agreed with Callies comments. why he requested discontinuation of liquor store operations be would like Council to it was important prior to considering a Wellens stated that was session agenda. Councilmembers should contact Administrator Dawson if meeting agenda. Councilmember Woodruff stated he was satisfied information, and he would request review of more also stated he would drop his request for a 95% spending for required. He In response to a comment from Fund was used to cover operating Council's responsibility to determine General Fund expenditures. 4. OTHER There was no other 5. City Council Work Session Meeting of February Christine Lizee, Mayor Craig W. Dawson, City Administrator/Clerk PAYABLESAPPROVALS For 2/26/2007 Council Meeting c flfC} c /! Prepared by~-t:#J /{f4f ! 7ftj;2fJ!C, Date: Michelle T, Nguyen, Sr. Accounting Clerk Reviewed by: Date: Bonnie Burton, Finance Director Approved by: Date: Crai awson, City Administrator -::ff-3/l Prepared by: )t~/))/\J Date: /F Michelle T. Nguye , Sf, Accounting Clerk Reviewed by: L Bonnie Burton, Finance Director PAYROLL APPROVALS For 2/26/2007 Council Meeting Date: Approved by: Date: Crai awson, City Administrator CITY OF SHOREWOOD P ARK COMMISSION MEETING TUESDAY, FEBRUARY 13,2007 5755 COUNTRY CLUB ROAD SHOREWOOD CITY HALL 7:00 P,M, MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Davis called the meeting to order at 7:03 p.m. A. Roll Call Present: , " , .' " . , " ,. .'- .' . . . Chair Davis; Commissioners Young, Westerlund, HeIlsley, Norman, Moonen, and Trent; City Councilliaiso!1.W oodruff; Public Works Director Brown B. Review Agenda Work Session activities was added as item 5B. Westerlund moved, Young seconded, approving the Agenda as submitted. Motion passed 7/0. 2. APPROV AL.9in\lI~mrES A.Pi:!-l1b:Commiss~on MeetingMinutes of January 9, 2007 .' .. - r ~': )'. ~:. ~.:' r ' : :; ;' ~'; - . . Hensley moveq,;~ester'Ilii1~s~bdlldeq, approving the Minutes of the January 9, 2007 mee,t,iJtg.as:slll?mitted;M.otion passed 7/0, ;,' 3. ,HliRlj:PORTS , ",. <:!:i':,A. Report~IlCity Council Meeting 'J':' Brown reported that, at the last meeting, City Council approved the renewals of several multiple dock facility licenses, heard an annual update on tree trimming, and received Community Rec Resources annual year end report. In addi lion, a date was set for the public hearing for the stormwater pollution prevention program coming in March and tbe cooperative agreement for the Minnewashta Dog Park was approved. In addition, a Manitou Lane neighborhood meeting will also be scheduled to discuss road issues in the Manitou area and trail access potential. Brown pointed out that a reward for the County Road 15 intersection project in consideration of both pedestrian and vehicle movements and safety aspects of the intersection was presented to both WSB and the City by the American Consulting Engineers Council, which will be forwarded for consideration in their National Awards recognition program as \vell. " i~1 .~.~ - ~~ ti PARK COMMISSION AGENDA TUESDA Y, FEBRUARY 13,2007 PAGE 2 OF 4 Finally, Brown noted that bids were awarded for the Chanhassen interconnect project which will be put into motion the process for the abandonment of the Woodhaven well. 4. LACROSSE DONATION Tom Lauer, President of the Minnetonka Lacrosse Association, presented the City of Shorewood Park Commission with a $750 donation for the City's field improvement fund in appreciation for their use of Manor Park during the past 2006 season. He noted that as he read the previous minutes of the Park Commission meeting, he wished to add that the Lacrosse Association was able to work out an anangement to work with the Soccer Association last year by utilizing Manor Park for the younger players. He pointed out that, while they would be pleased to continue use of Manor Park, they would be interested in using the Badger Park facility once again, as they had d011~the pi:eyious year. Lauer acknowledged that, while their donation would not c~xer't~e nece'ss,aJ,{ improvements needed at Badger Park with regard to drainage etc."tl1:ei Association wd4W be willing to help with some of the necessary field improvem~nts as they were able.' , ,:,-,- ':; Lauer expressed gratitude to the City for providil1:g.th~ org<lliization with space, as the numbers of players continues to grow. He noted that 'a., :feW years ago, the association started with a mere 75 players, and this .year anticipates200 boys and 75 girls. Based on a field size of 60 yards wide by 11 0 yardsl())1~,}he organization usually utilizes a football field sized area, in the past using the upperfieldsatthe high school, which are under construction this year, as well as any other field space they can locate. He thanked the City for its efforts as scheduling facility use draws near. Chair Davis thanked Lauer for the donation. ;', \ As the personin~harge of1;iyVl'inhil1tena,nc:e" "Brown acknowledged that, while the City ~t :~,_ 5 l .' i: : ~ :. "". " ,\,"t' . , , , ;' 1 : '- \ ; ,".: '\. would pre,f(3riDa0rdss~)~layati.B.fl~ger, this year the field may not be available. Brown pointed, out that it is'th~;,MitY'sil1rem to begin the bid process for new lighting within the next:ri:l~fXW which wouldt'lfean Badg;erwould need to weather through some construction this sunl.irl.~r:!Brown indic~ted that he, and Community Rec Resources (CRR), would anticipate tltaHhe Association would likely be slated to begin, at least, at Manor, as the City takes on t1i~,'mprovements, lighting, and potentially the drainage aspects of those improvements toBa<;lge~pa.rk this spring. He indicated that, unfortunately, the improvements to Badge\~might take up one more year as the City takes on the drainage aspects, in addition, to other issues there. Lauer stated that Manor Park worked out well last year and that they would be pleased to use it for the 2006 season. He noted that the organization was able to utilize the silt fencing used for nearby construction last year to corral their balls, which might not be an option this year. Brown stated that the City appreciated the Lacrosse Associations cooperation and flexibility, acknowledging that Manor is somewhat tight quarters for the group, but thanked them for hanging in there with the City. PARK COMMISSION AGENDA TUESDA Y, FEBRUARY 13,2007 PAGE30F4 Lauer pointed out that they had suggested that the City, or the Association, erect a Lacrosse fence to collect the balls behind the goal lines, but the ability to mow the grass seemed to be an issue, so the Association set up and took down a snow fence each game. He noted that this might be an issue even at Badger going forward which they may wish to address later. Hensley suggested that, when the consideration of lighting or relighting is discussed for Badger Park, the lights be spaced far enough apart to allow for a legal size lacrosse field. Chair Davis stated that Badger will be discussed in great detail at the upcoming work session. She thanked Lauer for coming. 