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072699 CC Reg AgP .. .. CITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, JULY 26, 1999 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. 6: 15 p.m. to 7:00 p.m. City Council will Interview Candidates for Land Conservation / Environment Committee AGENDA 1. CONVENE CITY COUNCIL MEETING A. Roll Call Mayor Love _ Stover Garfunkel_ Lizee Zerby _ B. Review Agenda 2. APPROVAL OF MINUTES A. City Council Regular Meeting Minutes June 28, 1999 (Att.-#2A Minutes) B. City Council Executive Session Meeting Minutes July 12, 1999 (Att.-#2B Minutes) C. City Council Regular Meeting Minutes July 12, 1999 (Att.-#2C Minutes) D. City Council Work Session Meeting Minutes July 12, 1999 (Att.-#2D Minutes) 3. CONSENT AGENDA - Motion to approve items on Consent Agenda & Adopt Resolutions Therein: A. A Motion to Approve Revised Job Descriptions for Staff Positions (Att.-#3A Proposed Job Descriptions) B. A Motion to Adopt a Resolution Approving the Revised Salary Chart (Att.-#3B Proposed Resolution) C. A Motion to Approve a Contra.ct for Services with Abdo, Abdo, Eick and Meyer to Audit Financial Statements for the Year Ended December 31, 1999 (Att.-#3C Proposed Contract) .: CITY COUNCIL AGENDA - JULY 26, 1999 PAGE20F3 NOTE: Give the public an opportunity to request an item be removedfrom the Consent Agenda. Comments can be taken or questions asked following removal from Consent Agenda. 4. MATTERS FROM THE FLOOR (No Council action will be taken.) 5. PARKS - Report by Representative A. Report on Park Commission Meeting Held July 13, 1999 (Att.-#5A Draft Minutes) B. Report on Park Commission Trail Walk Held July 24, 1999 c. A Motion Approving a Concept Plan for Park Structure at Freeman Park (Att.- #5C Engineer's Memorandum) D. A Motion to Adopt a Resolution Authorizing Preparation of Preliminary Design Plans for Trail along Covington Road and Vine Hill Road (Att.-#5D Proposed Resolution) E. A Motion to Adopt a Resolution Regarding Cooperation Among South Lake Minnetonka Cities to Provide a Skate Park for Area Youth (Att.-#5E Proposed Resolution) F. Discussion Regarding Directing Staff to Research Right-of-Way Issues Along Smithtown Road 6. PLANNING- Report by Representative A Motion to Direct Staff to Prepare Findings of Fact Regarding a Conditional Use Permit for Accessory Space Over 1,200 Square Feet (Att.-#6 Planner's Memorandum) Applicant: David Kracker and Jodi Rolland Location: 5640 Covington Road 7. REQUEST FROM FRffiNDS OF SOUTHSHORE CENTER TO SUPPORT FUND RAISER (Att.-#7 Letter of Request) 8. 8:00 P.M.- DISCUSSION WITH TOM WORKMAN REGARDING TRANSIT ISSUES & LEGISLATIVE UPDATE 9. DISCUSSION WITH POLICE CHIEF LITSEY ON SHOREWOOD POLICE OFFICER POSITION (Att.-#9 Administrator's Memorandum) .. .. CITY COUNCIL AGENDA - JULY 26, 1999 PAGE30F3 10. CONSIDERATION OF A MOTION TO ADOPT A RESOLUTION TO APPROVE PLAN SPECIFICATIONS AND ESTIMATE AND AUTHORIZE AD FOR BIDS FOR THE TH 7 ACCESS CLOSURES (Att.-#lO Engineer's Memorandum & Proposed Resolution) 11. CONSIDERATION OF A MOTION TO ADOPT A RESOLUTION MAKING APPOINTMENTS TO THE LAND CONSERVATION I ENVIRONMENT COMMITTEE (Att.-#11 Proposed Resolution) 12. CONSIDERATION OF A MOTION APPROVING AN ORDER FOR REMOVAL OR REPAIR OF A HAZARDOUS BUILDING (Att.-#12 Planner's Memorandum) Owner: Scott Gysland Location: 4812 Ferncroft Drive 13. CONSIDERATION OF A MOTION TO ADOPT A RESOLUTION TO ENTER INTO AN AGREEMENT WITH THE CITY OF CHANHASSEN FOR STORMW ATER IMPROVEMENTS AT NEAR MOUNTAIN BOULEVARD (Att.- # 13 Proposed Resolution and Agreement) 14. CONSIDERATION OF A MOTION ACCEPTING A PETITION REGARDING NO PARKING SIGNS ON COUNTY ROAD 81 (MILL STREET) AND DIRECTING STAFF TO REPORT BACK (Att.-#14 Memorandum and Petition) 15. CONSIDERATION OF A MOTION TO APPROVE AN AGREEMENT FOR PERFORMANCE EVALUATION SERVICES - PHASE III (Att.-#15 Proposed Agreement) 16. ADMINISTRATOR & STAFF REPORTS A. Engineer's Report on Deephaven Sign on Shorewood Property B. Discussion Regarding Waterford Place Retaining Wall (Att.-#16B Engineer's Memorandum) 17. MAYOR & CITY COUNCIL REPORTS 18. ADJOURN SUBJECT TO APPROVAL OF CLAIMS (Att.-#18) .. . CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927. (612) 474-3236 FAX (612) 474-0128' www.state.net/shorewood . cityhall@shorewood.state.net 11- Il II ;... ,). At 6: 15 p.m. the City Council will interview candidates for the Land ConservationlEnvironment , I Committee in the conference room at City Hall. Executive Summary Shorewood City Council Regular Meeting ~Ionday, July 26, 1999 -. ~ J .... '~~ Agenda Item #3A: The enclosed job descriptions are revisions to bring each one up to date. Agenda Item #3B: This resolution approves a revised salary chart as reviewed by the City Council in Work Session. .. , '. ). Agenda Item #3C: This motion approves an agreement with Abdo, Abdo, Eick and Meyer for auditing services for the year ending December 31, 1999. ., '~;'~5 ; ...~, ;.~. y ~'...~ ~ ..;, '. Agenda Item #5C: This motion approves the concept plan for the Freeman Park multi-purpose building and directs staff to proceed to the design phase of the project. Agenda Item #5D: This resolution authorizes the expenditure of funds from the Trail Fund to design preliminary plans for the Covington Road and Vine Hill Road off street trail segments. A public information meeting was conducted for these trail segments on July 13th. Agenda Item #SE: This resolution directs the City to take a leadership position encouraging south Lake Minnetonka area cities to work together to provide a skate park for area youth. Agenda Item #5F: This item initiates discussion on the City researching various right-of-way questions along Smithtown Road. tn. PRINTED ON RECYCLED PAPER ... .. " Executive Summary - City Council Meeting of July 26, 1999 Page 2 Agenda Item #6: David Kracker proposes to build a new home at 5640 Covington Road. His plans include a main level attached garage as well as a garage on the walkout elevation, the total area of which exceeds 1200 square feet. The Planning Director advises that the project complies in all respects with the requirements of the Shorewood Zoning Code, and the Planning Commission has voted unanimously to recommend approval of a conditional use permit for accessory space in excess of 1200 square feet Approval of the C.U.P. by the Council will require a four-fifths vote. The Council should direct staff to prepare a Findings of Fact for its consideration. Agenda Item #7: A representative from the Friends of the Southshore Center will be present to request assistance in fund raising efforts. Agenda Item #8: At 8:00 p.m., State Representative Tom Workman will be present to follow- . up on the discussion the Council had earlier with the Executive Director of the Southwest Metro Transit System about the possibility of opting out of the Metro Transit System. He will also briefly update the Council on Legislative issues. Agenda Item #9: Police Chief Litsey will be available to discuss with the Council the possibility of establishing a separate program to take the place of the Shorewood Officer position. Agenda Item #10: This resolution approves the plans, specifications and engineer's estimate, and authorizes advertisement of bids for the Trunk Highway 7 access closures. Due to the three week advertisement requirement by State Statute for projects over $100,000, bids will be opened on September 1, 1999 at 10:00 p.m. Staff is recommending approval of this resolution. Agenda Item #11: The Planning Commission representative to the Land Conservation / Environment Committee will be Donna Woodruff and the Park Commission representative will be Paula Berndt. The City Council has interviewed several persons and may wish to appoint one or more of them to the Committee. A total of seven positions are available. Additional appointments can be made at later meetings. . Agenda Item #12: Staff recommends that the Council approve an order finding that the house at 4812 Ferncroft Drive is hazardous and in need of removal or repair. Agenda Item #13: The City of Chanhassen has petitioned the City of Shorewood to enter into a Joint Powers Agreement such that Chanhassen can place draintile behind the curb of several properties. Two properties which drain to Chanhassen are affected by the project. Therefore, Chanhassen wants to include these two properties along Near Mountain Boulevard, and wants the City of Shorewood to participate in the amount of $1,600. Shorewood has installed very similar facilities within adjacent areas of Near Mountain Boulevard. '. . . .. Executive Summary - City Council Meeting of July 26, 1999 Page 3 Agenda Item #14: The City has received a petition from residents along Mill Street (County Road 81) for removal of the "No Parking" signs adjacent their properties. This motion accepts the petition and directs staff to review in the field and with the County. Staff will report back at the next City Council meeting of August 9th. Agenda Item #15: This is an agreement for performance evaluation services with Tom Allen to develop a process of evaluation for the City Administrator position. Mayor Love, Council member Lizee and the City Administrator have reviewed the propsoed agreement and are recommending its passage to the City Council. Agenda Item #16A: The City Engineer will report back to the City Council regarding placement of the City of Deephaven signs within the City of Shorewood boundary. Agenda Item #16B: The Waterford retaining wall was found to lie along and adjacent to the public right-of-way. It may be such that the failed wall is the responsibility of the adjacent homeowners and not the City of Shorewood. Staff is requesting that a City Council member act as a liaison to the homeowners association to discuss remedy. .,; .. > . . CITY OF SHORE"VOOD CITY COUNCIL MEETING MONDA Y, JUNE 28, 1999 CITY COUNCIL CHA~mERS 5755 COUNTRY CLUB ROAD 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL l\tIEETING DRAfT Mayor Love called the meeting to order at 7:00 p.m. A. Roll Call Present: Mayor Love; Councilmembers Garfunkel, Stover, Lizee and Zerby; City Engineer Brown, Planning Director Nielsen, and City Attorney Keane. B. Review Agenda Garfunkel moved, Stover seconded to accept the agenda as amended: Table Item 3C on the Consent Agenda. Motion passed 5/0. C. Presentation to Dennis Johnson for 25 Years of Service Mayor Love presented an Appreciation of Service Certificate to Mr. Dennis Johnson for 25 years of service. Mr. Johnson thanked Engineer Brown and all others who were a help to him in the last 25 years. Engineer Brown also commended the work Mr. Johnson has done over the years. 2. APPROVAL OF MINUTES A. City Council Special Meeting Minutes - June 14, 1999 Garfunkel moved, Stover seconded to approve the City Council Special Meeting ~1inutes of June 14,1999 as presented. Motion passed 5/0. B. City Council Regular Meeting Minutes - June 14, 1999 Garfunkel moved, Zerby seconded to approve the City Council Regular Meeting :Minutes of June 14, 1999 as presented. Motion passed 5/0. C. City Council Work Session Meeting Minutes - June 14, 1999 tFzfl ,'I ,,- CITY COUNCIL REGULAR MEETING MINUTES JUNE 28, 1999 - PAGE 2 Lizee moved, Garfunkel seconded to approve the City Council Work Session ~Ieeting Minutes of June 14, 1999 as presented. Motion passed 5/0. 3. CONSENT AGENDA Lizee moved, Stover seconded approving the Motions contained on the Consent Agenda as presented, and Adopting the Resolutions therein: A. A Motion Authorizing Extension of Contract and Increase in Fees for Assessing Services From Hennepin County B. A Motion to Adopt RESOLUTION NO. 99-044. "A Resolution Authorizing the City to Become a Member of the LOGIS Group." TABLED TO JULY 12, 1999 COUNCIL MEETING . C. A Motion to Adopt a Resolution Accepting Public Improvements and Authorizing Final Payment for City Project 95-17, Strawberry Lane Improvement Project .Motion passed 5/0. 4. MATTERS FROM THE FLOOR There were none at this time. 5. PARKS - Report by Representative A. Report on Park Commission Meeting - June 22, 1999 Commissioner Puzak reported on the Park Commission meeting held on June 22, 1999 as r~ported in the minutes, highlighting the fact that the meeting was a joint Park Commission - City Council meeting. . B. Consideration of a Motion to Adopt a Resolution Declaring a Community Blitz for Support of Park and Recreation Projects Mayor Love stated that this may not be a good time to vote on this issue, as the joint meeting was not well advertised. It was publicized enough for legalities, but Mayor Love felt that the public did not have a chance to be present and offer input. Councilmember Garfunkel agreed, stating that he did not know this meeting took place until several days afterwards. "./ '(' } CITY COUNCIL REGULAR MEETING MINUTES JUNE 28, 1999 - PAGE 3 Lizee moved, Zerby seconded, to schedule another joint meeting with the Park Commission on their regular meeting day, which is July 13, 1999, to begin at 8:00 p.m. Motion passed 5/0. 6. PLANNING - Report by Representative Commissioner Skramstad reported on the Planning Commission Meeting of June 22, 1999 as reported in the minutes. A. Consideration of a Motion to Adopt a Resolution Approving a Final Plat and Final Plan - Shorewood Ponds . Planning Director Nielsen reported that, while there are a few technical blanks and clerical changes to the draft agreement, the substance of the agreement is in order. Also, the Declaration of Covenants has been received by staff, but has not been reviewed as yet. Staff recommends approval of the agreement, subject to review of, and agreement with, the Declaration of Covenants. Councilmember Garfunkel stated he would prefer all documents be completed before voting on this issue, and asked if there is a time constraint. Mr. Bill Gleason of Eagle Crest Development addressed the Council regarding the Declaration of Covenants, and stated that in most cases this document is presented after the plat approval. Councilmember Garfunkel stated his concern that he is being asked to cast a vote on documents he has not yet seen. . Mr. Gleason pointed out that the City Council would stilI have the power to change the Covenants if they saw the need. As far as time constraints, a delay would negatively impact Eagle Crest's ability to adhere to the agreed upon construction times. He noted the Lan-de-con propeny has been purchased, but they just have a purchase agreement with the Wagners who are hoping to close very soon due to some medical issues. Normally, as a developer, they like to get the development loan in place at the same time as closing with the underlying properties. He added they are getting extended pretty good at this point, and hope to move the final processes along quickly. Councilmember Stover asked if the final plat could be approved, and the Covenant considered later. Attorney Keane stated that this would not be a problem. Councilmember Garfunkel maintained that there are a lot of unresolved issues, and he would like to see everything done in a complete and orderly fashion. Some of the documents still have blanks on them. , y \.' CITY COUNCIL REGULAR MEETING MINUTES JUNE 28, 1999 - PAGE 4 Mr. Gleason stated that those blanks are numbers that the City has to calculate, such as Park Dedication Fees and so on. Councilmember Lizee asked if the Schedule of Work in the Agreement (Page 3) put undue stress on Eagle Crest to meet the dates. Mr. Gleason stated those dates could stilI be met since the project has been scheduled to meet them. The only question is whether the landscaping will be completed by October 31, 1999. But, the construction and roads should be done. Mr. Gleason summarized the additional work that needs to be done by Eagle Crest in order to finalize the plat and plan. Councilmember Zerby stated that the blanks in the agreement seem to be in order with staff expectations, but would like to see the Covenants, and suggested any motion made be contingent upon City Council acceptance of them. Lizee moved, Stover seconded a motion to adopt RESOLUTION NO. 99-045. "A Resolution Approving a Final Plat and Final Plan - Shorewood Ponds," as amended by staff and with a notice that the Declaration of Covenants is subject to staff and City Council approval at a reasonable date. Motion passed 4/1 (Garfunkel opposed). . B. Consideration of a Motion to Direct Staff to Prepare Findings of Fact Regarding a Conditional Use Permit and Setback Variance for Accessory Structure Over 1,200 Square Feet Applicant: Ron Lind Location: 26400 Strawberry Court Planning Director Nielsen summarized the request from Mr. Lind to build a utility shed. Staff recommends approval and the Planning Commission recommended approval on a 5- . 2 vote. Councilmember Zerby pointed out that it seems the conditional use, specifically for accessory structures over 1,200 square feet, comes before the Council quite often, and asked if the Ordinance should be looked at. Planning Director Nielsen stated that this has been discussed, but consensus was that there are enough instances where the Council would like input on accessory structures over 1,200 square feet, so leaving the Ordinance as is seems to be the best course. Stover moved, Lizee seconded a motion to direct staff to prepare findings of fact regarding a Conditional Use Permit and Setback Variance for accessory structure over 1,200 square feet for Mr. Ron Lind, 26400 Strawberry Court. Motion passed 5/0. ...,~/ CITY COUNCIL REGULAR MEETING MINUTES JUNE 28, 1999 - PAGE 5 7. CONSIDERA TION OF A MOTION TO ADOPT A RESOLUTION DECLARING ADEQUACY OF PETITION AND ORDERING PREPARATION OF PLANS, SPECIFICATIONS AND ESTIMATES FOR W A TERt"IAIN EXTENSION - EDGEWOOD ROAD Engineer Brown reported on the request for water service by three residents of Edgewood Road. This project would be done in conjunction with the Noble Road reconstruction project. to keep the cost down on this fairly small project. Mayor Love pointed out that this petition is 100% of the residents, as pertains to the discussion of the water system at the last City Council Work Session. . Council member Lizee expressed concern that this might lead to many small sections of watermain being installed as neighborhoods request, rather than a more cost effective way. Garfunkel moved, Stover seconded a motion to adopt RESOLUTION NO. 99-046. "A Resolution Declaring Adequacy of Petition and Ordering Preparation of Plans, Specifications and Estimates for Watermain Extension - Edgewood Road." Motion passed 5/0. 8. CONSIDERATION OF A. MOTION TO ADOPT A RESOLUTION ACCEPTING BOULDER BRIDGE/BADGER FIELD WATERMAIN PROJECT #95-16 AND AUTHORIZE FINAL PAYMENT Councilmember Lizee thanked Engineer Brown for following through on this project. . Garfunkel moved, Zerby seconded a motion to adopt RESOLUTION NO. 99-047. "A Resolution Accepting Boulder Bridge/Badger Fjeld Watermain Project #95-16 and Authorize Final Payment." Motion passed 5/0. 9. CONSIDERA nON OF A REQUEST FROM l\tIULLIGANS LANDSCAPING REGARDING TREE PRESERVATION PLAN Planning Director Nielsen reported on the request from Mulligans Tree Moving and Landscaping Company to allow them to plant additional trees rather than replace some undersized trees. He explained there is some concern on this project that there may not be. room for enough additional trees at the specified site. Councilmember Lizee mentioned the Tree Fund that has been discussed by the Planning Commission, and the option of planting some of the additional trees at other locations in the City. \.> CITY COUNCIL REGULAR MEETING MINUTES JUNE 28, 1999 - PAGE 6 Planning Director Nielsen stated that if suitable locations can be found on site, that would be the primary choice. If not, putting the trees on specified City land is an acceptable substitute. Stover moved, Garfunkel seconded a motion approving a request from Mulligans Landscaping regarding their Tree Preservation Plan. Motion passed 5/0. 10. CONSIDER A MOTION REGARDING APPEAL OF NOTICE TO REMOVE Appellant: John Pastuck Location: 20345 Excelsior Blvd. Planning Director Nielsen reported that Mr. Pastuck has ordered collector plates for the car in question, and Nielsen has requested that he provide documentation in proof that these plates will be sent. The five days requested by staff should be sufficient to clean up the other items on the property, and provide this documentation, or move the car. . Garfunkel moved, Stover seconded a motion to grant an additional five days for removal of items, and proof of application for collectors plates, for Mr. John Pastuck, 20345 Excelsior Blvd. Motion passed 5/0. 11. CONSIDERA TION OF A MOTION APPROVING AMENDMENT TO PERSONNEL POLICY REGARDING DONATION OF SICK LEAVE Engineer Brown reported on the needs of Mr. Jeff Jensen, who was seriously injured in an automobile accident. Staff requests the ability to donate sick leave to Mr. Jensen on a voluntary basis, as he has used all of his. Council member Garfunkel stated that this time is earned by the employee to do with as they see fit, including giving it away. . Engineer Brown stated that the only "stumbling block" may be the accounting. Planning Director Nielsen stated that he had spoken with Finance Director Rolek, who provided answers as to how this would work, and he also has obtained some information from other cities in regard to implementing a policy of this type. Councilmember Zerby asked about Short Term Disability Insurance, and whether this is available to City employees. Also, Zerby expressed concern that sick time may be used as trade tokens among employees. Planning Director Nielsen stated that staff is aware that this is a special case, and also aware that abuse of the right would lead to losing it. . / CITY COUNCIL REGULAR J.\tIEETING MINUTES JUNE 28, 1999 - PAGE 7 Mayor Love agreed that the Short Term Disability Insurance issue needs to be looked into in the future, but right now there is an employee in need. Stover moved, Lizee seconded a motion to approve a temporary amendment to personnel policy regarding donation of sick leave, to cover the next six weeks, and authorization for a letter of agreement with A.F.S.C.M.E., the bargaining unit for the Public Works Department. Motion passed 5/0. 12. ADJ.\tllNISTRATOR & STAFF REPORTS A. Staff Report on Methods of Handling Dogs with Bite History . Planning Director Nielsen reported on a background check done regarding biting dogs _ 28 complaints since January, 1995. There was also, one case from Orono Animal Control since January, 1998 and one from Chanhassen Animal Control prior to that. Police reports on these complaints have been requested. Also, education may be the best first approach to take, and a newsletter article may help to gauge interest or concern on this subject. Councilmember Lizee asked who determines the registration and ultimately the fate of dangerous dogs. Attorney Keane replied that county governments generally make the policy. B. Staff Report on Request for Cat Ordinance . Planning Director Nielsen reported on the letter received from a citizen questioning why cats are not licensed when dogs are. In neighboring cities. licensing cats or having an ordinance seems to be a growing trend. Mayor Love asked if there have been many complaints regarding cats at large and if Shorewood would need an ordinance to address the problem. Planning Director Nielsen stated that the complaints have been sporadic at best.. and an article in the newsletter may help gauge interest or concern. Engineer Brown pointed out that many complaints come when a dog owner is upset about dog regulations. Councilmember Stover stated she has received numerous complaints and asked if there would be any way to implement a control ordinance for cats. Planning Director Nielsen stated that Chanhassen's policy seems to be fairly easy to implement. and would be the best to study. , , CITY COUNCIL REGULAR MEETING MINUTES JUNE 28, 1999 - PAGE 8 Councilmember Zerby questioned why cats are not licensed, or if there are any ordinances that cover loose animals in general, cats or any other loose animal. Mayor Love stated that he is not compelled on an issue of fairness of cat owners versus dog owners but felt a nuisance problem would be a concrete reason to discuss this issue. Council member Garfunkel suggested monitoring complaints over the next 6 months to see how many complaints and how much concern exists on this subject. 13. MA YOR & CITY COUNCIL REPORTS A. Establish Work Session Meeting Date to Discuss Water Policy Planning Director Nielsen presented a memo from Jim Hurm which includes items that need work sessions. Discussion led to the following dates: . 1. Pay Scale - July 12,1999, after regular meeting. 2. City Water Policies - July 19, 1999 at 6:00 p.m. 3. Administrator Evaluation with Tom Allen - Mayor Love and Councilmember Lizee are to meet with Mr. Allen to discuss. B. Discussion on Council Photo Display and Art Work for Chambers Council member Lizee summarized her suggestion in making the City Hall more "people friendly" by including historical photos, and a community art gallery setting featuring local artists. Consensus was reached that this was a wonderful idea and for Council member Lizee to continue to gather information and move forward with this idea. . Councilmember Lizee agreed to move forward with the project, and indicated she will report back to the Council. '. CITY COUNCIL REGULAR MEETING MINUTES JUNE 28, 1999. PAGE 9 14. ADJOURN SUBJECT TO APPROVAL OF CLAIMS Garfunkel moved, Stover seconded to Adjourn at 8:45 p.m. subject to approval of claims. Motion passed 5/0. RESPECTFULLY SUBMITTED. Kristine Kitzman, Recording Secretary TimeSaver Off Site Secretarial, Inc. ATTEST: WOODY LOVE, MAYOR . JAMES C. HURM, CITY ADMINISTRATOR . . . CITY OF SHOREWOOD CITY COUNCIL EXECUTIVE SESSION MONDA Y, JULY 12, 1999 CITY COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 6:15 P.M. MINUTES 1. CONVENE CITY COUNCIL EXECUTIVE SESSION DRAFT Mayor Love called the Executive Session to order at 6: 17 p.m. A. Roll Call Present: Mayor Love; Councilmembers Stover, Garfunkel, Lizee and Zerby; City Administrator Hurm; City Engineer Brown, Planning Director Nielsen; Finance Director Rolek; and City Attorney Keane B. Review Agenda There were no changes to the agenda as presented. 2. DISCUSSION OF LITIGATION MATTERS Attorney Keane briefed the Council on several legal matters including USF&G, Ryan Construction, and the Cabalka case. 3. ADJOURN There being no further business, Lizee moved, Stover seconded, to adjourn the meeting at 7:03 p.m. Motion passed unanimously. ATTEST: WOODY LOVE, MAYOR JAMES C. HURM, CITY ADMINISTRATOR t-ZB CITY OF SHOREWOOD CITY COUNCIL MEETING MONDA Y, JULY 12, 1999 CITY COUNCIL CHAl\1BERS 5755 COUNTRY CLUB ROAD 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL MEETING ~ RAr1 Mayor Love called the meeting to order at 7:07 p.m. A. Roll Call Present: Mayor Love, Councilmembers Stover, Garfunkel, Lizee and Zerby; Administrator Hurm, City Attorney Keane, City Engineer Brown, Finance Director Rolek, and Planning Director Nielsen . B. Review Agenda Garfunkel moved, Lizee seconded to accept the agenda as amended: Move item 3C to item 5B. Motion passed 5/0. 2. APPROVAL OF MINUTES - A. City Council Regular Meeting Minutes - June 28, 1999 . No motion made. Changes requested were as follows: Page 2, Item 5B, First paragraph: "...joint meeting was not fl:l.Ily well advertised. Page 3, Item 6A, paragraph 5: Councilmember Zerby requested the tape be reviewed and the reasons stated why "a delay would negatively impact Eagle Crest's ability to adhere to the agreed upon construction times." 3. CONSENT AGENDA Garfunkel moved, Stover seconded approving the Motions contained on the Consent Agenda as presented, and Adopting the Resolutions therein: A. A Motion to Adopt RESOLUTION NO. 99-048. "A Resolution Accepting Improvements - Mary Lake Woods." B. A Motion to Adopt RESOLUTION NO. 99-049. "A Resolution Accepting Public Improvements and Authorizing Final Payment for City Project 95-17, Strawberry Lane Improvement Project." MOVED TO ITEM SA: ~ze, CITY COUNCIL REGULAR MEETING MINUTES JULY 12, 1999 - PAGE 2 C. A Motion to Adopt a Resolution Approving a Conditional Use Permit and Setback Variance for Accessory Structure Over 1,200 Square Feet Applicant: Location: Ron Lind 26400 Strawberry Court Motion passed 5/0. 4. MATTERS FROM THE FLOOR Mr. Jim Wyman, 24020 Yellowstone Trail, developer for Mary Lake Woods Development addressed the Council tothank the City, and particularly City staff, for their cooperation in the development and completion of this project. 5. Planning - Report by Representative Commissioner Bailey reported on the Planning Commission meeting held on June 22, . 1999 as reported in the minutes, which was focused primarily on the Community Facilities Chapter of the Comprehensive Plan, in particular the City Water System. Bailey also mentioned the Planning Commission meeting held on July 6, 1999 regarding the request from Aerial for a telecommunications facility on the west water tower, and promised a more detailed report at the next Council meeting, when this subject comes before the Council. A. Consideration of a Motion to Adopt a Resolution Approving a Conditional Use Permit and Setback Variance for Accessory Structure Over 1,200 Square Feet Applicant: Ron Lind . Location: 26400 Strawberry Court Mr. Ron Lind addressed the Council regarding the design of the garden shed, requesting . an additional 12 square feet, and noting that the shed would be no closer to the side properties or the street. Planning Director Nielsen stated that this change would probably have to be referred back to the Planning Commission if the City Council does not feel comfortable with the change. Councilmember Lizee reported that this Conditional Use Permit had no opposition on the Planning Commission or by the neighbors, and the change would likely not affect the Planning Commission's recommendations. CITY COUNCIL REGULAR MEETING MINUTES JUL Y 12, 1999 - PAGE 3 Stover moved, Lizee seconded a motion to adopt RESOLUTION NO. 99-050. "A Resolution Approving a Conditional Use Permit and Setback Variance for Accessory Structure over 1,200 Square Feet" as modified, to 252 square feet rather than 240 square feet, for Mr. Ron Lind at 26400 Strawberry Court." Motion passed 6/0. B. Consideration of a Motion Approving a Declaration of Covenants - Shorewood Ponds Planning Director Nielsen presented a copy of the Declaration of Covenants for the Shorewood Ponds Senior Housing Project, and recommendations as listed on the memo titled "Shorewood Ponds - Declaration of Protective Covenants" from Planning Director Nielsen, dated 8 July 1999. . Councilmember Lizee requested adding language which encourages use of non- phosphorous fertilizers. Planning Director Nielsen stated March Pointe covenants include such language, and the same language can be added to this document. Councilmember Zerby questioned the definition of "care provider" as listed m the covenants. Councilmember Garfunkel then questioned what percentage of the population is over 62 years of age. Administrator Hurm stated this information can be found, but is not on hand right now. . Councilmember Garfunkel stated his opposition to this discriminatory type of housing, which bars a high percentage of the population from participating in it. He commented that discrimination is discrimination, whether deemed "good discrimination" or "bad discrimination. " City Attorney Keane stated that "care provider" is not defined in the ordinance. Mayor Love stated that a definition should be presented soon to add to the ordinance. Councilmember Stover stated she believes this housing is needed, and has been proven a necessity . Councilmember Lizee agreed, stating that after all the seniors have contributed to a community, providing housing seems to be the least the community can do for them. Mayor Love questioned what definition should be used in the ordinance to define "health care provider." CITY COUNCIL REGULAR MEETING MINUTES JULY 12, 1999 - PAGE 4 Councilmember Zerby stated that "State Licensed Health Care Provider" would be a sufficient definition. Councilmember Garfunkel questioned how long these covenants will be binding. City Attorney Keane stated these covenants are firm for 40 years, and then have to be renewed. Planning Director Nielsen questioned if a notice could be placed to automatically renew the existing covenants. City Attorney Keane replied that the City's desire could be entered on a document, but it would be hard to actually uphold that document as an automatic renewal. Lizee moved, Stover seconded to approve the Declaration of Covenants - Shorewood . Ponds, to include recommendations from staff, and recommendations from Council regarding limitations on types of fertilizer, and language pertaining to the definition of "health care provider." Motion passed 4/1 (Garfunkelopposed). 6. CONSIDERATION OF A MOTION TO ADOPT A RESOLUTION TO ACCEPT PLANS, SPECIFICATIONS AND ESTIMATES AND AUTHORIZE ADVERTISEMENT FOR BIDS FOR NOBLE ROAD IMPROVEMENTS City Engineer Brown reported on the plans, specifications, and estimate for the Noble Road Reconstruction, the Senior Center Drainage, and Edgewood Road Watermain Projects. Staff is recommending approval of the plans, specifications and estimate for the Noble Road Reconstruction Project. The Edgewood Road Watermain Project would likely not proceed, as the residents are not likely to proceed with the project after . receiving the cost estimates. Councilmember Zerby questioned if the estimate for Edgewood was reasonable. City Engineer Brown answered that the estimate was looked into, and was found to be accurate in today's market. Councilmember Lizee questioned whether it was true that the City was obligated to take the lowest bid on projects. City Attorney Keane stated that the law is the "lowest responsible bidder." This is not defined, but is accepted to mean at City staff s discretion based on past experience with a contractor. CITY COUNCIL REGULAR MEETING MINUTES JULY 12, 1999 - PAGE 5 Garfunkel moved, Stover seconded a motion to adopt RESOLUTION NO. 99-051. "A Resolution to Accept Plans, Specifications and Estimates and Authorize Advertisement for Bids for Noble Road Improvements." Motion passed 5/0. 7. CONSIDERATION OF A MOTION TO ADOPT A RESOLUTION TO ACCEPT PLANS, SPECIFICATIONS AND ESTIMATES AND AUTHORIZE ADVERTISEMENT FOR BIDS FOR SENIOR CENTER DRAINAGE PROJECT City Engineer Brown reported on the needs which still exist for the Senior Center Drainage Project. Staff recommends approval of the plans, specifications and estimate, and bid in conjunction with Noble Road. The City will retain the option, throughout the process, to modify the project scope, although before bids are received would be a far better time to modify. . Garfunkel moved, Stover seconded a motion to adopt RESOLUTION NO. 99-052. "A Resolution to Accept Plans, Specifications and Estimates and Authorize Advertisement for Bids for Senior Center Drainage Project." Motion passed 5/0. 8. CONSIDERATION OF A MOTION TO ADOPT A RESOLUTION TO ACCEPT PLANS, SPECIFICATIONS AND ESTIMATES AND AUTHORIZE ADVERTISEMENT FOR BIDS FOR OLD MARKET ROAD RETAINING WALL PROJECT City Engineer Brown reported on the structural failure of the retaining wall along Old Market Road. State Aid Funds are available for this project. Staff is seeking authorization to approve plans, specifications, the engineer's estimate, and authorize advertisement for bid. . Mayor Love asked if the new wall is also going to be a wood wall and what is the expected life span. City Engineer Brown replied that 20 years is the average, but most walls are lasting closer to 15 years. He advised that better plans for retaining walls are being researched. Garfunkel moved, Stover seconded a motion to adopt RESOLUTION NO. 99-053. "A Resolution to Accept Plans, Specifications and Estimates and Authorize Advertisement for Bids for Old Market Road Retaining Wall Project." Motion passed 5/0. CITY COUNCIL REGULAR MEETING MINUTES JULY 12, 1999 - PAGE 6 9. CONSIDERATIONS REGARDING TOBACCO RETAILERS A. A Motion Regarding Licensing of Tobacco Retailers R. Review of a Draft Ordinance Amendment Regarding Chapter 302 - Sale of Cigarettes Administrator Hurm reported on the issue of the City or the County licensing of tobacco retailers. He advised that Hennepin County has approached Shorewood to take on this task. If this would be considered, the ordinance would need to be updated. Councilmember Stover asked who imposes a penalty for minors who buy tobacco products and for the people who sell tobacco without licensing. City Attorney Keane replied that these penalties are determined at the City level. Councilmember Garfunkel questioned how the license fee is calculated. . Attorney Keane stated that it is basically a "reasonable charge." Administrator Hurm stated that currently South Lake Police Department is doing compliance checks and handling any complaints, and the City is not receiving any license fee. Councilmember Garfunkel asked what additional responsibilities the City would have if taking on these licensing responsibilities. Administrator Hurm stated that coming up with appropriate enforcement for minors, and discussing these with appropriate organizations, would be the major responsibility. Councilmember Zerby stated that this seems to be more of a County issue, and he would . like the City to stay out of it. Councilmember Stover asked why the County has no penalties for minors who buy tobacco products. City Attorney Keane stated that the statutes do not cover this, but directs the licensing government to set penalties... whether the licensing government is city or county. Councilmember Lizee questioned if $2000 to $3000 in additional funds for the City yearly would offset much of the police or prosecutorial fees. Administrator Hurm stated these costs are already paid by the City, and this revenue would offset fees already being paid. CITY COUNCIL REGULAR MEETING MINUTES JULY 12, 1999 - PAGE 7 Councilmember Zerby questioned if any research needs to be done when authorizing a license. This could potentially cost the City more than the funds generate, in staff time. Administrator Hurrn stated that nearby cities estimated their approximate cost for administrative fees for tobacco licensing at approximately $250 per year. Councilmember Garfunkel stated that it is our community, and the responsibility lies here. Councilmember Lizee questioned if the City agrees to do this licensing, can they turn it back over to the County if it proves to be unmanageable, or if the fees do not cover any additional cost there may be. Mayor Love replied they could either turn it back to the County or raise the fees to make it a worthwhile venture, as long as any increase in fees can be justified. . Administrator Hurrn requested direction for staff to continue to gather information, or drop the issue. Consensus was reached that the Council would be in favor of getting more information regarding the City taking on this responsibility. 