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040698 CC Ws AgP , . CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, APRIL 6, 1998 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. AGENDA 1 . CONVENE WORK SESSION A. Roll Call B. Review Agenda 2. REVIEW FIRST QUARTER STATUS REPORT OF 1998 PRIORITIES (Att.-#2 Status Report on 1998 Council Priorities) . 3. DISCUSSION ON POLICY QUESTION TOPICS FOR A CITIZEN SURVEY 4 . DISCUSSION ON CITY'S INVOLVEMENT IN NEIGHBORHOOD ASSOCIATIONS OR ORGANIZATIONS (Att.-#4 Administrator's Memorandum, List of Representatives From Neighborhoods, Copy of May 1997 Newsletter Article, Phoenix Neighborhood Association Tool Kit) 5 . DISCUSSION OF PROCEDURE FOR FILLING PLANNING COMMISSION VACANCY (Att.-#5 Copy of City Planning Commission Section of City Code, Copy of Planning Commission Resumes From December 1997) 6 . DISCUSSION ON AD HOC LAND CONSERVATION COMMITTEE APPOINTMENTS 7 . ADJOURN No official action is taken at Work Sessions. . .. CITY OF SHOREWOOD COUNCIL WORK SESSION MEETING MONDA Y, APRIL 6, 1998 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:00 P..LVI. . l\HNUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Dahlberg called the meeting to order at 7:07 p.m. A. Roll Call Present: Mayor Dahlberg; Councilmembers Stover (arrived at 7:21 p.m.), O'Neill and Garfunkel; and Administrator Hurro Absent: Councilmember McCarty B . Review Agenda Councilmember O'Neill suggested adding Item 6A to discuss monitoring of development sites. The agenda was approved as amended. 2. REVIEW FIRST QUARTER STATUS REPORT OF 1998 PRIORITIES The Council reviewed the First Quarter Status Report of the 1998 Priorities.. Administrator Hurm pointed out the Housing Rental Code is due for renewal and should be scheduled for discussion at a future work session. " .). DISCUSSION ON POLICY QUESTION TOPICS FOR A CITIZEN SURVEY . Mayor Dahlberg related the following policy areas which were submitted by CounciImember O'Neill for consideration as topics for a citizen survey: Water Councilmember O'Neill raised the question of whether the water system should be expanded to include all residences. Mayor Dahlberg noted one complication in addressing this issue is the lack of major water quality plants. Councilmember O'Neill pointed out the City of Deephaven may have information relative to this issue. Coun<.::ilmember O'Neill stated he would like a professional survey relative to the issue of water to obtain legitimate input and also for use by future councils. Councilmember Garfunkel raised a concern relative to how a survey can be completed without the educational aspect. Mayor Dahlberg commented he would like to ascertain the policy attitude that if the water fund is solvent, is there a reason why residents would want the system expanded in an involuntary fashion. He felt the City would also be able to determine whether the residents are believe that the water quality may be dramatically higher than it is from any given well system. Mayor Dahlberg explained the goal of the Council is to find out whether or not people are happy or unhappy with a voluntary water system. Councilmember Garfunkel suggested asking the residents whether they are happy or unhappy with the ordinance which is being proposed. . CITY COUNCIL WORK SESSION MINUTES APRIL 6, 1998 - PAGE 2 . Housine Densitv Councilmember O'Neill had raised the question of whether Shorewood citizens favor changing the current zoning, affordable housing, senior housing or general development. Mayor Dahlberg noted his belief the Council is in the process of changing the ordinance in which the Council cannot unilaterally declare any area in excess of three acres can be instantly rezoned for high density housing. Councilmember O'Neill suggested changing this to reflect "higher than currently zoned" as opposed to "rezoning for high density housing." Green Space in Natural Areas Councilmember O'Neill questioned whether citizens would be willing to support a bond Issue relative to acquiring green space in natural areas. Snowmobiles Mayor Dahlberg expressed concern with the extent to which the east side of Shore wood is not involved in this issue and may not,.therefore, have an opinion. City Beine Pro Active in Inspirine the Development of Neilhborhood Associations (Councilmember Stover arrived at 7:21 p.rn.) 4. DISCUSSION ON CITY'S INVOLVELVIENT IN NEIGHBORHOOD ASSOCIA TIONS OR ORGANIZATIONS . Mayor Dahlberg felt neighborhood associations, if well organized, could avoid the expense of research such as currently being conducted relative to the trail issue and the potential research which