5. ARCTIC FEVER WRAP-UP AND EV ALUA TION Chair Davis stated that the planning process for 2007-2008 is slated to begin March 20th and invited Commissioners to attend. Trent acknowledged that the City received some good.'W:rap up coverage too. B. WORK SESSION ANUCOUNCIL NOTES Chair Davis suggested the liaison point Ol.ltsom~itel1).sof interest with regard to the City Council priorities. , :; ',,,~ Woodruff stated that some items: were added to the Counci l' s laundry list of items to address for 2007; new items included deer and wildlife management electronic billboard situation, wider conservation rates forwater. He noted that the Council would be prioritizingthelist at their meeting on February 26\h. ChairDayis suggested that the Commission be supplied with a rough copy of the Council priorities t?rtf1eir meeting the evening of the 2ih. Brown noted that ~he Council would like to set up meetings twice a year with each of the Commission's todi~clls~p1"iorities and familiarize themselves with each other. Chair Davis indicated that they will be utilizing a rough agenda for the work session on the 2ih. Brown pointed out a dot matrix map identifying various pieces of the City; he noted that the city is in the process of putting together a project matrix that would assign a point value to each of these needs and areas. For example, he conducted a pavement inventory last fall, and a ston11\vater inventory also identified in various colors on the map will be assigned a value for improvements. which should identify the top priorities for the city. PARK COMMISSION AGENDA TUESDA Y, FEBRUARY 13,2007 PAGE 4 OF 4 Westerlund suggested the Commissioners be provided with a vision statement as a piece of the Comprehensive plan as they evaluate improvements going forward. Hensley asked about the trail planning process and philosophy. Brown stated that the master plan does contain a trail planning document which they use a resource should the need for various trails arise. He noted that they would redistribute the master planning documents for the work session for review. 6. APPOINT 2007 CHAIR AND VICE CHAIR Westerlund nominated Chair Davis to continue on as Chair,of the Commission, Hensley seconded, motion passed 6/0 - Chair Davis abstainedand accepted the nomination. Westerlund nominated Norman, Hensley seconded. Motion passed 7/0. 7. DETERMINE LIAISON FOR FEBRUARY 26 CITY COUNCIL MEETING Hensley volunteered as liaison for the Feb 26th meeting. Acknowledging that this was a sore subject fdrthc:;:<::ity, Hensley asked ifthere was any way in which the City could acquire an additional2fo9Jtrail width on Smithtown Road for the safety of all pede$~+i,1}l1~and bikers a:longthe edge of the roadway. I ;:, f \ '~ ~':' -\ ' " . . . . For those unfamiliar;~rown indi.cated that he would share the history of this project with the Commission at sorriepoint. 8. ADJOURN. :i} We~te~I~D,d moved, Trent seconded, to adjourn the Park Commission Meeting of February 13, 2007, at 8:20p.m. Motion passed 7/0. RESPRECTFULL Y SUBMITTED, Kristi B. Anderson Recorder 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 February 22, 2007 Appointment of Chair and Vice-Chair of Planning Commission The Planning Commission met on February 20, 2007, for the purpose of nominating members for the positions of Chair and Vice-Chair of the Commission. It nominated Scott Schmitt for Chair, and Bob Gagne for Vice-Chair. The City Code provides that the City Council shall appoint these officers (Sec. 201.04, Subd. 1). There is no requirement in Minnesota statutes that the Council be the one to make these appointments. As we were completing the recodification process a few years ago, I recall some agreement to change this provision in the Code so that the Commission would appoint these officers from among its members. This would be consistent with what had become the practice on the Commission, and currently is the practice on the Park Commission. If that was the case, this change did not appear with the final version of the new Code. Some years ago, Jeff Bailey became the Chair and Bob Gagne the Vice-Chair, and I have been unable to determine if the Council actually made these appointments originally. In recent years, the Commission re-named these individuals to these positions, and after new Commission members were seated, Council may have been informed of these selections, but no formal actions to continue these appointments were taken by the Council. City Council Action: The City Council may, 1) Appoint Scott Schmitt as Chair and Bob Gagne as Vice-Chair, as recommended by the Planning Commission on February 20, 2007; 2) Appoint other members to these positions; 3) Defer action until all new members are seated (and perhaps request nominations again from the Commission with its new complement of members). 4) Take no action on the appointments. Council should consider whether to direct staff to prepare an ordinance to amend the Code, and place the responsibility for appointment to these officers with the Planning Commission. If the ordinance took effect before the Council made appointments, then the Planning Commission would have that responsibility for 2007. ,,:j PRINTED ON RECYCLED PAPER 4f: 8' It CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD' SHOREWOOD, MINNESOTA 55331-8927 . (952) 474-3236 FAX (952) 474-0128. www.ci.shorewood.mn.us. cityhall@ci.shorewood.mn.us Celebrating 50 Years · 1956 - 2006 MEMORANDUM TO: FROM: DATE: SUBJECT: City Council Craig W. Dawson, City Administrator February 22, 2007 Approval of Goals and Priorities for 2nd Qtr 2007 through 151 Qtr 2008 City Council reviewed a list of suggested goals for the 2nd Quarter of 2007 - 151 Quarter 2008 at a work session on February 12. Council added several items to the list, and over the past ten days Councilmembers have forwarded their ranking (high, medium, and low) to the City Administrator for tabulation, A copy of that tabulation is attached. This ranking process is very useful in identifying which areas to focus on, and which ones are less important to pursue. Scoring has been simply made: 3 points for high, 2 points for medium, 1 point for low, and 0 for elimination. The scores were totaled and then divided by five (the number of respondents) . The high priority list (2.5 points or higher) includes: 1. Infrastructure - Complete the development of a matrix to identify priority projects 3.0 points 2. Infrastructure - Develop comprehensive inflow/infiltration (1/1) plan to evaluate Metropolitan Council data and findings 2.8 points 3. Customer Enhancements - Place Pavement Inventory (as updated annually) on Web site 2.8 points 4. Environment/QofL - Address "problem drainage areas" identified in 2008 budget; develop plan to address them (& more of them) in upcoming years 2.8 points 5. Infrastructure - Reconstruct Badger Field lighting (w/money in Park Imp. Fd) 2.8 points The medium priority list (2.0 - 2.4 points) includes: 1. Infrastructure -- Initiate installation of radio-read water meters; determine duration of implementation (use proceeds from bonds already issued) 2.4 points 2. Emvironment/Qof L - Begin design for Mary Lake outlet, for 2008 construction ( in 