10. ADMINISTRATOR & STAFF REPORTS . Administrator Hurm presented several issues, including: a communication from the Lake Minnetonka Area Cooperating Cities Group regarding additional meetings on the affordable housing issue; an initial policy regarding the sick leave requested by city employees, using examples of other policies, and staff input; a request from Excelsior regarding their ISTEA project, extending the streetcar line; and, a memo from Teri Naab regarding research on special legislation to change to Ward system of government. Consensus was reached that more information was required for the Excelsior streetcar request before an opinion could be formed, and that Mayor Love would gather more information on the special legislation for the Ward system and report back to the Council. Staff report on dog bite complaints Planning Director Nielsen reported that the information available regarding the dog bites in the past was not helpful. As a result, a draft of an article for the newsletter was presented, focusing on public education and a one year monitoring of dog bites in greater detail to provide more information was proposed. \ Consensus was reached that this was action enough on this subject for now. CITY COUNCIL REGULAR MEETING MINUTES JUL Y 12, 1999 - PAGE 8 Planning Director Nielsen also reported on collecting ona Letter of Credit for Kamp Koffee, for which they began the specified job the day it was collected upon. The project is now finished and the Letter of Credit amount will be refunded. Councilmember Zerby asked for an update on the situation with Mr. John Pastuck. Planning Director Nielsen stated this situation is resolved. Mr. Pastuck provided proof that collector plates have been applied for on the car, and everything else has been cleaned up. Council member Lizee asked Engineer Brown about the status of the Deephaven sign. Engineer Brown stated this issue has not been resolved as yet, but he will check into it. Engineer Brown reported on a change in the Minnehaha Creek Watershed District policies, which adds an additional step to the building review process. The MCWD will review any new building permits for site erosion. . Mayor Love stated that the intent seems sound, but questioned the communication tactics of the MCWD. Councilmember Lizee stated that she, as the liaison to the MCWD, had not been notified of the change. Engineer Brown stated that several other cities were not aware of this change either. 11. MA YOR AND CITY COUNCIL REPORTS Discussion of Liaison Appointment to the Housing Committee Administrator Hurm questioned if the Council would like to have a liaison for the . Housing Committee, or if he should just let the Councilmembers know when there is a meeting. Consensus was reached that notification should be given for each meeting, and whoever could attend, would. Councilmember Lizee reported on artwork for the City. To better utilize the space in the Council Chamber for local art, a leather album for the photos of past Councils was suggested. The cost would be approximately $250. Consensus was reached to addre;ss this at a later time, to give Councilmembers time to think of alternatives. C Councilmember Zerby expressed some concern about the City Code on the Web page. It requires additional software to review, and he would like to see if it can be converted to .HTML format to be available to all users. CITY COUNCIL REGULAR MEETING MINUTES JULY 12, 1999 - PAGE 9 Mayor Love asked if there had been feedback on how many people have requested the newsletter via e-mail. Engineer Brown stated to date, approximately 12. 12. ADJOURN TO WORK SESSION SUBJECT TO APPROVAL OF CLAIMS Garfunkel moved, Stover seconded to Adjourn to Work Session at 9:02 p.m. subject to approval of claims. Motion passed 5/0. RESPECTFULL Y SUBMITTED, Kristine Kitzman, Recording Secretary TimeSaver Off Site Secretarial, Inc. . ATTEST: WOODY LOVE, MAYOR JAMES C. HURM, CITY ADMINISTRATOR . 'e. 4 . . CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, JULY 12, 1999 CITY COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD IMMEDIA TEL Y FOLLOWING REGULAR MEETING MINUTES 1. CONVENE WORK SESSION MEETING [] ~AFI Mayor Love called the meeting to order at 9: 18 p.m. A. Roll Call Present: Mayor Love, Councilmembers Stover, Garfunkel, Lizee and Zerby; and Administrator Rurm B. Review Agenda Agenda was accepted as presented. 2. REVIEW OF PAY SCALE Administrator Rurm presented revised job descriptions from staff and requested a motion at the next meeting for their acceptance. Rurm then presented a review of the pay scale with a brief explanation of comparables for communities of a similar size, and how the figures compare with the Stanton Report. As far as funds to cover the pay scale, he indicated most can be absorbed in existing budgets, and possibly some contingency funds. Councilmember Stover questioned how accurate the Comparable Worth Points are. Administrator Rurm stated they need to be redone, possibly next year. Mayor Love stated he appreciated the work put into this report and supports the change. Councilmember Lizee stated she was also very impressed with the report, especially how easy it is to understand. Administrator Rurm requested the change be retroactive to July 4, 1999 which was the beginning of the pay period. Council member Garfunkel stated he is in agreement with the findings of the report and with making it retroactive to July 4, 1999. Council member Zerby agreed also that the report was concise and easy to understand. ~ZD CITY COUNCIL WORK SESSION MINUTES JULY 6,1999. PAGE 2 Consensus of the Council was twofold: first, to review the stability pay concept in the next couple of years; and, second, wholehearted support of the change and retroactivity to July 4, 1999. 3. ADJOURN Garfunkel moved, Stover seconded to Adjourn to Work Session at 9:45 p.m. Motion passed 5/0. RESPECTFULL Y SUBMITTED, Kristine Kitzman, Recording Secretary TimeSaver Off Site Secretarial, Inc. ATTEST: WOODY LOVE, MAYOR JAMES C. HURM, CITY ADMINISTRATOR ,I. ,~ . . .., ... . . To: From: Date: Re: Mayor and City Council James C. Hurm, City Administrator July 21, 1999 Agenda Items #3A & #3B Enclosed in the packet are the revised job descriptions as reviewed with the City Council in work session format. The action would be a motion to approve the job descriptions as revised. Also enclosed in the packet is a resolution adopting the wage and scale chart as recommended by the City Administrator and reviewed with the Council in work session. The only change to what was reviewed with the Council is with the Receptionist/Web Page Developer position. Upon receiving further information on web page development positions, we are recommending that the scale be adjusted upward by $1,000. That adjustment is in the chart attached to the resolution. An updated comparable sheet is also enclosed for that position. ~3A . '" . . . CITY OF SHOREWOOD Position: City Administrator Objective and Scope: Plan and direct all city operations to ensure efficient municipal services and development in line with objectives and general guidelines established by the City Council. Includes overall responsibility for City financial, personnel and administrative functions, all investment activities to achieve maximum safe returns, all public works operations, sewer and water utilities, and coordination of planning, legal, building and engineering activities. Also responsible for advising the Council regarding the impact of policy decisions, and representing the interest of the City in Metropolitan, County and State activities as delegated by the Council. This position also functions as the City Clerk and is responsible for administrative duties related to maintenance of official records, processing of contracts, elections, and miscellaneous duties as cited under M.S. 412.151. Relationship: Reports to: City Council Supervises: All employees of the City Supervises - means coordination of overall work activities and not direct supervision over day-to-day work activities. The Department Heads are responsible for the day-to-day work activities of subordinate employees, but must report to the City Administrator. Specific Responsibilities: 1. Plans and directs the general administration of City services. A. Works closely with subordinate department heads to plan and coordinate their functions. B. Follows up to ensure effective services to the public and efficient conduct of all municipal affairs within overall City objectives. C. Works in cooperation with the Council's appointed attorney, Council appointments and consultants. 2. Provides effective support to the City Council. Adopted by the Shorewood City Council on July 26. 1999. City Administrator Page 2 A. Shall attend and participate in all Council meetings. B. Coordinates preparation of agendas and supporting data for all Council meetings, relieves the Council of other administrative work, and implements Council decisions. C. Provides reports, recommendations and advice as appropriate to keep the Council fully informed and assists its policy making role. D. Follows through to assure that all City Council ordinances and directives are correctly interpreted . and communicated with implementation as planned. 3. Ensures proper public relations. A. Ensures that public services are efficiently provided and that all complaints are effectively handled. B. Directs communication activities to keep the public informed of City plans and operations. C. Represents the City in local, regional, and state meetings and functions as delegated by the Council. 4. Keeps abreast of developments in municipal operations. A. Research improved methods for possible use in Shorewood. B. Cooperate with other governmental units and municipalities on matters of mutual interest. C. Assist and coordinate with various City commission and committees as appropriate. 5. Oversees implementation of financial and fiscal planning in the City. A. Initiates action to develop the annual budget for presentation in appropriate form for review and consideration by the City Council with the Finance Director, and makes Council aware of when budgetary problems occur. B. Oversees all fund management and investment activities. .. -- ..~ . . .. .. J City Administrator Page 3 C. Works with Finance Director to ensure effective accounting practices to properly control financial assets and provide accurate information for financial planning. D. Plans with Department Heads for replacement or upgrading of equipment and other assets as appropriate. E. Monitors the management of the Liquor Stores and the Liquor Store funds, and makes reports to the Liquor Commission in regard to business acti vities. 6. Plans, develops and directs personnel programs, policies, and procedures which will result in development of the work potential and work interest of each employee in City government. . A. Evaluates operations and makes any recommended changes in organization structure to best achieve City objectives by providing services efficiently, effectively and professionally. B. Administers the Employee Relationship Policy, Position Classification and Compensation Plan, designed to ensure proper employee utilization and motivation. C. Involves Department Heads in the identification and achievement of goals and objectives that will provide standards against which to measure their performance. Follows up to assure that progress in each area is being achieved as planned. . D. Recommends employee benefits and personnel policy programs and coordinates all phases of personnel administration. This includes direct control over the maintenance of personnel files. E. Makes recommendations to the Council on selection of employees to fill positions and on dismissal of employees. 7. Represents City Council in negotiations of governing wages, hours and conditions of employment. Also represents Council in negotiation of grievances which may result from interpretation of negotiated contracts. 8. Coordinates the City insurance programs and policies in a manner which will assure that needed coverage is in effect at all times at a cost to the City consistent with coverages required. City Administrator Page 4 9. Performs other duties as delegated by the Council or as necessary to effectively manage City affairs and achieve Council objectives. 10. Supervises City Clerk functions including record keeping, minutes, legal notices, agendas, meeting packet preparation and has primary responsibility for administration of elections, including training, hiring judges, organizing polling sites, and all maintenance of files. 12. Oversees the preparation of the City's newsletter. 13. Performs other duties as required, such as special projects. Requirements: 1. Education/Experience - Masters degree in Public Administration, Urban Studies or related field with a minimum of two (2) years related experience or a Bachelor's Degree and four (4) years of related experience, including at least two (2) years in a supervisory position. 2. Ability to handle the public with tact and effectiveness. Physical Demands: 1. While performing the duties of this job, the employee is regularly required to sit, talk, see and hear. The employee frequently is required to use hands to finger, handle or feel objects, tools, or controls and to operate a variety of office equipment. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, or crouch. 2. Employee must occasionally lift and/or move up to 25 pounds. 3. Specific vision abilities required by job include close vision and the ability to adjust focus. The physical demands described above represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment: 1. The work environment is that of a typical office. 2. The noise level in the work environment is moderately noisy on an occasional basis. I ''''l . . City Administrator Page 5 3. Office equipment typically operated includes telecommunications systems, computers, dictating machines, calculators, copiers, and collators. The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. . . CITY OF SHOREWOOD Position: Executive Secretary/Deputy Clerk Obiective and Scope: Shall have all powers, duties and responsibilities of the Clerk under the direction of the City Administrator/Clerk. Shall perform a wide variety of secretarial, administrative and general office management duties. Is responsible for the efficient day to day operation of the City office under the direction of the Administrator. Serves as the Administrator's executive secretary. Relationship: Reports to: City Administrator/Clerk Supervises: Secretary/Receptionist, Secretary, and any part-time office personnel. . Specific Responsibilities: I. Shall perform the duties of the City Clerk. A. Oversee the recording, transcribing, accuracy and distribution of all City Council meeting minutes. B. Keep the official Minute Book, the official copies of all City Council Resolutions and Ordinances, the City Code, and other official records of the City, including deeds, easements, leases, contracts and agreements. C. Coordinate the preparation of the City Council agenda; prepare and distribute Council packets to Council, Staff, all Commissions and others as necessary. . D. Keep the oaths of office of each municipal officer. E. Maintain the archives of the City and the record retention system (including microfilming, indexing and assignment to fire proof files or storage). F. Comply with the State Statutes and local Ordinances regarding legal notices placed in newspapers for public notification. G. Keep the official records of all City contracts and Grants (e.g. Fire, Police, Water and Sewer, and Animal Control and Veterinary, etc.). H. Administer all licenses and general permits, including waste haulers, dogs, docks, false alarms, horses, gambling, liquor and beer. Adopted by the Shorewood City Council on July 26, 1999. Executive SecretarylDeputy Clerk Page 2 I. Supervises the administration of elections (primary and general) of the City, including training, hiring of judges, organizing polling sites, and all maintenance of files. Responsible for election equipment maintenance, testing and repairs. J. Performs miscellaneous duties such as notary public, codifying of ordinances (working with the City attorney), and certifications of documents. K. Assists in development and implementation of new programs. L. Oversees the preparation, production and maintenance of communications tools. 2. Perform executive secretarial duties for the City Administrator. A. Transcribe memos and correspondence. Assist with the follow up after City Council meetings. B. Draft correspondence in response to communications received. Track and report on responses returned by other departments. . C. Keep track of all schedules and appointments for the Administrator. D. Assist the Administrator with the preparation of filing State and Federal and County Grant applications, agreements, contracts and/or reports (Recycling Grants, Solid Waste, CDBG). E. Prepare draft documentation (i.e. newsletter articles, policy manuals). F. May be assigned special projects by the City Administrator on occasion. 3. Supervise Secretary Receptionist and all clerical or administrative office help. Responsible for: A. The efficient operation of the office including filing and records retention. . B. Training. C. Budgeting for office needs. D. Purchasing office supplies and equipment. E. Supervises the allocation of personnel resources. Assists in the hiring and review processes. F. Scheduling for office breaks and time off. G. Delegation of assignments to assure timely production of needed work. . Executive SecretarylDeputy Clerk Page 3 4. Technology Related Duties. A. Maintenance of the Local Area Network, including monitoring performance, network security, development and implementation of new equipment/software, and troubleshooting. B. Management and allocation of technology resources, encompassing analysis, research, and presentation of recommendations. C. Oversee development and maintenance of the City's web site. D. Deal with vendors regarding equipment purchases, repairs and performance issues. E. Assist in software training and development of new applications. F. Develop special applications using different software packages. Requirements: 1. Education - high school graduate, with a minimum of three years experience in municipal service. Associate degree or equivalent is preferred. 2. Completion of the States Municipal Clerks certification school within three years after assuming the Deputy Clerk's position. 3. Knowledge of municipal office operations and filing systems. 4. Administer the City Clerks duties in a sound businesslike manner which commands the respect of the public as well as other city personnel. . 5. 6. 7. 8. 9. 10. Ability to handle public contact with tact and effectiveness. Ability to maintain accurate and up to date records and complete reports. M~st be a proficient typist with speed, accuracy and good spelling and punctuation. Should be a self starter being able to compose routine answers to correspondence. Previous experience with word processing and computer equipment is required. Ability to work effectively and harmoniously with others under a minimum of supervision with varying demands. 11. Some shorthand skills are desired. Executive SecretarylDeputy Clerk Page 4 . 12. Must become familiar with all aspects of the administrative office duties to be able to fill in and work load adjustments are required. Physical Demands: 1. While performing the duties of this job, the employee is regularly required to sit, talk, see and hear. The employee frequently is required to use hands to finger, handle or feel objects, tools, or controls and to operate a variety of office equipment. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, or crouch. 2. Employee must occasionally lift and/or move up to 25 pounds. 3. Specific vision abilities required by job include close vision and the ability to adjust focus. The physical demands described above represent those that must be met by an employee to . successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment: 1. The work environment is that of a typical office. 2. The"noise level in the work environment is moderately noisy on an occasional basis. 3. Office equipment typically operated includes telecommunications systems, computers, dictating machines, calculators, typewriters, and collators. The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. . . . -I SECONDARY JOB DESCRIPTION. CURRENTLY NOT UTILIZED CITY OF SHOREWOOD Position: Executive Secretary/Deputy Clerk Objective and Scope: Shall have all powers, duties and responsibilities of the Clerk under the direction of the City Administrator/Clerk. Shall perform a wide variety of secretarial, administrative and general office management duties. Is responsible for the efficient day to day operation of the City office under the direction of the Administrator. Serves as the Administrator's executive secretary. Relationship: Reports to: City Administrator/Clerk Supervises: Secretary/Receptionist, Secretary, and any part-time office personnel. Specific Responsibilities: 1. Shall perform the duties of the City Clerk. A. Oversee the recording, transcribing, and distribution of all City Council meeting minutes. B. Keep the official Minute Book, the official copies of all City Council Resolutions and Ordinances, the City.Code, and other official records of the City, including deeds, easements, leases, contracts and agreements. C. Coordinate the preparation of the City Council agenda; prepare and distribute Council packets to Council, Staff all Commissions and others as necessary. D. Keep the oaths of office of each municipal officer. E. Maintain the archives of the City and the record retention system (including microfilming, indexing and assignment to fire proof files or storage). F. Comply with the State Statutes and local Ordinances regarding legal notices placed in newspapers for public notification. G. Keep the official records of all City contracts and Grants (e.g. Fire, Police, Water and Sewer, and Animal Control and Veterinary, etc.). H. Administer all licenses and. general permits, including waste haulers, dogs, docks, false alarms, horses, liquor and beer. Adopted by the Shorewood City Council on July 26, 1999. Executive Secretary/Deputy Clerk Page 2 I. Supervises the administration of elections (primary and general) . of the City, including training, hiring of judges, organizing polling sites, and all maintenance of files. J. Performs miscellaneous duties such as notary public, codifying of ordinances (working with the City attorney), and certifications of documents. K. Oversees the preparation, production and maintenance of communications tools. 2. Perform executive secretarial duties for the City Administrator. A. Transcribe memos and correspondence. Assist with the follow up after City Council meetings. B. Keep track of all schedules and appointments for the Administrator. c. Assist the Administrator with the preparation of filing State and Federal and County Grant applications, agreements, contracts and/or reports (Recycling Grants, Solid Waste, CDBG). D. May be assigned special projects by the City Administrator on occasion. 3. Supervise Secretary Receptionist and all clerical or administrative office help. Responsible for: A. The efficient operation of the office including filing and records retention. B. Training. C. Budgeting for office needs. D. Purchasing office supplies and equipment. E. Scheduling for office breaks and time off. F. Delegation of assignments to assure timely production of needed work. Requirements: 1. Education - high school graduate, with a minimum of three years experience in municipal service. Associate degree or equivalent is preferred. 2. Completion of the States Municipal Clerks certification school within three years after assuming the Deputy Clerk's position. 3. Knowledge of municipal office operations and filing systems. . . . Executive Secretary/Deputy Clerk Page 3 4. Administer the City Clerks duties in a sound businesslike manner which commands the respect of the public as well as other city personnel. 5. Ability to handle public contact with tact and effectiveness. 6. Ability to maintain accurate and up to date records and complete reports. 7. Must be a proficient typist with speed, accuracy and good spelling and punctuation. 8. Should be a self starter being able to compose routine answers to correspondence. 9. Previous experience with word processing and computer equipment is required. 10. Ability to work effectively and harmoniously with others under a minimum of supervision with varying demands. . 11. Some shorthand skills are desired. 12. Must become familiar with all aspects of the administrative office duties to be able to fill in and work load adjustments are required. Physical Demands: 1. While performing the duties of this job, the employee is regularly required to sit, talk, see and hear. The employee frequently is required to use hands to finger, handle or feel objects, tools, or controls and to operate a variety of office equipment. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, or crouch. 2. Employee must occasionally lift and/or move up to 25 pounds. . 3. Specific vision abilities required by job include close vision and the ability to adjust focus. The physical demands described above represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment: 1. The work environment is that of a typical office. 2. The noise level in the work environment is moderately noisy on an occasional basis. 3. Office equipment typically operated includes telecommunications systems, computers, dictating machines, calculators, typewriters, and collators. Executive Secretaryffieputy Clerk Page 4 The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. . Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ~ . . CITY OF SHORE WOOD Position: SecretaryIReceptionist Objective and Scope To perform secretarial, clerical and general front-desk duties. To receive telephone calls and visitors in a pleasant and business like manner and to refer items which this position is not responsible for to the proper City personnel. In addition to the objective and scope outlined in the Secretary/Receptionist job description, this supplemental serves to incorporate design and maintenance of the City's web site. While it is extremely important to have accurate and up to date information on this site, these duties should not preclude the importance of those listed in the primary portion of the job description. . Relationship: Reports to: Executive Secretary/Deputy Clerk Specific Responsibilities: A. General Office and Receptionist: 1. Answers incoming telephone calls and in-person inquires in a diplomatic and helpful manner, providing accurate information, referring callers to appropriate individuals, andrecording accurate information in their absence. 2. Collects incoming funds, prepares receipts and daily deposit, and balances petty cash. . 3. Processes and delivers incoming mail, voice mail and E-mail messages on a daily basis, maintaining a log of requests. 4. Coordinates the preparation, production and maintenance of the City communication tools, including but not limited to: voice mail system, bulletin board, customer service evaluation forms, Shorewood profile, Friendly User Guide, Internet HomePage, and the Tonka Report. 5. Ensures that supplies are available, information is organized and accessible, work requests are processed quickly, and deadlines are met. 6. Responsible for scheduling building inspections. Adopted by the Shorewood City Council on July 26, 1999. Secretary/Receptionist Page 2 7. Assists with the acceptance and/or issuance of various applications, licenses and permits, including but not limited to: homestead applications; voter registration; dog licenses; burning; party; and plumbing, mechanical and building permits. 8. Responsible for light maintenance of general office areas. 9. Provides secretarial and general clerical assistance. 10. Organize bulk mailings (i.e. newsletter). 11. Performs other duties and assumes responsibilities as assigned. B. Elections: Assists in the administration of all elections including but not limited to: . answering inquires, issuance of absentee ballots, and maintenance of files. Responsible for posting results of election on web site. C. Web Site: I. Prepares documents for web site, including incorporating necessary HTML code and PDF formats and/or use of web development software. 2. Transfers documents to appropriate location on web site. 3. Continually reviews web site to ensure all data is current, accurate, and that all links are working correctly at all times .or notifies supervisor immediately of inability to maintain site. 4. Assists in the development and creation of new web pages using HTML coding or web development software. . 5. Continually strives to improve web site through use of innovative products and on-going educational opportunities. 6. Continually strive to broaden knowledge on web tools and processes through continued education and attendance at communication meetings. Minimum Requirements. 1. Education - High School diploma. Additional training in secretarial, computer or receptionist skills desired. 2. One to three years of experience after high school, to acquire work planning and office practice skills. Secretary/Receptionist Page 3 3. Knowledge of correct English usage, including grammar and spelling; visual proofreading skills. Can type with speed and accuracy and learn to use any required equipment. 4. Ability to compose routine answers to correspondence and inquiries. 5. Ability to use the computer efficiently for word processing, spreadsheet computations, data base management and other assigned applications. 6. Ability to work effectively with others, by offering to help, responding to questions willingly, and looking for ways to improve cooperative efforts. 7. Ability to learn and remember facts about the department activities and staff; ability to plan ahead, accounting for interruptions and other unanticipated events. . 8. Ability to exercise tact and discretion. 9. Ability to prioritize work effort so that level of supplies is monitored and work in progress is accomplished promptly and on time. 10. Must have outstanding grooming and deportment. Work Environment: 1. The work environment is that of a typical office. 2. The noise level in the work environment is moderately noisy on an occasional basis. . 3. Office equipment typically operated includes telecommunications systems, computers, dictating machines, calculators, typewriters, and collators. The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. SECONDARY JOB DESCRIPTION - CURRENTLY NOT UTILIZED CITY OF SHOREWOOD Position: SecretarylReceptionist Objective and Scope: To perform secretarial, clerical and general front-desk duties. To receive telephone calls and visitors in a pleasant and business like manner and to refer items which this position is not responsible for to the proper City personnel. Relationship Reports to: Executive Secretary/Deputy Clerk Specific Responsibilities . A. General Office and Receptionist: 1. Answers incoming telephone calls and in-person inquires in a diplomatic and helpful manner, providing accurate information, referring callers to appropriate individuals, and recording accurate information in their absence. 2. Collects incoming funds, prepares receipts and daily deposit, and balances petty cash. 3. Processes and delivers incoming mail, voice mail and E-mail messages on a daily basis, maintaining a log of requests. . 4. Coordinates the preparation, production and maintenance of the City communication tools, including but not limited to: voice mail system, bulletin board, customer service evaluation forms, Shorewood profile, Friendly User Guide, Internet HomePage, and the Tonka Report. 5. Ensures that supplies are available, information is organized and accessible, work requests are processed quickly, and deadlines are met. 6. Responsible for scheduling building inspections. 7. Assists with the acceptance and/or issuance of various applications, licenses and permits, including but not limited to: homestead applications; voter registration; dog licenses; burning; party; and plumbing, mechanical and building permits. 8. Responsible for light maintenance of general office areas. Adopted by the Shorewood City Council on July 26, 1999. SecretarylReceptionist Page 2 9. PrQvides secretarial and general clerical assistance. 10. Organize bulk mailings (i.e. newsletter). 11. Performs other duties and assumes responsibilities as assigned. B. Elections: Assists in the administration of all elections including but not limited to: answering inquires, issuance of absentee ballots, and maintenance of files. Minimum Requirements. 1. Education - High School diploma. Additional training in secretarial, computer or receptionist skills desired. . 2. One to three years of experience after high school, to acquire work planning and office practice skills. 3. Knowledge of correct English usage, including grammar and spelling; visual proofreading skills. Can type with speed and accuracy and learn to use any required equipment. 4. Ability to compose routine answers to correspondence and inquiries. 5. Ability to use the computer efficiently for word processing, spreadsheet computations, data base management and other assigned applications. 6. Ability to work effectively with others, by offering to help, responding to questions willingly, and looking for ways to improve cooperative efforts. . 7. Ability to learn and remember facts about the department activities and staff; ability to plan ahead, accounting for interruptions and other unanticipated events. 8. Ability to exercise tact and discretion. 9. Ability to prioritize work effort so that level of supplies is monitored and work in progress is accomplished promptly and on time. 10. Must have outstanding grooming and deportment. Work Environment: 1. The work environment is that of a typical office. SecretarylReceptionist Page 3 2. The noise level in the work environment is moderately noisy on an occasional basis. 3. Office equipment typically operated includes telecommunications systems, computers, dictating machines, calculators, typewriters, and collators. The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. . . CITY OF SHOREWOOD Position: Secretary Objective and Scope: To perform clerical duties specifically pertaining to the Public Works, Engineering and Parks Department; to receive telephone calls and visitors in a pleasant and business like manner and to refer items which this position is not responsible for to the proper City personnel; and to provide backup assistance to the receptionist. Relationship Reports to: Executive Secretary/Deputy Clerk with additional daily direction given by Public Works Director/Engineer . Specific Responsibilities: I. Engineering/General: A. Answers telephone and in-person inquiries in a diplomatic and helpful manner, providing accurate information, referring callers to appropriate individuals, and recording accurate information in their absence. B. Organizes and maintains up-to-date, accurate computerized records, data and filing systems, for easy access and retrieval. C. Assists in maintenance of administrative, project and property records by ensuring information is accurate and up to date, and assists in general filing needs. . D. Provides service directly, by conveying or collecting information, issuing documents, or otherwise assisting in the services provided by the department. E. Initiates contact with other organizations or agencIes as directed, to collect, research, or disseminate information. F. Prepares and distributes neat, concise, and accurate correspondence, reports and other materials. G. Maintains and schedules appointments for department head. H. Informs supervisor of the status of work assignments and coordinates work tasks with coworkers as appropriate. Adopted by the Shorewood City Council on July 26, 1999. Secretary Page 2 of 4 I. Assists others in tasks when asked or needed. J. Assist in scheduling inspections. K. Assists with acceptance and/or issuance of applications, license and permits, including but not limited to: homestead applications, voter registrations, dog license, plumbing, mechanical and building permits. L. Collects incoming fun~, prepares receipts. Prepares daily deposit when " necessary . M. Prepares and distributes meeting packets. Responsible for preparing the facilities for scheduled meetings. II. Parks: . A. Prepares and distributes Park Commission and Park Foundation agendas and packets. B. Attends Park Commission meetings when necessary to record meeting and draft minutes. Provides secretarial support and meeting follow-up. C. Acts as staff liaison to the Park Commission, providing staff support and meeting follow-up for the City Administrator and Public Works Director. D. Maintains all records and files on park information, park projects and proposals, and maintains park related policies and procedures. E. Coordinates the skating rink program, including but not limited to training, scheduling, and supervising personnel and rink usage. . F. Coordinates, with the help of Minnetonka Community Educational Services, the use of all fields within the City for athletic events. G. Coordinates snowmobile season activities, prepares newsletter articles, trail walks and gathers necessary data for end of the season report. III. Recycling: A. Reviews all correspondence regarding recycling and initiates appropriate response or action. B. Assists in coordinating recycling / environmental efforts and promotional activities within the City. Secretary Page 3 of 4 C. Attends recycling meetings as the City representative. IV. Elections: A. Assists in the administration of all elections, including but not limited to assisting with absentee ballots and answering questions on election, , and maintenance of files. Minimum Requirements: 1. Education - high school graduate. Additional training in secretarial or computer skills desired. 2. One to three years of experience after high school, to acquire work planning and office practice skills. . 3. Knowledge of correct English usage, including grammar and spelling; visual proofreading skills; ability to type with speed and accuracy and learn to use any required equipment. 4. Ability to compose routine answer to correspondence and inquires. 5. Ability to use the computer efficiently for word processing, spreadsheet computations, database management and other assigned applications. 6. Ability to work effectively with others, by offering to help, responding to questions willingly, and looking for ways to improve cooperative efforts. 7. Ability to learn and remember facts about the department and staff; ability to plan ahead, accounting for interruptions and other unanticipated events. . 8. Ability to exercise tact and discretion; skill in listening to others with interest and conveying willingness to help; ability to respond promptly to other's requests. 9. Ability to prioritize work effort so work is accomplished promptly and on time. 10. Ability to represent the employer positively and in a friendly manner; ability to establish, over time, a network of contacts who have the information needed. 11. Ability to organize a multitude of tasks, paper work, etc. Secretary Page 4 of 4 12. Ability to handle numerous interruptions and perform detail work accurately. 13. Knowledge of election practices and procedures. 14. Ability to maintain confidentiality. Physical Demands: 1. While performing the duties of this job, the employee is regularly required to sit, talk, see and hear. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls and to operate a variety of office equipment. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. 2. Employee must occasionally lift and/or move up to 25 pounds. 3. Specific vision abilities required by job include close vision and the ability to adjust focus. . The physical demands described above represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment: 1. The work environment is that of a typical office. 2. The noise level in the work environment is moderately noisy on an occasional basis. 