will be conducted relative to various policy issues. He felt the associations could provide a communication channel by which the Council would be made aware of resident opinions over the years. Mayor Dahlberg expressed his appreciation to Administrator Hurm for his research on this issue and the information which he provided to the Council. Mayor Dahlberg reviewed the memorandum of Administrator Hurm relative to neighborhood associations. Mayor Dahlberg explained the process needs to be more formal which will provide the City with a list of every neighborhood association along with a list of its members. The asso<.::iation must document whether or not its members actually endorse the goals, values and plans of the association. Councilmember Garfunkel added the associations will need to ensure new members are representative of their neighborhood. Mayor Dahlberg stated the neighborhood boundaries will need to be established and lists of residents identified. Mayor Dahlberg requested the following two items be added to Hurm's memorandum: (1) Effective neighborhood associations could potentially lower the City's costs relative to research. (2) Neighborhood associations could also represent a permanent fundamental shift of political power away from City Hall to the people. Mayor Dahlberg explained as long. as the people are not communicating with each other and as long as they are not highly organized, there is some presumption that what City Hall proceeds with is legitimate. . CITY COUNCIL WORK SESSION MINUTES APRIL 6, 1998 - PAGE 3 Hurm questioned how the Council will determine that an association is representative. Mayor Dahlberg explained the associations would need to provide a membership list as well as documentation which would indicate who signed a particular petition. He recommended the City . propose neighborhood association boundaries. however. if the people living in these areas would like to change the boundaries, they could. This will provide a list of the specific residents in a particular neighborhood and would allow the City to compare the neighborhood list with the signatures on the goals and policy statements which are submitted by an association. Councilmember Stover raised concern two adjacent neighborhoods could be in opposition on the same issue. Mayor Dahlberg stated then a compromise would need to be explored. Councilrnember Stover pointed out if there is no possible compromise. the City will be in a situation in which it cannot satisfy both neighborhoods. Councilmember Stover felt it could be dangerous to leave the impression the power of the association is more powerful than it actually is. Mayor Dahlberg stated the associations are being asked to state their goals and values as opposed to their demands. He felt it would be beneficial for the City to be aware of the goals and plans each association has for their neighborhood. Councilmember O'Neill did not feel there would be sufficient interest in this plan for it to work. although he was willing to try it since there are more positive aspects than negative. He did not feel there would be people interested in committing the time and energy necessary to maintain a neighborhood association. Mayor Dahlberg noted his interest in defining neighborhood boundaries. If residents are interested, the neighborhood boundaries may be adjusted. He stated '. he would like to see a commitment to developing a document outlining issues such as how to organize a neighborhood association and this would contain the City's plan in which a list of resi~nts in the area would be included and the obligations of the association outlined. Mayor Dahlberg stated he would like to. publish the boundaries in a map which would be included in the newsletter. A tool kit would be provided asking the associations to submit to the City a statement of their values and their goals for their neighborhood. The association would also need to demonstrate to what degree they are representative. Mayor Dahlberg stated his goal is to have proactive rather than reactive involvement on the part of neighborhood associations. In addition. he would like to see documentation of an association's representativeness. At that point, an association could potentially send a delegate to a congress of neighborhood associations. He noted this process would also include minority reports and remarked this type of information is invaluable to the City. Mayor Dahlberg pointed out this is a long term process. Commissioner Champa inquired how this administrative process will be initiated. Mayor Dahlberg noted these are issues which will need to be