2007 budget) 2.4 points 3. Environment/QoL - Review/implement recommendations for Planning District 6 (CR 19 from Excelsior to T onka Bay city limits) 4. Infrastructure - Prepare special assessment policies for stormwater improvements 2.4 points 2.4 points q" '..J PRINTED ON RECYCLED PAPER -# 9A 2nd Qtr 2007 - 151 Qtr 2008 Goals and Priorities February 26, 2007, City Council Meeting Page 2 5. Environment/QoL - Evaluate need/develop program(s) for wildlife management (e.g., deer, beavers, geese) 2.4 points 6. Customer Enhancements - Begin phased implementation of electronic payments For general City fees and transactions 2.2 points 7. Governance/Communications - Meet with advisory commissions at least once During the year (& strive for an informal setting) 2.2 points 8. Infrastructure - Make a decision on renovation or replacement of City Hall, and when any construction should begin 2.0 points 9. Internal Systems - Identify relevant and meaningful activity indicators for budget 2.0 points 10. Internal Systems - Evaluate continuation of municipal off-sale liquor enterprise (start March 26) 2.0 points 11. Customer Enhancements - Open LaserFiche Weblink module for public access to City documents and records on Website 2.0 points 12. Internal Systems - Accomplish Shorewood/Tonka Bay corporate boundary change in County Road 19/5mithtown Road intersection area 2.0 points 13. Environment/QotL - Review/strengthen sign ordinance re: electronic/LED billboards 2.0 points Items which scored fewer than 2.0 points would be placed in the "lesser priority" category. These include: 1. Internal Systems - Identify desired and achievable changes in budgeting and budget management 2. Public Safety - Review additional community service officer (CSO) services from SLMPD (including additional animal control) 3. Internal Systems - Finalize electronic database for all as-built information re: public works infrastructure 4. Internal Systems - Review water rate structure, with attention to min. charge 5. Environment/QotL - Evaluate relationships/responsibilities of cities and Friends of the SouthShore Center re: building (start Feb.) 6. Environment/QotL - Evaluate allocation for programming services at SouthShore Center 7. Environment/QotL - Review and update parking requirements in zoning code 8. Infrastructure - Develop & implement water conservation plan 9. Environment/QotL - Improve quality and attendance at Music-in-the-Park 10. Customer Enhancements - Work on new design for Website & newsletter 11. Environment/QotL - Develop database for historic/cultural/architectural buildings and features 12. Public Safety - Participate in discussion of funding allocations for Excelsior Fire District (start Feb.) 13. Internal Systems - Research electronic City Council packets City Council Action: 1.8 points 1.8 points 1.8 points 1.8 points 1.6 points 1.6 points 1.6 points 1.6 points 1.6 points 1.4 points 1.0 points 1.0 points 0.6 points The City Council should review the list and make any changes or additions that it deems necessary. After any amendments, the Council should approve the list of Goals and Priorities for the 2nd Quarter of 2007 through first quarter 2008. Goals and Priorities, 2Q 2007 through 1 Q 2008 Ranking Form Tabulation 1) Maintain and Enhance Infrastructure a) Complete the development of a matrix to identify priority projects (1 st/2nd Qtr) Hi 2- Med Lo = 3.0 b) Prepare special assessment policies for stormwater improvements Hi -1- Med l Lo = 2.4 c) Develop comprehensive inflow/infiltration (III) plan to evaluate Metropolitan Council data and findings Hi 3- Med -L Lo = 2.8 d) Initiate installation of radio-read water meters; determine duration of implementation (use proceeds from bonds already issued) Hil Med-L Lo-L =2.4 e) Make a decision on renovation or replacement of City Hall, and when any construction should begin Hi l Med -L Lo Elim -L = 2.0 f) Reconstruct Badger Field lighting (utilize $$ in Park Improvement Fund) Hi l Med -1- Lo = 2.6 g) Develop & implement water conservation plan Hi Med 3 Lo 2 = 1.6 2) Customer-friendly Enhancements a) Begin phased implementation of electronic payments for general City fees and transactions Hi -1- Med -1- Lo -L = 2.2 b) Continue to expand public information available on Web site i. Open LaserFiche Weblink module for public access to Council minutes, agenda packets, resolutions, ordinances, licenses and financial records via links on the City's web site (with appropriate security); coordinate with installation of new server. Hi 1 Med 3 Lo 1 = 2.0 11. Set up public access computer/kiosk in the front lobby of City Hall (3rd/4th Qtr) Hi Med -L Lo -L Elim -1- = 1.0 111. Pavement inventory (as updated annually) Hi 3- Med -L Lo = 2.8 c) Work on new design for Website and Newsletter Hi -L Med -L Lo -1- Elim 1 = 1.4 Goals and Priorities, 2Q 2007 through 1 Q 2008 Ranking Form Tabulation Page 2 3) Enhance Internal (Administrative) Systems a) Finalize electronic database for all as-built information re: public works infrastructure Hi -L Med -L Lo -L = 1.8 b) Identify desired and achievable changes in budgeting and budget management Hi -L Med -L Lo -L Elim -L = 1.8 c) Identify relevant and meaningful activity indicators for budget Hi -L Med -L Lo Elim -L = 2.0 d) Review water rate structure, with attention to minimum charge Hi -L Med -L Lo -L = 1.6 e) Research electronic City Council packets Hi Med Lo -L Elim -L = 0.6 f) Evaluate continuation of municipal off-sale liquor enterprise (start Mar. 26) Hi -L Med -L Lo -L = 2.0 g) Accomplish Shorewood/Tonka Bay corporate boundary change in County Road 19/ Smithtown Road intersection area Hi -L Med -L Lo -L h) Update right-of-way ordinance Hi -L Med -L Lo -L =2.0 = 1.8 4) Environment and Quality of Life Improvements a) Community celebrations i. Improve quality of and attendance at Music-in-the-Park Hi Med -L Lo -L = 1.6 11. Improve quality of and attendance at Arctic Fever Hi Med -L Lo -L = 1.4 b) Begin design for Mary Lake outlet, for 2008 construction (in 2007 budget) Hi -L Med -L Lo -L = 2.4 c) Address "problem drainage area" identified in 2007 budget; develop plan to address them (& more of them) in upcoming years Hi -L Med -L Lo = 2.8 d) Evaluate relationships/responsibilities of cities and Friends of the SouthShore Center re: building (start Feb.) Hi -L Med -L Lo -L = 1.6 e) Evaluate allocation for programming services at SouthShore Center Hi -L Med -L Lo -L = 1.6 f) Develop data base for historic/cultural/architectural buildings and features Hi Med -L Lo -L Elim -L = 1.0 g) Review and update parking requirements in zoning code Hi Med -L Lo -L = 1.6 h) Review/implement recommendations for Planning District 6 (CR 19 from Excelsior to Tonka Bay city limits) Hi -L Med -L Lo -L = 2.4 i) Review/strengthen sign ordinance re: electronic/LED billboards Hi -L Med -L Lo -L = 2.0 j) Evaluate need/develop program(s) for wildlife management (e.g., deer, beavers, geese) Hi -L Med -L Lo = 2.4 Goals and Priorities, 2Q 2007 through 1 Q 2008 Ranking Form Tabulation Page 3 5) Enhance Public Safety a) Participate in discussion of funding allocations for Excelsior Fire District (start Feb) Hi Med -L Lo -L Elim -L = 1.0 b) Review additional community service officer (CSO) services from SLMPD (including animal control) Hi -L Med Lo-L = 1.8 6) Governance/Communications a) Meet with advisory commissions at least once during the year (& strive for an informal setting) Hi -L Med -L Lo -L = 2.2 CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD' SHOREWOOD, MINNESOTA 55331-8927' (952) 474-3236 FAX (952) 474-0128. www.ci.shorewood.mn.us . cityhall@ci.shorewood.mn.us Celebrating 50 Years. 