3. Office equipment typically operated includes telecommunications systems, computers, dictating machines, calculators, typewriters, and collators. . The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. SECONDARY JOB DESCRIPTION - CURRENTLY NOT UTILIZED CITY OF SHOREWOOD Position Secretary Objective and Scope: To perform clerical duties specifically pertaining to the Public Works, Engineering and Parks Department; to receive telephone calls and visitors in a pleasant and business like manner and to refer items which this position is not responsible for to the proper City personnel; and to provide backup assistance to the receptionist. Relationship: Reports to: Executive Secretary/Deputy Clerk with additional daily direction given by Public Works Director/Engineer . Specific Responsibilities: 1. Engineering/General: A. Answers telephone and in-person inquiries in a diplomatic and helpful manner, providing accurate information, referring callers to appropriate individuals, and recording accurate information in their absence. B. Organizes and maintains up-to-date, accurate computerized records, data and filing systems, for easy access and retrieval. C. Assists in maintenance of administrative, project and property records by ensuring information is accurate and up to date, and assists in general filing needs. . D. Provides service directly, by conveying or collecting information, issuing documents, or otherwise assisting in the services provided by the department. E. Initiates contact with other organizations or agencies as directed, to collect, research, or disseminate information. F. Prepares and distributes neat, concise, and accurate correspondence, reports and other materials. G. Maintains and schedules appointments for department head. Adopted by the Shorewood City Council on July 26, 1999. Secretary Page 2 of 4 H. Informs supervisor of the status of work assignments and coordinates work tasks with coworkers as appropriate. I. Assists in department budget preparation, implementation and monitoring. J. Assists others in tasks when asked or needed. II. Parks: A. Prepares and distributes Park Commission and Park Foundation agendas and packets. B. Attends all Park Commission meetings providing secretarial support and meeting follow-up, including the drafting of meeting minutes. C. Acts as staff liaison to the Park Commission, providing staff support and meeting follow-up for the City Administrator and Public Works Director. . D. Maintains all records and files on park information, park projects and proposals, and maintains park related policies and procedures. E. Coordinates the skating rink program, including but not limited to training, scheduling, and supervising personnel and rink usage. F. Coordinates, with the help of Minnetonka Community Educational Services, the use of all fields within the City for athletic events. III. Recycling: A. Reviews all correspondence regarding recycling and initiates appropriate response or action. . B. Assists in coordinating recycling / environmental efforts and promotional activities within the City. C. Attends recycling meetings as the City representative. IV. Elections: A. Assists in the administration of all elections, including but not limited to training of judges, organization of polling sites,. and maintenance of files. B. Assists in the maintenance of election equipment and supplies. Secretary Page 3 of 4 Minimum Requirements: 1. Education - high school graduate. Additional training in secretarial or computer skills desired. 2. One to three years of experience after high school, to acquire work planning and office practice skills. 3. Knowledge of correct English usage, including grammar and spelling; visual proofreading skills; ability to type with speed and accuracy and learn to use any required equipment. 4. Ability to compose routine answer to correspondence and inquires. 5. Ability to use the computer efficiently for word processing, spreadsheet computations, database management and other assigned applications. . 6. Ability to work effectively with others, by offering to help, responding to questions willingly, and looking for ways to improve cooperative efforts. 7. Ability to learn and remember facts about the department and staff; ability to plan ahead, accounting for intenuptions and other unanticipated events. 8. Ability to exercise tact and discretion; skill in listening to others with interest and conveying willingness to help; ability to respond promptly to other's requests. 9. Ability to prioritize work effort so work is accomplished promptly and on time. . 10. Ability to represent the employer positively and in a friendly manner; ability to establish, over time, a network of contacts who have the information needed. 11. Ability to organize a multitude of tasks, paper work. etc. 12. Ability to handle numerous interruptions and perform detail work accurately. 13. Knowledge of election practices and procedures. 14. Ability to maintain confidentiality. Secretary Page 4 of 4 Physical Demands: 1. While performing the duties of this job, the employee is regularly required to sit, talk, see and hear. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls and to operate a variety of office equipment. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. 2. Employee must occasionally lift and/or move up to 25 pounds. 3. Specific vision abilities required by job include close vision and the ability to adjust focus. The physical demands described above represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. . Work Environment: 1. The work environment is that of a typical office. \ 2. The noise level in the work environment is moderately noisy on an occasional basis. 3. Office equipment typically operated includes telecommunications systems, computers, dictating machines, calculators, typewriters, and collators. The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. . CITY OF SHOREWOOD Position: Part-Time Clerical Assistant Objective and Scope: Performs clerical duties under the direction of the Executive Secretary/Deputy Clerk. Relationship: Reports to: Executive Secretary/Deputy Clerk Specific Responsibilities: 1. Assists the Deputy Clerk in performing duties and projects. . A. Assists the receptionist with incoming telephone calls and refers callers to the appropriate department. Answers routine questions. Provides backup for receptionist during breaks and absences. B. Assists with issuance of various City licenses, permits, applications, scheduling, payments and mail. C. Attends Park Commission meetings as City recorder and prepares meeting minutes. E. Assists the Election Clerk with various election duties such as: absentee voting, registration, and clerical support. . F. Provides secretarial and general clerical assistance. 2. Performs other duties and assumes responsibilities as assigned. Requirements - Education and Skills: 1. Education - high school diploma. Training in secretarial or computer skills is preferred. 2. Know ledge of municipal office operations and filing systems. 3. Ability to compose routine answers to correspondence and inquiries. Adopted by the Shore wood City Council on July 26, 1999 Part Time Clerical Assistant Page 2 of2 4. Ability to use the computer efficiently for word processing, spreadsheet computations, data base management and other assigned applications. 5. Ability to work effectively with others, by offering to help, responding to questions willingly, and looking for ways to improve cooperative efforts. 6. Ability to exercise tact and discretion. 7. Must have outstanding grooming and deportment. Physical Demands: 1. While performing the duties of this job, the employee is regularly required to sit, talk, see and hear. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls and to operate a variety of office equipment. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. . 2. Employee must occasionally lift and/or move up to 25 pounds. 3. Specific vision abilities required by job include close vision and the ability to adjust focus. The physical demands described above represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment: 1. The work environment is that of a typical office. 2. The noise level in the work environment is moderately noisy on an occasional basis. . 3. Office equipment typically operated includes telecommunications systems, computers, dictating machines, calculators, typewriters, and collators. The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. CITY OF SHOREWOOD Position: Communications Technician Objective and Scope: This position is responsible for a variety of communications related duties including: preparation and production of monthly newsletter and other communication publications as assigned. This is a part-time position requiring approximately 10 hours per week, depending upon hours needed to fulfill job requirements. Relationship: Reports to: Executive Secretary / Deputy Clerk . Specific Responsibilities: 1. Responsible for Production of Monthly Newsletter c) d) e) f) . 2. a) b) a) Coordinates map - identifying projects, zoning and special interest items b) Researches topics and writes copy for special inserts and general newsletter articles Edits copy; proofs for grammatical and spelling errors Arranges for photos to be taken and incorporated Prepares final draft for printing Coordinates production of final product, including copying, folding and collation of inserts or additional pages Performs Other Communications Related Assignments as Directed Designs and produces fliers, brochures and other informational pieces Designs new formats of required notices (i.e. public hearings, project, etc.) upon request c) Develop promotional ideas for the Shoreline voice mailbox d) Work with staff on communication plans for referendums, surveys, special projects Adopted by the Shorewood City Council on July 26, 1999. Communications Technician Page 2 e) Updates Community bulletin board at City Hall f) Assist City staff in preparing presentations Minimum Requirements: 1. High school diploma or equivalent. Additional training preferred in journalism, graphic arts, or communications. 2. Working knowledge of municipal operations, procedures and functions. 3. Ability to coordinate activities with minimum supervision, and work independently. 4. Ability to utilize computer desk top publishing software. . 5. Understanding of concepts of design and knowledge of principles of typesetting. 6. Ability to communicate effectively, both verbally and in writing, using various formats. Physical Demands: 1. While performing the duties of this job, the employee is regularly required to sit, talk, see and hear. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls and to operate a variety of office equipment. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. 2. . Employee must occasionally lift and/or move up to 25 pounds. . 3. Specific vision abilities required by job include close vision and the ability to adjust focus. 4. Specific hearing abilities required by job include to hear and understand people in person and on the telephone, and to be able to respond orally with appropriate information. 5. Considerable ability in fine motor skills required to operate keyboard 6. Considerable ability to understand computer operations. The physical demands described above represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Communications Technician Page 3 Work Environment: 1. The on-site work environment is that of a typical office. Some work may be done at on off-site location at the direction of staff and consent of employee. 2. The noise level in the work environment is moderately noisy to very noisy on an occasional basis. 3. Office equipment typically operated includes computers and duplicating and folding equipment. . The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. . CITY OF SHOREWOOD Position: Planning Director Objective and Scope: Manages and directs all activities in the planning and building departments. Responsible for budget, staff, planning strategies and broad operational knowledge. Responsible for administration of the Comprehensive Plan and administration and enforcement of the City development and construction codes. Coordinates the activities of the planning and building departments with legal, engineering, administration, finance, public works, and public safety departments. Relationship: . Reports to: City Administrator Supervises: Planning Assistant and Building Official Specific Responsibilities: A. Planning. 1. Prepares and updates the City Comprehensive Plan. Coordinates and implements long range, citywide, neighborhood and area planning activities. 2. Review land development plans for consistency with city plans, land use regulations, and policies. . a. Administer land use control ordinances and implementation of the City's Comprehensive Plan on a daily basis, and routinely provides information concerning city planning procedures, standards, and policies to residents, businesses, developers, and others involved in the land development process. b. Administer development plan review procedures from the time of initial inquiry by a prospective developer until such time as the development plan is approved (completed), denied, or withdrawn. c. Make recommendations concerning specific development plans based on City Plans, ordinances, policies, and professional planning practices, in the form of oral and written reports directed to the City Council and Planning Commission. 3. Provide primary staff support services to the Planning Commission. Adopted by the Shorewood City Council on July 26, 1999. Planning Director Page 2 a. Supervises or prepares meeting agendas, public hearing notices, staff reports and supporting materials. b. Attend all meetings and present oral reports on land use planning and development issues as needed. c. Conduct special studies and provide special information to Planning Commission and City Council, as requested from time to time. d. Coordinate advisory body recommendations with the City Council. 4. Participates in special committees established to address specific planning and related issues. 5. Conduct special planning studies, and perform other related work as assigned by the Administrator, including the development of short-range plans, new or . modified land use regulations, administrative procedures, etc. 6. Monitor activities of the Metropolitan Council that may affect local planning authority and decision-making, and report such activities to the Administrator. B. Zoning Administration. 1. Administers zoning procedures for variances, appeals, conditional use pennits, rezonings, zoning text amendments, and subdivisions. Provides information concerning zoning procedures and standards on a daily basis to residents, businesses, developers, architects, and others involved in the development of property. 2. Monitors and updates zoning and subdivision codes to reflect changes in State laws and in response to development trends. . 3. Reviews building plans for compliance with City zoning a. Interprets zoning code to determine applicability to specific building and development proposals. b. Works with builders, architects, engineers, etc. to assist with pre-construction planning and to determine plan modifications necessary to comply with codes. 4. Enforces zoning and property maintenance codes. a. Receives and investigates complaints concerning alleged zoning code violations. Planning Director Page 3 b. Determines whether or not code violations exist, and meets with violators to inform them of specific violations and necessary corrective measures. Issues violation notices when necessary. c. Assists City Attorney in prosecution of building and zoning code violations. 5. Prepares resolutions for City Council consideration with regard to planning, zoning and inspection cases and issues. 6 Prepares development contracts and escrow agreements to ensure developer and builder compliance with City Codes and approved plans. 7. Prepares and administers environmental regulations intended to protect natural characteristics of the community, including but not limited to wetland protection, tree preservation and reforestation. . c. Supervises staff assigned to, or associated with, the City Planning and Zoning Department and Protective Inspections Department. 1. Evaluates through periodic review the performance of planning, zoning and inspection staff. 2. Responsible for professional development of planning and inspection staff. D. Responsible for submitting Planning and Zoning Department and Protective Inspection Department budgets to the Finance Director and City Administrator within appropriate time frames and manages said operating budgets throughout the year. Requirements: . 1. Education: Bachelor's Degree in Urban Planning or related field, or a sufficient mix of related education and experience to carry out job responsibilities. 2. Experience: Minimum of three years in a responsible municipal or consultant planning position, with supervisory experience desired. 3. Thorough knowledge of state and federal regulations, policies and procedures which apply to urban planning and zoning. 4. Ability to perform analyses of detailed development requests for presentation to the City Council or other group. 5. Ability to formulate, initiate and administer policies and procedures which apply to planning, zoning and building inspection. Planning Director Page 4 6. Knowledge of office systems, especially computer and information processing systems. 7. Ability to supervise and motivate Planning and Zoning and Protective Inspection Department personnel, and to delegate tasks to appropriate personnel. Physical Demands: 1. . While performing the duties of this job, the employee is regularly required. to sit, talk, see and hear. The employee frequently is required to use hands to finger, handle or feel objects, tools, or controls and to operate a variety of office equipment. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, or crouch. 2. Employee must occasionally lift and/or move up to 25 pounds. 3. Specific vision abilities required by job include close vision and the ability to adjust focus. . The physical demands described above represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment: 1. The work environment is that of a typical office. 2. The noise level in the work environment is moderately noisy on an occasional basis. 3. Office equipment typically operated includes telecommunications systems, computers, dictating machines, calculators, typewriters, and collators. . The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. CITY OF SHOREWOOD Position: Building Official/Inspector Objective and Scope: Administers regulations pertaining to building construction, including enforcement of building codes and related City Ordinances. Performs inspection of all building construction acitivities, nuisance complaints, and zoning violations. Relationship: Reports to: Planning Director Specific Responsibilities: . A. Administers building permit procedures. 1. Provides information concerning building permit procedures and standards on a daily basis to residents, businesses, developers, architects, and others involved in building construction activities. 2. Establishes and maintains records of all building permit inspections. 3. Determines charges for permits and collects permit fees prior to issuance of permits. B. Reviews building plans for compliance with City building and related codes. 1. Interprets building and related codes to determine applicability to specific building and development proposals. . 2. Works with residents, builders, architects, engineers, etc. to assist with pre-construction planning and to determine plan modifications necessary to comply with codes. C. Performs on-site inspections for all building construction work, zoning violations, and nuisance complaints to determine code compliance. Inspection responsibilities include building setbacks, footings and foundations, framing, plumbing, mechanical, and final inspections. Adopted by the Shorewood Citj Council on July 26, 1999. Building OfficiallInspector Page 2 , D. Enforces building and related codes. I. Receives and investigates complaints concerning alleged building code violations and zoning code violations as directed by the Planning Director. 2. Determines whether or not code violations exist, and meets with violators to inform them of specific violations and necessary corrective measures. Issues Building Code violation notices when necessary. Requirements: 1. Education: High school graduate with coIlegecoursework in building inspection technology, architecture, engineering, or related fields. . 2. Certification by the State of Minnesota as a qualified Building Official and valid Minnesota driver's license is necessary. 3. Experience - A minimum of two (2) years of related experience. Educational or work experience in building construction trades. 4. Administers the Building Official duties in a sound, businesslike manner which commands the respect of the public as well as other City personnel. 5. Ability to handle public contact with tact and effectiveness. 6. Monitors the activities of the State Building Code Division and keeps current on changes to State laws and codes pertaining to construction. . 7. Keeps current on changes and innovations in construction techniques and materials. 8. Some experience with basic computer programs and equipment. 9. Ability to work effectively and harmoniously with others under a minimum of supervision with varying demands. . . CITY OF SHOREWOOD Physical Demands & Job Description Supplement Position: Building Official/Inspector Department: Building WORK ENVIRONMENT: Normal Shift = 8 hours 8:00 a.m. to 4:30 .m. PHYSICAL DEMANDS Physical Activity Frequency N = Never S = Seldom o = Occasional F = Frequently C = Continuous - represents 1-5% - represents 6-33% - represents 36 - 66% - represents 67 - 100% Check Fre . Describe: X Walking/Standing F X X F o N o Ladders N o o o S X X X X X X X etitive activi F Tele hone F Ladders or similar e ui ment F Use of com uter and other office and e ui ment F Drivin vehicles, walkin Adopted by the Shorewood City Council on July 26,1999. Building OfficiaJ/Inspector Page 2 Liltin : Above shoulder Waist to shoulder Knee to waist Floor to knee Ca ill Comments Ph sical Senses: X Vision X Color vision X Hearing X X X All areas of oSItIon Identification of ro' ect markers or ma identifiers Telephone, communicating with residents and coworkers, em 10 ees Communicate roblems & solutions Gases, sewer ases Environmental Conditions - .lob Hazards: Hazardous Substance Fre . Descri tion X Gases N X Chemical N X Fumes N X Dust F Dust & dirt, etc. - construction site conditions . Ph . I A ts D .b lYSICa ~2en escn e X Extended Day X Heat, cold, freauent temp. changes Outside conditions X Wet, dry Outside conditions X Noise Typical construction site conditions X Vibrations Typical construction site conditions X Unprotected heights Tvpical construction site conditions X Electrical hazards Typical construction site conditions X Mechanical hazards (equip., Equipment moving Parts) . X Time spent outside 60% Variable X Time spent inside 35% Variable X Time spent in vehicle 5% Variable . Additional Requirements: (i.e. driving, reading) Physical exam required. Page 2 of2 CITY OF SHOREWOOD Position: Planning Assistant Objective and Scope: Assists Planning Director in the administration of the Comprehensive Plan and administration and enforcement of the City Zoning Ordinance and building codes. Maintain records of building permits, related reports, and planning project accounting. Performs clerical functions as directed by the Planning Director. Relationship: Reports to: Planning Director . Specific Responsibiltiies: A. Planning 1. Provide information, explanations and assistance concerning Gty planning procedures and zoning regulations and policies to residents, businesses, developers, and others involved in the land development process, as directed by the Planning Director. 2. Provide staff support services to the Planning Commission. A. Coordinate Planning Commission meeting schedule changes. B. Prepare legal notices of public hearings, and comply with State Statutes and local ordinances regarding publication of notices in official newspaper, and mailing to affected residents. . C. Collect, assemble, and distribute information packets for Planning Commission. D. Monitor and revise Planning Commission minutes as needed. 3. Research Ordinances and conduct surveys of other communities as directed by Planning Director. 4. Conduct special projects as assigned by Planning Director. 5. Prepare and maintain updates to Land Use Map. 6. Assign addresses/ street numbers to newly created parcels and lots and maintain updates to half-section maps. Adopted by the Shorewood City Council on July 26, 1999. Planning Assistant Page 2 7. Provide information on Flood Zone inquiries. 8. Maintain accounting of reimbursable planning projects. Monitor and code all invoices received from City Attorney and City Engineer for distribution to various planning projects. 9. Responsible for data entry and maintenance of property management data base. 10. Process memos and reports as directed by Planning Director. Maintain correspondence file. 11. Write routine correspondence and reports such as memos, inquiries, and status/ activity reports. . 12. Provide information to other City staff regarding miscellaneous Planning and Zoning matters. B. Building 1. Provide information conceming building permit procedures and standards to residents, businesses, developers and others involved in building construction activities as directed by Building Official. 2. Maintain data base of all building permits on computer. 3. Prepare reports on monthly, and quarterly basis, to Regional States and Federal agencies. . 4. Receive complaints of City Code violations and arrange for investigation and followup toward their resolution. Maintain ftles and log. 5. Prepare Certificates of Occupancy for Building Official and maintain files. Planning Assistant Page 3 Requirements: 1. Education - high school graduate, with minimum of three (3) years related experience. Attendance of workshops and seminars on Zoning and Land Use Laws is expected. 2. Knowledge of municipal office operations and systems. 3. Administer the Planning Director's duties, as directed, in a sound business-like manner which commands the respect of the public as well as other City personnel, 4. Ability to handle public contact with tact and effectiveness. . 5. Ability to maintain accurate and up-to-date records and complete reports. 6. Must be proficient typist with speed, accuracy, and good spelling and punctuation. 7. Should be a self-starter being able to compose routine answers to correspondence. 8. Previous experience with word processing, data base management, othe,r software applications, and computer equipment is required. 9. Ability to work effectively and harmoniously with others under a minimum of supervision with varying demands. 10. Must be familiar with all aspects of the Planning/Zoning Department duties to be able to fill-in as work load adjustments are required. . Phvsical Demands: 1. While performing the duties of this job, the employee is regularly required to si~ talk, see and hear. The employee frequently is required to use hands to finger, handle or feel objects, tools, or controls and to operate a variety of office equipment. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, or crouch. 2. Employee must occasionally lift and/or move up to 25 pounds. 3. Specific vision abilities required by job include close vision and the ability to adjust focus. Planning Assistant Page 4 The physical demands described above represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment: 1. The work environment is that of a typical office. 2. The noise level in the work environment is moderately noisy on an occasional basis. 3. Office equipment typically operated includes telecommunications systems, computers, dictating machines, calculators, typewriters, and collators. . The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. t, . . CITY OF SHOREWOOD Position: Finance Director/freasurer Objective and Scope: To plan, develop and supervise City financial functions in order to provide efficient, effective and accurate accounting and control systems for the City. Relationships: Reports to: City Administrator Supervises: All personnel associated with accounting and finance functions Specific Responsibilities: . 1. Administers financial activities and accounting operations of the City. A. Supervises all accounting functions, including cash records and control, receivables, payables, subsidiary reports and invoices. B. Performs cash flow analysis and supervises bank transactions. C. Prepares and distributes monthly financial statements. D. Prepares and provides quarterly financial reports and statements to City Council. E. Supervises accounting functions for City liquor Operations. . F. Reviews purchase orders and disbursement requests for compliance with City budget. G. Maintains financial ledgers, journals and subsidiary reports. H. Supervises operation maintenance of computerized accounting system. 2. Invests surplus City funds according to legally approved investment policies and guidelines. Maintains detailed records of investments. A. Anticipates City cash and liquidity needs and invests funds to provide necessary cash flow. B. Maintains the safety of invested funds while maximizing returns on investments in cornpliance with investment policies and guidelines. Adopted by the Shorewood City Council on July 26, 1999. Finance Director/freasurer Page 2 3. Supervises all payroll and personnel functions. A. Supervises the preparation of payroll checks for all City employees, and the maintenance of payroll records. B. Supervises preparation of withholding reports and deposits, and all monthly, quarterly and annual reports as required by law. C. Maintains employee personnel records and forms, and the computerized payroll/ personnel system. D. Administer employee benefit packages and programs and recommends system Improvements. . 4. Supervises the City utility billing function. Supervises preparation of quarterly utility billing and maintenance of computerized utility billing system. 5. With City Administrator, coordinates preparation of annual budget based upon goals and objectives of City Council. A. Prepares and manages Finance Department budget. B. Responsible for fmancial projections and budget estimates as required. 6. With City Administrator, annually reviews and updates City Capital Improvement Financing Program. . 7. Coordinates City risk management functions and administers all City insurance programs and policies. 8. Coordinates annual audit and preparation of year end reports. A. Prepares year end detail for Comprehensive Annual Financial Report (CAFR). B. Schedules annual audit and prepares work papers, summaries and all other information required by auditors. C. Provides audit and CAFR to City Council along with a summary of City's year-end fmancial status. 9. Plans and coordinates City data processing and computer system needs. Finance Directorffreasurer Page 3 10. Manages City special assessment procedures and records. A. Coordinates with City Engineer the preparation of special assessment rolls. B. Prepares and certifies all assessment of new levies, equalization, division splits, and delinquent certification to the Council for tax collection. 11. Monitor and draft legislation as it pertains to financial operation of the City. A. Inform City Council of impending or adopted legislation. . B. Draft ordinances, amendments and resolutions. 12. Supervise staff assigned to, or associated with, the City Finance Department. A. Evaluate, through periodic review, performance of Finance staff. B. Responsible for professional development of Finance staff. 13. Performs and provides financial analyses and reports to the City Council, Commissions, and City Administrator. Attends meetings as requested. 14. Responsible for the preparation and filing of State and Federal reports (e.g. annual Reserve Capacity Report for the Metropolitan. Council, assessment searches, homestead credit reports, etc.) . 15. Other duties as assigned. Requirements: 1. Education: Bachelors Degree in Accounting, Finance, Business Administration, or related field, or equivalent combination of education and expenence. 2. Experience: Minimum of three years in a responsible municipal finance, or related, position, with supervisory experience desired. 3. Thorough knowledge of state and federal regulations, policies and procedures which apply to municipal accounting and government finance. 4. Ability to perform analyses of detailed financial information for presentation to the City Council or other group. .r Finance Directorffreasurer Page 4 5. Ability to formulate, initiate and administer policies and procedures which apply to municipal accounting and government f1rlance. 6. Knowledge of office systems and machinery, especially computer and information processing systems. 7. Ability to supervise and motivate Finance Department personnel, and to delegate tasks to appropriate personnel. 8. Ability to work amicably with others in a small office environment. Physical Demands: 1. While performing the duties of this job, the employee is regularly required to sit, talk, see and hear. The employee frequendy is required to use hands to finger, handle or feel objects, tools, or controls and to operate a variety of office equipment. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, or crouch. . 2. Employee must occasionally lift and/or move up to 25 pounds. 3. Specific vision abilities required by job include close vision and the ability to adjust focus. The physical demands described above represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. . Work Environment: 1. The work environment is that Of a typical office. 2. The noise level in the work environment is moderately noisy on an occasional basis. 3. Office equipment typically operated includes telecommunications systems, computers, dictating machines, calculators, typewriters, and collators. The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Position: CITY OF SHOREWOOD Senior Accounting Clerk Department: Finance Department Objective and Scope: To carry out day-to-day activities and responsibilities in the Finance Department in the areas of receipts and deposits and utility billing and to assist the Finance DirectorfI'reasurer in other financial duties. Relationship: Reports to: Finance DirectorfI'reasurer Specific Responsibilities: . 1. Payroll A. Prepare monthly and bi-weekly payroll- collect time sheets. Verify hours and distribute to proper account. Get City Administrator and Finance Director approvals for office payroll. B. Enter payroll data - operate, monitor, control computer according to established routine for payroll applications. C. D. E. . F. G. Run corresponding reports and payroll checks. Maintain payroll records, deductions and benefit files. Prepare and submit payroll reports for Federal and State governments, PERA, and for deductions. Record payroll transactions to the accounting system. Prepare and submit all quarterly and yearly reports related to payroll, including W2 and 1099 information. H. Respond to all inquiries related to payroll. I. Responsible for regular data backups of automated payroll system. 2. Accounts Payable A. Track, sort, verify, and confirm incoming invoices and statements. Adopted by the Shore wood City Council on July 26, 1999. Senior Accounting Clerk Page 2 B. Verify authorization for charges. C. Prepare list for Council Approval. D. Verify bills with list approved by Council. E. Code disbursements to the proper account based on Chart of Accounts and Approved Budget. F. Enter disbursements into accounting system and print checks and corresponding reports. G. Prepare checks for distribution. H. File vouchers and claims. . I. Prepare checks for monthly financial statements. J. Respond to all inquiries related to accounts payable. I. Responsible for regular backups of data on automated system. 3. Receipts and Deposits A. Deposit cash receipts daily. B. Receipt more difficult transactions. . C. Data entry of daily receipts in computerized accounting system. D. Run appropriate reports from computerized accounting system. 4. Liquor Operations A. Preparation of liquor fund payables. B. Code disbursements to proper account, calculate discount. C. Enter disbursements into accounting system. D. Prepare checks for distribution. E. Maintain Liquor Detail of Sales and enter deposits into accounting system. Senior Accounting Clerk Page 3 F. Prepare and submit all government reports related to liquor operations. G. Monthly-prepare payables for financial statement. H. Respond to inquiries by vendors and liquor management related to payroll and payables. 5. Utility Billing A. B. . C. D. E. F. G. H. I. . 1. K. L. Create and update customer account files/records/meter books. Data entry of meter readings for quarterly and final billings. Review and verify billing edit reports for accuracy and unusual consumption and make necessary changes. Prepare, run, sort and mail utility bills. Post daily receipts. Prepare delinquent account data and apply delinquent penalties. Prepare utility shut-off notices and related reports. Coordinate with utility company for water shut-offs. Prepare delinquent assessment rolls for tax certification. Prepare and mail individual assessment notices for delinquent accounts. Respond to all inquiries related to utility billing. Annually prepare, sort, mail water meter cards. Inspect returned cards for problem meters and direct water company to investigate. 6. Other Duties A. Perform any accounting activity directed by the Finance Director, including monthly billing of miscellaneous accounts receivable. B. Assist in budget prepartion. Enter budget data into computer and run necessary applications. C. Perform secretarial duties for Finance Director, including statistical typing. Senior Accounting Clerk Page 4 D. Prepare monthly reconciliations of bank statements. E. Perform necessary monthly journal entry transactions. F. Prepare monthly financial statements and other necessary reports. G. Assist in maintenance and updating of computerized accounting systems. H. Assist Finance Director in maintenance of special assessment records and in inquiries relative to special assessments. I. Deliver mail to post office daily. J. Prepare labels for newsletters and special projects from the utility billing system. . Requirements 1. Education: Two years post high school education in accounting and SIX months experience in financial/governmental accounting or equivaIent. 2. Some knowledge of municipal accounting procedures. 3. Ten key proficiency, typing of 50 wpm, accurate statistical typing,and secretarial skills. 4. Knowledge of and experience with operation of computerized systems, and ability to implement and maintain computer software and data. . 5. Able to perform duties with a minimum of supervision, utilizing extensive evaluation and ingenuity in planning and carrying out assignments. Must meet daily, weekly, monthly, quarterly, and annuaI deadlines. 6. Ability to handle contact with public with tact and effectiveness. Physical Demands: 1. While performing the duties of this job, the employee is regularly required to sit, talk, see and hear. The employee frequently is required to use hands to finger, handle or feel objects, tools, or controls and to operate a variety of office equipment. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, or crouch. " Senior Accounting Clerk Page 5 2. Employee must occasionally lift and/or move up to 25 pounds. 3. Specific vision abilities required by job include close vision and the ability to adjust focus. The physical demands described above represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment: 1. The work environment is that of a typical office. . 2. The noise level in the work environment is moderately noisy on an occasional bas~. . 