investigated and discussed. Councilmember O'Neill stated he is willing to support this endeavor. Administrator Hurm noted there are 14 associations which are currently established. He pointed out if staff will be defining neighborhood boundaries, these may not necessarily be the same boundaries. Mayor Dahlberg stated it would be acceptable to establish many associations. some of which may be very small. Hurm pointed out some of the associations may cross over into each other. Mayor Dahlberg stated he would not want them to cross over at first. however. it would be acceptable if they cross over to. a certain extent as long as their representativeness can be documented. ., CITY COUNCIL WORK SESSION MINUTES APRIL 6, 1998 - PAGE 4 . Hurm neted some associations may require a membership fee. Mayer Dahlberg felt this would be up to. each individual association. Councilmember Garfunkel stated the associatien will not be representative if the majority of the people in a neighberheod. refuse to jein because they do not wish to. pay a fee. Mayer Dahlberg stated it would be possible for a homeowners associatien to. be a neighberhoed associatien, hew ever, from the viewpeint of the City, they are all neighborheod asseciations fulfIlling the exact same functions. He stated the City would net be concerned with the asseciatien's private relationships and contracts relative to such things as mewing the grass and upkeep. Once again it was emphasized that the neighborhood associatiens must be able to. decument the extent ef its representativeness. There will be a requirement relative to the number of members necessary to establish a neighborhoed associatien. Cemmissioner Champa suggested utilizing the existing associatiens as an example ef the benefits of an asseciatien. Mayer Dahlberg committed that once the boundaries are defmed and a neighberheod association toel kit established, he will visit each of the neighborheeds to. encourage their pro.active participatio.n with the City. Commissio.ner Champa suggested a message from Mayor Dahlberg on a ho.tline type number explaining the benefits of a neighborhood association which residents co.uld call if they are interested in this concept. Hurrn stated there is a possibility several neighborhoo.ds may have stro.ng representation while other neighberhoeds do not. Mayer Dahlberg stated as pelicy makers and managers, the Co.uncil will have to. decide how much weight is given to. the input which is received. Hurm inquired if a sub greup of a neighborhood comes forward with a concern, hew this weuld be handled. Mayo.r Dahlberg explained as pelicy makers and managers, the Council would have to. decide how much weight wo.uld be given to a particular issue. The sub group would have to. produce documentatio.n o.f their representativeness. Councilmember Garfunkel felt if the neighborho.ed associatien has a healthy representation, the concern of the sub group weuld come forward thro.ugh the asso.ciation. Councilmember Stover expressed co.ncern relative to. the degree of gevemment regulation which is required of the associations to. document their representativeness. Mayer Dahlberg stated it is not the intent ef the City to. have regulato.ry pewer over any of the asseciatio.ns. He felt this to. be leadership as o.ppesed to. regulatio.n. Mayer Dahlberg stated there is no. attempt to. set up a system o.f local city go.vernment which in any way regulates neighborheod. associatiens. He pointed out the purpose of this particular werk sessien is relative to. leadership and preventien rather than cures when it is to.e late. Mayor Dahlberg felt this encourages preactive participatien by neighborhoods . rather than reactive participatio.n. He stated this is net an attempt to set up neighborhood. entities which are regulated in any way. Councilmember Sto.ver asked whether the City would prescn"be structure as well as bylaws. Mayer Dahlberg stat~d the associations weuld need to. address tho.sematters themselves, altheugh he will want to. knew hew representative a neighbOrhood. associatien is when appro.aching the City with a particular request. Mayer Dahlberg explained the role of the City will be to. encourage neighbo.rho.ed asseciatio.ns by previding infermation via the toel kit and defming the neighberho.od beundaries. . . CITY COUNCIL WORK SESSION lVIINUTES APRIL 6, 1998 - PAGE 5 Administrator Hurm inquired what the City's relationship with the neighborhood organizations should be. Mayor Dahlberg stated there is no relationship. The Council, as leaders, will . encourage their growth through development and as individual policy makers, the