1956 - 2006 MEMORANDUM DATE: February 22, 2007 FROM: Mayor and Council Members Craig W. Dawson, City Administrator/Clerk ct> Park Commission Appointments TO: RE: The term for three ofthe Park Commissioners expires on February 28. Two of those three Commissioners, Sue Davis and Josh Trent, have expressed an interest in continuing to serve on the Park Commission. No additional candidates have applied as of this date. A resolution making Park Commission appointments for Sue Davis and Josh Trent for a three-year term from March 1, 2007 through February 28, 2010, is provided for Council's consideration. Council Action Should appointments be made at tonight's meeting, a motion to adopt a Resolution making Park Commission appointments is in order. :tF98 ..." t i PRINTED ON RECYCLED PAPER .... CITY OF SHOREWOOD RESOLUTION NO. 07- A RESOLUTION MAKING PARK COMMISSION APPOINTMENTS WHEREAS, the City of Shorewood has advertised for Shorewood residents to apply to serve on the Park Commission; NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Shorewood hereby makes the following appointments to the Park Commission effective March 1, 2007, with the term expiration as indicated: Park Commission: Member 1. Sue Davis Term 2. Josh Trent February 28,2010 February 28,2010 February 28,2010 3. (To be filled) Said appointments complete the seven member Park Commission which consists of the following additional members: Member Term 4. Jeremy Norman February 29, 2008 5. John Moonen February 29, 2008 6. Howard Young February 28, 2009 7. Robert Hensley February 28, 2009 ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 26th day of February, 2007. ATTEST: Christine Lizee, Mayor Craig W. Dawson, City Administrator/Clerk CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD' SHOREWOOD, MINNESOTA 55331-8927 . (952) 474-3236 FAX (952) 474-0128. www.ci.shorewood.mn.us . cityhall@ci.shorewood.mn.us Celebrating 50 Years. 1956 - 2006 MEMORANDUM TO: City Council FROM: Craig W. Dawson, City Administrator DATE: February 22, 2007 SUBJECT: Follow-up on Motions regarding Financial Reporting and Expenditures Councilmember Woodruff has requested that these matters be placed on the City Council agenda for February 26. Item 9C, Financial Reporting: During the January 8, 2007, meeting, Councilmember Woodruff made a motion regarding financial reporting. (A copy of motion presented is attached.) The Council amended the motion such that discussion of it would be continued at a work session on February 12. Discussion at the February 12 work session included Council consensus that a monthly summary report ("Sample 1", attached) was the preferred format for interim financial reporting, and that the report would be placed in the Council's in-boxes at City Hall when prepared each month. The City's financial software system is scheduled to be replaced later this year and, once it has been installed and its capabilities better understood, possible changes in financial reports to Council will be revisited. The Council may clarify its position on the original motion (attached) by voting on it (with any amendments), or by acknowledging the outcome of discussion on the matter at the February 12 work seSSiOn. Item 9D. Expenditure Practices: During the January 8, 2007, meeting, Councilmember Woodruff also made a motion regarding practices for authorizing expenditures in 2007. (A copy of the motion presented is attached.) The Council amended the motion such that discussion of it would be continued at a work session on February 12. Discussion at the February 12 work session resulted and in Council consensus to continue with current practices regarding expenditures. The Council also reviewed the draft Internal Control Policy that describes and formalizes long-standing City financial practices and customs that have followed by staff. Such a policy has not been formally approved by the Council, and Council directed that this policy be placed on the agenda for the February 26 Council meeting for formal adoption (see Agenda Item 9E). The Council may clarify its position on the original motion (attached) by voting on it (with any amendments), or by acknowledging the outcome of discussion on the matter at the February 12 work seSSiOn. q" " . PRINTED ON RECYCLED PAPER ..;; 1t- q~ 9D Financial Reporting and Expenditure Practices Items 9C and 9D February 26, 2007, City Council Meeting Page 2 Subsequent to the work session, Councilmember Woodruff has expressed concerns that the minutes of January 8, 2007, meeting omitted two parenthetical phrases in each case, "(accrual-based accounting)" - at the end of the second and third parts of his written motion. During discussion at the meeting, he also said that "accrual-based accounting probably didn't need to be said," which staff interpreted to be that the words be stricken from the motion. Councilmember Woodruff has stated that this was not his intention; staff regrets this misunderstanding. (For Council's information, the City, like most municipalities, uses the "modified accrual" basis of accounting according to criteria set fOlih by the Governmental Accounting Standards Board [GASB].) This misunderstanding unfortunately carried forward in a staff working copy of the motion included as an attachment in the materials assembled for this item on the February 12 work session. In future, staff will notate any documents that may have been altered as they are included in repOlis. In this case, the original documents (without alteration) were placed in the archived agenda packet for the January 8 Council meeting. Date, 02/12/2007 Time, 16:28,43 Account# Account Title - -- ---- --- ----- -- - -- -- ----------------- --- --- Revenues CURRENT AD VALOREM TAXES DELINQUENT AD VALOREM TAXES FISCAL DISPARITIES OTHER TAXES PENALTIES AND INTEREST ON AD VALOREM TAX FORFEITED TAX SALE APPORTIONMENTS LIQUOR LICENSES TOBACCO LICENSES TREE TRIMMING LICENSES RENTAL HOUSING LICENSES OTHER BUSINESS LICENSES AND PERMITS BUILDING PERMITS 101-32215 PLAN CHECK FEES DOG LICENSES HORSE PERMITS OTHER NON-BUSINESS LICENSES AND PERMITS FEDERAL GRANTS-COMMUNITY DEVELOP GRANTS FEMA STORM DISASTER AID LOCAL GOVERNMENT AID HACA MKT VALUE CREDIT AID PERA AID MUNICIPAL STATE AID FOR STREETS-MAINT STATE SNOW REMOVAL/STORM DISASTER AID METRO COUNCIL COMM DEV PLANNING GRANT CHARGES FOR SERVICES CITY HALL RENT ZONING AND SUBDIVISION FEES "PASS-THRU" CHARGES SALE OF COPIES SPECIAL ASSESSMENT SEARCHES ENGINEERING CHARGES TO OTHER FUNDS/PROJ ELECTION FILING FEES PARK FEES & RENTALS PARK MAINTENANCE DONATIONS CRESCENT BEACH REIMBURSEMENTS COURT FINES SPECIAL ASSESSMENTS - CURRENT SPECIAL ASSESSMENTS DELINQUENT INTEREST EARNINGS CONTRIBUTIONS AND DONATIONS FROM PRIVATE REFUNDS & REIMBURSEMENTS POP MACHINE REVE~ruE DRY HYDRANT CHARGES Antenna Revenue (2000+) MISCELLANEOUS REVENUE City of Shorewood Operator: FM Reports - Period Revenue & Expense Report Bonnie Page, Calendar Period, 01/2006 To, Fiscal period: 01/2006 To: 11/2006 11/2006 #1 SAMPLE Budget Thru, 12/2006 GENERAL FUND Period-to-Date Year-to-Date Net Budget Variance PCT 1.978,107.22 1,978,107.22 4,190,395.00 2.212,287.78 34,810.05 34,810.05 0.00 34,810.05- 55,601.76 55,601.76 0.00 55,601. 