3. Office equipment typically operated includes telecommunications systems, computers, dictating machines, calculators, typewriters, and collators. The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. . CITY OF SHOREWOOD Position: City EngineerlPublic Works Director Objective and Scope: As City Engineer/Public Works Director this position plans, budgets, oversees, and in general, manages all contracted Public Works improvement projects; assists and advises the various departments of the City in engineering and technical matters; and performs the duties and responsibilities of City Engineer as set forth in the City Code. Relationship: Reports to: City Administrator/Clerk Supervises: Any person assigned to the engineering/public works department. . Specific Responsibilities: 1. Planning/Budgeting A. Coordinates the preparation of the annual5-year Capital Improvement Program under the direction of the City Administrator. B. Responsible for preparing and managing the engineering department annual operating budget. C. Responsible for implementation of the annual Capital Improvement Budget. . D. Develops, maintains, and administers engineering and design standards for public improvements. 2. Project Management Is responsible for project management of all City Capital Improvement Projects (i.e. drainage, parks, sanitary sewer, streets, buildings and water). A. Is responsible for the organization of all engineering and capital project files. B. Oversees and coordinates all consulting engineering services. . prepares, recommends, and oversees contracts for engineering services . reviews and approves bills for engineering services C. For each capital improvement project the engineer shall be responsible for: Adopted by the Shorewood City Council on July 26, 1999. City EngineerlPubIic Works Director Page 2 · project budget and cost estimates · schedules, memos, and correspondence · engineer's preliminary report (feasibility report) · prepares hearing notices, advertisement for bids and addendums · produces or reviews project plans and specifications and makes recommendations to the City Council . prepares bid tabulations . functions as construction contract administrator · responsible for project related applications and permits . · responsible for letters of credit, security agreements, warranty bonds and insurance certificates · prepares and recommends approval of change orders · approves invoices and progress payments · identifies and prepares for the acquisition of required easements and r.o.w., including oversight of survey and preparation of legal description activities. · recommends project final acceptance to the City Council and is responsible . for all releases · prepares the special assessment report and certifies special assessment rolls to the City Clerk 3. Is responsible for the structural integrity of the City's infrastructure (Le. buildings, streets, bridges, utilities, etc). 4; Advise the Public Works department of on-going Public Works' matters in relation to engineering accountabilities. S. Is responsible for quality control for public improvements undertaken by a private developer including developing design standards, review and approval of plans and specifications, inspecting and testing all improvements in preparation for recommending public acceptance by the City Council. . . City Engineer/Public Works Director Page 3 6. Is responsible for filing necessary reports, keeping proper records, and complying with all requirements in relation to the Municipal State Aid, (MSA) Highway program. 7. Is responsible for Park improvement project management. Works with the Park Planner on planning and designing functions, and the Administrator on project budgets. Attends Park Commission meetings, as necessary, as a staff resource. 8. Assists with planning and inspection issues relating to site improvements (Le. elevations, fill, drainage and utility hook up questions). 9. Reviews and comments on plats, rezoning, variances, conditional and special uses and other issues as requested in relation to engineering concerns. 10. Assists with health and safety issues (i.e. traffic flow, signage, and parking). 11. Ensures responsiveness to the public through effective relations with City residents. 12. Assists the general public in solving problems related to streets, right-of-way, utilities, parking, drainage and all matters related to City owned facilities. 13. Oversees City refuse collection and recycling programs. 14. Acts as official representative of the City in meetings with the Metropolitan Council and other agencies from the State, County, Federal government and neighboring communities in matters relating to engineering. Cooperate with private enterprise in matters affecting the City. 15. Responds to resident concerns and complaints relating to engineering accountabilities and keeps affected residents informed throughout the improvement process. 16. Other matters as may be assigned by the City Administrator or City Council. Reauirements: 1. Bachelors Degree in Civil Engineering or equivalent background. 2. Registration as a professional engineer with the State of Minnesota. 3. Ability to manage a budget and have experience in project management. 4. Ability to handle public contact with tact and effectiveness. 5. Coordinate effectively with other departments. City Engineer/Public Works Director Page 4 6. Ability to deal effectively with a variety of audiences, including City Administrators, City Council Members, the public, contractors and suppliers, and officials from other jurisdictions. 7. Ability to utilize engineering tools, such as a transit and must be computer literate. 8. Experience with, and working knowledge of the statutory public improvement special assessment process. 9. Good mechanical aptitude. 10. Thorough knowledge of State and Federal regulations, policies and procedures which apply to Public Works. 11. Ability to solve practical problems which arise daily in managing a municipal Public Works department. . . . . CITY OF SHOREWOOD Physical Demands & Job Description Supplement Position: Citv EmdneerIPublic Works Director Department: Public Works WORK ENVIRONMENT: Normal Shift = 8 hours (8:00 a.m. - 4:30 p.m.) PHYSICAL DEMANDS Physical Activity Frequency N = Never S = Seldom - represents 1-5% o = Occasional - represents 6-33% F = Frequently - represents 36 - 66% C = Continuous - represents 67 - 100% Check X Walking/Standing X X etitive activit X Use feet for repetitive movements Fre . F Describe: Walking around the office, visiting maintenance crew, or ins ection sites Desk work or drivin a vehicle Su ervisin crews, ivinO" instructions F o N S S o o F S C Tele hone C C Use of computer and other office and garage tools F Driving vehicles, walking Adopted by the Shorewood City Council on July 26, 1999. Liftin : Above shoulder Waist to shoulder Knee to waist Floor to knee Ca In Fre . N S 50 S 50 S 50 S 50 Instruments, transit, etc. Comments Ph sical Senses: X Vision X Color vision X Hearing X X X All areas of sItIon Identification of rooect markers or ma identifiers Telephone, communicating with residents and coworkers, em 10 ees Communicate roblems & solutions Gases, exhaust in sho , sewer ases . Environmental Conditions - Job Hazards: Hazardous Substance Fre . Descri tion X Gases S Exhaust, diesel fuel, sewer X Chemical S Aerosol, carb cleaners, solvents X Fumes S Fumes & exhaust, burnt wires X Dust S Dust & dirt on e ui ment X Heat, cold, fre uent tern X Wet, d X Noise Vibrations Un rotected hei hts X Electrical hazards X Mechanical hazards (equip., movin arts) X Time sent outside 20% X Time sent inside 75% X Time sent in vehicle 5% Describe Project management, attending Commission and Council meetin s Outside conditions Outside conditions Tical office and maintenance . Electrical hazards Equipment, moving parts Variable Variable Variable Additional Requirements: (i.e. driving, reading) Physical exam required. Page 2 CITY OF SHOREWOOD Position: Supervisor of Operations & Maintenance Objective and Scope: Supervises the general operations of the Public Works department including: program administration; employee supervision; facilities maintenance, including buildings, grounds, and public infrastructure; and equipment maintenance. This position will also assist the Director of Public Works in other administrative and supervisory duties. Relationship: Reports to: Director of Public Works Supervises: Equipment Operators, Laborers, and Seasonal Employees . Duties and ResDonsibilities: General: 1. Employee supervision within the department. 2. Assists and follows directions from the Director of Public Works in the operation of the department. 3. Maintains high performance standards at all times through diligent performance of his/her duties as a supervisor. 4. Defines and clearly delegates work assignments to complete tasks in a timely and effective manner. . 5. Assures that the work schedule set forth by the Director of Public Works is fulfilled in an effective manner. 6. Effectively utilizes the full work potential of assigned personnel at the most favorable payroll costs. 7. Shall be available at all hours during emergency conditions such as severe rainstorms, snow removal, ice control operations, and other duties assigned by the Director of Public Works. 8. Must be available for stand-by duty during the week on a rotating basis and will perform work on Saturday, Sunday and holidays as required. 9. Instructs all employees including seasonal and part-time employees in safe operation of equipment and proper performance of assigned duties. Adopted by the Shorewood City Council on July 26,1999. Supervisor of Operations & Maintenance Page 2 10. Operates all types of Public Works equipment and performs other maintenance duties as necessary . Administrative and Supervisory Duties: 1. Informs the Director of Public Works on observations and recommendations regarding department operations. 2. Assists the Director of Public Works with record keeping, planning improvement projects to maintain infrastructure. 3. Assists the Director in developing an annual operating budget for the department. 4. Maintains safe working practices through frequent observation of work crews as a means of preventing accidents; knows and maintains department guidelines for safe operation of equipment and vehicles; instructs department personnel in safe operation of machinery and vehicles; advises on risk management practices; responsible for department adherence to safety guidelines and manufacturer's manuals. . 5. Ensures preventative maintenance on City equipment is completed on a regular basis, and thorough records are kept. 6. Maintains good public relations through courteous treatment of the public. 7. In emergencies maintains public health by efficient and quick elimination of possible hazards. 8. Has the authority to assign and direct the work of subordinates. 9. May reward subordinates for good performance (letter of commendation). . 10. Can discipline subordinates for just cause (oral and written reprimands). 11. Has authority to adjust grievances of subordinates. 12. May make recommendations to the Director of Public Works regarding hiring, discharge for just cause, suspension for just cause, transfer and promotion of subordinates. Reauirements: 1. Education - High school graduate or GED. 2. Experience - Minimum of five years experience in public works or related field preferred. 3. Possess and maintain a Class B/Commercial Driver's License. . . r Supervisor of Operations & Maintenance Page 3 4. Possess and maintain a Class SD Wastewater Treatment Facility Operator Certificate. 5. Ability to perform in one or more specialty areas as assigned by the Director. 6. Ability to handle public contact in a courteous and tactful manner. 7. Ability to work effectively and harmoniously with others under a minimum of supervision with varying demands. 8. Able to operate with a minimum of supervision, make responsible decisions, and perform supervisory duties using independent judgment. 9. Be able to handle and maintain accurate and up-to-date records and complete reports. CITY OF SHOREWOOD Physical Demands & Job Description Supplement Position: Supervisor of Operations and Maintenance Department: Public. Works WORK ENVIRONMENT: Normal Shift = 8 hours (7:00 a.m. - 3:30 p.m.) PHYSICAL DEMANDS Physical Activity Frequency N = Never S = Seldom - represents 1-5% 0= Occasional - represents 6-33% F = Frequently - represents 36 - 66% C = Continuous - represents 67 - 100% Check X Walking/Standing Fre . Describe: o X X X Use feet for repetitive movements F C . S F S C o F S . C Tele hone C Hand tools C Use of computer and other office and garage tools F Driving vehicles, walking Adopted by the Shore wood City Council on July 26,1999. In Comments S 20 S 50 S 50 S 50 S 50 Tools, e ui ment Instruments, transit, etc. E ui ment, ladders, etc. Tools, seed, fertilizer Tools, seed, fertilizer Ph sical Senses: X Vision X Color vision X Hearing X X X All areas of oSItIon Identification of ro"ect markers or ma identifiers Telephone, communicating with residents and coworkers, em 10 ees Communicate roblems & solutions Gases, exhaust in sho ,sewer ases . Environmental Conditions. Job Hazards: Hazardous Substance Fre . Descri tion X Gases S Exhaust, diesel fuel, sewer X Chemical 0 Aerosol, carb cleaners, solvents X Fumes S Fumes & exhaust, burnt wires X Dust 0 Dust & dirt on e ui ment Ph ' I A t D 'b . lyslca ,een s eSCrI e X Extended Day Emerl2;encv on call X Heat, cold, frequent temp. chanl2;es Outside conditions X Wet, dry Outside conditions X Noise Tvpical maintenance l2;aral2;e equipment & office X Vibrations Power tools X Unprotected heil2;hts Truck boxes X Electrical hazards Electrical hazards X Mechanical hazards (equip., Equipment, moving parts movinl2; Parts) X Time spent outside 20% Variable X Time spent inside 75% Variable X Time spent in vehicle 5% Variable Additional Requirements: (i.e. driving, reading) Physical exam required. CITY OF SHOREWOOD Position: Light Equipment Operator Objective and Scope: The Public Works Department is responsible for a high level of maintenance of City property at the most favorable cost. The light equipment operator performs public works maintenance activities and performs related work as required. Relationship: Reports to: Reports to the Supervisor of Operations and Maintenance, or Director of Public Works in Supervisors absence. Specific Responsibilities: . A. Operates all types of public works equipment and performs manual labor functions as necessary for the following reasons: Installation or repair of sanitary, storm sewer or water systems Location of manholes, sewer lines, water lines, etc. including reading of sewer and water utility as-builts Maintenance of streets, parking lots, bridges, and City owned property including cleaning, patching, plowing, sanding, grading, and clearing Installation and maintenance of parks, beach and trails including: . Maintenance of irrigation systems Installation and maintenance of athletic fields Maintenance of ice rinks Construction and maintenance of trails Maintenance of swimming beach and equipment Maintenance of recreational buildings Perform lawn, tree, shrub and plant care activities B. Performs general maintenance, both interior and exterior, on City owned buildings. c. Performs carpentry tasks as needed on City owned property. D. Maintains safe working practices as a means of preventing accidents; follow department guidelines for safe operation of equipment and vehicles; and follow safety guidelines and manufacturers manuals. Adopted by the City Council on July 26, 1999. Light Equipment Operator Page 2 E.. Performs preventive and routine maintenance on City equipment on a regular basis and maintains thorough records as required by Supervisor. F. Performs material handling activities including loading and unloading materials. G. Maintains good public relations through courteous treatment of the public. H. Maintain public health and safety by efficient and quick elimination. of possible hazards. I. Shall be available during emergency conditions such as severe rainstorms and during snow removal and ice control operations as required by the Supervisor. J. Must be available for stand-by duty during the week on a rotating basis and will perform work on Saturday-Sunday and holidays as required. . Requirements: I. Education - high school graduate. 2. Minimum of 3 years experience in public works or related field preferred. 3. Class B commercial drivers license with tanker endorsement. 4. Ability to perform in one or more specialty area as assigned by the Director. 5. Ability to handle public contact in a courteous and tactful manner. 6. Ability to work effectively and harmoniously with others under a minimum of supervision with varying demands. . 7. Be able to handle and maintain accurate and up-to-date records and complete reports. 8. Be able to operate with a minimum of supervision and make responsible decisions on his/her own initiative. LIGHT EQUIPMENT OPERA TORS ARE ASSIGNED IN ONE OR MORE SPECIALTY AREAS AS DEFINED BY THE DIRECTOR OF PUBLIC WORKS Specialty areas include: . 1. Auto Service Worker 2. Tree/W eed Inspector 3. Park Maintenance 4. Street Maintenance 5. Safety Coordinator 6. Sewer Certification 7. Water Certification 8. Utility Location/Maps & As-builts 9. WeldinglFabrication 10. Heavy & Light Equipment Operation Description of Task for Each Specialty Position (tasks are not limited to those listed): 1. Auto Service Worker: Performs designated preventative maintenance activities on assigned vehicles in the City equipment inventory: . a. Receives assignments from Equipment Coordinator or his designated representative; b. Performs all of the replacements, functions and service checks contained on the Preventative Maintenance (P.M.) Service and Inspection Report; c. Makes observations and notes any suspected future repair or maintenance requirements of the vehicles; and d. Having completed the P.M. functions on the vehicle, test the vehicle for proper performance. Records time and materials used: a. Immediately following completion of the P.M. functions and/or replacements, accurately records the amount of time spent in performing those functions on the P.M. Service and Inspection forms; and b. Simultaneously records the appropriate parts, repair items and lubricants used in this function. Performs clean-up of work area and tools: a. At close of day or as time allows, sweeps accumulated debris, etc., within the work area; b. Following completion of assigned tasks, cleans and replaces tools used. Performs more technical mechanical repair and replacement when assigned: a. Will perform more technical automotive repair, mechanical replacements and/or welding in keeping with the individuals knowledge, abilities and technical . skills; b. Upon completion of the assigned repair, replacement, or welding; accurately records time and materials used in the repair or replacement; and c. Tests the vehicle to insure its proper performance. Assists mechanics when requested or assigned. Has the responsibility of keeping all City vehicles and equipment in a well maintained and safe operating condition and performing all work assignments in a safe and efficient manner. This position requires: Technical mechanical trainipg or substitute experience which qualifies the individual to perform all functions on the City P.M. Service and Inspection form without supervision or instruction. . Thorough knowledge of manufacturer's suggested maintenance frequencies, practices and materials for equipment in City inventory. Equipment: general cleaning, inspection (annually and daily), periodic servicing, repairs as needed, painting and sandblasting smaller equipment, and construction or modification. 2. Tree/Weed Inspector: Tasks include: inspection of weed conditions, handling citizen complains, mowing weeds on City property, mowing weeds on private property, and coordinating contracted weed spraying. 3. Park Maintenance: Tasks include: Grass: mowing, trimming, fertilizing, aerating, and re- seeding Trees & bushes: trimming, complete removal, and disposal of trees and brush Spraying weeds Buildings: construction, maintenance, seasonal set-up, and painting Signs: installation and maintenance Periodic inspection of all park facilities and equipment Construction: hockey rinks, ballfields, ballfield benches, picnic tables, gates, and parking areas . Irrigation system: spring start-up, periodic operation setting, and fall shut-down Christmas Lake access: collection and disposal of trash, snow plowing, and mowing and trimming Ballfields: dragging in-field, replace ag lime, fence maintenance, install bases, and store bases Tennis courts: cleaning, fence maintenance, re-surface court, and install and remove nets Basketball courts: repair nets and backboards, re-surface court and cleaning . Crescent Beach: collect and dispose of trash, install docks, remove docks, clean beach daily (lake weeds), store lifeguard boat, and repair beach equipment Volleyball court: install and remove net, repair net posts, and keep court sand clean Other tasks that may arise from time to time. 4. Street Maintenapce: Understanding of blacktop patching procedures, safe methods of street repairs and work areas, and daily maintenance of street equipment. Blacktopping: coordinate major overlays, patching, curbing road edge or comers, adjustments of manhole heights, road surface leveling courses, and disposal of excavated materials Shouldering: placement of crushed rock along road edges. and shaping, sodding, or seeding ditches 5. Safety Coordinator: 6. Sewer Certification: Sewer maintenance: open blocked sewer lines, flush sewer lines, and clean inside manholes. Inspect manholes for inflow and infiltration. 7. Water Certification: 8. Utility Locations/Maps & As-builts: Ability to read and understand City utility as-builts. Must be able to understand the Gopher State One-call Program and how to respond to same. 9. Weldinll/Fabrication: Ability to make repair to broken snowplows, dump boxes, trailers, lawn mowers, etc., by use of acetylene torch, arc welder, or wire feed welder in a safe and substantial manner. 10. Sewer & Water - locating sewer stubs, curb stops. Some crew members do not have sewer and water certificates that do these functions. . . . . .. . CITY OF SHOREWOOD Physical Demands & Job Description Supplement Position: Li2ht Eouipment Operator Department: Public Works WORK ENVIRONMENT: Normal Shift = 8 hours (7:00 a.m. - 3:30 p.m.) PHYSICAL DEMANDS Physical Activity Frequency N = Never S = Seldom - represents 1 - 5% 0= Occasional- represents 6 - 33% P = Prequently - represents 36-66% C = Continuous - represents 67 - 100% Describe: Workin on e ui ment, arks or roads Welding; repairing equipment; driving vehicles S When doing brake work, bench or overhead work; fla in x Standing in one place Reachin : X Above shoulders X Climbing-Height 20' S S X X X X S S o o X Repetitive movements (hands, wrists) P Adopted by the Shorewood City Council on July 26, 1999. Liftin : Fre Above shoulder Waist to shoulder Knee to waist Floor to knee Ca in Ph sical Senses: X Vision X Color vision X Hearin X Talkin X Smellin X Feelin Comments 20# 100# 100# 100# 100# . II S S S F arts arts arts . Environmental Conditions - ob Hazards: Hazardous Substance . Descri tion X Gases S Exhaust, diesel fuel, sewer X Chemical 0 Aerosol, carb cleaners, solvents X Fumes S Fumes & exhaust, burnt wires X Dust 0 Dust & dirt on e ui ment lyslca ~2ents escrl e X Heat, cold, frequent temp. changes Repair equipment outside X Wet, dry Snow, rain (off-site) X Noise Hammer, air wrench, engines X Vibrations power tools X Unprotected heights Truck boxes X Electrical hazards Welding cables X Mechanical hazards (equip., Equipment running, dump box moving parts) X Time spent outside 60% X Time spent inside 20% X Time spent in vehicle 20% Ph . I A D "b . Additional Requirements: (i.e. driving, reading) physical exam required. . . a .. 1999 SALARY ADJUSTMENT ANALYSIS 7/16/99 Camp Recomm- Annual Total Worth ended Present Salary Increase Incl T otal1999 Position Points Salary Sa"lary Increase FICA/PERA Benefits Adjustment Administrator 1062 65,843 65,843 0 0 0 0 Engineer/PW Director 1030 64,000 61,904 2,096 269 2,365 1,182 Finance Director 1025 63,600 57,005 6,595 846 7,441 3,721 Planning Director 923 61,401 54,761 6,640 852 7,492 3,746 Supervisor 0 & M 894 47,533 47,533 0 0 0 0 Building Official 815 46,700 43,784 2,916 374 3,290 1,645 Exe See/Deputy Clerk 780 46,000 40,665 5,335 684 6,019 3,010 Planning Asst 704 32,960 31 ,135 1,825 234 2,059 1,030 Sr Acct Clerk 569 36,134 34,927 1,207 155 1,362 681 Rec/Web Dev 517 30,579 28,070 2,509 322 2,831 1,415 Communications Tech (1) 501 14,410 11 ,798 2,611 335 2,946 1,473 Secretary 497 26,600 26,147 453 58 511 256 Part-time Clerical (2) 435 6,451 6,451 0 0 0 0 Totals 32,187 4,130 36,317 18,159 (1) Part-time position - salary adjusted at 80 hours/month avg. (2) Part-time position - salary adjusted at 60 hours/month avg. Liquor Ops Mgr Light Equip Operator Asst Liq Mgr Pt-time Liq Clerk 876 536 534 416 47,000 35,235 30,550 18,636 . . CITY OF SHOREWOOD RESOLUTION NO. 99. A RESOLUTION REVISING THE CITY OF SHOREWOOD'S WAGE AND SALARY PROGRAM WHEREAS, the City Administrator has submitted a full report to the City Council on wages and salaries for City employees; and WHEREAS, said report includes a detailed analysis in the areas of: Comparable Worth, changes in job descriptions, a local comparable salary survey, a market analysis of the 1999 Stanton Salary Survey group averages and of communities similar to Shorewood in population and recommendations on a revised wage and salary chart; and WHEREAS, the City Council has thoroughly reviewed said analysis and recommendations in a city Council work session. NOW THEREFORE BE IT RESOLVED, that: 1. The City of Shorewood's Wage and Salary Chart is hereby revised as shown on Exhibit A attached to and made a part of this resolution. 2. In order to hire and keep highly qualified city employees, it shall be the policy of the City to maintain pay ranges that are comparable to other similar cities in the local and metropolitan market. 3. Step 7 is considered top pay with Steps 8, 9 and 10 being considered "Stability Pay." Said steps are intended to acknowledge that keeping a good, stable work force is better than the instability of turnover. 4. The revision shall be implemented immediately and shall be made effective with the pay period beginning July 4, 1999. 5. The current pay step of each employee is highlighted on Exhibit A. 6. The incumbent in the Secretary position will skip Step 4 to prevent a loss in wages. ADOPTED by the Shorewood City Council on this 23rd day of July, 1999. ATTEST: WOODY LOVE, MAYOR JAMES C. HURM, CITY ADMINISTRATOR -#:38 City of Shorewood Pay Plan/Pay Ranges 1999 Exhibit A Stability Pay 3% Steps 1.5% Steps 1 2 3 4 5 6 7 8 9 10 Comp Worth Position Points Start 6 Months 1 Year 2 Years 3 Years 4 Years 5 Years Administrator 1062 54,845 56,542 58,290 60,093 61,952 63,868 65,843 66,831 67,833 68,851 Engineer/PW Director 1030 53,310 54,959 56,659 58,411 60,218 62,080 64,000 64,960 65,934 66,923 Finance Director 1025 52,9n 54,615 56,305 58,046 59,841 61,692 63,600 64,554 65,522 66,505 Planning Director 923 49,645 51,181 52,763 54,395 56,078 57,812 59,600 60,494 61,401 62,322 Supervisor 0 & M 894 39,594 40,818 42,081 43,382 44,724 46,107 47,533 48,246 48,970 49,704 Liquor Ops Mgr 876 39,150 40,360 41,609 42,896 44,222 45,590 47,000 47,705 48,421 49,147 Building Official 815 38,900 40,103 41,343 42,622 43,940 45,299 46,700 47,401 48,112 48,833 Exe See/Deputy Clerk 780 38,317 39,502 40,723 41,983 43,281 44,620 46,000 46,690 47,390 48,101 Planning Asst 704 34,318 35,380 . 36,474 37,602 38,765 39,964 41,200 41,818 42,445 43,082 Sr Acct Clerk 569 30,737 31,687 32,667 33,678 34,719 35,793 36,900 37,454 38,015 38,586 Light Equip Operator 536 31,193 32,158 33,153 34,178 35,235 Liquor Mgr 534 27,046 27,882 28,744 29,634 30,550 33. Rec/Web Dev 517 27,072 27,909 28,n2 29,662 30,579 31,525 32,500 32,988 33,482 Communications Tech 501 26,006 26,811 27,640 28,495 29,376 30,284 31,221 31,689 32,165 32,647 Secretary 497 24,989 25,762 26,559 27,380 28,227 29,100 30,000 30,450 30,907 31,370 Clerical 435 21,293 21,952 22,631 23,331 24,052 24,796 25,563 25,946 26,336 26,731 Liquor Clerk 416 15,523 16,003 16,498 17,009 17,535 18,On 18,636 18,916 19,199 19,487 NOTES: Salary in Bold Denotes Current Step Light Equipment Operator position is under contract and will be negotiated. Liquor positions must be added upon further review. 1. Step 7 is the normal salary/wage cap (TOP). It is based on averages for similar positions in cities with similar populations, number of employees, location and job descriptions. 2. Normally, an employee would be hired at Step 1 - 82% of the TOP. 3. After probation (6 months), an employee would go to Step 2 - 85% of the TOP. 4. After 1 year, an employee would go to Step 3 - 88% of the TOP. 5. After 2 years, an employee would go to Step 4 - 91% of the TOP. 6. After 3 years, an employee would go to Step 5 - 94% of the TOP. 7. After 4 years, an employee would go to Step 6 - 97% of the TOP. 8. After 5 years, an employee would go to Step 7 - 100% of the TOP. . Step 7 shall be considered the top of the pay scale. Steps 8,9 and 10 are stability pay steps. Employees whohave reached the top of the pay scale shall be given stability steps based upon the following criteria: 1. Employees with 10 years of service and with an overall performance evaluation rating of "meets expections" will advance to Step 8. 2. Employees with 15 years of service and with an overall performance evaluation rating of "meets expections" will advance to Step 9. 3. Employees with 20 years of service and with an overall performance evaluation rating of "meets epectations" will advance to Step 10. Employees receiving an overall performance evaluation rating of "below expectations" will not be eligible for stability pay. Employees who exhibit exemplary performance with consistent excellent performance evalution ratings may move into these steps more quickly, may skip steps or may exceed Step 10 at the recommendation of their supervisor and approval of the City Administrator. , . . : Position: ReceptionisllWeb Developer Comoarable Worth Points: 4971Adiusllo 517) SALARY STEPS Population VIS In poalUon Vra wilh Cily 1 2 3 4 5 Shorewood 7.008 3 3 23,081 24,524 25,966 27,409 28,851 1 Mound 9,778 1+ 1+ $ 25,012 $ 26.053 $ 27,094 $ 28,135 $ 31,265 2 Orono 7,702 1 1 $ 21,216 $ 22,464 $ 23,691 $ 24,939 3 Wayzata 4.128 5 5 $ 26,250 Average Maximum (1-3): $ 27,485 NOTE: salary In bold denotes cUlrent pay. Shorewood - IIlls position requires approximately 25% 01 dIe lime dedlceted 10 web malnlenance, 1 Similar polllllon: lillcretary/receplionls\. Dillarence: no web Involvement. 2 Does nol <lO web silellCllvlllus, handtas majority of copying & lIIil'll (parHllIle) 3 DllIerences: No web devetoomenl. Slanton Report,. Comparison of Groups 6 & 7 (mln.-max.) Min. Max. Group 6 $ 26,052 $ 33,000 Group 7 23,676 29,666 Avo 01 2 GrouDlI 24,864 31,434 Shorewood 23,078 28,848 Stanlon Report. Two Above & Below: Recepllonlsl: Min. Max. Web Developer: SI Anlllony $ 24,612 $ 32,820 Min. Max. Orono 25,056 29.484 1 Richfield 24,419 31,221 Shorewood 23,076 28,848 2a Mpls Level 2 33,878 47,266 Spring Lk Pk 21,696 26,868 2b Mpls Level 3 38.426 53,612 SI Paul Park 27,252 32,064 2c Mpls Level 4 40,566 56,602 Avo Non-Sllorewood $ 24 654 $ 30 309 3 Plvmoulh 25 272 34,299 Recommended Range: (Salary In bQklls recommended for Ihls position althis lime) Slabilitv Pav 3% Sleps I 1.5% Steps 1 2 3 4 5 6 7 8 9 10 Slart 6 monlh 1 yr 2 yr 3yr 4 yr 5 yr $ 27,072 $ 27 909 $ 28,772 $ 29,662 $ 30,579 $ 31,525 $ 32 500 $ 32,966 $ 33,462 $ 33.985 1 Differences: Responsible for writing articles for newslefter & press releases, crealing ad malerials, brochures and pulllicalions. Organizes community evenls. Develops annual markeling pian and Community Developmenl web page. 2a Minneapolis: Level 2 Syslems 7 ste~s, 6 years; lull lime web developer using HTML code and software packages such as FronlPage. Requires degree In Compuler Science, Communicalions or Graphic Design 2b Level 3 Systems. HTML codlng and lunclionalily 01 site, Includlng search engines and databases 2c Level 4 Syslems - Responsible lor all funclionallly of site 3 Sr Clerk Typlsl assU/Oes responsiblllly of malnlalning web slle using HTML & software 10 sleps In pay range. currenlly al $15.18 . . .. - July 7, 1999 Certified PuMIc AccoUlI/anLs & Con.su./tanlS 7241 Ohms Lane Suite 200 Minne.apolis. MN 55439 Honorable Mayor and City Council City of Shorewood Shorewood, Minnesota We are pleased to confirm our understanding of the services we are to provide for the City of Shorewood for the year ended December 31, 1999 . We will audit the general purpose financial statements of the City of Shorewood as of and for the year ended December 31, 1999. The objective of our audit is the expression of an opinion as to whether the general purpose financial statements are fairly presented, in all material respects, in conformity with generally accepted accounting principles. Our audit will be conducted in accordance with generally accepted auditing standards and the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States, and will include tests of the accounting records of the City of Shorewood and other procedures we consider necessary to enable us to express such an opinion. If our opinion on the general purpose financial statements is other than unqualified, we will fully discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit or are unable to express an opinion, we may decline to express an opinion or may not issue a report as a result of this engagement. The management of the City of Shorewood is responsible for establishing and maintaining internal control. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits andIelated costs of the controls. The objectives of internal control are to provide management with reasonable, but not absolute, assurance that assets are safeguarded against loss from unauthorized use of disposition, that transactions are executed in accordance with management's authorizations and recorded properly to permit the preparation of general purpose financial statements in accordance with generally accepted accounting principles. In planning and performing our audits, we will consider the internal control sufficient to plan the audit in order to determine the nature, timing and extent of our auditing procedures for the purpose of expressing our opinions on.the City of Shorewood' s general purpose financial statements. We will obtain an understanding of the design of the relevant controls and whether they have been placed in operations, and we will assess control risk. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the general purpose financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the general purpose financial statements. (Tests of controls are required only if control risk is assessed below the maximum level.) Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed. 6)2.835.9090 · Fax 612.835.3261 #:3C, -- City of Shorewood July 7, 1999 Page Two , An audit is not designed to provide assurance on internal control or to identify reportable conditions. However, we will inform the governing body or audit committee of any matters involving internal control and its operation that we consider to ~e reportable conditions under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control that, in our judgment, could adversely affect the entity's ability to record, process, summarize and report financial data consistent with the assertions of management in the general purpose financial statements. Identifying and ensuring that the City complies with laws, resolutions, contracts and agreements is the responsibility of management. As part of obtaining reasonable assurance about whether the general purpose financial statements are free of material misstatement, we will perform tests of the City's compliance with applicable laws and regulations and the provisions of contracts and agreements. However, the objective of our audit will not be to . provide an opinion on overall compliance and we will not express such an opinion. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include tests of the physical existence of inventories, and direct confirmation of receivables and certain other assets and liabilities by correspondence with selected individuals, creditors and financial institutions. We will request written representations from your attorneys as part of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our audit, we will also require certain written representations from you about the financial statements and related matters. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. We will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether caused by error or fraud. Because of the concept of reasonable assurance and because we will not perform a detailed examination of all transactions, there is a risk that a material misstatement may exist and not be detected by us. In addition, an audit is not designed to detect . errors, fraud or other illegal acts that are immaterial to the general purpose financial statements. However, we wi inform you of any material errors and any fraud that comes to our attention. We will also inform you of any other illegal acts that come to our attention, unless clearly inconsequential. Our responsibility as auditors is limited to the period covered by our audit and does not extend to matters that might arise during any later periods for which we are not engaged as auditors. An audit of the general purpose financial statements performed in accordance with generally accepted auditing standards is not designed to determine whether the computer systems of the City are Year 2000 compliant, or to provide any assurance on whether the City has addressed all of the affected systems on a timely basis. further, we have no responsibility with regard to the systems of vendors, service providers or any other third parties. These are responsibilities of the City's management. However, we may choose to communicate matters that come to our attention relating to the Year 2000 Issue. '- City of Shorewood July 7, 1999 Page Three Management is responsible for making all financial records and related information available to us. We understand that you will provide us with such information required for our audit and that you are responsible for the accuracy and completeness of that information. We will advise you about appropriate accounting principles and their application and will assist in the preparation of your financial statements, but the responsibility for the financial statements remains with you. That responsibility includes the establishment and maintenance of adequate records and effective internal control over financial reporting, the selection and application of accounting principles, and the safeguarding of assets. We understand that your employees will prepare all cash or other confirmations we request and will locate any invoices selected by us for testing. . The workpapers for this engagement are the property of Abdo, Abdo, Eick & Meyers, LLP and constitute confidential information. Our fees for these services will be at our standard hourly rates plus out-of-pocket costs (such as report reproduction, typing, postage, travel, copies, telephone, etc.) except that we agree that our gross fee, including expenses, will not exceed $10,290. Our standard hourly rates vary according to the degree of responsibility involved and the experience level of the personnel assigned to your audit. Our invoices for these fees will be rendered each month as work progresses and are payable on presentation. The above fee is based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the audit. If significant additional time is necessary, we will discuss it with you and arrive at a new fee estimate before we incur the additional costs. Government Auditing Standards require that we provide you with a copy of our most recent quality control review report. Our 1998 peer review report accompanies this letter. . We appreciate the opportunity to be of service to the City and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us. Sincerely, ABDO, ABDO, EICK & MEYERS, LLP Certified Public Accountants ~l~~~n[~~~AcrMJj ~. City of Shorewood July 7, 1999 Page Four RESPONSE: This letter correctly sets forth the understanding of the City of Shorewood. Signature: Title: . Date: . CITY OF SHOREWOOD PARK COMMISSION MEETING TUESDA Y, JULY 13, 1999 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 8:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING DRAFT Co-Chair Arnst called the meeting to order at 8: 13 p.m. A. Roll Call Present: Co chair Arnst; Commissioners Puzak, Themig and Berndt; Mayor Love; Council members Garfunkel, Lizee and Zerby; City Engineer Larry Brown Absent: Co-Chair Dallman; Commissioners Colopoulos and Bensman . B. Review Agenda It was agreed to move agenda item #6 to be discussed under item #8. Puzak moved, Themig seconded to approve the agenda as amended. Motion passed 4/0. 