Council has to make a decision to be responsive or not. Councilmember Garfunkel felt the City is attempting to accomplish more direct communication with the residents to understand their position prior to an issue coming to light. Hurm noted it can be difficult to get information out to the neighborhood associations..Mayor Dahlberg stated one of the objectives would be to create an electronic community in which neighborhood associations communicate with the City via e-mailIinternet access. He felt any association which is established will be large enough to have digital communication with the City. Mayor Dahlberg stated he would encourage the associations to establish e-mail access with. the City. Councilmember Stover noted associations tend to establish and then dissolve. She noted the only long term existing associations have a common goal not created by the City. Counci1member Stover pointed out in her experience associations only stay active as long as they have a common goal or a focus point. When an issue is resolved, the association ceases to exist. Mayor Dahlberg disagreed stating the association ceases to exist when the leadership ceases to exist. Councilmember Stover was uncertain how area designations could be established. 5. DISCUSSION OF PROCEDURE FOR FILLING PLANNING COMMISSION VACANCY A discussion was held relative to filling the vacancy created by the resignation of Planning . Commissioner Kolstad. Councilmember O'Neill suggested a change in the ordinance reducing the Commission from seven members to five to make this a more efficient group. He expressed concern, as Council Liaison to the Planning Commission, relative to the amount of time which is spent on a particular issue. Councilmember Garfunkel felt this to be a lack of leadership. Commissioner Champa expressed his disagreement, however he felt there may be too many members. He noted at the present time, the Commission is reviewing the Comprehensive Plan and is spending considerable time at this point discussing the wording. Mayor Dahlberg stated he is sympathetic to discussing this issue relative to the Planning and Park Commissions, but questioned whether the commissions will still be representative of the City. Councilmember Garfunkel pointed out there are only five councilmembers and Councilmember O'Neill pointed out much larger cities utilize fewer commissioners. Councilmember Stover noted the City was originally divided into seven sections with a representative of each section on the commission and she was in favor of this. Mayor Dahlberg stated if the City were to establish a ward system, there could be four wards and one at large. Hurm pointed out the ordinance strongly suggests there be a representative from the islands. Councilmember Garfunkel pointed out the question at hand is whether to advertise. Mayor Dahlberg suggested choosing a commission~r from the letters which were submitted relative to the vacancy on the Planning Commission at the beginning oCtliis year. Councilmember O'Neill pointed out this particular position expires the end of this year. Councilmember Stover noted there is currently no one on the Commission who represents the islands. . . . . CITY COUNCIL WORK SESSION MINUTES APRIL 6, 1998 - PAGE 6 Mayor Dahlberg was unsure the issue of island representation should impact whether the Commission is made up of seven or five members. He stated there needs to be communication with the residents of the island and the City needs to be sensitive of their needs. He agrees with the ordinance strongly suggesting there be a representative from that area, but if there is no volunteer, there will have to be other ways to make up the Commission. Mayor Dahlberg suggested Hurm contact the applicants who applied at the beginning of the year. There would be no need to re-interview those applicants since they were interviewed just several months ago. Councilmember Garfunkel did not feel it should matter where a particular Planning Commissioner resides within the community. Councilmember Stover stated in the past, it became the responsibility of the Planning Commissioners to alert members of their neighborhood of a development process or an ordinance change which would affect them. Mayor Dahlberg stated everyone wants the island to have representation and he suggested sending a letter. Councihnember Garfunkel felt if a letter is sent to the residents of the island, then an invitation should be made to the entire city. Hurm will ascertain how many of the prior applicants are still interested. A decision will then be made relative how to proceed with this issue. Councilmember