76- 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,521.74 1,521.74 0.00 1,521.74- 8,200.00 8,200.00 8,200.00 0.00 1,000.00 1,000.00 2,500.00 1.500.00 330.00 330.00 300.00 30.00- 120.00 120.00 100.00 20.00- 2,464.00 2,464.00 2,000.00 464.00- 258,956.26 258.956.26 180,000.00 78,956.26- 67,462.55 67,462.55 0.00 67,462.55- 2,653.70 2,653.70 3,500.00 846.30 100.00 100.00 0.00 100.00- 0.00 0.00 500.00 500.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,375.50 2,375.50 5,000.00 2,624.50 59,073.00 59,073.00 60,000.00 927.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 3,000.00 3,000.00 0.00 3,000.00- 5,432.80 5,432.80 5,600.00 167.20 36,247.18- 36,247.18- 0.00 36,247.18 795.90 795.90 1,600.00 804.10 1,165.00 1,165.00 800.00 365.00- 0.00 0.00 5,000.00 5,000.00 0.00 0.00 0.00 0.00 4,650.00 4,650.00 0.00 4,650.00- 26,370.00 26,370.00 30,000.00 3,630.00 0.00 0.00 0.00 0.00 63,658.19 63,658.19 70,000.00 6,341.81 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 158,534.13 158,534.13 94,800.00 63,734.13- 1,000.00 1,000.00 0.00 1,000.00- 0.00 0.00 8,600.00 8,600.00 0.00 0.00 0.00 0.00 2,355.78 2,355.78 2,150.00 205.78- 0.00 0.00 0.00 0.00 1,702.05 1,702.05 17,725.00 16,022.95 ::ff:q t 1 47 100 40 110 120 123 144 76 48 98 97 50 146 88 91 167 110 10 Date: 02/12/2007 Time: 16:28:43 Account# City of Shorewood Operator: FM Reports - Period Revenue & Expense Report Bonnie Calendar period: 01/2006 To: Fiscal period: 01/2006 To: Budget Thru: 12/2006 GENERAL FUND Account Title Period-to-Date 11/2006 11/2006 Year-to-Date Net Budget Page: -------- ------------------- ------ ------- ------- - ------ ------------ - ---------- ------------ Variance PCT CONCESSIONS/VENDING CELLULAR ANTENNA RENTAL TRANSFERS FROM ENTERPRISE FUNDS TRANSFER FROM OTHER FUNDS MAYOR & COUNCIL ADMINISTRATION CITY CLERK ELECTIONS FINANCE PROFESSIONAL SERVICES PLANNING & ZONING MUNICIPAL BLDGS - CITY HALL POLICE PROTECTION FIRE PROTECTION PROTECTIVE INSPECTION ANIMAL CONTROL CITY ENGINEER PUBLIC WORKS SERVICE STREETS AND ROADWAYS ICE & SNOW REMOVAL TRAFFIC CONTROL/STREET LIGHTING SANITATION/WEEDS/WASTE REMOVAL TREE MAINTENANCE PARKS AND RECREATION UNALLOCATED EXPENDITURES Total Revenues: 0.00 0.00 0.00 0.00 2,705,192.45 Expenses Total Expenses: 57,347.19 116,966.42 173,631.19 28,191.03 146,885.87 145,578.65 156,724.08 112,366.88 1,036,263.27 563,850.00 109,948.68 20,119.08 162,700.87 326,573.26 156,217.13 23,123.33 32,606.75 5,701.73 25.330.97 153,817.58 9,494.60 3,563,438.56 Excess of Revenues over (under) Expenditures: 858,246.11- 0.00 0.00 0.00 0.00 2,705.192.45 57,347.19 116,966.42 173,631.19 28,191.03 146,885.87 145,578.65 156,724.08 112,366.88 1,036,263.27 563,850.00 109,948.68 20,119.08 162,700.87 326,573.26 156,217.13 23,123.33 32,606.75 5,701.73 25,330.97 153.817.58 9,494.60 3,563,438.56 858,246.11- 1,725.00 0.00 50,000.00 0.00 4,740,495.00 72,793.00 148,209.00 220,743.00 28,323.00 241,172.00 180,000.00 183,556.00 233,000.00 1,038,538.00 564,699.00 115,042.00 26,000.00 157,597.00 622,949.00 520,934.00 69,792.00 42,400.00 5,448.00 32,821.00 236,479.00 0.00 4,740,495.00 0.00 1,725.00 0.00 50,000.00 0.00 2,035,302.55 57 15,445.81 79 31,242.58 79 47,111.81 79 131.97 100 94,286.13 61 34,421.35 81 26,831.92 85 120,633.12 48 2,274.73 100 849.00 100 5,093 .32 96 5.880.92 77 5,103.87 103 296,375.74 52 364,716.87 30 46,668.67 33 9,793.25 77 253.73- 105 7,490.03 77 82,661. 42 65 9,494.60- 1,177,056.44 75 858,246.11 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: Honorable Mayor & City Councilmembers Bonnie Burton, Director of Financ~ FROM: DATE: February 22, 2007 CC: Financial Internal Control Policy Craig W. Dawson, City Administrator 6D SUBJECT: The City Council discussed this matter at the work-session on February 12, 2007. Current Financial Controls To review briefly, the City Council currently has a number of controls for oversight of the financial function. These include: the annual budget process; regular financial statements (whether quarterly or monthly); the Verified Claims List that appears in each Council Packet authorizing payments to vendors for goods and services; the periodic "Requests for Authorization to Expend Funds" for various goods and services; the statutory bidding process for large projects in excess of $50,000; the City's custom and process of obtaining at least 2-3 bids or quotes for less expensive items. Proposed Draft Internal Control Policy In addition, staff prepared a draft version of its Internal Control Policy that describes the City's current process to ensure the integrity of the City's financial system and assets. The City's auditor has indicated support of such a policy. The City Council reviewed this policy at the work-session and indicated they thought it was a sound policy and that it should be placed on the meeting agenda for consideration and approval. Staff Recommendation Staff is recommending City Council approval of the 'Internal Control Policy'. q" t t PRINTED ON RECYCLED PAPER ..;; -:/F9E CITY OF SHOREWOOD, MINNESOTA INTERNAL CONTROL POLICY The City of Shorewood seeks to balance its internal accounting control in such a way as to ensure public confidence and maintain the integrity of its financial systems and assets, without unduly inhibiting the ability to efficiently carry out its mission. I. Cash Disbursements Goal The goal of the City Council in establishing an internal control system for cash disbursements is to safeguard the assets of the City and to ensure an appropriate level of fiduciary responsibility. Obiective The objective of the City Council in meeting this goal is to ensure that cash is disbursed only upon proper authorization of management for valid governmental purposes, and that all disbursements are properly recorded. Procedures 1. Segregation of Duties No financial transaction shall be handled by only one person from beginning to end. a. Payment of all claims shall be authorized by the appropriate department head, the Finance Director, the City Administrator, and the City Council. b. Checks shall be signed by the Mayor and the Finance Director. In the absence of one of the above, the City Administrator shall be designated to sign checks. All checks, including payroll checks shall require two signatures. c. Payments shall be coded and recorded by the Senior Accounting Clerk. In the absence of the Senior Accounting Clerk, the Finance Director may code and record payments. d. Financial reports and bank reconciliations shall be prepared by the Finance Department and presented to the City Council on a periodic basis. 