2. APPROVAL OF MINUTES A. Park Commission Joint Meeting with City Council Minutes of June 22,1999 . Co-Chair Arnst offered her compliments (for the record) on the quality of the Minutes. Puzak moved, Berndt seconded to approve the Minutes as presented. Motion passed 3/0 with Themig abstaining. 3. MATTERS FROM THE FLOOR There were no matters from the floor. 4. REPORTS Commissioner Puzak reported that he has received information from a company, which is selling some used skate park equipment. There have been no further meetings or other activity on the skate park project since his last report. #5A Park Commission July 13. 1999 Page 2 5. DISCUSSION ON THE BLITZ (TRAILS, FREEMAN PARK BUILDING AND SKATE PARK) Arnst explained that the Commission has discussed a number of large projects over the last several years, and had considered the approach of a "community blitz" at its June 22 joint meeting with City Council. Council member Garfunkel had missed the meeting and was present at this meeting to share his concerns and learn more about the idea. Also, since the June 22 meeting, Mayor Love has talked with the City Finance Director about the concept of inter-fund borrowing. Garfunkel clarified that he would have been able to attend, but was not aware that the meeting was a joint meeting with Council because of a miscommunication. He has concerns on a couple of levels. One deals with the language of the resolution and the other is the actual request. He asked for background information as to the intent of the request because he doesn't have enough detail to approve the projects and move ahead. . He added that the language indicates a request for approval and he does not have enough information to make a judgment. Engineer Brown commented that at the last meeting he heard the Park Commission wanting support of a package with the hope that we work together and see these through to completion. The request was not for blanket approval. Staff was directed to draft a resolution to bring to the City Council, but the Park Commission did not get to review the draft before it was delivered to Council. Mayor Love added that in talking with some of the Commissioners, the idea was to gamer support and momentum for the projects. Perhaps the Resolution can be re-worded to better express the intent, which was to show support. Arnst explained that the Commission has been hashing over the issue of adding a park building at Freeman for couple of years. Plus, they want to keep the momentum going for . the trail process. Now, the more recent idea of a skate park is one where the Commission wants to build community support. They felt they needed to do something creative to get things done. The Commission thought, by asking the Council for support, the added participation and excitement would build momentum for all three projects. She agreed that the Resolution needs some word-smithing. Garfunkel expressed that perhaps he is just hung up on the language. As the resolution currently stands it is not something he could personally approve. He ~hinks the process is moving along for trails, and as far as funding, he would like to step back and look at what the Commission is trying to do. If there is not enough money, they need to get feed back from residents. Arnst stated that they need about $240,000 for the park shelter, which is already in the CIP. The total package needs roughly another $200,000. Garfunkel said that is a Park Commission July 13. 1999 Page 3 significant amount and we do need to put out there what we're talking about so folks will know. This means presenting the building plans to show something tangible. He reiterated that he understands the intent, but doesn't think this captures it. The words "immediate completion" also concerned Council member Garfunkel and will need some clarification. The other problem word is "blitz" which he noted is not just a sports term, but is a negative word from history. The actual definition in the dictionary is "a sudden destructive attack." He feels it is an inappropriate word for this purpose. Council member Zerby asked if the word "rally" is preferred. Garfunkel said it is a better word, adding that we live and die by the words we use, so careful wording is important. Co-chair Arnst suggested that the Commission do some word-smithing and come back with another draft of the resolution. . Garfunkel also pointed out that the work on trails is in process and some funding is already in place. He asked what else needs to be done there. Mayor Love agreed that the general intent must be clear so we do not go back and forth in meetings. Arnst explained that the Park Commission is simply trying to get the City Council involved. Garfunkel said the Council is always involved. Love added that the skate park is not in process or funded. The hope was to get fire under other people to excite them about all of the projects. The idea is that the combination of the projects will create momentum for the skate park idea. Garfunkel said to get the nuts and bolts together and start doing it. If he is shown the deal, he is happy to go along with it. He asked specifically on the multi-purpose building, what are we waiting on. Just by moving along on that will build excitement. A resolution is not really needed here. . Commissioner Themig added that the Park Commission is doing staff roles. In other cities the City Council chooses an idea, gives it to staff for plans and then it goes to the Commission. What he envisioned is that the Commission is looking for enthusiasm and vision from the City Council to go ahead. Garfurikel stated that he voted for a trail process I 1/2 years ago and it is now in place, so just move ahead with it. Arnst explained that the Commissioners feel something has been missing. They have been uncertain. One thing that ties her hands is the CIP. She has not been able to think outside of that box and is trying to do that now and is asking for the Council's support. Garfunkel pointed out that there are limited resources and we have to live within the budget, however we do have the money to do some of these projects. Mayor Love commented that the dialogue is good and we will all be working together to solve some issues. He personally felt that if the Park Commission came to the City Council with a plan for future revenue sources, there could be inter-fund borrowing. Garfunkel added that if they present the plan and the costs, the Council can then say, we're short here and can step in and borrow from there, etc. He needs to see a plan. Park Commission July 13. 1999 Page 4 Concepts are fine and he has already agreed to most of them. He thinks the skate park is a great concept, but we need a plan to see if it's feasible. There are a lot of what-ifs. Council member Lizee said that from the last meeting, her impression is that the Commission wanted the support and enthusiasm of the Council to get public support. Maybe the Commission has felt they have been out on a satellite and there is a need to create a partnership with the Council and both Commissions. Puzak pointed out that the Commissioners authored only a motion, not the resolution. It was written around the motion, but the Commission is not a party to the resolution. The spirit of the Commission's intent is in the motion. We asked for focus because the three projects are large and would be stressing staff and the budget. The Commission wanted to involve the City Council before moving ahead so they can know if the next steps are okay (details and funding, etc.). Garfunkel told the Commission to bring a plan with the price tag and then it can be . hammered out. The Council is in agreement on that. Love pointed out the intent, as we looked at the building, talked about details and how to trim, is to go with the lowest responsible bid. This is a way of showing in a reportable way to the community what we want to do. Puzak explained that some of the things the Commission needed help with are; resources, time, and the focus of more than just the Park Commission. We are able to say we have identified these items as a community asset and are now asking for help to move ahead. He reviewed the status of the three projects and the needs for proceeding. In order to get a skate park going, the Commission needs Mayors, Administrators and Commissions of all cities involved. The purpose of a blitz was to get the attention of all and that is what was asked for in the motion. Arnst asked Garfunkel if he had other questions. His comment was that he would not do . it this way by lumping all of the projects together. People will react differently to each of the projects. Disconnecting them would be more productive and would generate more awareness and lasting interest from the public. Themig said the problem when talking about individual items is that the funding of one affects the scope of the other projects. When we look at the ClP, one project disables the other projects because of limited funding. He added that the Council is looking to the Commission to be visionaries on projects, rather than solve nuts and bolts. Garfunkel said he sees the Council's role as policy-makers. This is a fiscal policy issue. Mayor Love felt it is the role of the Park Commission and City Council to work together to create the vision and show it to the community. He hears the Park Commission saying they feel isolated from the Council in dealing with the projects and that projects compete with each other. If there is a determined plan and funding source, the project should be a go. The skate park will take the effort of several Park Commissions. Once activity is Park Commission July 13. 1999 Page 5 shown they can also generate the interest of perhaps the Excelsior Area Chamber of Commerce and the American Legion Post. Council Member Lizee felt that because the various projects appeal to different groups, it would be better to keep them together. Zerby said priority is something the City Council needs to set. Garfunkel added that maybe the Commission is looking to the Council for a way to prioritize these projects. Or is the bottom line that we have more wants than resources in staff, money, or community support? Then we have to take one step at a time. . Engineer Brown commented that he has a problem with some items under the Funding Source Summary of the CIP. There are suggestions of policies, which do not have a history, such as Organization Building Surcharge or Sports Organizations-Maintenance. Love agreed that before the Council would consider inter-fund borrowing, those policies would have to be tightened up. Brown added he wants to make sure everyone knows there are still hurdles to jump through. Love said he feels inter-fund borrowfng is fiscally responsible. Garfunkel called it fiscally possible. Love said there would have to be a reasonable pay back schedule. Garfunkel said the concepts are fine, but he would need to see details. Arnst reiterated that the Park Commission's intent was to ask the Council to share their enthusiasm. We know there are hurdles and a process-and by natural order the projects will not happen all at the same time. They have shared their excitement and continue to ask the Council for their support. Garfunkel said he appreciated being heard. Love asked him if there was a resolution that met the things they have talked about, would he support it. Garfunkel said yes, but he would not know for sure until he could see the document. He added that he agrees with the projects themselves. . Themig asked Garfunkel if he has concerns on any of the projects. Garfunkel said he has some concerns on the trail segment for Smithtown. It is unclear where the trail starts and ends and it seems to connect to nowhere. Themig pointed out that it goes to the LRT. Brown explained that the original discussion was to stop at Strawberry Lane, but after cost estimates were in, the Park Commission asked to see a bid for a trail to the LRT. Garfunkel was okay with that idea. Mayor Love said he hears a consensus on the projects, but it is going to take some working through the details. Success is already apparent because they are having good dialogue. Zerby asked what it would take to get the park building to move ahead. Brown said he would next go to the Planning Commission with the conditional use permit. Garfunkel asked for plans or drawings so the Council can direct the Planning Commission to proceed. Park Commission July 13, 1999 Page 6 Brown clarified the procedure, stating that on the next City Council meeting agenda there would be a motion to support the concept plan. Garfunkel added that they can work on details afterward. Once it is out there as a concept, it can later be trimmed if needed. Commissioner Berndt asked for clarification on the skate park idea. Puzak said it is for use by both roller blades and skateboards, adding that the kids will hopefully work on the design. Themig reported that the City of Shoreview just completed a skate park and it is described as a success with a lot of merit. Puzak views the skate park as almost a community service project, somewhat like the Southshore Center. This one is hopefully teaching young people to get involved in community service. Council member Garfunkel suggested making a resolution contingent on the participation of other cities. That puts the ball in their court. Once we put up our $5,000, we can ask others to contribute. Arnst asked who would go to the other cities. Mayor Love said he will, plus they can form a team. Brown asked if anything else needs to happen before approaching the other cities. The Council agreed to put it on their next agenda. Brown . asked the Park Commission for input on a draft resolution. Arnst will review the draft and fax her suggestions. Garfunkel thanked the Commission for hearing his input. Trail Design and Cost Estimates Engineer Brown introduced Don Sterna of WSB. Mr, Sterna displayed drawings for two options of the Smithtown trail segment designs and presented cost estimates. He stated that the goal is to get the trail from the future Victoria trail segment to Minnewashta School and also to extend to the regional trail. They were working with the idea of an off-street trail of 6 foot wide bituminous along one side (south) of Smithtown Road. Mr. Sterna reviewed terrain issues, explaining that the trail is mainly staying along the edge of the road because of safety concerns when a trail leads away from road. The plan includes a 6-foot boulevard, which may need to be reduced to 4 feet in some spots. . Brown noted that part of the challenge has been that the first concept included a crossing on Smithtown and the Commission asked to see cost estimates for keeping the trail along one side of the road. When reviewed there were found to be a number of hurdles (ditching, etc.), plus costs are significantly more. Mr. Sterna added there are a lot of impediments along the way. In some areas it makes sense to install 6 inch bituminous curb to direct drainage. There are also some trees impacted with this plan. Brown added that the extent of tree removal will not be known until later. Drainage is the bigger issue. One way to get an agreeable trail in there may be through addressing drainage problems. The downside is that it adds a substantial cost. Right of Way may be another issue in some places. Brown explained that in parts where we are constrained by rights of way, curb and gutter was also undesirable. However, a bituminous curb and gutter-rather than concrete- may not be as much of a problem to those who prefer the rural feel of the neighborhood. Council member Garfunkel asked Park Commission July 13. 1999 Page 7 where rain and water run-off would go. Brown said there would have to be a storm sewer system. Sterna added that it would require workwith Watershed Districts. In preparing the cost estimates, WSB tried to make a stab at easement costs where applicable. Themig pointed out that if a trail goes in and we work with homeowners. the City is providing a trail which a lot of them want, and at the same time, addressing their water problems. Brown reiterated that because the area is basically flat, the only way drainage will be solved is with a storm sewer system. This adds a major cost, but it may win some people over to the idea of street reconstruction. . Mr. Sterna pointed out that Smithtown is a heavily used street. Brown said that MSA funding requires an 8-foot width for trails. Sterna added that the use of MSA funds would mean having to meet their criteria for the street as well. Bituminous curb mayor may not qualify for funding. Garfunkel pointed out that either way, water needs to be di verted somewhere. Arnst asked what needs to be accomplished next. Brown gave an overview of costs for both options. Sterna explained that the second she~t shows figures for the segment from Strawberry Lane to the LRT. For the entire segment from Victoria to the LRT, the 2 figures have to be combined. The estimate just to Strawberry Lane is $260,000. There are definite challenges to overcome. In some places the only way to deal with it is with the 6- inch bituminous curb. . The second plan is a look at just widening out a 6-foot shoulder to create an on-street trail. Council member Lizee pointed out site problems for traffic in areas near her neighborhood. Brown explained that WSB was asked to put a plan together from the technical aspect only. Crossings are undesirable. The City hears often about speeding on Smith town. Brown suggested that there may be a spot to break down the long stretch of road, emphasizing that he is not saying that stop signs will necessarily slow traffic down. Yet it is something to be considered. Arnst asked what happens with speeds when you add pedestrian traffic along the side. Sterna replied that anytime you can separate pedestrians from vehicle traffic, obviously safety is much better. Mayor Love asked if there were no permitting issues for the Watershed when the trail is separate from the road. No, was the reply. Brown added that because of privacy and easement concerns of the residents, he did look at an on-street option. The Park Commission desires an off-street trail. Co-chair Arnst asked if there are MSA funds available if the trail is off-street. Sterna said that MSA requires a minimum 8-foot width. Plus there are other requirements. Brown added that for a state project, the City has to go through a much larger process. Arnst asked if money is available in a separate fund if we incorporate stormwater management into the trail project. Brown said that the City has a stormwater Park Commission July 13, 1999 Page 8 management plan and they are currently identifying key projects to prioritize. Sterna added that if you are looking at using MSA funds, a portion of the storm sewer is eligible for funding. There are design caveats you have to meet. Puzak said that if considering MSA funds would require an 8-foot wide path, we need to go back to the neighbors and walk the site again with that option in mind. At the last walk, we were talking about a 6-foot path. Sterna said that a big hurdle is the drainage issue. Puzak said it is a cost we should be addressing anyway. It is an existing problem which some residents expressed that at the last walk. Sterna said that there seems to be drainage concerns and sections of the roadway that need to be reconstructed anyway, so do you incorporate both problems at the same time and avoid having to go back later. Brown pointed out that the condition of Smith town Road is taking on a more "rural character" every day. Also, the City has pressure to use state aid funds. In the next 5 to 7 years Smithtown will have to undergo roadway reconstruction. Local roadway funds are . available for some of the City streets. Love asked if Srnithtown would have to be widened to be improved with MSA funding. Brown said it would be a minimum of 26 feet if curb to curb. If there was no curb, MSA requires ditching, etc. Mayor Love pointed out that people want the road improved, but speeds kept down. Yet, when the road condition improves, speeds tend to increase. Garfunkel added that people have a false sense of security when there are curb and gutter on a street. Themig asked if the addition of a trail at the time of street improvement would lessen safety concerns for pedestrians. Sterna offered the idea of doing a curb on one side and ditch on other side. Brown commented that the other issue is clear zone. Brown added that he sees overwhelming support for a trail segment on Covington and Vine Hill, which is a great opportunity to bolster community support for the trail concept in Shorewood. It was thought that this segment could be done this year. Maybe the Smithtown segment can then be allowed more time for the Park Commission and City . Council to sit down in work study. Arnst added that people would need to see numbers for costs to residents with or without MSA funding. The bottom line is what is it going to cost and does it go into my space. Brown said Smithtown is scheduled for reconstruction from Country Club Road to Eureka in 2001. The road will continue to deteriorate over the next 4 or 5 years. However, there are other needs that are higher priority for the next few years. The state is urging the City to utilize MSA funds or loose them. Smithtown Road is scheduled for the year 2001 at 1.1 million dollars. Council member Garfunkel said the road is good now, and asked if it is prudent to rip it up to rebuild. Themig commented that the State says the City is not using available street funds now. Park Commission July 13, 1999 Page 9 Mayor Love said that every year we are seeing more pressure to get MSA standards to be more flexible. The MSA requirements do not always meet local needs. Garfunkel added that yes, the money is available but it comes with strings attached. Brown noted this year, for the first time, he has seen MSA flex in reducing the clear zone from 30 feet to 10 feet on areas with lower speed limits. . Sterna asked why put in a trail if you don't solve the existing drainage problems. The tricky part is with easements, especially where there are mature trees. We can look at alternatives to solve the drainage problems. Brown said the hurdle would be to get MnlDOT to accept Smithtown as a 30-mph road. He asked if that is practical. Love said the City of Minneapolis does work with moving hefty trees with good rate of success and asked if Shorewood could get that equipment. Brown said he thought transplanting trees larger than 4 to 6 inch diameter gets questionable, depending on the type of tree. Love thinks that is reasonable to look into as an option. Sterna said that a tree with 8" diameter is the biggest you want to move. Trees are a big issue. Some can be moved back. 10: 15 Council member Garfunkel exits. Brown asked to clarify the direction for the projects under consideration: Covington and Vine Hill trail, Smithtown Road, and Freeman park building, and the skate park. What he heard on the park building was to add 12 feet to the picnic pavilion area. The Commission agreed on that point, as well as the addition of at least one more stall in the womens restroom. Brown said he has clear direction on the two resolutions, but is less clear on the Commission's "assignment" regarding the 2 trail segments. . Arnst said as far as the Covington I Vine Hill project, the Commission has gotten comments and is still collecting comments. Themig suggested that draft resolutions on the park building and skate park be prepared for the next Park Commission meeting. Then we have a chance to review the drafts and forward them to the City Council. Trail construction is a year out anyway. Sterna recommended that if the Commission wants to have chance for public involvement, that they stay with plans and bids. He said to get their ducks in row this year, (survey, plans, etc.) and let out for bids in early spring. Brown added that he does not see that approach as a derailment of the whole process. He suggested to authorize WSB to collect data and come out with a design and continue in the preliminary design process. Get the survey and preliminary plan done so it's ready to bid on January 1. Themig said we still have a policy issue in terms of design on the table from Vine Hill folks who want concrete walks. Brown said that does not impact alignment or preliminary plans either way. Puzak asked if they could bid in October for construction in April. Brown explained why that would likely not achieve a good bid result. Puzak asked how we can make as much progress as possible. Brown said to do a good project Park Commission July 13, 1999 Page 10 should take 14 to 18 months. Themig added that the key is to bid at the first of the year and pointed out that the Commission has made progress toward that goal. Sterna said the trick is to be ahead, but not too far ahead. It seems like residents want to have more information and another look. That would be very tight to do yet this year plus it eliminates the chance for residents to have another look. He asked if some of the cost is to be funded by assessments from residents, saying that would change the process. Brown explained further about what that entails. Puzak commented that it doesn't change the decision time, but the implementation process. Other questions were raised about costs on the Smithtown trail plan, other data needed and further definition of the concretelbituminous issue for Vine Hill. Themig said he talked to one person who is concerned about his property value and the condition of bituminous in a few years. It seemed he was not that concerned about the additional cost of concrete for himself. Brown suggested, in the interest of conserving time, we can work on the feasibility report and draft of policy concurrently. Themig asked if the City Council would be comfortable with the Park Commission asking for additional consideration for Smithtown Road. Love and Lizee said yes. Themig suggested to move the Covington I Vine Hill project ahead and look at the long-term plan for Smithtown. Lizee pointed out that the City has promised residents thatSmithtown is on an equal plane with the Vine Hill project, adding that the two projects have very different considerations . Arnst asked what is the next step. Themig said it sounds like we need four separate resolutions, Mayor Love said bringing resolutions to Council leads to joint work sessions. Dialogue is critical. Brown said that to prepare feasibility reports would be the resolution. He was still unclear about the Commissions intent for Smithtown at this point. Love suggested more work sessions for Smithtown. . Brown said he will go to the City Council with a park shelter concept plan. On the skate park and Covington I Vine Hill projects he will order feasibility studies and ask to authorize a survey for Vine Hill at the July 26 Council meeting. Sterna asked if there is a current policy that trails will be bituminous and, if they are looking at upgrades to concrete, what is the policy for that. Brown said that staff will bring a draft policy to the Park Commission for their consideration. 10:37 Mayor Love and Council member Lizee exit. 7. PARK FOUNDATION A. Is It Fulfilling its Intended Purpose? Park Commission July 13, 1999 Page 11 Co-chair Arnst explained that in January the City Council asked the Park Commission to appoint a representative to the Park Foundation. They also asked the Commission to look into the purpose of the Park Foundation. At the same time, the Commission is looking into alternative funding and some big projects. She asked the Commission to put some ideas on the table for their vision for the Park Foundation and how they can help us with parks. One idea is to come up with visions, give them over to the Foundation, ask if they can do something within a timeline, and then come back to see where it sits. Themig suggested giving the Foundation the idea of the skate park as their number one focus. Puzak said it may confuse them since they have been working toward the concession stand goal to raise $10,000. He felt that a reason for not seeing a lot of productivity is because of the expectations we have set. He added that the Commission has ignored the Foundation as requests have come from Little League by not including them in the process. . There was further discussion on where the help is needed and the most appropriate project in which to involve the Foundation. The skate park is a multi-city project, which may work well with the Foundation, which is a group without borders. Themig suggested asking the Foundation to commit to $5,000 and ask the other cities for contributions as well. Arnst said she would like the Foundation to also help with public relations. Puzak cautioned not to throw too much too fast at them. Themig considers public relations as a role of the Park Commission. . Puzak brought up the fact that the Foundation's role has been so intangible. The intentions in a document are wonderful, but old. The words are there, but words don't make things happen. Themig added that by asking for dollars they will be out there promoting. Arnst asked what would be the timeline. Puzak recommended a joint meeting with the Commission and Foundation members. Themig suggested a March 1 deadline for their contribution toward the park building. Puzak cautioned the Commission to not put out a goal too quickly on the skate park. Brown said the land ownership is just a small technicality. The title transfer should be recorded soon. Puzak said that the City has not asked much of the Foundation and it would be too quick-paced to throw both projects at them so suddenly. Berndt added that the Foundation will need a time line in order to plan fundraising. Arnst suggested a joint meeting and asked about the idea of asking for a general donation of $15,000 per year for parks. Themig recommended they be committed to a specific project. Puzak agreed that it may be harder for the Foundation to work toward funds that are not earmarked. Themig suggested reviewing the original charge to the Foundation. B. Decision on Continuing or Changing the Foundation Arnst reviewed the ideas so far considered. Park Commission July 13, 1999 Page 12 Themig recommended to communicate their request and have a joint meeting to get idea of their commitment and to take a look at the whole structure of the Foundation. The Commission needs to give a charge first, then request a meeting and have some communications. Ideas for joint meeting time and agenda were discussed. It was agreed to meet at 6:30 p.m. on September 14 for one hour. The request will be presented for $10,000 by March 1 for multipurpose building and $5,000 for skate park at some other time. 6. REVIEW OF A DOCUMENT FOR TRANSFERRING OWNERSHIP OF PARK IMPROVEMENTS Co-chair Arnst asked the Commissioners to review the document (Att. #6) for the next agenda (August 10). 8. USER FEES . It was agreed to move this to the next agenda for discussion on how to put teeth to balancing the budget. With the help of the Mayor and Council, the Commission can do its part. ISLAND NEIGHBORHOOD WALK (Non-Agenda Item) The Commissioners looked at a draft letter to Island residents regarding the island neighborhood walk and discussed changes. Commissioner Themig will revise and forward a final draft to City Hall. A date for the walk is set for Saturday, July 24. 9. CONSIDERATION OF APPOINTING REPRESENTATIVE TO THE LAND CONSERVATION ENVIRONMENT COMMITTEE . Commissioner Berndt volunteered to be the representative from the Park Commission. Themig moved to recommend to City Council the appointment of Paula Berndt as Park Commission Representative to the Land Conservation Environment Committee. Puzak seconded and the motion passed 4/0. 10. CONSIDER REPLACEMENT OF CHUCK COCHRAN AS PARK COMMISSION REPRESENTATIVE TO THE PARK FOUNDATION Deferred to the August 10 meeting. 11. REVIEW OF TO DO LIST Park Commission July 13, 1999 Page 13 Commissioner Themig said he had information on aerators for the Manor pond and he will pass on a brochure to Engineer Brown Brown has received a preliminary design for the magic ,square along with prIcmg information, which he will present at the next meeting. 12. OLD BUSINESS There was none. 13. NEW BUSINESS . Commissioner Berndt said she is checking on recycling containers for Freeman Park, which would be for disposal of plastio items. Themig mentioned that the Park Commission had checked on recycling containers once before and found that the waste from Shorewood goes to the Hennepin County incinerator and is sorted there anyway. Puzak pointed out that the value is what we could be teaching youngsters by example. It was suggested that recycling could be incorporated into the building at Freeman. Berndt reported that the director at Peeper Meadow invited visitors to learn about pond restoration for the Manor pond project. Council Liaison Zerby reported that the scouts are painting the park trash cans tomorrow. 14. ADJOURNMENT Themig moved and Puzak seconded to adjourn the meeting. Motion passed 4/0. . The meeting adjourned at 11 :20 p.m. Respectfully Submitted, Connie Bastyr Recording Secretary CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927. (612) 474-3236 FAX (612) 474-0128. www.state.net/shorewood. cityhall@shorewood.state.net MEMORANDUM FROM: TO: Mayor and City Council James C. Hurm, City Administrator Larry Brown, Director of Public Works ~ . DA TE: July 21, 1999 RE: A Motion Approving Concept Plan for Multipurpose Building at Freeman Park Background The Park Commission has identified the need for a Multipurpose Building at Freeman Park. It has been suggested that this building support the following activities: . 1. Provide restroom facilities adequate to handle larger activity demands 2. Serve as a picnic pavilion with basic kitchen facilities 3. Incorporate an indoor activity area with storage facilities 4. Allow for convenient sale of concession goods for sports organizations 5. The indoor area is to be designed to serve as a warming house for future development of skating at Freeman Park. The Park Commission has conducted several site tours to facilities in other cities. This provided a broad range of ideas and concepts which other municipalities have used. Attachment 1 is layouts from the concept that has developed utilizing other facility layouts along with analyzing the needs of the parks. Building Characteristics Luken Architecture has prepared elevations and a floor plan for the building. In summary, the drawings show men and women's restrooms, a storage facility, a multipurpose indoor activity area, and a picnic pavilion. The following is a brief summary as to the development and suggested options for each of the four areas. t.'\ PRINTED ON RECYCLED PAPER .." Sc, . Mayor and City Council Freeman Park Multipurpose Building July 22, 1999 Page 2 of4 The plans propose two water closets and one lavatory for the restrooms. The original plan had incorporated three water closets, based upon the anticipated demand of Freeman Park. Concerns about minimizing the costs for the overall structure have reduced the plan to two water closets each (men's and women's). The Park Commission has directed Staff to include in the design plans, a bid alternate to add a third water closet to the facility. Therefore, the City Council and Park Commission can weigh the added costs, versus the anticipated needs of the park. It has been recommended that the bathrooms be able to be accessed from the interior of the building either open or locked dependent upon the needs of each activity. During ballfield activities, it is desirable to access only the restroom areas with the main-room and storage facilities remaining secure. Duri_ "main-room activities" it is likely that restrooms will be accessible from either inside or outside. Finalp during the skating season, it is important that the warming house attendant maintain an open access to restrooms to prevent vandalism or mischief, while providing adequate privacy. An 11' x 19' storage area has been provided for storage of concession goods, a secure area for any appliances during winter/warming house seasons, and a utility area for the furnace, water heater, and basic plumbing access. The interior main-room is approximately 34' x 22' and will consist of an open area with countertop, small sink area, and room for a refrigerator. A double door window has been provided to serve as a concession window. Similarly, double doors have been located to the open pavilion area to allow easy access and preparation of food during the larger events. The open picnic pavilion has been styled identical to the other picnic shelter already at Freeman Para Beams for the roof are to be pitched arch beams to minimize access to the gable area. This will heil'l' prevent vandalism, as there will be no area for kids to access. The picnic pavilion has been shown at 21' by 30.5'. Staff was directed to include a bid alternative that would modify the pavilion area to 36' x 30.5'. Site Plan Attachment 2 is the site plan for the shelter. As mentioned earlier in this report, the shelter is to be located north of the northerly parking area of Freeman Park. The plans indicate that an 8-inch diameter sanitary sewer main is to be extended from Eureka Road, to the shelter. One alternative to be investigated, if the project is approved, is to shift the sanitary sewer outside of the parking area to minimize disruption to the park. Mayor and City Council Freeman Park Multipurpose Building July 22, 1999 Page 3 of4 Currently, a small block structure located immediate south of the proposed building exists as an irrigation pump house. The original concept was to remove this structure and incorporate the pumps and irrigation equipment into the storage area of the multipurpose building. After researching this concept, it has been suggested that costs for re-piping the irrigation system and pumps would be cost prohibitive. Therefore, the existing irrigation building is to remain. . The exterior of the building has been shown as a wood siding on top of a masonry base. These materials were chosen to balance cost versus maintenance costs and durability over the life of the structure. Freeman Park does have a higher incident rate of vandalism than the other parks in the City of Shorewood. Costs and Funding for the Project: Costs for this project have been a subject of great debate. Reaction to preliminary estimates for the . project was cause for Staff to seek a preliminary cost estimate from a contractor who performs the trade of park/shelter construction. Due to the necessity for bidding of such a project, the numbers provided are only an estimate for budgetary purposes. Sanitary Sewer Construction Building Construction Building/Structural Design (estimated) Total $ 50,202 $192,027 $ 7.700 $249,929 . Attachment 3 is the draft Capital Improvement Program (CIP) which indicates a $250,000 expenditure for the Multipurpose Building and sanitary sewer in 1999. At this point in the season, it is more probable that if the project moves forward, funds would be spread over the fall/winter of 1999 and the spring of the year 2000. However, for discussion purposes and the programming of funds, the expenditure has been shown in 1999. This draft of the CIP includes interfund borrowing of $10,000 from the general fund in 1999, and the suggested organization building surcharge fees of $10,000 - $15,000. In addition, sports maintenance fees have also been listed. At this time, not all the revenues suggested in the CIP have been instituted by the City. These policy questions are still being reviewed by the Park Commission, and will take further study. The Park Commission has requested approval of the concept plan from the City Council, for the plan to move forward. Certainly, not all of the funding issues for this project, and others in the 5-year CIP, have been resolved. However, the Park Commission continues to seek out various forms of revenue potential such as fundraising or user fees for various activities in the park. 