O'Neill stated he will abstain on every vote because he feels the Commission should be reduced to five members. He noted an ordinance change could be completed very quickly. Councilmember O'Neill has received numerous complaints from residents relative to the efficiency of the Planning Commission. Mayor Dahlberg stated he would be willing to move in the direction of an ordinance amendment reducing the size of the Commission, however, there needs to be time to consider this matter. He pointed out a 4/5 vote will be necessary to accomplish this. Mayor Dahlberg felt this issue should be heard at a Council I?eeting and a vote taken. Councihnember Garfunkel did not feel representation to be an issue. He would like to hear the arguments to be made for a seven member Commission. Councihnember Stover stated the number is probably not as important as the particular personalities involved. Mayor Dahlberg noted his belief there are good people on both commissions, however, if because of the mix of those personalities. a dysfunctional commission results, the Council will need to take action. Councilmember Stover did not feel the Commission to be dysfunctional. however, various personalities will affect the speed with which things are accomplished. Mayor Dahlberg suggested this issue come before the Council for a vote within the next month. Councilmember O'Neill was in agreement. (Councilmember Stover left the meeting at 9: 11 p.m.) 6. DISCUSSION ON AD HOC LAND CONSERV ATION COMMITTEE APPOINTMENTS Mayor Dahlberg recommended a proc~ss of opening this committeefo'the city to determine who is interested. Dean Riesen will then be asked to review the candidates and make a recommendation to the Council. Councilmember O'Neill pointed out there are some qualified candidates, however, they have not applied. CITY COUNCIL WORK SESSION MINUTES APRIL 6, 1998 - PAGE 7 Councilmember Garfunkel noted this has been advertised to the public. Mayor Dahlberg suggested a list be compiled by Monday and an interview session established for Dean' Riesen to meet the candidates and make a recommendation to the Council. . A. DISCUSSION OF MONITORING OF DEVELOPMENT SITES Councilmember O'Neill commented on Marsh Pointe and the plastic which continues to be in the wetlands. Lundgren Bros. informed the City Inspector they wanted to wait so as not to damage the wetlands. This plastic has been there for approximately one month and at this point,. there is additional plastic in the wetland area. Councilmember O'Neill did not believe there would be damage to the wetland due to one person cleaning the plastic out of the area by hand. With respect to Watten Ponds, there is a 50-foot tree with a 12-foot diameter tree protection fencing. There is a home being constructed and there are two 50-foot trees on that lot and one has tree protection fencing approximately four feet from the trunk. In addition, on another lot, tree protection fence was removed and mulch was dumped in this area. Mayor Dahlberg requested the Council be provided with the history of this development from January of 1997 documenting the violations which have been discussed by the Council as well as those addressed by staff which did not come before the Council. Mayor Dahlberg felt perhaps the development needs to be shut down. Councilmember O'Neill stated he would like to meet with Prosecuting Attorney Potts to address the violations. Mayor Dahlberg stated he would like to review the clear, definable violations of the ordinance, the Tree Preservation Policy and the Development Agreement which have continued throughout the process for the past year. He pointed out there are other developers which do not conduct their work in this manner. . 7. ADJOURNMENT Dahlberg moved, O'Neill seconded to adjourn the City Council Work Session Meeting at 9:25 p.m. Motion passed 3/0. RESPECTFULL Y SUBMITTED. Cheryl Wallal, Recording Secretary TimeSaver Off Site Secretarial, Inc. YOR . . . ~.~:: Lf ~~ 7 :: Iv\~ If' 10 :.~ ""v~ \f o :: 1\t\QPeX"3 L{ :: /vVl.,o[; 3 ~-d:iJ r!v~~ &zfu. -1~ .il-tl ~ (i 0~ t1,/ ' W~~.~. :;::::::.;=-' -Vi') ...il -t- \ .. /,JJ7 ~4F1/Lkf.JJI -t~ ..Qf/0: '1't':J;jI I -< '. f' l? ,) (;(] > '-1 ". =t;: J // -/- ~) ( C /./~ ~ ;V\>V~- ~~ ~,7'~t -"-"'''-'tl' - 'M/;) ft~~4:ctt --U( .:d:.~ -8\2 f;(4'( v/(~(.i;-./r~ ~ " t /1 Ii ilU ~ 'f1r ,..... '!,~ ,- ,; v UC, It I { II c...:.---" . . . ;'1 fm -----j-(r 4-1 , ~-0iW_v0L-V--J/J0 J --"1J./'-jfttJ.4- --r?:A/J/ -'t.tu~tu-, If ll'vJ~\).1\ u~ /v;~~ 1~}J~ co/t-Jiv ~~/JL CJ\/2fLifi7 ~vitt 4' ~rt/~. lh/)f\f2 /~/\ (-bt~d'-~_{/C~' I .~ . ~~v' {J.v\Q ~ ,~~ C'~lU(1~ttd ""C'-AQ j'f~~ -e~tI7i~4 i4A1If/;5.