1 e. Supplies shall be ordered on a monthly basis, or sooner if needed, by the following authorized individuals: 'y Administration Department 'y Public Works Department Recepti onist/Secretary Public Works Director f. Supply orders for Administration shall be inventoried, upon receipt, by the following authorized individuals: 'y Administration Department 'y Public Works Department Recepti oni st/Secretary Public Works Director In the absence of the person authorized to take inventory for a specific department of the City, the following individuals are authorized to perform occasional inventories of supply orders: 'y Administration Department 'y Public Works Depmtment Finance Director Designated Employee g. Checks shall be properly verified for authorization and signature and prepared for mailing by the Senior Accounting Clerk. 2. Accountim! Controls The following common internal controls relate to paying bills: a. All disbursements, except those from petty cash, will be made by pre-numbered checks. b. It is not permissible to draw checks payable to Cash. c. Under no circumstances will blank checks be signed in advance. d. A disbursement voucher shall be prepared for each invoice or request for reimbursement that details the date of check, check number, payee, amount of the check, description of the expense account to be charged, authorization signature, and be accompanied with related source documents. In accordance with M.S. 471.38, subd. 1, et. seq., the voucher must contain the following declaration: "I declare under the penalties of law that this account, claim, or demand is just and correct and that no part of it has been paid. " e. Expenditures must be approved in advance by authorized persons. f. All signed checks will be mailed promptly by the Senior Accounting Clerk or Receptioni st/Secretary. 2 g. The individuals authorized to sign the checks shall review each cash disbursement voucher for the proper approval authOlization and supporting documentation of expense. h. Vouchers will be marked "Paid" and include the date paid, the check number and the amount of the check. 1. Invoices and requests for reimbursement will be checked for accuracy and reasonableness before approval. J. A monthly cash disbursement journal will be prepared that details the date of the check, check number, amount of check, and description of expense account to be charged. k. Unpaid invoices shall be maintained in an unpaid invoice file by the Senior Accounting Clerk. 1. Purchase orders shall be pre-numbered. m. Expense reports for travel related expenses shall be submitted on a timely basis. n. Checks by which claims are paid shall have printed on the reverse side, above the space for endorsement: "The undersigned payee, in endorsing this check declares that the same is received in payment of a just and correct claim against the City of Shorewood, and that no part of it has heretofore been paid. " o. In accordance with M.S. 471.425, subd. 2, claims of the City shall be paid within 35 days from the date of receipt, or as otherwise stipulated by the terms of a contract. Claims not paid within this time frame will be subject to penalty and interest charges assessed by the vendor, as provided for in M.S. 471.425, subd. 4. p. Disallowed claims shall be so marked and kept in a file for an appropriate time period. II. Payroll Goal The goal of the City Council in establishing an internal control system for payroll disbursements is to safeguard the assets of the City and to ensure an appropriate level of fiduciary responsibility. Objective The objective of the City Council in meeting this goal is to ensure that payroll disbursements are made only upon proper authorization to bona fide employees, that payroll disbursements are properly recorded, and related legal requirements (such as payroll tax deposits) are complied with. 3 Procedures 1. Se2re2ation of Duties Payroll checks should be written in keeping with the procedures for all other cash disbursements as noted above. Additional requirements related to the payroll function to be performed by persons who are not payroll check signers are as follows: a. The Senior Accounting Clerk shall hold unclaimed paychecks. b. The Finance Director shall review the payroll register and the Senior Accounting Clerk will post payroll to the general ledger. c. The Finance Director will review payroll-related tax withholding, deposits and reporting and prepare reports of same for the City Council. d. The Senior Accounting Clerk shall prepare year-end W-2's to employees and the Finance Director will review same. 2. Accountin2 Controls The following common internal controls relate to payroll: a. Time sheets are required to document employee hours, including overtime, and leave time. b. Time sheets must be signed by the employee and the employee's immediate supervisor authorizing payment for work. c. Employment records will be maintained for each employee that detail wage rates, benefits, taxes withheld, and any changes in employment status. d. Payroll-related taxes, including employer share, shall be withheld and paid to the appropriate government agency on a timely basis. e. The Finance Director will review and sign all payroll tax returns. f. Written personnel policies shall indicate the leave time allowed for vacations, holidays, sick leave and other benefits. g. A list of payroll checks written, with appropriate taxes withheld, will be maintained in a separate payroll register. h. Generally, overtime must be authorized by the appropriate department head before it is worked. Emergency exceptions may be authorized by the City Administrator. 4 III. Petty Cash Goal The goal of the City Council in establishing an internal control system for a petty cash fund is to safeguard the assets of the city and to ensure an appropriate level of fiduciary responsibility. Objective The objective of the City Council in meeting this goal is to provide guidelines for the use, safekeeping and reporting standards of the petty cash fund, while allowing for small purchases or reimbursements to be made from said fund. Procedures 1. Se2re2ation of Duties The petty cash fund is available to staff to make small purchases or reimbursements, in cash, for items such as stamps, office supplies, parking, etc., using the following guidelines: a. The Receptionist/Parks Secretary shall be the custodian of the Petty Cash Fund and will be the only person to have access to the cash. b. The custodian of the Petty Cash Fund shall be responsible for reconciling the fund on a quarterly basis and submitting an expense repOlt to the Senior Accounting Clerk. c. The Finance Director will make the appropriate entries to record the expenses and will arrange for replenishment of the Petty Cash Fund. 2. Accountin2 Controls The following guidelines will govern the use and keeping of the Petty Cash Fund. a. The Petty Cash Fund will not exceed the amount of $100. b. The Petty Cash Fund will be kept by the