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Prjt Description 2004 Freeman Park a Park Building $ 200,000 b Sanitary Sewer 50,000 c Foul Ball Netting Field 2 4,500 h Roadway/Parking 38,000 Hockey/Skating Area 30,000 Badger Park d Overlay Tennis Courts 4,500 Cathcart Park d Overlay Court 3.500 e Warming House 36.000 SlIverwood Park Manor Park d Overlay Court 4,000 t Magic Square 5,000 Other Bleacher Improvement 5.000 5,000 5.000 5,000 5,000 9 Skate Park 5.000 TOTAL EXPENSES $ 269,000 $ 43,000 $ 8.500 $ 35.000 $ 9,000 $ 41,000 ... '.. CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD. SHOREWOOD. MINNESOTA 55331-8927. (612) 474-3236 FAX (612) 474-0128. www.state.netlshorewood. cityhall@shorewood.state.net MEMORANDUM FROM: TO: Mayor and City Council James C. Hurm, City Administrator Larry Brown, Director of Public Works ~ . DATE: July 21, 1999 RE: A Motion to Adopt a Resolution Authorizing Preparation Preliminary Design Plans for the Covington Road Vine Hill Road Off Street Trails On Tuesday July 13t\ the Park Commission conducted a neighborhood information meeting for the construction of off street trails along Covington Road and Vine HilI Road. The meeting was well attended by residents of the area, with positive support being voiced for the project. Attachment 1 is a map which shows the scope of the project. The first segment of trail is located on the north side of Covington Road. The trail is proposed as a 6.0 foot off street bituminous trail, which extends from the existing sidewalk along Silverwood Park, to Vine Hill Road. The length of this . segment is 1,700 feet and has an estimated project cost of $68,563.95 (refer to Attachment 2). The Second segment of trail considered as part of the same project, is an off street trail on the west side of VinehIl Road. Preliminary concepts of this plan indicated that this trail will also be a 6.0-foot bituminous trail, and would extend from the existing trail south of the intersection Waterford PlaceNine Hill Road, to 190 feet north of Waterford Place. During the public information meeting and other park/trail meetings, there have been several residents, which have petitioned the City to consider a concrete surface, versus an asphalt surface. Petitioners were concerned about the aesthetics and durability of an asphalt surface versus concrete. The total length of this segment of trail is 2,870 feet with an associated project cost of $76,837.43 (refer to Attachment 3). The issue of concrete versus bituminous has received a great amount of debate. Thus far, the recommendation of the Park Commission has been to offer residents the standard of a bituminous trail. A concrete walk is approximately twice the cost of the asphalt. Simply put, the City's Trail Fund will not support such a venture throughout the City. It has been suggested that if residents desire to have a concrete walk versus asphalt, then they would pay the difference in costs. Concrete would be bid as bid alternative during the bidding to establish the difference in costs. n ~J PRINTED ON RECYCLED PAPER Sd.. ..",'r ~ Mayor and City Council Covington - Vine Hill Road Trails July 22, 1999 Page 2 of2 At the Park Commission meeting conducted on July 13th, it was suggested that the authorization to be considered by the City Council would be for the preparation of a feasibility report for the Covington Vine Hill Road trail segments. A feasibility report would be required to address a 429 process, whereby assessments could be levied, if residents desired concrete. Staff is recommending an alternative process, whereby a group of residents petitioning the City for concrete would submit a request for assessment of the project costs, and waive their right to appeal an assessment. This would allow the City to proceed to preliminary design for the project without preparation of a feasibility report. . At the time of this report, a proposal was not available from WSB and Associates for preparation of preliminary and final design costs. Staff wilI present the proposal to the City Council, Monday night. , the proposal is acceptable to the City Council, the attached resolution which orders preparation 0 preliminary plans would then be adopted. . ~ ..... - ... ~ ~ ..:::: ~ .. . \ I ~ · I ~ / I I I I CHRISTMAS LAKE , - ~ ~ - ~- x . ~ -v ,-~~~, -- ~ ~~~",...~ ~__ ~""'<-~- ~ --_ A ~..' ~~ .~W~~~~ ~-~~ ,~-'" ~-~~-::''-7'<'" ";"'~_h ~ -- ~ - --~ ~---- -,,-~ - ~-__~, ~_------...",~,...___~_ ,__ '"'---_~ ~~ ~~_"'_~, _^_~'__~...";,....v WSP Project: 1999 Shorewood Traillmpro\'cmcnts Prepared by: AJB Projecll.ocatioll: Shorcwood, Minnesota Checked by: MM WSB Project No: 1074.41 Date: 08-Jul-99 Line No. Item Dcscri tion Unil Unil Price Estimated Quantity Eslimalcd COSI COVINGTON ROAD PROBABLE PATHWAY PROJECT COSTS OPTION 2 - OFF STREET PATH 1 MOBlLlZA nON LS S 750.00 1.00 S 750.00 2 CLEAR AND GRUB AC S 2,000.00 0.25 S 500.00 3 SALVAGE SIGN EACH S 50.00 10.00 S 500.00 4 COMMON EXCA V A no~ CY S 4.00 2,000.00 S 8,000 5 BITUMINOUS PATH SY S 12.00 1,080.00 S 12,960. 6 BITUMINOUS CURB LF S 5.00 250.00 S 1,250.00 7 RELOCATE MAILBOX LS S 500.00 1.00 S 500.00 8 IS" CM CUL VERT LF S 18.00 20.00 S 360.00 9 IS" eM APRON EACH S 80.00 2.00 S 160.00 10 TRAFFIC CONTROL LS S 500.00 1.00 S 500.00 II INSTALL SIGN EACH S 50.00 10.00 S 500.00 12 RET AlNING WALL SF S 15.00 1,150.00 S 17,250.00 13 BALE CHECK EACH S 10.00 15.00 S 150.00 14 SlL T FENCE, TYPE HEA VY DUTY LF S 4.00 150.bO S 600.00 15 SODDING, LAWN & BOULEVARD SY S 2.50 1,500.00 S 3,750.00 16 SEEDING AND MULCHING AC S 1,500.00 1.50 S 2,250.00 17 WOOD FIBER BLANKET SY S 2.50 100.00 S 250.00 SUBTOTAL - COVINGTON ROAD S 50,230.00 5% CONTINGENCY S 2,511.50 SUBTOTAL - COVINGTON ROAD S 52,741.50 30"/0 INDIRECT COSTS S 15,822.45 TOTAL PROJECT S 68,563.95 . Attachment 2 . . ~ ~I~ - - ~ ,,~_ - ,.....,._,.... _____ ~ . - -- -- -- - -~ - - - - ~ ~ -- -- - -~~ -- ...,-~ WSP Project: 1999 Shorcwood TraillmprovemcnlS Preparl!d by: AJB Project Locatioll: Shorewood, Minnesota Ch.!cked by: !\1M WSBProject}.'o: 1074.41 Date: 04-Jun-99 Line t:nit Estimatcd Estimated No. Item DcscriDtion Unit Price Quantity Cost VINE HILL ROAD SOUTH PROBABLE PATHWAY PROJECT COSTS \1NE HILL ROAD SOUTH (COVINGTON ROAD TO WATERFORD PL-\CE) 1 MOBILIZATION LS S 500.00 1.00 S 500.00 2 COMMON EXCA VA TION CY S -1.00 1,100.00 S 4.400.00 3 BITUMINOUS PATH SY S 13.00 830.00 S 10,790.00 4 6' CONCRETE WALK SF S 3.00 4,200.00 S 12,600.00 5 RELOCATE MAILBOX LS S 500.00 1.00 S 500.00 6 CONeRETE D/W APRON SY S 30.00 100.00 S 3,000.00 7 CONCRETEPED.RAMP EACH S 175.00 2.00 S 350.00 8 TRAFFIC CONTROL LS S 500.00 1.00 S 500.00 9 BALE CHECK EACH S 10.00 15.00 S 150.00 10 SILT FENCE, TYPE HEAVY DUTY LF S 4.00 150.00 S 600.00 11 SODDING, LAWN & BOULEVARD SY S 2.50 1,575.00 S 3,937.50 12 SEEDING AND MULCHING AC S 1,500.00 0.60 S 900.00 13 WOOD FIBER BLANKET SY S 2.50 100.00 S 250.00 SUBTOTAL. VINE HILL ROAD SOUTH (COVINGTON ROAD TO W A TERFORD PLAeE) S 38,477.50 5% CONTINGENCY S 1,923.88 SUBTOTAL. VINE HILL ROAD SOUTH (COVINGTON ROAD TO WA TERFORD PLACE) S 40,401.38 30"10 INDIRECT COSTS S 12,120.41 TOTAL PROJECT S 52,521. 79 VINE HILL ROAD SOUTH (WATERFORD PLACE TO 190' NORTH) I MOBILIZATION LS S 100.00 1.00 S 100.00 2 COMMON EXCA VA TlON CY S 4.00 100.00 S 400.00 3 6' CONCRETE WALK SF S 3.00 1,150,00 S 3,450.00 4 RELOCATE MAILBOX LS S 500.00 1.00 S 500.00 5 CONCRETE D/W APRON SY S 30.00 20.00 S 600.00 6 TRAFFIC CONTROL LS S 100.00 1.00 S 100.00 7 SODDING, LAWN & BOULEVARD SY S 2.50 450.00 S 1,125.00 SUBTOTAL - VINE HILL ROAD SOUlH (WATERFORD PLACE TO 190' NORTH) S 6,275.00 5% CONTINGENCY S 313.75 SUBTOTAL. VINE HILL ROAD SOUTH (W A TERFORD PLACE TO 190' NORTH) S 6,588.75 30''/0 INDIRECT COSTS S 1,647.19 TOTAL PROJECT S 8,235.94 .... WSP Project: 1999 Shorewood Traillmpro~'emenlS Prepared by: Project LocatiOl': Shorewood, Minnesota Checked by: Jl'SB Project No: 1074.41 Line Date: No. Item Desai tion Unit Price Estimated Quantity AJB MM 08-Jul-99 Estimated Cost 250.00 280.00 800.00 5,400.00 150.00 250.00 500.00 400.00 3,750.00 11,780.00 589.00 12,369.00 3,710.70 16,079.70 TOTAL 3 .sE6~EH-T.s:: 52, 52}. 7' + 8,Z36. ~4- + 1~/07'1. 71:> (V'NEHUJ_) =17'.837.43 Unit I 2 3 4 5 6 7 8 9 VINE HILL ROAD SOUTH PROBABLE PATHWAY PROJECT COSTS EXISTING TRAIL TO COVINGTON PLACE - OFF STREET PATH MOBILIZATION LS S 250.00 CLEAR AND GRUB AC S 2,000.00 COMMON EXCAVATION CY S 4.00 BITUMINOUS PATH SY S 12.00 GEOTEXTILEFABRlC SY S 2.00 RELOCATE MAILBOX LS S 250.00 TRAFFIC CONTROL LS S 500.00 SILT FENCE, TYPE HEAVY DUTY L F S 4.00 SODDING. LAWN &: BOULEV ARC SY S 2.50 SUBTOTAL. VINE HILL ROAD SOUTH (EXISTING TRAlL TO COVINGTON PLACE) 5% CONTINGENCY SUBTOTAL - VINE HILL ROAD SOUTH (EXISTING TRAlL TO COVINGTON PLACE) 30% INDIRECT COSTS TOTAL PROJECT 1.00 S 0.14 S 200.00 S 450.00 S 75.00 S 1.00 S 1.00 S 100.00 S 1,500.00 S S S S S S ~ - . -~ CITY OF SHOREWOOD RESOLUTION NO. 99 - A RESOLUTION ACCEPTING PROPOSAL FOR PROFESSIONAL DESIGN SERVICES AND ORDERING PLANS, SPECIFICATIONS AND ESTIMATES CITY PROJECT 9905 COVINGTON ROAD - VINE HILL ROAD TRAIL PROJECT WHEREAS, the Park Commission has conducted a public information meeting for off street trails along Covington Road and Vine Hill Road; and WHEREAS, it is the desire of the City Council to prepare preliminary plans and construction estimates for additional participation by the public for said project: and . WHEREAS, WSB and Associates, Inc. has submitted a proposal for professional design services: and NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Shorewood, Minnes~ta: 1. Preliminary Plans and Engineers Estimate are hereby ordered as proposed on this 26th day of July, 1999. . . 2. WSB & Associates, Inc. is hereby designated as the engineer for this improvement. They shall prepare Preliminary Plans, Specifications and Estimates for the making of such improvement. . ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 26th day ofJuly, 1999. WOODY LOVE, MAYOR ATTEST: JAMES C. HURM, ADMINISTRATOR/CLERK . . CITY OF SHOREWOOD RESOLUTION NO. 99- A RESOLUTION REGARDING COOPERATION AMONG SOUTH LAKE MINNETONKA CITIES TO PROVIDE A SKATE PARK FOR AREA YOUTH WHEREAS, the Shorewood Park Commission was approached in 1998 by youth of the community requesting assistance to build a skate park in the south lake area; and WHEREAS, Resolution No. 98-42 requested the Park Commission to appoint a representative to communicate and work with representatives of other interested south lake cities on a joint committee to analyze the feasibility of a skate park and to make recommendations back to the City; and WHEREAS, said Committee has been meeting for over a year in an effort to coordinate resources to build a skate park in the south Lake Minnetonka area; and WHEREAS, the 1999-2003 Shorewood Capital Improvement Program reads "currently, a youth coalition is working on the logistics of the siting and possible construction of a skate park within the south Lake Minnetonka area. $5,000 has been set aside to aid in the effort during the 1999 construction season"; and WHEREAS, said coalition is involving area youth in design of a park for the use of both roller bladers and skate boarders; and WHEREAS, Mayor Love has offered to approach other south lake cities on behalf of the coalition to work cooperatively to build said skate park in the south shore area. NOW, THERE BE IT RESOLVED by the Shorewood City Council that said project proposal is meritorious and has the support of the City CounciL BE IT FURTHER RESOLVED that said support is contingent upon Mayor Love's communicating with other south lake city councils to get their commitment for appropriate resources to make this a truly joint project. ADOPTED BY THE CITY COUNCIL, of the City of Shorewood, Minnesota this 26'h day of July, 1999. ATTEST: ATTEST: WOODY LOVE, MAYOR JAMES C. HURM, CITY ADMINISTRATOR rf5c CITY OF SHOREWOOD RESOLUTION NO. 98- 042 A RESOLUTION ENCOURAGING A JOINT SKATEBOARD PARK COl\'livllTTEE WHEREAS. the Shorewood Park Commission has been approached by youth of the Community requesting assistance to build a skate park in the south lake area; and WHEREAS. the cities of Crystal. New Hope. Golden Valley, Hopkins. Maple Grove, Minnetonka. Robbinsdale and St. Louis Park have cooperated by contributing funds for a supervised skate park which will move from city to city; and WHEREAS, the City of Chanhassen is scheduled to open an unsupervised park behind their City Hall for skateboarding and roller bladers this fall; and WHEREAS. such a facility could address the requests of youth regarding a place to skateboard. in"tine skate and potentially ride BMX bicycles; and . WHEREAS, the south Lake Minnetonka communities have a long history of working together to jointly address issues on a cost effective basis. NO'V THEREFORE. IT IS HEREBY RESOL VED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD that the Park Commission is hereby requested to appoint a representative to communicate and work with representatives of other interested south lake cities on a joint committee to analyze the feasibility of a skate park and to make recommendations back to each city. BE IT FURTHER RESOLVED that the City councils within the south Lake "Nlinnetonka area and Minnetonka Community Education and Services (MCES) are hereby encouraged to appoint a representative to said joint committee. BE IT FlTRTHER RESOLVED that Shorewood City Administrator is directed to coordinate the initial meeting of said joint committee at which time said committee shall . organize itself and request staff assistance from the various cities and MCES to accomplish their task. BE IT FINALLY RESOL VED that the said joint committee shall report its findings and recommendations to the cities and MCES within 90 days of its initial meeting. ADOPTED by the Shorewood City Council on this 11th day of May, 1998. ~1~ ATTEST: ,..1 I. DAHLBERG;' YOR ( ..-""l1t"'\1I~\ ( / "/t..H./v"'vv'Y'f J Ai"~ ~ C. HURM, CITY ADMlNISTRA TOR ! tI' J~ CITY OF SHOREWOOD PLANNING COMMISSION MEETING TUESDAY, JULY 6, 1999 CITY COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:00 P.M. MINUTES CALL TO ORDER Chair Callies called the meeting to order at 7:00 p.m. ROLL CALL Present: Chair Callies; Commissioners Collins, Bailey, Woodruff. Turgeon and Skramstad; Planning Director Nielsen, Council Liaison Lizee, City Engineer Brown, and City Attorney Keane. Absent: Commissioner Anderson. . APPROVAL OF MINUTES Planning Commission Minutes - June 22,1999 Collins moved, Woodruff seconded approving the Planning Commission Minutes of June 22, 1999, as amended: Page 3, Paragraph 5: "General consensus was reached that the PlaBRiBg CemmissioB wishes the. City CouBeil geed luek iB dealiBg with this issue, aBd the strongest opposition is the 100% consent issue to run water in a neighborhood. Motion passed 6/0. 1. PUBLIC HEARING - C.U.P. FOR ACCESSORY SPACE OVER 1200 SO. FT. David Kracker and Jodi Rolland 5640 Covington Road Aoolicant: Location: . Planning Director Nielsen presented the request from Mr. Kracker for a Conditional Use Permit in order to build a new home on the subject property for a garage to be built larger than 1200 square feet. Staff recommends approval of the Conditional Use Permit as proposed. Chair Callies opened the public hearing at 7:13 p.m. Hearing no public testimony, Chair Callies closed the public hearing at 7:14 p.m. Commissioner Turgeon pointed out that nothing addresses the bluff impact zone and questioned the impervious surfaces that are there. The ordinance does not allow impervious surfaces in the bluff impact zone, but there is an asphalt road that runs down to the lake. Planning Director Nielsen answered that the surface was already existing when the ordinance was written, and it has been deemed useful by staff in helping with runoff. t- .. PLANNING COMMISSION MINUTES JUL Y 6, 1999 . PAGE 2 Commissioner Turgeon questioned the amount of impervious surface, especially including this road. She would like to see the road taken out and replaced with natural vegetation. Engineer Brown stated that on this site, anything other than a hard surface would inevitably be washed out because of the grade. Planning Director Nielsen stated that there is a 25% cap on impervious surfaces that cannot be exceeded without a variance from the City. Chair Callies stated this subject may not be related to the Conditional Use Permit for accessory space over 1200 square feet. If Mr. Kracker begins to near the 25% cap on impervious surface, this subject would then be relevant to any further action by Mr. Kracker. Nielsen reiterated that staff has studied this particular situation and believes that the existing path should remain. Commissioner Bailey questioned whether 1200 square feet should be the trigger for a C.U.P. An equation to provide a number more relative to the size of the house may be more appropriate. This may be an ordinance that could be discussed in a work session at a later date. . Commissioner Collins stated he would like to see the existing boat house kept on the property, rather than torn down, as is the present plan. Collins moved, Woodruff seconded to recommend approval of C.U.P. for accessory space over 1200 square feet for David Kracker and Jodi Rolland of 5640 Covington Road. Motion passed 6/0. Planning Director Nielsen noted that this issue will be brought before the City Council on July 26, 1999. 2. PUBLIC HEARING. C.U.P. FOR INSTALLATION OF PCS ANTENNAS . Applicant: Location: APf Minneapolis, Inc. (Aerial Communication) 26352 Smithtown Road (Water Tower at Minnewashta School) Planning Director Nielsen presented the request from APT for a Conditional Use Permit for telecommunications facilities at the west end water tower site. Simulated pictures were presented for a better understanding of what these facilities will look like. A landscape plan was also presented, as well as the proposed fencing. Staff recommends that any approval of this conditional use permit should be subject to.the following: a. Review and comment by the Minnetonka School District b. The recommendations of the City Engineer with respect to structural and operational issues. c. The recommendations of the City's Telecommunications Consultant. , PLANNING COMMISSION MINUTES JUL Y 6,1999 - PAGE 3 d. The applicant must enter into the City's lease agreement, which should be updated to include the annual monitoring requirement. e. Prior to any construction the applicant must provide bids for the proposed landscaping, from which a letter of credit, one and one-half times the amount of the landscaping will be required. The L.O.C. must extend for two growing seasons. If construction is to take place this year, required landscaping must be in place before the end of the growing season. f. Prior to any construction the City Engineer will require an additional letter of credit or cash escrow relative to the work being done on the public property and to the tower itself. Mr. Garrett Lysiak, the City's telecommunications consultant, reported on Shorewood's present telecommunications ordinance, which he had assisted in writing. Mr. Lysiak then presented maps that showed how this proposal would increase the coverage for system users. Mr. Lysiak also quoted FCC regulations for RF radiation and the amounts for this tower are well under any . standards set by the FCC. Commissioner Collins asked Mr. Lysiak if he had any affiliation with APT, or was given any direction whatsoever by staff as to what answers or information the Planning Commission was looking for. Mr. Lysiak answered both questions with a firm "no." Engineer Brown reported on the proposed structure for the site and presented the site plans as they now exist, stating that these plans would have to be signed by several licensed individuals before they would be approved. . Attorney Keane reported on the enactment of the Telecommunications Act as it pertains to this discussion. This Act gives authority to State and local governments in regard to the placement of these facilities, within Federal Standards. One of these Federal standards pointed out was the health issues of the RF radiation created by these facilities. The Federal government has studied this issue, and set standards for providers to meet. Other than making certain that providers meet these Federally set standards, this is not to be considered at the State or local level. Chair Callies questioned the frequency of vandalism at existing sites. Planning Director Nielsen stated that graffiti on the base of the water tower has basically been the only problem. Mr. Steve Katkov, APT, addressed the Planning Commission in regard to the other 66 APT water tower sites, pointing out that there has been no instances at all of any health risk regarding city water, or vandalism related directly to APT facilities. Chair Callies opened the Public Hearing at 8:05 p.m. t PLANNING COMMISSION MINUTES JULY 6,1999. PAGE 4 Jay Donohue, representative of Marsh Pointe Homeowners Association, addressed the Planning Commission on concerns regarding putting a source of RF radiation right above an elementary school. Also, Mr. Donohue questioned what advantage the City would gain in allowing this facility at this site. Engineer Brown stated that the City does receive revenue, but this would definitely not be the deciding factor in allowing or disallowing telecommunications facilities. The basic issue is that the Federal government has stated these facilities will be allowed in the community, and the local government needs to find the best places for them. Mr. Donohue asked how many names he would need on a petition to stop this facility. Chair Callies stated that the City is always interested in community input, but no one present could answer that question with a specific number. Kim Klancke, 26525 Smithtown Road, stated her opposition to this site. Her chief concern is . the amount of RF radiation and the proximity to elementary school children who spend most of their day there. Also, if there are more and more facilities located on this water tower, the amounts of RF radiation will continue to increase. She indicated the potential for cumulative health effects is increased by allowing this type of facility, and it's effect on the children in future years is unknown. Chair Callies pointed out that Shorewood does not have the right to deny a facility on the health issues, as Attorney Keane had pointed out. Ms. Klancke reported on a neighborhood meeting held in the past where no support for this site existed. Lori Dosen, 26405 Smithtown Road, stated that a five hour long public hearing was held when there was a previous applicant for this same request. There were no citizens who supported the . use of this site. Ms. Dosen presented quotes from a Federal case where a site for a facility such as this was denied. Tim Dosen, 26405 Smithtown Road, questioned Mr. Lysiak on why a different site could not be used. Mr. Lysiak replied that the proposed site provides the coverage sought by APT, and the City would prefer using existing towers, such as a water tower, rather than building multiple towers in alternate locations. Mr. Dosen commented that when Sprint requested this site, another site was found. He suggested this course of action once again, as a different site would be better in his opinion, not located so close to a school. He also stated that this was not a good evening for this discussion, coming off a holiday weekend since many citizens did not get notified in time or could not attend on such short notice if they did get the notice. PLANNING COMMISSION MINUTES JULY 6,1999 - PAGE 5 Chair Callies presented a letter from Mark and Marla Bookhout which stated their opposition to this C.U.P. Commissioner Turgeon asked Attorney Keane if citizen opposition could be a means for the City to deny this C.U.P. Attorney Keane advised that in the State of Minnesota, this would most likely not be supported in a court of law. Ms. Dosen stated her disagreement and quoted other Federal cases where citizen opposition and concern for the health issues did stop a telecommunications facility such as this from being installed in a neighborhood. . Chair Callies stated that this meeting was not the correct forum for a legal debate. Mr. Katkov addressed some of the legal points made by Ms. Dosen, stating that the vast amount of Federal cases have been decided in favor of the teleco~munications facility, and the one or two Ms. Dosen had presented were aberrations, not the norm. Hearing no further public testimony, Chair Callies closed the public hearing at 8:45 p.m. . Commissioner Collins addressed the concerns of the "barrage of informatipn from government sources" to push these facilities on "an ill-informed public" as stated by Ms. Clank. Mr. Lysiak works for the citizens, not the government. His information is not designed to lean pro or con for these facilities, but to present the facts. His information is not a "government source," but a source for the citizens. Also, under the current findings, the children under the tower are at less risk than those who are a mile down the road, as the RF radiation is distributed towards the horizon, not straight down, or even angled down. Collins agreed everyone has concerns for their children, past and present, but the City is bound by legalities, and facilities such as this one are bound by those legalities. Collins stated that the public concerns are well understood, and often agreed with, but legally these concerns cannot be the driving force behind a denial of this C.U.P. Commissioner Turgeon asked about the recommendations made by the City Engineer, as they are not included in the staff recommendation. Planning Director Nielsen stated those recommendations would be made part of the lease agreement. Commissioner Woodruff asked about maintenance of the facility, the water tower, and the building. Engineer Brown stated that the City would maintain the water tower and site, as usual, and when maintenance is needed on the APT equipment, APT is required to provide it. PLANNING COMMISSION MINUTES JUL Y 6, 1999 - PAGE 6 Commissioner Bailey asked if APT expects to need any more facilities within Shorewood. Mr. Katkov replied that no additional facilities are planned for Shorewood no:-v, or in the foreseeable future. Commissioner Bailey asked if, in the future, another carrier would be able to use this base building. Planning Director Nielsen stated probably not the building. A fair amount of site alteration would be needed, which would be prohibitive to any additions of this type. Commissioner Bailey asked how rental fees are negotiated. Engineer Brown stated that the going market rate is used. Commissioner Bailey stated his position that this location on the water tower is appropriate since . the tower is already existing, which is much more preferable to building a new freestanding tower anywhere. Regarding the scientific evidence, other than the fact that health concerns are not allowed to be considered, there does not seem to be a large amount of information that supports the health risk concerns. Chair Callies asked what the alternative would be to the proposed building at the site. Engineer Brown stated that there are power boxes and cables, which are quite ugly. That is why staff recommended the building, as it is much more aesthetically pleasing than the alternative. Commissioner Collins questioned where the funds from the rental fees go. Planning Director Nielsen answered that they go into the general fund. . Turgeon moved, Bailey seconded to recommend approval of the C.U.P. for installation of PCS Antennas by APT Minneapolis, Inc. to the water tower at Minnewashta School, subject to staff recommendations. Motion passed 6/0. Planning Director Nielsen stated this issue would be before the City Council on July 26, 1999. 3. MATTERS FROM THE FLOOR There were none at this time. 4. DRAFT NEXT MEETING AGENDA Planning Commission Study Session of July 20, 1999, at 6:30 p.m.: Recap of the Natural Resources, Land Use, and Transportation Chapters ~. ) . . PLANNING COMMISSION MINUTES JUL Y 6, 1999 - PAGE 7 Discussion of the Compo Plan - Housing Chapter. 5. REPORTS Commissioner Anderson was nominated for City Council liaison for August 9th and August 23rd. 6. ADJOURNMENT Collins moved, Woodruff seconded adjourning the meeting at 9:12 p.m. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristine Kitzman Recording Secretary TimeSaver Off Site Secretarial, Inc. t. ~ CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927. (612) 474-3236 FAX (612) 474-0128. www.state.netfshorewood. cityhall@shorewood.state.net MEMORANDUM TO: Planning Commission, Mayor and City Council . FROM: Brad Nielsen RE: Kracker, David - C .U.P for Accessory Space in Excess of 1200 Square Feet DATE: 2 July 1999 FILE NO.: 405 (99.09) BACKGROUND . Mr. David Kracker proposes to construct a new home on the property located at 5640 Covington Road (see Site Location map - Exhibit A, attached). His plans include garage space on two levels of the home, the total of which garage space will be greater than 1200 square feet in area. Mr. Kracker has therefor requested a conditional use permit. pursuant to Section 1201.03 Subd. 2.d.(4) of the Shorewood Zoning Code. .. ~ The property is zoned R-INS, Single-Family Residential/Shoreland and contains approximately 90,660 square feet in area. The garage areas are located on the south end of the home and contain 1101 square feet of area on each of two floors. Three small accessory buildings currently exist on the site (see Exhibit B), two of which are located within the setback area of the lot. One of these, the boathouse, must be removed. The other two buildings contain a total of 204 square feet of area, bringing the total area of proposed accessory space to 2406 square feet. The proposed home contains 2509 square feet on the main floor alone, with an additional 2109 square feet on the second story. As can be seen on Exhibits C and D, the upper level garage faces south, while the lower level garage faces west. V PRINTED ON RECYCLED PAPER 0. to , . . Memorandum Re: Kracker Conditional Use Permit 2 July 1999 ANAL YSISIRECOMMENDATION Section 1201.03 Subd. 2.d.(4) of the Zoning Code sets forth criteria for granting conditional use permits for accessory space over 1200 square feet. Following is how the applicant's plans comply with the Code: a. The total area of accessory buildings (2406 square feet) does not exceed the floor area (4618 square feet) above grade of the proposed home. b. The total area of accessory buildings does not exceed 10 percent of the minimum lot size for the R-INS zoning district (.10 x 40,000 = 4000 square feet). c. The proposed house and garage comply with R-INS setback requirements. The house will be located where a previous house had been demolished last year. Also, since the lower level garage occupies the same footprint as the upper level garage, tree removal is minimized. d. Since the new garage is an integral part of the proposed house architectural compatibility is not considered to be an issue. It should be noted that the overhead doors for the garage are located on two different elevations of the building (see Exhibits C and D). Based upon the preceding analysis, it is recommended that the applicant's request for a conditional use permit be granted as proposed. cc: . Jim Hurm Tim Keane Larry Brown David Kracker -2- ;.STMAS ~ ~ ~ LAKE ~ N 700 I o 700 Feet I Exhibit A SITE LOCATION Kracker C.U.P. . w ~ <( -1 (f) <( ~ t- (f) 0:: :r: u . ~ No~ to ~(.~ I I I I I I I I I I I I ~ ~ <> ;. ... ... ~ .. N .. .. ":J":J , :~o:' J$~ =OOSCU~~:"~:o --'\- ____ ~~T ~f~ UN(. FROM lMt sauDI U<f: OF , , --- --- 258.26 N89021'07"E --- "- , /; -'" Exhibit B SITE PLAN j u _. "'I':" ....,.,- JTlr~1 :;, I~ Jl:/li .tf-II" ~! 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I I ,- -f- - --~I Ii I I' , ,II 1 ~' 'il -- I' I , I ;! I 1 i / i ~ ~ I I " I; I ! I II 1 .... i: ~ il I \'''' i I i I i I , 1 I I I! I 11h 11Th ., Tl " t-j.. 1-' ,I 11 ,I I I ;, I I -_. :i----f I -- . ~ ~ o '" I I : I . ; 1 . , , . .... ..1- \. \. \ \ , ~\ ~ ", I . \" \ H \. ";1 ..l. i I.. ..:;- 1 ' L '\) ! i 1 i 1 I I I I I i ,I , I I I I I -j \- -<{ ') u\ .J ul , i , i . i I j I :r 1- 1 I . I I : I i I i I 1 -::. i i J ~ _\ \) II ~~ - -- -, I : I I I - - . J-=- j I lIo. I , 1 EB . - I j-- ! _ _ _ _ _"..I I ---_:' i I i I -- , . I I 7 \\ ~ ') u1 J ul :t :& \- \) cl. -~ ~ ~I 2~ EB I \ Exhibit D BUILDING SOUTH ELEVATIONS-NORTH AND July 15,1999 , ---- ,n/v ~~~,/l~,~r , due 1 :. 1Coo In; I OV'~'4 Jdl I~== I' ~- --- To: The Honorable Mayor and Council Members of the City of Shorewood From: The Friends of the Southshore Senior/Community Center . Your Southshore Senior/Community Center is mid-way into its second program year. The Friends of the Southshore Senior/Community Center have put into place all the necessary operating policies and procedures. You have received reports earlier this year on the progress of programs and fmancial results. To date, funds have met all of the annual budgeted operating expenses. These monies come from a. Building space rental b. Special fundraising events that are sponsored by both the Senior Center participants and the Friends Board. . The most recent fundraising event, the Attic Sale, netted about $4,500. In 1998 a Calendar Raffle was held and brought in over $4,000. Building rental generated $11,365 in 1998 .and in our January through May 1999 report, it has generated $6,479. June rental is up from 1998, so we are hopeful rental income for 1999 will exceed that of last year. A November 13th fundraising Dinner and Silent Auction in planned, the goal of the event is to add an additional $5,000 to our 1999 funds. The Friends Board is asking your response and suggested ways in which your City Council may assist in Dinner Ticket Sales and possible Silent Auction items. The call for City Council help at this time is to encourage elected City Council Members, Mayors and others to support this one Senior Center Fundraising Event each year. 1f7 May we count on a commitment from your City Council of 10 Dinner Ticket~ at $50 each and one auction item with a retail value up to $1 OO? Hopefully the addition of this event, with all Five City Councils participation will further strengthen the financial position of the center in these early operational years. Question may be directed to: Jim Hillis, Chair, Fundraising Committee of the Friends 542-9122(w) -542-8158 fax - 474-5101(h) or the Email address is Jim@ Hillismackey.com ' . Thank you for your favorable consideration of this event. Sincerely, ~/~ Jim Hillis . CITY COUNCIL REGULAR MEETING MINUTES FEBRUARY 8, 1999 . PAGE 6 Mr. Duncan Storlie, 5375 Eureka Road, questioned how this change will affect the businesses on the comer of County Road 19 and Smithtown Road. Engineer Brown stated that a study is being done to answer this question, but the information is not available yet. Mr. Bob Gagne, 24850 Amlee Road, asked how the City of Tonka Bay has reacted to this project. Engineer Brown stated he will present the project to Tonka Bay at their next meeting to be held February 9. Councilmember Zerby asked about expenses Tonka Bay regarding this project. Engineer Brown stated that Hennepin County will be picking up Tonka Bay's responsibility. . 9. DISCUSSION WITH LEN SIMICH, EXECUTIVE DIRECTOR OF SOUTHWEST TRANSIT REGARDING OPTIONS FOR TRANSIT Administrator Hurm reported that the statute does not allow Shorewood to opt out of the Metropolitan Transit system. He noted as the political climate keeps changing, this situation may change. He questioned, if it were possible, would Shorewood want to opt out of the system. Mr. Len Simich, Executive Director of Southwest Transit, presented the pros and cons relative to Shorewood if they went with Southwest Transit for services. Mr. Simich stated that trying to opt out of the Metropolitan Transit System may be a difficult process. He noted the City Council will have to determine if the difficulty would be worth it. Mayor Love questioned what kind of improvements would be possible if Shorewood joined with . Southwest Transit. Mr. Simich stated that one step would be to check with neighboring communities to see if they would also like to work on the opt out plan and join Southwest Transit, or form an association and make a system of its own. Administrator Hurm stated that a surveyor some other way should be undertaken to find the interest level of citizens regarding a transit system.. He reported Metropolitan Transit does a "needs study" that may be a place to start. Mayor Love thanked Mr. Simich for sharing his time and ideas, and stated that Shorewood has a lot to think about in regard to this subject. Councilmember Garfunkel suggested Representative Torn Workman be contacted to talk with the City Council about options. $8 B~ ~~ To: Mayor and City Council From: James C. Hurm, City Administrator Bryan Litsey, Police Chief Date: July 22, 1999 Re: Agenda #9 - Discussion with Police Chief Litsey on Shorewood Police Officer Position . . Approximately 6 years ago, the City of Shorewood approached the South Lake Minnetonka Public Safety Department Coordinating Committee about hiring an additional police officer. At that timeShorewood felt that additional traffic enforcement was an important issue, particularly during the commuting hours, early in the morning and from 4 to 7 in the afternoon. The other cities in the Police Department were not willing to fund an additional officer at that time. They did however agree to allow Shorewood to hire a part-time officer and pay directly for the officer and related expenses outside the normal formula. This was a way to address Shorewood's needs while not increasing costs nor enforcement for the other cities. In 1995 we received a COPS Fast grant which allowed the City to make the "Shorewood Officer" a full-time officer. This Fast Grant full-time position included some community policing activities. During the first year, 75% of the officer's salary was to be paid from the grant; during the second year 50%; and the third year 25%. The fourth year, $15,000 was awarded. No funds will be awarded for next year. The estimated cost of the Shorewood Officer Program for the year 2000 is $67,524. That is with an officer with less seniority than Officer Keller, who is planning on rotating out of the position later this year. Chief Litsey has proposed phasing in an additional officer in the 2000 budget. He feels a good option to achieve this objective is to incorporate the Shorewood position into the department and fund it through the regular formula. This would be helpful in order to keep the integrity of the formula and the intent of the multi-city department. Secondly, it would allow for improved scheduling and allow for easier overall management of the department. Shorewood Police Officer Position July 22, 1999 Page 2 We are suggesting that a program of targeted traffic enforcement be established in place of the Shorewood officer, utilizing the current compliment of officers and the additional officer that is being requested for the year 2000 budget. That would be accomplished through a combination of using the additional officer in conjunction with paying overtime to officers either corning on or going off of their shifts to concentrate on traffic enforcement in specific areas. We are confident that this approach of directed patrol will meet Shorewood's needs, because the current Shorewood officer generally serves four 10 . hour shifts per week, which may not allow him to respond at the specific times that he is needed. We estimate that this program of targeted enforcement through the use of overtime and the additional officer would be a significant cost saving measure while still meeting Shorewood's needs. We suggest that this program begin on April 1,2000. This . would coincide with the hiring of the additional officer. Secondly, it would allow for a snowmobile enforcement program similar to last year's. If a similar snowmobile enforcement program is needed the following year, it would be handled by the additional officer during regular hours, and on overtime hours (for which we may be able to receive grant monies). Regular department personnel would also be available for the patrol activities. The Police Coordinating Committee is currently considering the year 2000 budget. It is our hope that the Shorewood City Council can give an indication at this time as to whether this targeted enforcement program would be acceptable and that the Shorewood officer could be phased into the department as proposed. We appreciate your feedback at the Council meeting Monday, July 26. . . CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927. (612) 474-3236 FAX (612) 474-0128' www.state.neUshorewood' cityhall@shorewood.state.net MEMORANDUM . DATE: Mayor and City Council James C. Hurm, City Administrator Larry Brown, Director of Public Works I!f::: July 21, 1999 TO: FROM: RE: Consideration of a Motion to Adopt a Resolution Approving Plans, Specifications, and Engineer's Estimate for Trunk Highway 7 Access Closures As the City Council is aware, City Staff and WSB and Associates are working with the Minnesota Department of Transportation (MN/DOT) to perform various access closures to State Trunk Highway 7 (TH 7). The last report provided to the City Council stated that the access closures were being lumped into a much larger project known as the TH 7 & 41 project. This larger project is being, proposed by MN/DOT. The Access Closures Project was combined with the larger project to obtain better bid pricing of the larger project. . The TH 7& 41 project was to be bid and awarded this fall. As of last week, this project came to a screeching halt. MN/DOT is postponing the TH 7 & 41 project until the spring of the year 2000. Due to funding schedules, the City of Shorewood needs to proceed with the bidding process for the Access Closure Project. The plans and specifications have been prepared by WSB and Associates, Inc. and have been included for the City Council's review and approval, if appropriate. Plans call for the following improvements: 1. The intersection at Wood Drive will be closed and a cul-de-sac is to be constructed at the south end of Wood Drive. 2. The access to Highway 7 at Pleasant Avenue will be closed, 3. The access to Highway 7 at Seamans Drive is to be closed. 4. The intersection at Eureka Road is to be improved to include a right-turn lane for traffic southbound traffic on Eureka Road, to westbound Highway 7. n ~J PRINTED ON RECYCLED PAPER #)D Mayor and City Council TH 7 Access Closures July 22, 1999 Page 2 of2 f,.. Originally, modifications to the frontage road to TH 7 by the Shorewood Shopping Center and Lake Linden Drive were to be included with these access closures. In ongoing discussions with MN/DOT, it is recommended that this particular segment remain with the larger TH 7 & 41 project for construction in the year 2000. Therefore, the bidding of this project will not include the frontage road segment. These projects are being funded by the Minnesota Department of Transportation, and handed over to the municipalities to administer the projects. Funding for such a venture is provided by a cooperative agreement by MN/DOT and includes costs for design, right of way acquisitions, construction inspection, and construction). Miscellaneous ~tems such as local signage, erosion controls, and landscaping requested by the City outside of the cooperative agreement program will be funded by Municipal State . Aid (MSA) funds. Cost estimates for the project have been included as Attachment 2, and are summarized below: Project Segment Eureka Road Turn Lane Seamans Drive Access Closure Pleasant Avenue Access Closure Wood Drive Access Closure Local Sign, Landscaping, Pavement Markings Estimated Construction $ 22,042 $ 33,213 $ 26,246 $ 24,892 $ 22,042 Funding Source Coop State Project Coop State Project Coop State Project Coop State Project MSA Funds City A cooperative agreement to set the funding in place with the state and to set a construction schedule is . being prepared by MN/DOT. It is anticipated that this will be brought back to the City Council for their review and approval within three to four weeks. Preparation of the agreement is to occur simultaneously with the bidding process. Staff is recommending that the attached resolution, which accepts the Plans, Specifications, and Engineers Estimate and Authorizes Advertisement of Bids, be approved. If approved, bids will be opened and tabulated on September 1, 1999, at 10:00 a.m.. . . PRELIMINARY SCHEDULE I ",t;;;::~n~:~'~S''::{,'\~~'',:;;':::J:i\;'~~'I.fZ:k''~~jtlEf'.;r..~~ wa.~'~,a~~~,_.~;,;;oii.:li.b~_.i:t ......~. ;~~'~';:~~~~1'~~~A~::r.e~~~~i~,~~J.-.r~1l'....,U~:l:';:,J, !.~lO::;.;;{~:':~:;:'~-;',';',.\.i.~i>~"'l:'$t': ~. Project: Trunk. Highway 7 Access Conuol and Intersection Improvements Project Locotion: City of Shore wood, Minnesota Slale Project Na.: S.P. 1004-2.5/ S.A.P. 216-107-61 CilJl Proj<CI Na.: 91-04 "'SO Project Na: 1121.00 Engineers Opinion of Probable Cost TAB SHEET No. Design B)': Checked By: Dole: - - I..:it)' ef s.m...... Eureka Ave. Seamans Drive Pleasant Ave. Wood Drive Project Total S.P.I88+25 SAP 216-117-01 UDit EsUII&atcd EsbmaIcd ~lIcd I EstimMed Eitfmatcd Estilllaled E5Uma&ccI EscimaIcd &su.a.cd EsdmIIed &cimaced Escial_ed ERimaIed I &Wo_ Unil Price Quanril)' Cost QwlAury Cost Quantiry Cosr Q..anury Cost ~ eo. QuaIltit)' ColI Quaality COM i.UMPSUMt=~!~~ ~ .4=.S1:.so'!-----.~p~~~!" _--=-~O~i~r:nSI.2~~ _=-=-~~~~ ==~F--il:OOOOO ___--.:i!t=i1.9;;.:OO ~~~If~~~o"" TREE I 100.00 ., I I,SOD.OO - I ===t== IS I I)OOOO! IS I I.SOO.OO nEE ~ ,..... ": I~" .L---_ f- r-- __; -~'JOO~ ~_~_ _~~':~_ :2 -t ::: ___~___ =-=.~')OO~ _ SO~_ I...... =-_-=-~~_':: ':1 <:_: ___~~_ <:~ =__+=:= . I 20." Ii I 220." 12 ~:oo ,"I 360." _1- <I ! 120." 30' ...... ------.a---uo:oo a2! 2." "" I 236." ,.. !~. _~ ... I ...... 1736 ! '.m... 1611! ',236." "" ! 236." EACH I ZOO." I ~I ZOO" ___ __ ~_;--__ ------1____ -__---'-L-:llll:"" __~ I! 2.... EACH 300.00. j I ; JOO.OO I ! JOO.OO - - I ! 300.110 I 6ACIf 30.00 _ 1 '60.00 I JO.OO _ I I - 30.00 " I 120.00 .. 111UII) . 10.00 SO I Joo.OO $) S30.00 ~6 260.00 ~ 160 I 1.600.GO 110 1,100.00 50 . BACH 30." I I 30." ! I I JO." I -- ---r-- --,..f- 2...... ----no; 2).... -":-.io.. --'---.i94-'t""~--i940.00 ..-. "-'"iv'T-'''--iii6D"oo - -.-196r----'i.960w -,-- .. '110 i ),100:00 ------J~7.... ~-IiiII\3...,... "'1 I........ 262 2.812." I I ,,< I 2.210." l3J I I I "" I....... 219 61 2.0f0.OO 19) Daori..... i i- ' =r-: 2.i~SOI l..oaiUiATiO,j-:-- ! ! 2'Ol.S02 IC\JlAIlING I 2I01.S07 iGRUB81NG I I 4- E 1 ] l ; ! A I ' I A I ' : A I , A , A , A , A , A , o , ~D --j- -of). c C C C --- EnQ"-s _Ie 2tO:Z.SOI !PAVEMENT MARKING REMC)VAL-PEllMANEl'IT I !kEMOVE'CONCRETE CULVEltT I REMOVE METAl. CULVERT ,IlI!MOVl! BflUMlNOUS tAVI!MIlNT REMOVE CONCRETE Al'IlON I\l!MOVI! CATCH BASIN I\l!MOVI! SIGN mE C SAWING BIT PAVEMENT (fUI.L DEPnI) W.VAGIl SIGN TYI'Il C 210.UOI lUW.501 210UOJ 210U09 210.40509 )lGU09 21CM.J1J 2Ioun 2IGS.SOI COMMON EXCAYAllON _.n_ ____".__.'___ _'-._._________ 210S.SO'l SUUGRADEEXCAVA110N 2I".m TDI'SOIL IlOlIAOW (LV) I .u I 430.00 . ,.. j-,...... 262 I' . 2.ui:OO - 2:: i 2.:.:- ---:::l :~:: -~3. 2.783.00' 3461 '),aciJit ! I II< I ..280." 102 I I ,., II U! .n! .., 10.00 .., 10.00 11.00 ... 2211.SO' A00kE0A1llBASll(CV)Cl.ASSJ .... 20." 10' 2.060." 2.040." 10.660.00 ... Uoo.oo 103 : nSO.609 TYI'Il MY' WIWUllG COUIlSE MIXTUItIi 23".609 TYI'Il LV 2 NOlI WEAlUNG COIJllSE MIXTUItIi I Ilj 122 : i 1 i ..I 1 I: Ii 30." 30." " ., I.m... I.3SO." 2.430.00 ,...... .,170.00 1,140.00 1661 241, UN... 1,190.00 ",910.00 7,4&0.00 23J7.102 811lJM1NOlJSMA1EIUAl.FOa TACK COAT L 0.30 .. ".80 I" . SO.70 81 24.30 os 21.>0 <" 129.30 103.SO lJOl.JIJ lJOl.J73 lSOl..M1 37J MIUC I'II'E Al'IlON EACH i ...... I JOG.OO INSTAll CULVERT MAJlKER. EACH 15.00 I IS.OO 315 MM RC PIPE SEWER DESIGN 3006 .II 100.00 2 200.00 ..wusTfiAMEi~O----- EAClt ~..--------[--- I I : 2! 2'1 I....... 30." 2,100.00 2 1,000.00 2 I 30." I ~ --1 - .-----d-u--30000 ~-=~-..-t- ---sOO.oo ~ i , -+- 1.410.00 ul I lJ06.J22 : i I 21 "II.SOI IlANDOMIlII'aAPClASS D >>11.>01 IlANDOM IlII'aAP CLASS m ... .... 1S.00 15.00 15.00 15.00 150.00 150.00 >>31.>01 CONC'REIE cuaa. GIIJ1ER DESIGN 8611 I I I ~ '-. i 41 : i 4'1 i I I 30." 1,410.00 ..'I i ! 1.410.00 i Ii I I! I(I(UIO 1$4Cl602 lMAD.. BOX SUPPORT I EACH 100.00 WSB "-IOGI.., lnc. J88 JWS 7/15/99 ...... 34.. 2.060." I.J..... 1)50.00 n.1O ...... 15.00 200." 100,00 Page 1 PRELIMINARY SCHEDULE I :;".,...:c'.;.:-';i_;,It~s~~;::~~~-:lI..~:.~~ioi:.:_~.::;.~tJr~. -'~'r'}#rH.l:'W.~ ~~~'!f!t::!i:o'"~ ~~'r,~--fi',~~~'~':'1:::M,.q:~ .~~&.1:gr4':.:.'" '-''1~L-;.''P~:t Project: Trunk. Highw.y 1 Access Conuol and 1l1lCfSeClion Improvements Projecl1.ocalion: City of Sborewood, Minnesota State Project No.: S.P. 1004-2S / SAP. 216-107-61 City Project No.: 98..04 "'SO Pl'D}ect No: 1121.00 Engineers Opinion of Probable Cost Design By: Checked By: Da,e: JB8 JWS 7/ISI99 \,Ill' Of ........... Eureka AYe. SauIlIID. Drive Pleas... Ave. Wood Drive Pro "eel: To... S.P.l~Z5 SAP 1160101.01 TAB SHEET - .... EsUmoIcd -- Eoli_ I EsUmoIcd EsUmoIcd I -- EolimoIed - EsUmoIcd EoWnMOd EoWnMOd EoWnMOd emm_ EolimMed No. -"" Daorio"oo .... I'ri<c QuaMiIy Cool Qoooo1icr Cool QuaMiIy c.. ~Iy Cool - Cool Quanlity Cool Quumly Cool I lUUOS 'PERMANENT IlAlUlJCADES .. ISO." , I S' 7$0.00 Si 7SO." SI 7$0.00 i I ! 1 I I I 2563.601 11W'fIC CONTROL LUMP SUM 2.000." 0.21 410.00 03' : 620." O.IS i ...... ~.- '.--~f-:: 'I 2....... ..191 1,580.00 0.2'1 420.00 - I --- --- .- f------ .. .. . L________ I .-- --...- ___u --u-'.t- '--,:".:00 .__.".. ___1.___._ S.oN'AHELS rYPEC----------- ----- .---~-- ---- ..----- -- ---. .T.-.,...... .T-----i-oo U64.SlI .. 250.00 . 2SO.oo li ...... ,h,OC) :ZS60U)6 INSTALL SIGN PANEL 1YPI! C EACH ,..... 1 100.00 -1 ,- , I 100.00 --. 100.00- I E 3 2S....03 100 tAM SOLID LINE WHrTE-EPOXY . 2... 30 ..... L-- 1 I 30f ..... I 301 ..... E 3 2564.60) 100 MM SOLID LINE YEU.OW.EPOXV . .... ,.. ' 200." I I ,.. ZOO" _____ ~11~L__.~... ~ -.---- -----~~. - -.--.---- --. _.- .----....--- -"-_.- --uiO ------- ----.- .- ... .i~t=~.-~~w ._~._- ..-.-+..-------. ..---- -. .---- E 3 2'6UOJ 100 114M DOUBLE SOLID LINE YEl.LOw~fJIOXY . 400, ....... ... ...... "" l.JQ(1.ClQ -- -"~+_. -'~.. --- -- ~-_...._... 600MMSWD LN-YEiLOW~ErOXY---- --_..~-- -----_.-- -.- ..--- -- .- . . -~_. --_.__..~-_..- .- ... _.. ..~~ ... E 3 23'''03 . 12.00 ,!~.OG 110 I l,llO.OO II. 1.l20_oo JOO J.600.oo 300 ),600.00 E 3 1$i4.6OJ 100 MM BROKEN LINE YELLOW.EPOXY - - 201 ..... 20 J 40.00 . 2'" 10 I 4O.OG i I I B 3 257J.501 Bo\LB CHECK EACH .... . ....00 6 I ..... ,'- I ..... . 4..00 30 240.00 2< ,.1... . ..... '90 i ,....... I B 3 231J.sot SlLTfI!IICI!.1YPI!IlI!AVYllI1I'Y .. '0'" 110 1,101.00 '2' I .)so... 90 908.00 SIS S.ISO." <OS <,oso." 110 1.100_00 ;--- I I B 3 257S.'" 'ItW' ESTAIlUSHMENT LUMP SUM ,~... 0.t5 U1$'" 0.2' ! .,an." USI 1,a1$." W! 1.175.00 , '....... 0.1$ S.623." ..23 U1$." 1 IV",", ''11.1 ..AL su.oo su.zu St6,J.. $14,192 $106,.)9J S84.JS1 $11....3 BASIS OF QUANTITIES UNIT WEIG11I OF BrrtlMJNOOS MIX' TACK COAT RATE:: fERTIU2EIl22-oS-IO RATE, MULCH 1YPE IRA 're: SEED MlX 40 A RATE: 60 ksIm2I2S mID O.21.ho.l 22S k",ho 4.5t1ba 7Skalhl. -~.. WS8 Auodates.1nc. Page 2 . . CITY OF SHOREWOOD RESOLUTION NO. 99- A RESOLUTION APPROVING PLANS, SPECIFICATIONS AND ESTIMA TES AND AUTHORIZING ADVERTISEMENT FOR BIDS ON CITY PROJECT 9804 ACCESS CONTROL AND INTERSECTION IMPROVEMENT PROJECT WHEREAS, pursuant to Resolution 97-109 adopted by the City Council on December 15, 1997 ordered study of several access closures and intersection improvements along State Trunk Highway 7~ and WHEREAS, the City of Shorewood is the recipient of State Funds via the Municipal Agreements Program to perform said improvements~ and . WHEREAS, In cooperation with the Minnesota Department of Transportation, Plans, Specifications and Estimates for the design phase of City Project 9804 were prepared by WSB and Associates, Inc. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Shore wood, Minnesota: 1. Plans, Specifications and Estimates were prepared by WSB & Associates, Inc. for such improvement pursuant to Council Resolution 97-109. Said plans, specifications and estimates are hereby approved and shall be filed with the City Clerk. . 2. The City Clerk shall prepare and cause to be inserted in the official paper and in Construction Bulletin an advertisement for bids upon the making of such improvement under such approved plans and specifications. The advertisement shall be published for 3 weeks, shall specify the work to be done, shall state that bids will be opened and considered by the Council at 10:00 a.m. on September 1, 1999 in the City Hall Council Chambers, and that no bids will be considered unless sealed and .filed with the Clerk and accompanied by a cash deposit, cashier's check, bid bond, or certified check payable to the Clerk for 5 percent of the amount of each bid. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 26th day of July, 1999. ATTEST: WOODY LOVE, MAYOR JAMES C. HURM, CITY ADMINISTRATOR " ADVERTISEMENT FOR BIDS FOR TRUNK HIGHWAY 7 ACCESS CONTROL AND INTERSECTION IMPROVEMENT PROJECT PROJECT NO. 98-04 S.P. 1004-25 AND S.A.P. 216-107-01 CITY OF SHOREWOOD NOTICE IS HEREBY GIVEN that sealed bids will be received at the office of the City of Shorewood, Hennepin County, Minnesota, until 10:00 a.m. on September 1,1999, and will be publicly opened and read aloud by the City Clerk and Engineer in the Shorewood City Hall on the above date, said bids to be for the furnishing of all labor and materials for the construction and installation, complete in place, of the following local improvement: 1,700 m2 Remove Bituminous Pavement 160 m Sawing Bituminous Pavement (Full Depth) : 300 m3 Common Excavation (P) 1,300 m3 Subgrade Excavation (P) 1,200 m3 Topsoil Borrow (LV) 500 m3 Aggregate Base Class 5 200 t Type LV 2 Non-Wearing Course Mixture . 300 t Type MV 3 Wearing Course Mixture 30 m RC Pipe Sewer 50 m Concrete Curb & Gutter 1,200 m 100 mm Striping - Epoxy 300 m 600 mm Striping - Epoxy 2,400 m2 Sodding Type Salt Resistant Bids arriving after the designated time will be returned unopened. The bids must be submitted on theProposal Forms provided in accordance with the Contract Documents, Plans, and Specifications as prepared by WSB & Associates, Inc., 350 Westwood Lake Office, 8441 Wayzata Boulevard, Minneapolis, MN 55426, which are on file with the City Administrator of Shorewood and may be seen at the office of the Consulting Engineers or at the office of the City Administrator. Copies of the Proposal Forms and the Plans and Specifications for use by contractors submitting a bid may be obtained from the Consulting Engineers, WSB & Associates, Inc., 350 Westwood Lake Office, 8441 Wayzata Boulevard, Minneapolis, MN 55426, upon deposit of eighty dollars (S80.00) (non-refundable) per set. No bids will be considered unless. sealed and filed with the City Administrator of ShoreYiood and . accompanied by a cash deposit, cashier's check, or certified check, or bid bond made payable to the City of Shorewood for five percent (5%) of the amount bid, to be forfeited as liquidated damages in the event that the bid be accepted and the bidder fail to enter promptly into a written contract and fumish the required bid bond. No bids may be withdrawn for a period of sixty (60) days from the date of opening of bids. The City reserves the right to reject any or all bids and waive informalities. BY ORDER OF THE CITY COUNCIL ~~ ~~~ TO BE PUBLISHED IN THE: Construction Bulletin: Sailor: WSB PROJECT NO. 1121.00 A.F.B.-1 CITY OF SHOREWOOD RESOLUTION NO. 99- A RESOLUTION MAKING APPOINTMENTS TO THE SHOREWOOD LAND CONSERV A TION I ENVIRONMENT COMMITTEE WHEREAS, per the directives of Ordinance No. 352 adopted on June 14, 1999, the Shorewood City Council makes appointments to the Land Conservation I Environment Committee; and WHEREAS, the volunteer opportunity has been advertised and interviews of all applicants conducted by the City Council July 26, 1999. . NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood that the Shorewood Land Conservation I Environment Committee consists of the following individuals, with the term to take effect immediately and shall expire as indicated herein: Term Expires 1/31/2000 1/31/200 1 1/31/200 1 1/31/2002 1/31/2002 Appointee Representing Paula Berndt Donna Woodruff Park Commission Planning Commission Council City Staff James C. Hurm . ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 26th day of July, 1999. ATTEST: WOODY LOVE, MAYOR JAMES C. HURM, CITY ADMINISTRATOR #11 CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927. (612) 474-3236 FAX (612) 474-0128. www.state.net/shorewood. cityhall@shorewood,state,net MEMORANDUM TO: Mayor and City Council FROM: Brad Nielsen . DATE: 22 July 1999 RE: Order for Removal of Hazardous Building FILE NO. Property (4812 Ferncroft Drive) . Dating back to December 1989 the City has had numerous complaints relative to the property at 4812 Ferncroft Drive (see Site Location map - Exhibit A, attached). On seven occasions over the past 10 years the owner of the property has been sent notices to remove for violations of City codes. During that time the Building Official has become increasingly concerned with the physical integrity of the building. Most recently the Building Official, the State Electrical Inspector, and the local Fire Marshal directed the owner, Scott Gysland, to correct serious violations of the State Building, Electrical and Fire Codes. To date, little if anything has been done and the building continues to deteriorate. Based upon the attached memo (Exhibit B) from Joe Pazandak, staff is recommending that the structure in question be removed from the property. Repair does not appear to be an option, since the owner has been given more than adequate time to make repairs. It should also be noted that the building was converted from a single-family dwelling to a two-family dwelling at some time in the past, which constitutes a nonconforming use of the property in the R-ID, Single-family Residential zoning district. Time is somewhat of the essence to act on this problem since the property has recently been put up for sale. On Monday night the Council will be presented with an "Order for Removal or Repair of a Hazardous Building". The owner of the property is advised by copy of this memorandum that this matter will be considered by the Council. Cc: Jim Hurm Tim Keane Joe pazandak Scott Gysland Jim Oliphant /L. l~ PRINTED ON RECYCLED PAPER .. ,k t 200 0 200 400 Feet I I ~ N Exhibit A SITE LOCATION 4812 Ferncroft Drive " . . MEMO TO: Brad Nielsen FROM: Joe Pazandak DATE: July 21, 1999 RE: 4812 & 4814 Ferncroft Drive The property at 4812 & 4814 Ferncroft Drive" is considered hazardous and is recommended for condemnation. Excelsior Fire Marshal's report is attached. Access to inspect structure interior was denied by the occupant of 4814 Ferncroft Drive. Inspection of the property resulted in the following code deficiencies: Structural deficiencies: Rotting wood and structural deficiencies includes rafters, headers, studs, siding, sheathing and joist. Exterior weather protection: Roofing, siding, windows, facia and soffit are no longer weather tight causing rotting, decay and rodent harborage. :Insulation: Wall and ceiling insulation is wet and is falling out. Vapor barrier is missing or has fallen down with the wet insulation. :Interior finish: Finish material and insulation has fallen down in many places due to exterior weather protection systems failure. This exposes construction systems such as framing and electrical. :Interior environment: Trash, fallen ceiling and wall finish material, insulation, wet moldy smell. Electrical, mechanical &: plumbing: Mechanical vent termination appears to be deteriorating and rain cap has slid down on top of vent. Building condition has exposed electrical, mechanical and plumbing systems to wet and freezing conditions that would likely cause damage. Additional health concerns: The structure appears to be a rodent harborage. Zoning: Maroon Ford pick-up lic# 037-NGP (Jun 98), boxes, pails, cans, poly, lumber, mower parts, sleeping bags, rags, plant pots, brooms, plumbing plunger, butcher block cutting table, oil cans, glass & similar miscellaneous. Exhibit B .9 Excelsior Fire Department 339 THIRD STREET · EXCELSIOR. MINNESOTA 55331 FIRE MARSHALS OFFICE 11me ~: Z~ Date .". 7.-/- 7 Page No. / ..j:' / . Name: Phone: 7 Address: Owner of Premises: ~: In accordance with the provisions of City of 9fv ~. Ordinance and Uniform Fire Code. inspection of the above premises was completed and the following violations and/or deficiences were noted requiring corrective action: Code Violation Summary Deficiency and Corrective Action . ffIG, 76e/o/l : . 5 -Itc-tdu..te- ((;1() PROVIDED BY STATUE For further assistance, please contact the Fire Prevention Bureau at the following number: 474-5364 Owner/Representative NOTE: Signatures indicate receipt of copy. .' ... CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927. (612) 474-3236 FAX (612) 474-0128 . www.state.net/shorewood . cityhall@shorewood.stale.nel MEMORANDUl\1 TO: Mayor and City Council James C. Hurm, City Administrator Lany Brown, Director of Public Works ~ /" FROM: . DATE: July 21, 1999 RE: A Motion to Adopt a Resolution to Enter into a Joint Powers Agreement with the City of Chanhassen for Drainage Improvements The City of Chanhassen has forwarded a request and draft agreement to the City of Shorewood, to perform drainage improvements which impact two lots within Shorewood's boundaries. Plans propose to install a drain tile behind the curbs in the area of Near Mountain Boulevard. The two properties impacted by this project are 19795 and 19785 Near Mountain Boulevard. The City Engineer of Chanhassen is requesting that both cities enter into a joint agreement such that work can be completed under a single project. . This improvement is to intercept sump pump drainage in areas of high groundwater, prior to spilling over the curb and gutter. Areas of prolonged pumping result in an algae growth on the curb. This creates very slippery conditions and has lead to injuries due to slipping and falling in the past. The City of Shorewood has completed similar improvements within the Near Mountain area, for the same reasons. The City of Chanhassen is also requesting participation in the project of $1,600 for the two lots. At the time of this report, the City of Chanhassen had not provided a total cost breakdown for the project. Costs for this portion appear to be high, for two lots that are to be impacted. Staff will try to obtain the breakdown prior to Monday night's City Council meeting. Staff for the City of Chanhassen requested that this item be placed on the July 26th City Council agenda for consideration. The Draft agreement is very simple stating that Chanhassen will be the lead agency on the project, and Shorewood agrees to fund $1,600 for the portion of drain tile within Shorewood's city boundaries. It may be appropriate for the. City of Shorewood to seek a hold harmless statement in the within the contract for any action brought against the City of Shorewood related to the project. o PRINTED ON RECYCLED PAPER /3. .. t. Mayor and City Council Joint Powers Agreement - Chanhassen July 22,,1999 Page 2 of2 Providing the cost breakdown is found to be in order, staff is recommending approval of the resolution which authorizes the Mayor and City Administrator to enter into the Joint Powers Agreement with the City of Chanhassen, contingent upon a hold harmless provision being included in the contract. The hold harmless provision would run in the favor of the City of Shorewood. . . CITY OF CHANHASSEN 690 Cin' Center Dril'e, PO Box 147 Chal/hassen, Minnesota 55317 Phone 612.937.1900 Gt'Ileral Fax 612.937.5739 Engineering Fax 612,937.9152 Public Safety he\' 612.934.2524 \X~b ll'wlU.ci.ch,mhassen.mn.us . . July 19, 1999 :~\ \~ (C'f~rn 'VI ~ \f\' ~J ' \ Ii ... :CCiC UJ \ Ii" ',"- .J U Q \ . By -= Mr. Larry Brown Public Works Director/City Engineer City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: Joint Powers Agreement for Construction of City of Chanhassen Drainage Improvement Project No. 98-2 Dear Larry: I am sending you a copy of a joint powers agreement prepared by the Chanhassen City Attorney's office. This is the same document that was previously faxed for your review. It is my understanding you have scheduled this joint powers agreement for consideration at the Shorewood City Council's July 26, 1999 meeting. The Chanhassen City Council will also be considering approval of the joint powers agreement that evening. The proposed improvements will provide an outlet for sump pump discharge along Near Mountain Boulevard within the City of Shorewood as shown on plans previously submitted to your office. The City of Chanhassen will benefit as drainage from these homes currently flows into Chanhassen creating potentially hazardous conditions for pedestrianslbicyclists. Please inform me of any changes to the joint powers agreement language which the City of Shorewood may desire. I appreciate your assistance in this matter. Sincerely, CITY OF CHANHASSEN b/~~ Anita L. Benson, P .E. City Engineer ALB:ktm Attachment: Joint Powers Agreement between the City of Chanhassen and the City of Shorewood (2 originals). c: Phillip Elkin, Water Resources Coordinator Bill Bement, Engineering Technician IV Attachment 1 g:\eng\public\98-2'brown lener.doc The City of Chanhassen. A growing commitnity with clean lakes, qudit)' schools. ,/ chammzg downtowll, thrit'ing businesses, I JOINT POWERS AGREEMENT BETWEEN THE CITY OF CHANHASSEN AND THE CITY OF SHOREWOOD TIDS AGREEMENT is entered into between the CITY OF CHANHASSEN, a Minnesota municipal corporation ("Chanhassentl), and the CITY OF SHOREWOOD, a Minnesota municipal corporation, (t1Shorewood"), hereinafter collectively referred to as the "Cities". WHEREAS, the Cities desire to construct a drainage improvement project along Near Mountain Boulevard to provide an outlet for the discharge of sump pumps; and . WHEREAS, Minn. Stat. ~ 471.59 authorizes two or more governmental units to enter into agreements to jointly or cooperatively exercise any power common to the contracting parties or any similar power. NOW, THEREFORE, the Cities agree as follows: 1. PURPOSE. This Agreement shall establish the responsibilities of the Cities for the construction, maintenance, and ownership of a drainage improvement project. 2. DESIGN AND CONSTRUCTION. Chanhassen has designed a drainage improvement project for the discharge of sump pumps along Near Mountain Boulevard between 19795 Near Mountain Boulevard and 19785 Near Mountain Boulevard. Chanhassen has awarded a contract for the improvement and will administer the contract. . 3. OWNERSmP. Following completion of construction, each City will own that part of the improvement project which is within its corporate boundaries. 4. OPERA nON AND MAINTENANCE. Following completion of construction each City will be responsible for the operation, maintenance, and replacement of that part of the improvement within its corporate boundaries. 5. COST SHARING. Shorewood shall pay $1,600.00 as its share of the cost of the project. Chanhassen shall pay for the balance of the project cost. Following completion of construction, Chanhassen shall bill Shorewood for its share of the project cost and Shorewood shall promptly pay the bill. 73989.02 RNK;r07/12/99 . . Dated: , 1999. CITY OF CHANHASSEN BY: AND Dated: , 1999. CITY OF SHOREWOOD BY: AND 73989.02 RNK:r07/12/99 2 Nancy K. Mancino, Mayor Scott A. Botcher, City Manager , Mayor , Admr.lClerk CITY OF SHOREWOOD RESOLUTION NO. 99-_ A RESOLUTION AUTHORIZING EXECUTION OF A JOINT POWERS AGREEMENT AGREEMENT WITH THE CITY OF CHANHASSEN FOR DRAINAGE IMPROVEMENTS WHEREAS, the City ofChanhassen has petitioned the City of Shore wood to enter into a Joint Powers Agreement to construct drainage improvements which extend into the City of Shorewood's corporate boundaries; and WHEREAS, said drainage improvements include properties within the City of Shorewood known as 19785 and 19795 Near Mountain Boulevard; and WHEREAS, the Director of Public Works of the City of Shore wood has reviewed said . improvement and found the project to be a benefit to the City of Shorewood; NO'V, THEREFORE BE IT RESOLVED by the City Council of the City of Shorewood, Minnesota: That the Mayor and City Administrator are authorized to enter into an agreement with the City of Chanhassen for installation and maintenance of drainage improvements within public right of way, contingent upon the City Attorney approving the final form of agreement attached hereto as "Exhibit A. II ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 26th day of July, 1999. . ATTEST: WOODY LOVE, MAYOR JAMES C. HURM, CITY ADMINISTRATOR . . JOINT POWERS AGREEl\1ENT BETWEEN THE CITY OF CHANHASSEN AND THE CITY OF SHORE WOOD TIDS AGREEMENT is entered into between the CITY OF CHA1'ffiASSEN, a Minnesota municipal corporation ("Chanhassen"), and the CITY OF SHOREWOOD, a Minnesota municipal corporation, ("Shorewood"), hereinafter collectively referred to as the II Cities" . WHEREAS, the Cities desire to construct a drainage improvement project along Near Mountain Boulevard to provide an outlet for the discharge of sump pumps; and WHEREAS, Minn. Stat. g 471.59 authorizes two or more governmental units to enter into agreements to jointly or cooperatively exercise any power common to the contracting parties or any similar power. NOW, THEREFORE, the Cities agree as follows: 1. PURPOSE. This Agreement shall establish the responsibilities of the Cities for the construction, maintenance, and ownership of a drainage improvement project. 2. DESIGN AND CONSTRUCTION. Chanhassen has designed a drainage improvement project for the discharge of sump pumps along Near Mountain Boulevard between 19795 Near Mountain Boulevard and 19785 Near Mountain Boulevard. Chanhassen has awarded a contract for the improvement and will administer the contract. 3. OWNERSIDP. Following completion of construction, each City will own that part of the improvement project which is within its corporate boundaries. 4. OPERATION AND MAINTENANCE. Following completion of construction each City will be responsible for the operation, maintenance, and replacement of that part of the improvement within its corporate boundaries. 5. COST SHARING. Shorewood shall pay $1,600.00 as its share of the cost of the project. Chanhassen shall pay for the balance of the project cost. Following completion of construction, Chanhassen shall bill Shorewood for its share of the project cost and Shorewood shall promptly pay the bill. 73989.02 RNK;r07/12/99 "Exhibit A" Dated: , 1999. Dated: , 1999. 73989.02 RNK;r07/1 2/99 CITY OF CHANHASSEN BY: AND Nancy K. Mancino, Mayor Scott A. Botcher, City Manager CITY OF SHOREWOOD BY: AND 2 , Mayor . , Admr.lClerk . CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927. (612) 474-3236 FAX (612) 474-0128. www.state.net/shorewood. cityhall@shorewood.state.net MEMORANDUM TO: Mayor and City Council James Hurm, City Administrator FROM: Larry Brown, Director of Public Works ~j . DATE: July 22, 1999 RE: Consideration of a Motion to Accept a Petition Requesting Removal of No Parking Signs - Mill Street The City of Shorewood has received a petition from residents who own properties adjacent Mill Street, County Road 81, requesting that the no parking signs be removed along the stretch of the county road which abuts their property (refer to Attachment 1). No parking designations along local, county and state roads can originate from any of the agencies having jurisdiction for the roadway. Staff will need to research the origin of the no parking designation, and review any safety/traffic concerns with Hennepin County. . Therefore, it is recommended that a motion be passed which formally accepts the petition, and directs staff to review the site conditions in the field, and with Hennepin County. Staffwill report back to the City Council and petitioners during the regularly scheduled, August 9th City Council meeting. n ~J PRINTED ON RECYCLED PAPER /1 PETITION CITY OF SHOREWOOD '{O)./?!F'IET '\. I~~ 1m JUt I ..' 1999 IY By=-:- RE: the removal of "NO PARKING" signs along the west side of Mill Street We, the undersigned residents of the City of Shorewood, request the city/county remove the "NO PARKING" signs adjacent to our properties along the west side of County Road 81 (Mill Street) between Hillendale Road and Lilac Lane (county line). ~ / l/1ar~~d;nial !-1J. v.-f t:.~cI1d2, /--;,. 7/7. ~~ Name Printed G,LENN P. ~EIC;;c;/~ 1/ r( eV1 e... is el.~<.<;/nC;er / LI?4 2,int'YleVn)~~~V\ J) Al..~ 7 u.. ....I'#' :t~"", ill It~ y.]A!\Ie f}//t'I(!,O)( 12,'c.lv"4\r J.. l2acld'~ <:);,<:fIC.l(; 7<<.d de P.e/';H d#tZ//r . Address Iel..1t 4-10 -/84-7 170 -I $ iff Y-1()-~3l~ Y7o-'i3,-/3 L/-7Lf--,/6 rt>. ~'7f.,/ , 3'70 "? 6"40 11fU >7: {( /PlllO fY\ d I 5(-. & It, 0 ,u"/~ 1- b/8'o ;J1/L'-Sr. . , & 0 \-6 In ~ l. L ~,L. " d SIJ /11, L '- ..s:r;, V7lf' pro:.t J{70-5'7c:>Y. 6//0 ~/// :5r Attacl1ment 1 . ;{ ,. ': ~. ..:", ~. ~. ,::" [~.::: ~~( ~ ,'l', ~.~. . ~~;i' . l~i ,,' . ~.: ~\;;. "~: ~.:. ~!~.: ~.;-;" ~~~r . >. ,~~: . ~ :;'\ . ~:{ t~{~ &:~". ~: :.. 0;' ("! '-:"" :..::~> . J;C\ '.(.: ~ ," ,', ~,:... :~l'~. .I~~'. . . ~~!! . ! :.r.~ ;\f:.. . :.;'-;' .,...... ...... !~~: ~: : ......... ~}[ ". r~, ,,-=-;. :i;~.:. . r~i ' ~ ~:~ . ~~: . '-.:, ~>~ .,.:.: .0.:', p';.. . tt: ~~.~. ~~( ~~1. 'f.f"': ;~~: ::1:-' 1~ ~>~ ~:;.;" ~;~ ' " 0,',' t'.. ,', :!=,,:. ~:.~: ;..... i-."~ ..... ~ ~:. ~~'. ;):~~ 07/20/19S9 19:15 6129889350 ALLEN PAGE 02 ALLEN & , ,ASSOC.iATES 4749 Cr:'J~f"1c!"y Rmid Eas1: Min:ie1:onk.a. MI'>.l 55345 ., - ,r ~ ,'T, ---- ---. ' DRAFT #1 DRAFT #1 TO.: Sho-rewood City CoUncil FROM:' Tam Allen. Allen & 'Associates SUBJECT: ,Proposal'to complete consulting project DATE: July2~ 1999 This proposal States my o.nde~1anding of where we've been in this project and a proposal ful~ , completing, it. 'Tn the' first phase~ we hoped to come to an agreement among city council members and with Jitn Hiirmregarding perfonnance expectations. We were Unable to find that commtm ground. Instead~ we shifted attention to an enhanced evaluation process for the city administrator position. which. could then be used to evaluate Jim's perfonnance. A proposed evaluation process waS' devetopedin consultation with Christine Lizee and Jim Huon, (See attachrriem) Work on this proposal has created the candid conversations that we were looking fo.r bacldn phase one. Therefore, 1 propose that we delay a,review of the proposed' long term evahuition process untillatet in the project (as a last step) Proposed Re~u.119: : (By the end l) f this project. we will achieve the fullowing results} 1. Understtmdfug by Jim Hurm and council regarding any staff COl1cerns, 2, Coni.mitm.ertt by Jim Huml, staff, and council to results, actions. and ongoing fonow up tbat wUIBddress any staff concerns. 3., ,Evltluationofand commitment to. an enhanced evaluation process for the position of city administ1'ato'r. Action PtO.lI TtJA.~hiI!Ne Resllltf: (In terms of consultantresponsibilities)- 1. Define parameters for rema,inder of the project. (in process) 2. Faciljt,ate ex~utive session of council and department l.1Ja.Illlgers that result, in council's' understfmding of any concerns. ' 3. Facilitate, a preparation session with department managers. 4. Fa~ilitate a preparation,sessjon with Jim Hurm. 5.Fa~i1itt\te joint scssion(s) of run Hunn and departnll:D,t nll!U1.rlgcr5 to' achiCVl: propo5~d resUlts. (number of sessions'needed is unknown) 6. Facilitate a preparation session with Jim Hunn. FAX 612-986-9350 PHONE 612-988-9332 E-meil; AlIenAsc""aol.cam ~'5 E;:: ~(.' ;~ ~}:. ~f (~: ~i~, ' ..... ;{ ~r ~j . ;;::~ . ~:~;. ~~' ;'!i, ;..<: rk~'. r,'," ",", )~.. ~. ~'~~: ...~... ~.. ~'; (-:-:J. ~;r. ~~! ~,', ~:' ~~.i ';.'t :t:! ~;;i t:~ ~~ ' ~~ ~n1~ ~;f:, t~~~ :'b F;~' ~~~ ~",. ~f ~;. ~:. ~~~ . ~:, ".. ~. ~~: . .:..... g: t~ ,., :.:; :~~':: i;::,' 07/20/1999 19:15 6129889356 ALLEN PAGE 03 ., )~.~; Pags 2 Action Pltlrt (continued) , ,7. 'Faeilitate joint se$Sion of Jim Hul'Itl, council,. and department managers to: Understand commitments made by staff and run Hurm. ,Evaluate the need fur a similar proces.~ addressing any concerns held by COuric.;i{ members~ 8. Facilitate joint session 9f Jim Hunn and c01.nlciJ to e-va1uate a proposed long term evaluation .process tor cltyadministrator position. (attached proposal to be addressed a1 that time) Inv14$fntelft: ' , y our'in~nt In., consulting fees for this proposal will be: * This proposal $3,250. (26 hours @ $l~OOO. per day - for steps 1-4, 6~8~ plus travel and out of pocket) StC}), #5" " Unknown (To be billed at actual'time spent. pius travel and out of pocket. Estimated @ $500.- $2.000.) e, NOTE:, Totsh:s.timated investment does not include: " Joint fuiJlow. up sessions of staff and Jim Hunn. (not expected, but could always be' necessary) , Faeilitalion'of a similar process to address the any concerns held, by council members. , e ~?' i ~f "~~ ' f:r~ '..-.' f'r;; , ','" Et 7:\~ . t{' i"~'~,: ii~~: ;:,t, , ~}~ ::~: : ,'" ;~',~ t{ , )..11 ' i i&:: ~. ~:': , ~~ "",j r~ [i:: it1'I: f~, }l~' qf' '~.:. ;':~'~ ~{. ~t lj',~ ~J~~ ~~! ::~ ,:. ,~4;~' 07/20/1999 19:15 !J';~' ~:}:: !~f' !'r.. ~/[. ~~\' ~,:~.; i~'''.. ' :S,\' ::.', ;~~~:" [i~ · ~...' . ~t:~ ,0.. .,.., . 6129889350 ALLEN PAGE 04 DRAFT #3 W:hat does s'uccess look like when the Sborewood citY administrator is beiq effective? 1. (R): City services to the pubtic at'e administered effectively: . Stilffprovides services to the public that are: (as measured by feedback received by council,;' employees. administrator, and by fomiaI scientific feedback methods from citizens.) ~,.. , (R) Reliable' - dependable and accW'ate .~_ (R.) Responsive - willingness to help citizens witb their wants and needs' and attentive to complaints and inquiries. (R) Competent - demonstrating up to date skills and knowledge (R) Accessible - availab1e~ easy to contact, and convenient (R) Credible - honesty, integrity, and reputation . (R) Confidential - discretion about where and when to reveal fufunDmion (R)Fair and equitable. administered even handedly (R) Information is provided to council for periodic aBsessment of services Against theenteriaabove. . That assesses what good is being done. for whom. and at what cost. , (:R) There is an improvement process for city services that results in evaluation. .. ptaim.ing~ and' action on a coptinuous basis. 2. (~J Stipp(Jrl'to city collllcH is effective: (as assessed by'councilfeed~k to city adrriiniStnitoron anongoiug basis and in performance reviews) the city administrator's relationship with the city council exhibits certain , qualities: .- ' . (R) The city administrator utilizes good judgement in, providing leaderShip. (R) Provides proac:tive leadership on administrative issu:~s. . .~- (R) Understands that the council's roieis to deai with policy and her! his role is to support council in that effort. (R) Provides impartial support to all council members on policy issues. (R) Responds promptly to council inquiries. , (R): CommuniCates with the council in ways that are: (R): Candid. sensitive truthfulness (R). Clear (R) Consistent to all council members (R) Timely . (R) Accurate X-i. ,-, :.;,~" ':';.: f':'" :.1.;. z;.