custodian in a locked box. The box shall be kept in a secure place. The custodian will be the only person with access to the funds. c. Payment for items costing over $25 must be made by check rather than reimbursed through petty cash. d. Withdrawals from the Petty Cash Fund will be made only by completing a Petty Cash V Ollcher. The voucher must state the date and amount of the withdrawal, the reason the cash was withdrawn, the expenditure Accounting to which the expense should be charged, and the name and signature of the person receiving the cash. 5 e. Supporting documentation (receipts, invoices) must be attached to each voucher. f. Unannounced counts of petty cash and change will be made on occasion by the Finance Director. g. No staff member shall be allowed to cash personal checks, including pay checks, in the petty cash funds of the City. h. Under no circumstances shall staff members be permitted to bOlTOW from petty cash funds for personal use. III. Cash Receipts Goal The goal of the City Council in establishing an internal control system for cash receipts is to safeguard the assets of the City and to ensure an appropriate level of fiduciary responsibility. Objective The objective of the City Council in meeting this goal is to ensure that all cash intended for the City is received, promptly deposited, properly recorded, reconciled, and kept under adequate security. Procedures 1. Segregation of Duties No financial transaction shall be handled by only one person from beginning to end. a. The Receptionist/Secretary will be responsible for receiving all cash payments to the City, whether by mail or in person. In the absence of the Receptionist/Secretary, the Parks Secretary, Deputy City Clerk, or Finance Director may receive cash payments. b. The Senior Accounting Clerk will be responsible for depositing cash receipts daily and coding and recording the same in the general ledger accounts of the City. c. Financial reports and bank reconciliations shall be prepared by the Finance Department and presented to the City Council on a periodic basis. d. Invoices for utility services shall be prepared by the Senior Accounting Clerk or Utility Billing Clerk. Invoices for other city services shall be prepared by the Senior Accounting Clerk or Finance Director. An accounts receivable register for utility billing will be maintained by the Utility Billing Clerk. All other accounts receivable will be maintained in a register by the Senior Accounting Clerk. 6 e. Departmental Cash: The following individuals are authorized to receive cash payments in the individual departments of the City: 'r Building & Planning Department Recepti oni st/Secretary All other departments of the City typically do not receive cash. In the absence of the person designated to receive cash payments, the depmtment head of the depmtment will receive the payment. The following individuals shall record the receipt of the cash payment and alTange for the transmittal of the funds from the individual departments of the City to the Senior Accounting Clerk: 'r Building & Planning Department Recepti oni st/Secretary In the absence of the person authorized to record and transmit cash payments, an employee will be designated by the depmtment head to perform the duties. 2. Accounting Controls a. All payments to the City shall be accompanied by a pre-numbered cash receipt, stating the date of the receipt, the amount of the receipt, a description of the item or service being paid for, and a description of the revenue account the revenue should be allocated to. b. A monthly cash receipts journal will be prepared that details the date of the receipt, receipt number, amount of receipt, and description of the revenue account to be credited. c. The pre-numbered receipt shall be two-part. The first part will be given to the payer, the second part will be retained with the payment and given to the Senior Accounting Clerk for recording and filing. d. All cash receipts will contain the signature, or at least the initials, of the staff member recei ving the payment. e. An accounting of change given for cash should be noted on the receipt. f. Cash shall be deposited in the City's bank account on a daily basis. Under no circumstances shall payments, whether by cash or other instrument, be kept longer than one week. g. Cash receipts shall be kept in a safe, vault, or similar secure place. 7 h. Cash receipts shall be reconciled on a monthly basis by the Senior Accounting Clerk. 1. Payments made in cash shall be received by the Senior Accounting Clerk and the Receptionist/Secretary. The cash shall be counted and verified by both staff persons. The receipt shall indicate that the payment is a cash payment and will contain the signatures of both staff persons. Adopted by the City Council of the City of Shorewood this 26th day of February, 2007. Approved: Chris Lizee, Mayor Attest: Craig W. Dawson, City Administrator 8 CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD' SHOREWOOD, MINNESOTA 55331-8927' (952) 474-3236 FAX (952) 474-0128. www.ci.shorewood.mn.us . cityhall@ci.shorewood.mn.us Celebrating 50 Years. 1956 - 2006 MEMORANDUM TO: FROM: DATE: SUBJECT: City Council /11\ Craig W. Dawson, City Administrator Uv February 22, 2007 Continued Participation in Matters related to Southshore Center and Senior Programming On February 15, Senior Community Services convened a forum of the five South Lake Minnetonka cities to start a discussion about the Southshore Center building, the obligations of the Friends of the Southshore Center and the cities, and financing senior programming. Mayor Lizee, Councilmember Turgeon, and I were in attendance. There was good discussion during the 90-minute meeting, and the group agreed that the discussions should be continued, with most of the work to be done by a committee. I (was) volunteered to be on the committee. The major items of discussion would be: . Whether and to what extent the cities should relieve the Friends of their obligation to pay for all of the costs of the building. Under the current agreement, the cities paid for the construction of the Southshore Center, and the Friends are responsible for all subsequent operations, maintenance, repair, and replacement costs. . Development of a capital maintenance/replacement plan. . Whether and at what level the cities should continue contributions for senior programming services, and how those costs may be reallocation among the five cities. Other topics may surface during the committee's work. The City Council should decide whether it wants the City to continue participation in these discussions. Ifthe Council decides to continue participation, I would become involved in the committee's work. It would be most efficient if councilmembers would direct their individual comments or concerns to me throughout the process. I would summarize the comments/concerns and report them to the full Council. 1t qF q" t..J PRINTED ON RECYCLED PAPER Storm Water Management Needs and Requirements for Cities in Minnesota What is the best way to address these issues? Presentation Overview . Review Requirements of the Clean Water Act (EPA and MPCA regulations) . Review BWSR and Met Council Requirements regarding stormwater management planning needed as part of Comp Plan update . Review Watershed Requirements History of Stormwater Management in Minnesota . 19405 and 50s - Stormwater management consisted of providing systems to simply drain water away during and after rainfall events. 19605 - Design standards for storm sewer sizing evolving (Le., 5-10 year return frequency). 19705 - Floodplain managemenUmapping becoming more common place (flood routing, 100-year design). Presentation Overview · Review History of Stormwater Management for Cities in Minnesota. Presentation Overview . Discuss Options that may be available to meet storm water management needs in Shorewood. . Select most desirable options for inclusion in City Storm water Plan. History (cont.) 19805 - Non-point source water quality management starting to come online. 19905 - More aggressive stormwater and water quality management planning required through local agencies (Met Council/ Watershed Districts). Last 5 years- Nondeg plans, TMDLs, effluent limitations, volume control, expanded Federal permitting, City Comprehensive Plan updates. II aI/do iLl 7 1 Overlapping Regulatory Climate Typical Municipal Questions/Perspectives . Fully Developed vs. Developing areas: (different standards.) Unfunded Mandates - High cost to developers and cities. . How to finance/fund programs . Cost vs. benefit (related to BMPs) . Multiple overlapping planning efforts MPCA Stormwater Requirements: Federal Clean Water Act CWA Objective: "...restore and maintain the chemicai, physical, biological integrity of the Nation's waters." 1972: NPDES permits, delegation to States 1987: Two-phase stormwater program 1990: Phase I--Iarge MS4s, construction sites 1999/2003: Phase II--small MS4s, construction 2005: Mn Rule 7090 2006: MS4 general permit reissued Typical Municipal Questions/Perspectives Frustrated with Overlapping Jurisdictions . EPA, MPCA, Watershed District, DNR, Corps of Engineers, Met Council, SWCDs, . Question how much should we spend on these programs? . Expanded BMPs reflect Law of Diminishing returns . Management on each site or regionally Utilization of "Natural" or "Engineered" Approach? Metropolitan Surface Water Management Act- 1982 . Purpose Secure local government's role in water management Protect, preserve and use natural surface and groundwater storage and retention systems Minimize expenditures necessary to manage stormwater More uniform controls Groundwater recharge Prevent soil and habitat losses Required Preparation of Plan consistent with Watershed Plans. Other Additional Drivers/Requirements Increasing Fed/State Water Quality Standards Submittal, review and approval of SWPPPs, with public participation Non-degradation requirements Total Maximum Daily Load requirements . Met Council Comprehensive Plan Updates 2 Stormwater Planning needed to comply with multi-level requirements. . Watershed District plans City local Stormwater Management plan (BWSR) NPDES Stormwater Pollution Prevention Plan (MPCA) City Nondegradation plan (MPCA) . City Comprehensive Plan (section on water resources) TMDL plan for all impaired waters Approach to Evaluating Options Identify the stormwater tools in our "toolbox" that are available to address requirements Evaluate the benefits, drawbacks, and cost effectiveness of each practice Select the most appropriate practices based on above evaluation and needs to be addressed. Incorporate into City Storm Water Plan. Benefits Potential Or8'Nbacks Maydawlopmlldftals.andlookunallracliva . VugalllHonmayllavadifnc<lllyaslablillhlngd\lelo Willer.ftuc\ualioo' . Provi<laslimiledlrealmolllolrunolf ProvenlsJredUC9SdownGlmamf\ooding .Pnwidasffoodprola<::lion Provi<lllSlat9ctlflhol Canh<ldll5fgnedfordualpu<poSss (slI<:h as ball fie1ds} Overview of Options Available for Storm Water Management Potential Options for consideration Reoiona I Dry ponds Wet ponds Infiltration basins (direct and treated) In-line treatment structures Enhanced Performance Ponds Site Green roof Underground dry or wet wells Rain barrels Vegetation Neiohborhood Rain gardens Porous pavement Pavers and/or Green parking lots Filtration -- sand filtration Vegetated swales Vegetated filter strip Bio.retention basin Infiltration Basin (Direct) Definition: A depressional area that receives untreated stOlID water and infiltrates the IUnorr into the soil. Purpose: To reduce stOlID water runofTvolumc. ~,. F-=.U.., I F.ir o p,"" InfiltrlltionBll5in 3 Enhanced Performance Pond . A EPP is a storm water ponding and treatment system that is designed to meet the highest storm water quality treatment standards, as well as create multi -function wetlands, enhanced wildlife habitat, and a multipurpose park environment that can be used for a variety of recreational purposes. How an EPP would work Level 2: Construct 2nd Stage Open water Storm Water storage area: . The system then incorporates a downstream basin to further provide water quality treatment, and flood storage for rate control. The basin area is sized to minimize the rate that water can discharge downstream even during the 100 year event. How an EPP would work Level 4: Create Wetland vegetated buffer area and two stage outlet: The two celled ponding system is surrounded by a restored wetland buffer complex specially seeded and maintained to mirror local wetland function. The site could also be designed to allow for the wetland and buffer area to be used for mitigation or even creation of wetland banking. How a EPP would work Level 1: Construct Primary/NURP pretreatment pond: Water enters the system and discharges into the detention pond designed to treat water to water quality standards. The bottom of this pond could be clay lined in groundwater is a concern. How an EPP would work Level 3: Incorporate Water Re-use/lnfiltration System This level incorporates a subsurface draintile system designed to infiltrate water without allowing any discharge downstream during small storm events. A pump can be included which would allow for irrigation and/or infiltration to take place even when it is not raining. How an EPP would work Level 5: Incorporate Flocculation system into treatment process to achieve significantly enhanced water quality/treatment. The application of Aluminum or Iron flocculants (identical to those used in water treatment plants) to an enhanced performance pond system can increase phosphorus removal rates from less than 50% to over 90%. Strategically treating stormwater with this flocculation system upstream of priority or impaired water bodies may be the only cost effective method available to meet TMDL requirements. 4 How an EPP would work . Level 6: Incorporate Trail and open space: . Every EPP is specially designed to incorporate the aesthetic and natural character of the surroundings. The 2 cell shape with wetland and natural buffer area and link existing natural corridors and serve as a focal point for the neighbor or regional park system. Questions/Comments? 5