~~ ~;::'. ,,;. ~~~~. '. ~ .:.... . ~~,~ NOTE: (R)'deDotes'arell or item to be ranked 011 performanee evaluation. <. it .., ., ~.' - ,'.' , ~'.r !~ . (~. , .~' ..., ~:$: r):. '~. t, . ~,:, '. ~": ' .. .~ ~::;. i( ::~:. ;-.., ~{: . .' ~. , ,,' ~.;: : t~. :.:.; ~ i... ~;'; j'; ,~..:~: ~,:~: ,.. n:: ~'.,' . I'd', .. ~~:,; :'...M \.:, !:~ r< ....~ ;"~'. < . ~:~! . ii'l." i;:;',' ,. . -:..'-, f~~:. ',,; ..:~ ',: ' ......:. r.::. i~~. ~:~. .. ~::;.: ..< .:,/ . /J:' ~'...", '. ., ;.;', ~//" r.~.:: r:'; ~~.;" .-:,. ~~:::" ~;,:" ::.; " I';' , .',.';':', ',..,' ;.' .( ,~ 07/20/1999 19:15 6129889350 ALLEN PAGE 05 ',', ....~ Page 2 (Support to city council is (~ffecftve ~ continued) Council decision making is enhanced by: (R) Planning, analysis, and recommendations from the city administrator regarding lhture city needs. Policy proposals from the city administrator at the request of council: (R) Disclosing all pertinent infonnatioll in an unbiased .fushion. (R) Fully and fairly elaborating on all potential alternatives and their implications. Co.uncil decisions are implemented with: (R) Reliability. timely, dependable~ and accurate (R) Responsiveness - to council and citizen wants and needs (R) Competence - demon.strating up to date skil1.<i and knowledge (R) Credibility ~ honesty. integrity, and reputation . (R) Proactivity ~ anticipating challenges and planning ahead to mininrize crises (R) Effective communication to the council and the public ~ time1y~ acC1:m1te. comprehensive~ and clear. 3. (R) Employee development and the dJy adminbtratol"s relationship with emplt1yee.s is e..lfectiVe. {as assessed by eity employees in perfonnance review) : (RJ Employees are. noted for their excellence. (R) Excellent employees are recruited and retained. (R) Skills and abilities of employees are continuously enhanced. . . (It) Employee. initiative is encouraged. . .. (R) Employee evaluations are regular. meaningful, and effecti....e. (R) Employees are motivated to accomplish goal"'!. (R) Employees are involved in problem solving and decision making. (R) Appropriate responsibilities are delegated to employees. .. (R) There is evidenc.e ofte8mwork and cooperation among employees. . . (R) Work is well planned and coordinated. (R) Employees support decisions made 'by the city administrator. . (R) Personnel policies reflect c.hanges.in the marketplace arid are impartially .. administered. (R.) Employees are treated fah"ly and consistently. 4.(RJ TIu! rt!p1'esenttltioll of the city's inte,ests and tlie strength of the ils relatioMhips whh ot/ie.r guve.",-",entaI units is enhanced by the city tldmini.ftrat01'. It i.~ done: (as assessed by city council teedback - where appropriate. on:an ongoing baSis and in annual Perfot.mance reviews) {It) Professionally (R) Reliably. dependable and accurate (11) Credibly - honesty, integrity; and reputation NOTE: (R) denotes area or .ite~ to be ranked on perlonnaDee evaluation. . . ~:r ' ..: .~ . k, ~?:. ~:; !:/{ ~;}, .....:1. 1.;1 ~;~( ;." " ' .'," .:.;/. .':, .:"',. ~;::' ~',~( . ~i, !ii':; . ~:-!.' [~ ~: ~Z ~r;.', r(' ~: :.:',., if!; ;"" " t'" ...... I"'" l~, ~ ~,:t i.,::, . j.'.~ . ;~' :". '\ Yo,.. f~.;; , i~>,~: . i~~~ ;.,,~::: .. .~. .!' ~;~~" .' ~ ;~:':: . ~.~~: . ....\ -,"" 8 .: "',". ~:iY ;:.,' ...~, ' ~";' };~:. t~+ ';',,' ' ~"': ~.,r f':~.:' ~~~.. '::," .... . ", :: ~' t.: I,.' ::;:., 07/20/1999 19:15 6129889350 ALLEN PAGE 06 Pagt~ 3 5. (R)' The city is managed in Q soUltdftnancial manner (as assessed by city council in pertormance reviews) (R) Realistic budget is presented. (R) -Budget is presented in an understandable fashion. '(R) Budget is administered within adopted limits. 6. (R) The dty administrator evidences importa-nt-penona[ ttnits:( as assessed by council member5 and staff in performance reviews) (R) Remains calm in: stressful situations. (R) Is flexible in BC4;epting and adjusting to change. (R) Seeks to improve own skiDs and knowledge. '(R) Knowledgeable of current developments affecting the field. (R) Cormnit:m.ent to exceDence . shows consistent evidence of attempting to-meet expectations of cOUll.cil and the general public. . (Rl Is receptive to constructive criticism and advice 'from employees. connell, and 'the', public. 7. . (B) The: city ad1tIinlstmto; shows pNJgress Illl"UQ./ly on objedives Ilgreed:upon wiih counCil.' A,eaS for which objectives might be colfsitlered: · (R) Projects relare.Q to specific city objectives. (R) Projects that will advance understanding of public needs and wants for city services. (R)Projects that will measure satisfaction of publk nee$ and wants. (R) Projects that will improve city services. (R) Enhancements in relationship with city council. (specific behavior changes to be .identified) , (R) Projects that will improve administrative support to city council. (R) P'rojects that will improve implementation of city council decisi.ons. (R) Enhancements in the way .city administrator reJates to staff., (spec1fic behavior ~~ges to be identified) , (R) Projects that will improve employee development. {R} Enhancements 'in the way city administrator relates to the,public, other mlmicipalities, and other agencies. (specific behavio'r cliaJ.1ges will be identified) (R) Projects that win improve financial management. (Ri Personal deveJ.opment goals that will expand capw..'ity to exlnbit ce.rtain traits. (specific behaviQr changes will be identified) NOT,E: (R)'4cnotes area or item to be ranked on performanee evaluation. ' , ' ;'~ r;' , ~': ~\.-; :" I.:~' ~:;,: ' r~: ,"~" j':; ~ ,'. ' ~~;:, ~"'t ' '..' j',:: : ,~ .,-' r.'," t;. ~.::: ' ~.' : :? (",: t:~ :""f, ;".' ~.:"I ',:" ' i,) , ~~'~: " :':', ~' :" ~~ ;'.i C,:', f'::: ' ..' . .. ~'~ f:} ;:'.i'{, ~~:' ',' ~' " "'<, ':~: f;I~: ' ~: ;.:', ~,~', ~~. g'. ~~~~ : ~;: ! ~', , ,"', ...... :'~I }'~:.: ~,: ' 7': ~:';, ~l~: :'" :\'f:. :1.,: , ' ~. ',;' '";, ~' , ~' :~, ,~c:, ' ~: " 07/20/1999 19:15 ~ 6129889350 ALLEN PAGE 07 ":": ,'. ~\~ ~~; :.,:", ~::,:' : :~: ' DRAFT #3 ".:i;,: " ; ,~,. , , to ~ ' Proposed Standard Evaluation Form (For use by, the p.1.lblic~ council, employees, and city administrator. tor each assigned. evaluation area) ",. " ;: ~, t',. ,",,''' Possible rankiligS fbr ench area or item: 5 V~ sb-o.,.g. 4 Strong~ 3 Adequate. 2 Need$ ,Some Improvement. 1 Needs. Stlbstae.tial Improvement. Unknown. Aft<< each area' to be evaluated with rankingS1 written input will also be encouraged with tbe fol1n'Wing questions: - 11 WhdtQ:bout his/ herperformancldn this area bas been effective? (Be specif1.c ... give examp~) * What :i; missing In her I his perfonnance that would improve etTectivebess? (Be- spedfi" . give examples) : NOTE: Specific' examples will be required in allY instances where araoking of2 or} m- given. OtherWise,.. tbe input will be considered invalid and discarded. NOTE: .. 'Bach area or item to be ranked is denoted with an "Rtt on the document "What does sucCess look like when the S-horewood city administrator is being effective?" Each participant '(the pJ.Jblic, employees, council, or city administrator) that is to rank a specific litea or item is nrited in the document, '~Proposed procedure for performance evaluation of Shorewood City Admini.'ttr8tor:' . . Vi;. i.'. ~.,'.. ~+. b". ~;-; "'. i;' r,,' ,~':..:" ' ~\~ ~X r~'~, . fi~;' . ~\ ' j:;,':, ~ :i~ . ~ }. j"" i{:.. ". i',1~ t ..::;~: ::...;: ' ~:~r . f~~.' ~",~ Pl: t:;; N! :~".~:~. P',," ~~~ ~/. ~~'. \::r< ';c .,''', ~!'; ;\: . :.~:~. . !: 1\. . ~:r. . .~~~. ' ~~:f. : iX. ~1" ~f~~. ' : ~" . :~~: l;~~ : ',fl. '...; i'.-: '.:.::. ...~', : 07/20/1999 19:15 :," ; ~ :.'. I; ~. ~.~.. ' ;:, ~:~ ';".' f1:; !:~. :":;:. ", 6129889350 ALLEN PAGE 08 1. DRAFT #3 . Proposed P~ure. For Performaaee Evaluation or Sborewood City Admintstratof. Procedures fur public input and evaluation of city services will be designed and impiementedby the city administrator and statfthroughout the year. The results of these asse~ts from throughout the year will be brought furward into the June perfornmnce review of the city administl'ator. (T'O include scientific sampling surveys?) (#l) Council. emv1oyee, and self evaluations of the city administrator 'Wi1I be distn'buted iti June bYthe fnay-or or mayor designate. COuncil evaluates: . The quality of city services to the public. (# 1) City administrator's support to council (#2) City administrator's representation of the city to and relationship with other governmental units. (#4) City admixristrator's financial management oftbe city. (#5) City administrator's personal traits. (#6) . -~ Progress against objectives estabUshed last year. (#7) Employees evaluate: The quality of city services to the public. (#1) City administrator's development of employees and his I her relationship with employees. (#3) City administrator's personal traits. (#6) Progress against objectives established last year, (#7) Where appropriate. CitY administrator completes self evaluation: The quality of ~ity services to the public, .(# 1 ) Cit), administrator support to city council. (#2) City administrator's development of employees and bis I her reiatiollship with employees. (#3) City admjvistrator's representation of the city to and relationship with'-otber . govemmenta1 units. (#4) City administrator's financial management of the city. (#5) City administrator's personal traits. (#6) . Progress against objectives established last year. (#7) the mayor or designate receives evaluations' in sealed envelope from an sources and sU.mrnt.ui.1.1;n1 the results. (Including results from ongoing public surveys - #1-) GAps in pet'CePtiQ~ if any. between council, employees, and city administrator are highHg.hted.. TIiermayor or designate reviews the swnmary results (with:copies ofall Original "fDrillS .attached) in'aj'Oint Illeeting of city council and city administrator. Annual objectives' : fur the ca'ming year (for possible areas for which objectives might be establiShed. see.:#7) are. mtatu8.l1y agreed I;1pon between city administrator and. council. ~faYOt or designate and city administrator meet together with eniployee$. CitY ~t:mtor addres.'1CS meeting and mayor or designate observes. 'Review summary of employee input. :' Jte'Vicw administmtor's obj~tiVC$ fur the coming year. (03 "J'.FO~e) In Jartunry of each year. tbe city adniinistrator meets infOrrnatly. one on one with individUal c01.'!Ilcil:mem'befs to evaluate progress against aMwU objectives. 2. ...... 3. 4~ 5. 6. CITY OF ;.SHOREWOOD 5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927. (612) 474-3236 FAX (612) 474-0128. www,state.neUshorewood. cityhall@shorewood.state.net MEMORANDUl\l TO: Mayor and City Council James C. Hunn. City Administrator Larry Brown, Director of Public Works ~ July 21, 1999 FROM: . DATE: RE: Discussion Regarding the Waterford Place Retaining Wall As the City Council is aware, Staffhas been working on a design and repair of the two-tiered boulder retaining wall along the north side ofWaterford Place (refer to attachment 1), A portion of the bottom tier has collapsed. Several other sections of the wall look to be in precarious shape. . What was not known until the survey portion of the design process was completed, is that the front face of the wall is adjacent the right of way. Therefore, the main structure of the wall is outside of the right of way, To date, staff has researched the development file, and has not found any provisions which dedicates this wall as being under the responsibility of the City. The developer installed the boulder walls with the development, utilizing their own contractor. Several issues have been discussed during Staffs consideration of this item. 1. Who owns the wall? For a portion of the wall, the front face abuts the right efway. The wall however, lies outside of the right of way and would appear to be owned by the adjacent property owners, 2. Who benefits from the wall? The wall really benefits the two properties north of the retaining wall. backyards of the parcels would have to be maintained as a passive area. reconstructed with a graded slope of 2 feet horizontal to I-foot vertical. Without the wall, the The roadway could be n f . PRINTED ON RECYCLED PAPER ..,. /&'4. Mayor and City Council Waterford Retaining Wall July 22, 1999 Page 2 of2 3. If the City of Shorewood were to construct such a wall, how would it differ from the existing wall? The wall in question, clearly is a tall wall that has a stunning impact for the neighborhood. Tall walls with boulders create impressive aesthetic beauty to a neighborhood. However, to construct a retaining wall in excess of 6 feet in height is taking on a substantial gamble. All retaining walls move due to frost heave and thaw. A boulder wall has some freedoms of movement, however will eventually collapse if not constructed properly. If the City were to construct a wall of this height, it would be probable that the wall would be constructed from a modular block retaining wall. This is due to the strength and interlocking deshA of the modular block walls. Where heights of 6 feet or less can be achieved, larger boulders th7 what were used on this wall could be placed to allow for drainage and shifting of the rocks over time. 4. Is the wall to be repaired or replaced? This is an interesting question in that the wall is approximately 16 years old. Several areas of the wall look to be in rough shape and could collapse as well. Of particular concern is the top tier which shows signs of shifting over time. . In talking with contractors who specialize in larger retaining walls, it was stated that the City has two basic options. Repair the section that has fallen or rebuild the wall in total. Review of the wall indicates that the boulders used are more of a rounded rock than what is desirable. In addition, the rocks appear to be smaller than what is satisfactory for this height of wall. To patch the wall wi" larger boulders than what is there currently is going to detract from the aesthetics of the walr.-" Repairs have been outlined at approximately $75,000. It is likely to rebuild the wall would be in the range of$140,000. Staff is requesting that a City Council member be appointed to meet with the Waterford Homeowners Association and City Staff, to determine the best course of action. From all indications thus far, the Homeowners Association and adjacent property owners should be put on notice that action needs to occur to repair/replace the wall, as a soon as practicably possible. . y. Date: 07/22/1999 Time: 11:40:20 Save As: list Ranges: CITY OF SHOREWOOD Operator: FM Entry - Invoice Cash Disbursement Journal Journal #: (A) Transaction #: (Al Check Date: (Al Check#: (R) 26143 - 26229 Bank# : (Al Options: # of copies: 1 Check # Vendor Name Account # Title -------------------------------------------------------------------------------------------------------------------------------- 5 Void Checks: N Check Date Type Description Jrnl# Trans 26143 HEBERT, KATHLEEN 07/14/1999 R 101-21712 SEC 125 DEP CARE REIMB PAYABLE SEC 125 REIMB Invoice Total: 192 . 26144 HELLING, PAMELA 07/14/1999 R 101-41400-331 TRAVEL, CONFERENCE & SCHOOLS MILEAGE Invoice Total: 192 26145 ICMA PRODUCT FULFILLMENT CTR 101-41300-245 GENERAL SUPPLIES 07/14/1999 R 190 11 GUIDE 4 ELECTED OFFICIALS Invoice 42442 Total: 26146 MINNCOMM PAGING 07/14/1999 R 190 4 101-43050-321 COMMUNICATIONS - TELEPHONE PAGER Invoice 52006807995 Total: . 26149 SAM'S CLUB 07/14/1999 R 101-41400-433 DUES AND SUBSCRIPTIONS MEMBERSHIP FEE Invoice Total: 26147 PEPSI COLA COMPANY 642-49750-251 LIQUOR PURCHASES 643-49750-254 MISC PURCHASES 26148 RGIS INVENTORY SPECIALIST 643-49750-301 AUDITING & ACCOUNTING 26150 TRUST FOR PUBLIC LAND 101-41300-331 TRAVEL, CONFERENCE 101-41910-331 TRAVEL, CONFERENCE 26151 DAHLHEIMER DIST INC 642-49750-253 BEER PURCHASES 26152 DAY DISTRIBUTING 642-49750-253 BEER PURCHASES 641-49750-253 BEER PURCHASES 07/14/1999 R 192 MISC Invoice 311386-06 Total: MISC Invoice 312205-06 Total: 07/14/1999 R SERVIC INVENTORY Invoice D72484791 192 51 Total: 193 07/14/1999 R 192 56 & SCHOOLS HURM/WOODRUFF REGISTRATION & SCHOOLS HURM/WooDRUFF REGISTRATION Invoice Total: 07/14/1999 R 192 14 BEER Invoice 5090-06 Total: 07/14/1999 R 192 16 BEER Invoice 1150- 06 Total: BEER Kathy Page: Page on Check: N Amount Invoice Check 3 384.60 384.60 384.60 27.77 27.77 27.77 46.00 46.00 46.00 8.63 8.63 8.63 9.60 9.60 81.15 81.15 90.75 43 1 220.59 220.59 120.00 120.00 15.00 15.00 30.00 952.20 952.20 4,579.25 4,579.25 -21.79 952.20 220.59 120.00 30.00 " ,. Date: 07/22/1999 Time: 11:40:22 CITY OF SHOREWOOD FM Entry - Invoice Cash Disbursement Journal Operator: Kathy Page: 2 Check # Vendor Name Account # Title Check Date Type Description Jrnl# Trans Amount Invoice Check Invoice 1152-06 Total: -21.79 643-49750-253 BEER PURCHASES BEER 3,322.60 Invoice 1315-06 Total: 3,322.60 7,880.06 26153 EAST SIDE BEVERAGE COM PAN 07/14/1999 R 192 18 643-49750-253 BEER PURCHASES BEER 8,530.75 643-49750-254 MISC PURCHASES MISC 47.70 Invoice T7535-06 Total: 8,578.45 8,578.45 26154 MARK VII 07/14/1999 R 192 42 643-49750-254 MISC PURCHASES MISC 93.15 643-49750-253 BEER PURCHASES BEER 5,191.50 Invoice 26369-06 Total: 5,284.65 642-49750-253 BEER PURCHASES BEER 5,161.15 642-49750-254 MISC PURCHASES MISC 221.80 . Involce 49163-06 Total: 5,382.95 641-49750-253 BEER PURCHASES BEER 22.50 Invoice 883207 Total: 22.50 10,690.10 26155 QUALITY WINE & SPIRITS CO 07/14/1999 R 192 49 642-49750-251 LIQUOR PURCHASES LIQUOR 543.66 642-49750-252 WINE PURCHASES .WlNE 389.14 Invoice 730128-00 Total: 932 .80 643-49750-251 LIQUOR PURCHASES LIQUOR 654.92 643-49750-252 WINE PURCHASES WINE 143.02 Invoice 730129-00 Total: 797. 9~ 641-49750-252 WINE PURCHASES WINE 188.62 641-49750-251 LIQUOR PURCHASES LIQUOR 388.52 Invoice 730130-00 Total: 577.14 2,307.88 26156 THORPE DISTRIBUTING COMPA 07/14/1999 R 192 52 642-49750-253 BEER PURCHASES BEER 10,334.85 642-49750-254 MISC PURCHASES MISC 155.25 Invoice 30210-06 Total: 10,490.10 10,490.10 .26157 WASTE MANAGEMENT-SAVAGE 07/14/1999 R 192 2 641-49750-380 UTILITY SERVICES WASTE REMOVAL 71.32 Invoice 0158574 Total: 71.32 101-43050-380 UTILITY SERVICES WASTE REMOVAL 190.99 Invoice 0158575 Total: 190.99 262.31 26158 PERA 07/21/1999 R 200 3 101-21704 PERA WITHHOLDING PAYABLE PERA 1,478.44 101-49200-121 UNALLOCATED PERA - CITY SHAR PERA 1,612.31 Invoice 7/20/99 Total: 3,090.75 3,090.75 26159 ICMA RETIREMENT TRUST-457 07/21/19.99 R 199 8 101.21705 VOLUNTARY PAYROLL DEDUCTS PAYABL DEFERRED COMP 1,180.62 Invoice 072099 Total: 1,180.62 1,180.62 26160 CITY COUNTY CREDIT UNION 07/21/1999 R 199 9 101-21705 VOLUNTARY PAYROLL DEDUCTS PAYABL PAYROLL DEDUCTIONS 1,230.80 Invoice 072099 Total: 1,230.80 1,230.80 ,. Date: 07/22/1999 Time: 11: 40: 26 CITY OF SHOREWOOD Operator: FM Entry - Invoice Cash Disbursement Journal Check II Vendor Name Account II Jrnlll Title Check Date Type DescriptiOn 26161 MN CHILD SUPPORT PMT CTR 07/21/1999 R 199 101-21705 VOLUNTARY PAYROLL DEDUCTS PAYABL CHILD SUPPORT-C. SCHMID Invoice 072099 Total: 26162 NIELSEN, BRADLEY 07/21/1999 R 101-21711 SEC 125 HEALTH CARE REIMB PAYABL SEC 125 REIMB Invoice Total: 26163 PAZANDAK, JOSEPH 07/21/1999 R 101-42400-331 TRAVEL, CONFERENCE & SCHOOLS MILEAGE Invoice Total: 26164 MIDWEST COCA-COLA BOTTLIN 643-49750-254 MISC PURCHASES 07/21/1999 R 199 MISC Invoice 0336147-06 Total: MISC Invoice 2703323-06 Total: . 642-49750-254 MISC PURCHASES 26165 EAST SIDE BEVERAGE COMPAN 642-49750-253 BEER PURCHASES 642-49750-254 MISC PURCHASES 07/21/1999 R 199 BEER MISC Invoice S3600-06 Total: 26166 WASTE MANAGEMENT-SAVAGE 643-49750-380 UTILITY SERVICES 07/21/1999 R 199 WASTE REMOVAL Invoice 0158613 Total: 26167 PUBLIC EMPLOYEES 07/27/1999 R 149 641-49750-121 PERA CONTRIB - CITY SHARE PERA OMITTED DEDUCTIONS Invoice JONES Total: 26168 ALLEN & ASSOCIATES 101-41110-400 CONTRACTUAL SERVICES 07/27/1999 R 190 ADMIN PERFORM APPRAISAL Invoice 04/29/99 Total: . 26169 AMER SOC PUBLIC ADM 101-41300-433 DUES AND 07/27/1999 R 192 SUBSCRIPTIONS MEMBERSHIP RENEWAL Invoice 42266 Total: 26170 B & J AUTOMOTIVE 101-43050-221 MAINTENANCE OF 07/27/1999 R EQUIPMENT EQUIP MAINT Invoice 15064 Total: EQur P MAINT Invoice 15162 Total: 200 101-43050-221 MAINTENANCE OF EQUIPMENT 26171 BEARCOM 101-43050-223 MAINTENANCE OF 07/27/1999 R BUILDINGS RADIO MAINT Invoice 1268507 Total: 200 26172 BOB RICHARDS PHOTOGRAPHY 101-41110-245 GENERAL SUPPLIES 07/27/1999 R 190 COUNCIL PHOTO Invoice 7/7/99 Total: 199 199 Trans 10 2 21 22 46 1 7 PROCESS 4 11 21 3 Amount 173.51 7 100.00 48.36 798.80 537.15 7,431.00 72.40 37.61 467.41 3,522.00 35.00 121. 04 32.40 518.29 47.93 Kathy Invoice 173.51 100.00 48.36 798.80 537.15 7,503.40 37.61 467.41 3,522.00 35.00 121.04 32.40 518.29 47.93 Page: Check 173.51 100.00 48.36 1,335.95 7,503.40 37.61 467.41 3,522.00 35.00 153.44 518.29 47.93 !. Date: 07/22/1999 Time: 11:40:27 CITY OF SHOREWOOD Operator: FM Entry - Invoice Cash Disbursement Journal Kathy Page: 4 Title Check Date Type Description Jrnl# Trans Check # Vendor Name Account # Amount Invoice Check -------------------------------------------------------------------------------------------------------------------------------- 26173 BROWNING FERRIS IND. 07/27/1999 R 192 6 643-49750-400 CONTRACTUAL SERVICES TB LIQ RECYCLING 36.35 Invoice 060990200 Total: 36.35 36.35 26174 CHAMPION AUTO STORE #344 07/27/1999 R 201 3 101-43050-221 MAINTENANCE OF EQUIPMENT EQUIP MAINT 17.76 Invoice 95545 Total: 17.76 17.76 26175 COLLINS ELECTRICAL SYSTEM 07/27/1999 R 200 22 101-43160-221 MAINTENANCE OF EQUIPMENT SIGNAL LIGHT MAINT 100.54 Invoice JR21220 Total: 100.54 100.54 26176 CONSOLIDATED CONTAINER 07/27/1999 R 159 19 101-45200-245 GENERAL SUPPLIES TRASH BARRELS 168.53 Invoice 29564 Total: 168.53 168.53 . 26177 COORDINATED BUSINESS SYST 07/27/1999 R 190 6 101-41400-200 OFFICE SUPPLIES TONER 171 . 64 Invoice 141278 Total: 171.64 171.64 26178 EVERGREEN LAND SERVICE CO 07/27/1999 R 200 6 404-48000-440 MISC SERVICES HWY 7/41 PROJECT 956.96 Invoice 8466 Total: 956.96 956.96 26179 ELK RIVER CONCRETE PRODUCTS 07/27/1999 R 133 28 101.43100-245 GENERAL SUPPLIES STREET SUPPLIES 237.96 Invoice 146116 Total: 237.96 237.96 26180 EXCELSIOR-CITY OF 07/27/1999 R 159 15 101-42200-400 CONTRACTUAL SERVICES THIRD QTR FIRE CONTRACT 39,351. 50 Invoice Total: 39,351. 50 39,351.50 26181 FLAGS OVER AMERICA, INC 07/27/1999 R 200 16 . 101-41910-245 GENERAL SUPPLIES CITY HALL FLAG 42.00 Invoice 16868 Total: 42.00 42.00 26182 G & K SERVICES 07/27/1999 R 190 5 101-43050-400 CONTRACTUAL SERVICES UNIFORMS 318.52 101-41940-400 CONTRACTUAL SERVICES MATS 35.04 Invoice 0604431-06 Total: 353.56 353.56 26183 GOPHER STATE ONE-CALL. IN 07/27/1999 R 206 2 601-49400-400 CONTRACTUAL SERVICES ONE CALL SERVICE 35.87 611-49450-400 CONTRACTUAL SERVICES ONE CALL SERVICE 35.88 Invoice 9060645 Total: 71.75 71.75 26184 HENN CO GENERAL SERVICES 07/27/1999 R 197 5 402-48000-245 GENERAL SUPPLIES FREEMAN PK MULTI-PURPOSE BLDG 13 7.50 Invoice 99-70 Total: 137.50 137.50 26185 INTERSTATE BATTERY INC 07/27/1999 R 201 5 101-43050-221 MAINTENANCE OF EQUIPMENT BATTERIES 162.79 Date: 07/22/1999 Time: 11:40:29 Check # Vendor Name Account # Title -------------------------------------------------------------------------------------------------------------------------------- 162.79 CITY OF SHOREWOOD Operator: FM Entry - Invoice Cash Disbursement Journal Check Date Type Description Jrnlll Invoice 131260 Total: 26186 INSTRUMENT CONTROL SYSTEMS INC 07/27/1999 R 200 601-49400-221 MAINTENANCE OF EQUIPMENT BLDR/BADGER TOWER MAINT Invoice 4342-IN Total: 26187 J & R RADIATOR CORP. 07/27/1999 R 158 101-43050-221 MAINTENANCE OF EQUIPMENT EQUIP MAINT + TAX Invoice 188333 Total: 26188 KNOX LUMBER CO. 101-45200-245 GENERAL SUPPLIES 07/27/1999 R PARK SUPPLIES Invoice 0217-381885 Total: 133 . 26189 LK MTKA CONSERV. DISTRICT 07/27/1999 R 101-41110-433 DUES AND SUBSCRIPTIONS 3RD QTR Invoice 109 LEVY PAYMENT 052799 Total: 26190 LONG LAKE TRACTOR/EQUIP 07/27/1999 R 101-43050-221 MAINTENANCE OF EQUIPMENT EQUIP MAINT Invoice 17509 Total: 158 26191 MCLEOD USA 07/27/1999 R 197 101-41940-221 MAINTENANCE OF EQUIPMENT PHONE LINE MAINT Invoice 147782 Total: 26192 METRO COUNCIL ENVIRONMENT 07/27/1999 R 149 611-49450-385 MCES SEWAGE TREATMENT CHARGE AUGUST SEWER TREATMENT Invoice 000689743 Total: 26193 METRO COUNCIL ENVIRONMENT 611-20820 MCES SAC CHARGES PAYABLE .26194 MIDWEST ASPHALT CORP. 101-43100-245 GENERAL SUPPLIES 26195 OFFICE DEPOT 101-41400-200 OFFICE SUPPLIES 101-41400-200 OFFICE SUPPLIES 26196 MINNESOTA DEPT OF HEALTH 601-37150 WATER CONNECTION FEES 26197 WM. MUELLER & SONS, INC. 101-43100-245 GENERAL SUPPLIES 101-34104 "PASS-THRU" CHARGES 07/27/1999 R JUNE SAC Invoice JUNE Total: 190 07/27/1999 R TACK Invoice 12151MB Total: 201 07/27/1999 R CREDIT Invoice 71798561 Total: 149 OFFICE SUPPLIES Invoice 72588079 Total: 07/27/1999 R 159 WATER CONNECTION FEE Invoice 2ND QTR Total: 07/27/1999 R 158 STREET SUPPLIES STREET SUPPLIES Invoice 004626-06 Total: Trans 14 25 10 16 Amount 7 1,512.49 9 161.88 1 58.47 1 4,233.82 33.68 4 302.16 23,336.38 2,079.00 6 106.50 6 -62.72 182.97 1,400.00 5,653.19 369.56 Kathy Invoice 162.79 1,512.49 161. 88 58.47 4,233.82 33.68 302.16 23,336.38 2,079.00 106.50 -62.72 182.97 1,400.00 6,022.75 Page: 5 Check 1,512.49 161.88 58.47 4,233.82 33.68 302.16 23,336.38 2,079.00 106.50 120.25 1,400.00 6,022.75 Date: 07/22/1999 Time: 11:40:30 CITY OF SHOREWOOD Operator: Kathy Page: 6 FM Entry - Invoice Cash Disbursement Journal Check II Vendor Name Check Date Type Jrnl# Trans Account 1/ Title Description Amount Invoice Check 26198 MUNITECH, INC. 601-49400-400 CONTRACTUAL SERVICES 611-49450-400 CONTRACTUAL SERVICES 26199 NAVARRE TRUE VALUE 101-43100-245 GENERAL SUPPLIES 101-43050-245 GENERAL SUPPLIES 07/27/1999 R 190 AUGUST SEWER/WATER MAINT AUGUST SEWER/WATER MAINT Invoice 7249 Total: 07/27/1999 R GRASS SEED Invoice 041213 Total: SUPPLIES Invoice 041553 Total: CREDIT-S/B SHOREWOOD TRUE VALUE Invoice 29722 Total: 159 101-45200-221 MAINTENANCE OF EQUIPMENT 601-49400-221 MAINTENANCE OF EQUIPMENT EQUIP MAINT Invoice 41736 Total: 26200 NORTHERN STATES POWER 101-42100-380 UTILITY SERVICES 101-43160-380 UTILITY SERVICES 101-45200-380 UTILITY SERVICES 601-49400-394 UTILITIES - AMESBURY WELL 601-49400-396 UTILITIES - BOULDER BRIDGE 601-49400-397 UTILITIES - WOODHAVEN WELL 601-49400-398 UTILITIES - SE AREA WELL/TOW 611-49450-380 UTILITY SERVICES 642-49750-380 UTILITY SERVICES 07/27/1999 R UTILITIES UTILITIES UTILITIES UTILITIES W UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES 200 . 26201 NORTHLAND CHEMICAL CORP. 101-45200-245 GENERAL SUPPLIES Invoice Total: 07/27/1999 R 200 INSECT SPRAY Invoice 040887 Total: 26202 NORWEST INVESTMENT SVS IN 07/27/1999 R 144 101-41940-520 BUILDINGS & STRUCTURES SR CTR LEASE PMT Invoice 824996MA7 Total: .6203 ORONO, CITY OF 101-42700-400 CONTRACTUAL ANIMAL 07/27/1999 R 192 CONTROL S JULY ANIMAL CONTROL Invoice 1160-99 Total: 26204 PAWS, CLAWS & HOOVES PET 07/27/1999 R 101-42700-400 CONTRACTUAL ANIMAL CONTROL S JULY SERVICE/JUNE Invoice Total: 26205 PITNEY-BOWES INC. 101-41400-200 OFFICE SUPPLIES 26206 SHOREWOOD TREE RESIDENTIA 101-43250-400 CONTRACTUAL SERVICES 101-43250-400 CONTRACTUAL SERVICES 101-43250-400 CONTRACTUAL SERVICES 197 IMPOUNDS 07/27/1999 R 192 COUNCIL POUCHES Invoice 424920 Total: 07/27/1999 R 158 TREE REMOVAL Invoice 1419 Total: TREE REMOVAL-STORM DAMAGE Invoice 1437 Total: TREE TRIMMING 8 4,140.00 2,760.00 6,900.00 6,900.00 8 60.97 60.97 9.12 9.12 -12.67 -12.67 3.71 3.71 61.13 8 3.14 223.18 55.20 187.29 1,055.40 225.90 2,183.09 117.30 705.13 4,755.63 4,755.63 17 86.47 86.47 86.47 2 18,771.97 18,771.97 18,771.97 53 1,386.18 1,386.18 1,386.18 1 487.27 487.27 487.27 54 24.36 24.36 24.36 2 213.00 213 . 00 439.63 439.63 463_00 Date: 07/22/1999 Time: 11:40:33 Check # Vendor Name Account jj CITY OF SHOREWOOD Operator: FM Entry - Invoice Cash Disbursement Journal Title 26207 SO LK MTKA PUB SAFETY DEP 101-42100-440 MISC SERVICES 101-42100-440 MISC SERVICES 101-42100-400 CONTRACTUAL SERVICES 101-42100-400 CONTRACTUAL SERVICES 26208 TIME SAVER OFF SITE SEC 101-41400-400 CONTRACTUAL SERVICES 101-41910-400 CONTRACTUAL SERVICES . 101-41400-400 CONTRACTUAL SERVICES Check Date Type Description Jrnlll Trans Invoice 1440 Total: 07/27/1999 R 149 RESERVE BANQUET APR-JUNE CT OT APR-JUNE TRAFFIC OFFICER Invoice Total: AUGUST POLICE BUDGET Invoice AUGUST Total: 21 07/27/1999 R 206 COUNCIL MTG MINUTES Invoice 11808 Total: PLAN COMM MTG MINUTES Invoice 11826 Total: COUNCIL MTG MINUTES Invoice 11839 Total: 26209 TONKA BAY-CITY OF 07/27/1999 R 601-49400-260 WATER PURCHASES - TONKA BAY WATER PURCHASE 611-49450-400 CONTRACTUAL SERVICES SEWER USAGE 643-49750-380 UTILITY SERVICES TB UTILITIES Invoice Total: 26210 TWIN CITY WATER CLINIC 601-49400-400 CONTRACTUAL SERVICES 26211 AT&T WIRELESS SERVICES 101-43010-321 COMMUNICATIONS 101-42400-321 COMMUNICATIONS 101-41910-321 COMMUNICATIONS 611-49450-321 COMMUNICATIONS . 26212 US WEST 601-49400-397 190 07/27/1999 R 160 WATER TESTING Invoice 5510 Total: 07/27/1999 R - CELLULAR PH AIRTIME - CELLULAR PH AIRTIME . CELLULAR PH AIRTIME - TELEPHONE AIRTIME Invoice Total: 200 07/27/1999 R UTILITIES - WOODHAVEN WELL COMMUNICATIONS Invoice Total: 199 26213 VICTORIA REPAIR AND MFG 101-43050-221 MAINTENANCE OF 26214 VILLAGE CHEVROLET 101-43050-221 MAINTENANCE OF 26215 WASTE TECHNOLOGY, INC. 621-49550-400 CONTRACTUAL SERVICES 07/27/1999 R 201 EQUIPMENT EQUIP MAINT + TAX Invoice 1144 Total: 07/27/1999 R EQUIPMENT EQUIP MAINT Invoice 236618 159 Total: 07/27/1999 R 190 2 ADDN'L TAX ON SPRING CLEAN UP Invoice 062599 Total: 26216 WATERPRO 07/27/1999 R 601-49400-221 MAINTENANCE OF EQUIPMENT HYDRANT REPAIR 200 19 Amount 450.00 754.35 8,690.08 40,789.70 3 186.00 91.75 125.75 1 321. 47 253.90 101. 94 4 20.00 2 29.50 26.09 85.86 11.70 3 46.12 4 8.52 7 57.08 695.89 132.38 Kathy Invoice 463.00 9,894.43 40,789.70 186.00 91.75 125.75 677.31 20.00 153.15 46.12 8.52 57.08 695.89 Page: 7 Check 1,115.63 50,684.13 403.50 677 . 31 20.00 153.15 46.12 8.52 57.08 695.89 Date: 07/22/1999 Time: 11:40:36 CITY OF SHOREWOOD FM Entry - Invoice Cash Disbursement Journal Operator: Kathy Page: 8 Check # Vendor Name Account # Title Check Date Type Description Jrnl# Trans Amount Invoice Check Invoice 5486377 Total: 132.38 132.38 26217 WSB AND ASSOCIATES 07/27/1999 R 200 4 611-49450-303 ENGINEERING FEES WATER/SEWER ENG 1,265.00 Invoice 1074.00-11 Total: 1,265.00 1,265.00 26218 ZEE MEDICAL SERVICE 07/27/1999 R 158 7 101-43050-245 GENERAL SUPPLIES MEDICAL SUPPLIES 64.33 Invoice 54203808 Total: 64.33 64.33 26219 BELLBOY CORPORATION 07/27/1999 R 149 26 641-49750-251 LIQUOR PURCHASES LIQUOR 64.80 Invoice 16783900 Total: 64.80 642-49750-251 LIQUOR PURCHASES LIQUOR 900.98 Invoice 16804100 Total: 900.98 641-49750-251 LIQUOR PURCHASES LIQUOR 420.30 . Invoice 16804200 Total: 420.30 643-49750-251 LIQUOR PURCHASES LIQUOR 420.30 Invoice 16804300 Total: 420.30 641-49750-251 LIQUOR PURCHASES LIQUOR 159.85 Invoice 16840400 Total: 159.85 643-49750-251 LIQUOR PURCHASES LIQUOR 105.60 Invoice 16840500 Total: 105.60 642-49750-251 LIQUOR PURCHASES LIQUOR 60.35 Invoice 16876600 Total: 60.35 641-49750-251 LIQUOR PURCHASES LIQUOR 165.41 Invoice 16887400 Total: 165.41 643-49750-251 LIQUOR PURCHASES LIQUOR 380.30 Invoice 16887500 Total: 380.30 2,677.89 26220 BELLBOY BAR SUPPLY 07/27/1999 R 150 5 643-49750-254 MISC PURCHASES MISC 71.00 Invoice 1996500 Total: 71.00 641-49750-254 MISC PURCHASES MISC 38,00 . Invoice 1996800 Total: 38.00 641-49750-254 MISC PURCHASES MISC 34.00 Invoice 2010600 Total: 34.00 643-49750-254 MISC PURCHASES MISC 114.00 Invoice 2010700 Total: 114.00 641-49750-254 MISC PURCHASES MISC 39.10 641-49750-245 GENERAL SUPPLIES SUPPLIES 19.98 Invoice 29987300 Total: 59.08 642-49750-254 MISC PURCHASES MISC 57.77 Invoice 30044400 Total: 57.77 643-49750-254 MISC PURCHASES MISC 15.35 Invoice 30044500 Total: 15.35 641-49750-254 MISC PURCHASES MISC 28.57 641-49750-245 GENERAL SUPPLIES SUPPLIES 48.05 Invoice 30044600 Total: 76.62 643-49750-254 MISC PURCHASES MISC 84.11 643-49750-245 GENERAL SUPPLIES SUPPLIES 49.58 Invoice 30077900 Total: 133.69 642-49750-254 MISC PURCHASES MISC 48.18 Date: 07/22/1999 Time: 11:40:40 Check # Vendor Name Account # Title CITY OF SHOREWOOD Operator: FM Entry - Invoice Cash Disbursement Journal Check Date Type Description Jrnl# 642-49750-245 GENERAL SUPPLIES 642-49750-342 ADVERTISING & PROMOTIONS 26222 GRIGGS, COOPER & COMPANY 642-49750-251 LIQUOR PURCHASES 641-49750-252 WINE PURCHASES 641-49750-251 LIQUOR PURCHASES 641-49750-254 MISC PURCHASES 642-49750-252 WINE PURCHASES 642-49750-251 LIQUOR PURCHASES . 643-49750-251 LIQUOR PURCHASES 643-49750-252 WINE PURCHASES 643-49750-251 LIQUOR PURCHASES 641-49750-252 WINE PURCHASES 641-49750-251 LIQUOR PURCHASES 641-49750-251 LIQUOR PURCHASES 641-49750-254 MISC PURCHASES 642-49750-252 WINE PURCHASES 642-49750-251 LIQUOR PURCHASES 642-49750-254 MISe PURCHASES . 643-49750-251 LIQUOR PURCHASES 641-49750-252 WINE PURCHASES 641-49750-251 LIQUOR PURCHASES 642-49750-252 WINE PURCHASES 642-49750-251 LIQUOR PURCHASES 642-49750-254 MIse PURCHASES 643-49750-252 WINE PURCHASES 643-49750-251 LIQUOR PURCHASES 26223 JOHNSON BROS LIQUOR CO. 641-49750-252 WINE PURCHASES SUPPLIES PROMOTION Invoice 30086200 Total: 07/27/1999 R 149 LIQUOR CREDIT Invoice 112927 Total: WINE Invoice 71220 Total: LIQUOR Invoice 71221 Total: MISC Invoice 71222 Total: WINE Invoice 71226 Total: LIQUOR Invoice 71227 Total: LIQUOR Invoice 71243 Total: WINE Invoice 71244 Total: LIQUOR Invoice 71245 Total: WINE Invoice 74726 Total: LIQUOR Invoice 74727 Total: LIQUOR rusc Invoice 74728 Total: WINE Invoice 74730 Total: LIQUOR/MISe MISC Invoice 74731 Total: LIQUOR Invoice 74750 Total: WINE Invoice 77327 Total: LIQUOR Invoice 77328 Total: WINE Invoice 77331 Total: LIQUOR MISe Invoice 77332 Total: WINE Invoice 77350 Total: LIQUOR Invoice 77351 Total: 07/27/1999 R WINE CREDIT 192 Trans Amount 82.86 68.60 50 -23.31 439.17 100.69 83.07 300.80 383.23 59.24 142.07 312.73 286.52 17.60 2,645.33 148.20 227.96 1,913.62 85.35 1,049.12 797.56 1,963.25 535.80 1,936.09 27.81 591.02 1,142.32 26 -26.00 Kathy Page: 9 Invoice Check 199.64 799.15 -23.31 439.17 100.69 83.07 300.80 383.23 59.24 142.07 312.73 286.52 17.60 2,793.53 227.96 1,998.97 1,049.12 797.56 1,963.25 535.80 1,963.90 591. 02 1,142.32 15,165.24 Date: 07/22/1999 Time: 11: 40: 47 eITY OF SHOREWOOD Operator: FM Entry - Invoice Cash Disbursement Journal Kathy Page: 10 Check # Vendor Name Account # Title Check Date Type Description Jrnl# Trans Amount Invoice Check Invoice 92816 Total: -26.00 641-49750-252 WINE PURCHASES WINE eREDIT -22.74 Invoice 94023 Total: -22.74 643-49750-252 WINE PURCHASES WINE CREDIT -8.56 Invoice 94261 Total: -8.56 642-49750-252 WINE PURCHASES WINE 66.20 Invoice 994626 Total: 66.20 641-49750-252 WINE PURCHASES WINE 84.50 Invoice 994627 Total: 84.50 642-49750-251 LIQUOR PURCHASES LIQUOR 83.49 Invoice 994858 Total: 83.49 641-49750-251 LIQUOR PURCHASES LIQUOR 99.75 Invoice 995534 Total: 99.75 642-49750-251 LIQUOR PURCHASES LIQUOR 66.99 Invoice 997132 Total: 66.99 641-49750-251 LIQUOR PURCHASES LIQUOR 77 .99 . Invoice 997133 Total: 77 .99 643-49750-251 LIQUOR PURCHASES LIQUOR 66.99 Invoice 997134 Total: 66.99 642-49750-253 BEER PURCHASES BEER 125.37 642-49750-252 WINE PURCHASES WINE 341.66 Invoice 998105 Total: 467.03 641-49750-253 BEER PURCHASES BEER 143.28 641-49750-252 WINE PURCHASES WINE 310.60 Invoice 998106 Total: 453.88 643-49750-252 WINE PURCHASES WINE 124.24 643-49750-253 BEER PURCHASES BEER 71.64 Invoice 998107 Total: 195.88 1,605.40 26224 LAKE REGION VENDING 07/27/1999 R 149 69 642-49750-254 MISC PURCHASES MISC 177.31 Invoice 7277 Total: 177.31 641-49750-254 MISC PURCHASES MISC 481.27 Invoice 7278 Total: 481.27 . 643-49750-254 MISC PURCHASES MISC 628.23 Invoice 7279 Total: 628.23 642-49750C254 MISe PURCHASES MISC 253.30 Invoice 7300 Total: 253.30 641-49750-254 MISC PURCHASES MISe 151. 98 Invoice 7301 Total: 151. 98 643-49750-254 MISC PURCHASES MISe 354.62 Invoice 7302 Total: 354.62 2,046.71 26225 LAKESHORE WEEKLY NEWS 07/27/1999 R 159 17 101-41400-351 PRINTING AND PUBLISHING LEGAL ADS 132.50 Invoice 00016576 Total: 132.50 132.50 26226 LEEF BROS 07/27/1999 R 192 39 643-49750-400 CONTRACTUAL SERVICES MATS 27.51 Invoice 943801 Total: 27.51 27.51 26227 MARLIN'S TRUeKING 07/27/1999 R 149 75 642-49750-251 LIQUOR PURCHASES FREIGHT 12.32 Date: 07/22/1999 Time: 11:40:51 CITY OF SHOREWOOD FM Entry - Invoice Cash Disbursement Journal Operator: Kathy Page: 11 Check ~ Vendor Name Account ~ Title Check Date Type Description Jrnl# Trans Amount Invoice Check 642-49750-252 WINE PURCHASES FREIGHT 12.33 Invoice 6/30-~1 Total: 24.65 641-49750-251 LIQUOR PURCHASES FREIGHT 17.85 641-49750-252 WINE PURCHASES FREIGHT 17.85 Invoice 6/30-~2 Total: 35.70 643-49750-252 WINE PURCHASES FREIGHT 13.60 643-49750-251 LIQUOR PURCHASES FREIGHT 13 .60 Invoice 6/30-TB Total: 27.20 87.55 26228 PAUSTIS WINE COMPANY 07/27/1999 R 150 10 641-49750-252 WINE PURCHASES WINE 322.20 Invoice 111861 Total: 322.20 642-49750-252 WINE PURCHASES WINE 398.35 642-49750-253 BEER PURCHASES BEER 65.40 Invoice 111864 Total: 463.75 785.95 .26229 PHILLIPS WINE & SPIRITS 07/27/1999 R 192 45 641-49750-252 WINE PURCHASES WINE CREDIT -41. 00 Invoice 3197216 Total: -41.00 642-49750-252 WINE PURCHASES WINE -77.00 Invoice 3197890 Total: -77.00 641-49750-252 WINE PURCHASES WINE 21.40 Invoice 497928 Total: 21.40 642-49750-252 WINE PURCHASES WINE 95.00 Invoice 508367 Total: 95.00 642-49750-252 WINE PURCHASES WINE 597.50 Invoice 509952 Total: 597 . 50 641-49750-252 WINE PURCHASES WINE 817.00 Invoice 509953 Total: 817 . 00 643-49750-252 WINE PURCHASES WINE 386.00 Invoice 509954 Total: 386.00 641-49750-252 WINE PURCHASES WINE 102.00 Invoice 510598 Total: 102.00 642-49750-252 WINE PURCHASES WINE 448.75 . Invoice 510781 Total: 448.75 641-49750-252 WINE PURCHASES WINE 706.55 Invoice 510782 Total: 706.55 643-49750-252 WINE PURCHASES WINE 107.05 Invoice 511232 Total: 107.05 641-49750-251 LIQUOR PURCHASES LIQUOR 890.25 641-49750-252 WINE PURCHASES WINE 146.00 Invoice 512626 Total: 1,036.25 643-49750-251 LIQUOR PURCHASES LIQUOR 593.50 Invoice 512627 Total: 593.50 4,793.00 258,627.68* Payroll Register Check # Last Name First Name MI Check Amt Check Date 214620 BASTYR CONNIE D 281.07 7/20/99 214621 BEAULIEU JIM R 73.36 7/20/99 214622 BLECHTA RYAN C 42.95 7/20/99 214623 BROWN LAWRENCE A 1,633.51 7/20/99 214624 BUHL SUSAN E 169.98 7/20/99 214625 COLE ANGELA M 669.74 7/20/99 214626 DA VIS CHARLES S 945.17 7/20/99 ~ 214627 DVORAK BROOKE A 160.55 7/20/99 214628 FIELDS MICHAEL R 264.47 7/20/99 214629 GARFUNKEL JOHN J 184.70 7/20/99 214630 GROUT TWILA R 702.24 7/20/99 214631 HEBERT KATHLEEN A 601.02 7/20/99 214632 HELGESEN PATRICIA R 569.29 7/20/99 214633 HELLING PAMELA J 542.60 7/20/99 214634 HEURKINS MARK K 379.23 7/20/99 214635 HURM JAMES C 1,815.65 7/20/99 214636 HUTTNER JASON P 46.53 7/20/99 214637 JENSEN JEFFREY A 253.82 7/20/99 ~ 214638 JOHNSON DENNIS D 974.55 7/20/99 214639 JOSEPHSON WILLIAM F 144.54 7/20/99 214640 KREGER KYMBERL Y K 191.19 7/20/99 214641 LATTERNER SUSAN M 669.74 7/20/99 214642 LEVITT ADAM L 193.96 7/20/99 214643 LIZEE CHRISTINE G 184.70 7/20/99 214644 LOVE CLIFFORD W 219.84 7/20/99 214645 LUGOWSKI JOSEPH P 859.82 7/20/99 214646 LUND JASON R 171.85 7/20/99 214647 MARRON RUSSELL R 40.10 7/20/99 Wednesday, July 21, 1999 Page 1 of2 .. II Check # Last Name First Name MI Check Amt Check Date 214648 MASON BRADLEY J 903.71 7/20/99 214649 NAAB THERESA L 527.65 7/20/99 214650 NICCUM LA WRENCE A 1,192.98 7/20/99 214651 NICOLI ANTHONY L 384.11 7/20/99 214652 NIELSEN BRADLEY J 915.83 7/20/99 214653 OSDOBA JENNIFER A 107.66 7/20/99 214654 PAZANDAK JOSEPH E 1,168.91 7/20/99 214655 PEARSON BRADLEY A 440.55 7/20/99 214656 POUNDER CHRISTOPHER J 990.08 7/20/99 214657 RANDALL DANIEL J 962.60 7/20/99 . 214658 REINSTRA BRIAN C 28.63 7/20/99 214659 ROLEK ALAN J 1,208.65 7/20/99 214660 RUTLEDGE PATRICK D 51. 90 7/20/99 214661 SCHMID CHRISTOPHER E 496.23 7/20/99 214662 STOVER KRISTI 184.70 7/20/99 214663 SWANDBY DONALD R 992.03 7/20/99 214664 ZERBY MICHAEL S 184.70 7/20/99 Total of Checks $23,727.09 . Wednesday, July 21, 1999 Page 2 of2