~17/ Ur1v1 ~",~W'1rlNL,J:;.'1/Y\#" > v @ .~.~ '~MqJ..4t ~~4 ~<1 ~.. 7~ - ~-t ~ -v~I' ct~</~i . ~. N,V\ 1~/-{~1 - ~~~ct' -4 .~. -~~ ~ ~--~~.D~- . . . ~ ~ +jt0e/ ~ .~ CVW<VQ. - Av&~J,hf~f'U. -1'71wJt\ 8v~ ~ ? (jY~~~~-t4~ 777 ,~ \,,' ~ t I ( ..9---(Wid4Vl'~ .ar @ !A'Vr~ ~'tl..~ c~'r~'~v r;).:;;;~-u<JJi&~ ~v ~. C( 9J"VrJ :Jt~t4J o~ .e/(;y) .iJ0-'~^-1? /WJI,rJ-W _Q,Avl7icYW'-C:t;4.r\. $ ti",- '-4 r&i"f",,o/: -'t^'{ ("CO- &4 ...tm It CA Cfvt1;l ~ ~..(A JC/Tjy). ~~" ? I . . . 1. Should Shorewood expand it's water system to include all residences. / 2. Should Shorewood change it's zoning codes to allow for higher density housing for: A. Affordable housing B. Senior housing C. General development 3 . Would you be will to support a bond issue for the purchase of: A. Park land B. Green space, that will remain in its present state 4. Shorewood should ban snowmobiling in the City limits. Shorewood should ban snowmobiling on the regional trail. !~ tJ~ W~ r C}~VL ~ ~ p........'.........1 .:.. ./ , z i l7.) If fIJ! Q~"",', I.i~ .~=~ m~~ o>c ~r:..>< i:>C~ ~to t.>t.>::g -< Q Z ~ ~ -< ~, 'f',:Ji;' .1 "(r! i.1'I~JI ~~ ~ ~;~t ~g~ Q ~ g ~. eo ~ ~ t ~ ' E-i; l;) ~r= z_ ="f8 ~~ Z -e'~ CJ ~~ .~~ ~~.., t..iI~ ' ~~I,~ ~~ -8 a;~p gl ('J.) = a ~ . ?-' rn ~~ r;'H:~ t'> 8L !:a= = <~ ~ c~!~ ~~c- Q.' 111 -I)., g~. foe ~Q ~".I ~~~, <I 2 ~ ~ J ~I II li~ II 111111 8< ~ =~ ~o !~!~~ ~88~ i~~! ~ t <t" . . ~ .. /\0 I' . "'" . . N . rf') . "l:t' . It) .' ,~ . . .; . . Status Code Key: 1 = Completed 2 = Work has begunllikely to be reached in 1998 3 = work to begin laterllikely to be reached in 1998 4 = Priority should be reconsidered 5 = Not likely to be addressed in 1998 2 2 3 3 3 . " . To: Mayor and City Council From: James C. Hurm, City Administrator Date: April 1, 1998 Re: April 6 Work Session on Neighborhood Associations Listed here are some reasons why it might be good to have strong neighborhood organizations within the City. Strong neighborhood associations might: . . . . . . . . . . . . . Get neighbors involved in identifying concerns and problems and in solving them. Provide input on issues. Provide a manner for the City to get information out about issues and projects. Provide a vehicle for educating citizens about City government. Provide an opportunity to persuade voluntary code compliance through education. Encourage more community policing activities. Encourage neighborhood social interaction. Promote positive interaction between neighbors, City Council and City Staff. Involve citizens positively in planning questions. Offer an opportunity to identify and train community leaders. Provide a framework to mediate neighborhood disputes. Provide an informal line of communication to City Hall. . These points are intended to help us determine why we might want to help develop neighborhood associations. There are a whole series of questions the City Council will have to answer during the discussion. Some of those questions might be: ~ Why should the City want neighborhoods to organize? ~ Should neighborhood boundaries be set by the City? ~ Should they be variable depending upon the issue? ~ If neighborhood associations are ad hoc, how would they be organized, legitimized? ~ Should the City prescribe structure and bylaws? ~ How should neighborhood organizations relate to the City? Should they advise on issues or should there be a more informal mechanism? What about the opinions of those who did not attend the meeting or who are not "members" of the neighborhood organization? ~ Does it matter if no one steps forward in some neighborhoods, therefore only certain neighborhoods have a voice? iF4 Neighborhood Associations April 1, 1998 Page 2 ~ Do we want to encourage unstructured organizations, i.e. what about a resident stepping forward saying helher are speaking for hislher neighbors? ~ Should the City spend time and money assisting neighborhood organizations in various ways? ~ What should the size of neighborhoods be? In some larger cities, neighborhoods are bigger than Shorewood. Many large cities are encouraging neighborhood organizations such as Minneapolis and St. Paul. A copy of the Phoeniz, Arizona Neighborhood Association Tool Kit is attached. The basic questions are: What is it the City of ShoreWOO~rYing to accomplish? What role should the City play in accomplishing it?" What should the City's relationship be with neighborhood organizations? . . . Ir:-- . . . 1998 List of Representatives for Organized Homeowners Associations & Neighborhood Groups Within City of Shorewood Amesbury Joseph Neurnier 4820 Regents Walk Excelsior, MN 55331 Home Phone: 474-6056 Boulder Bridge Guy Marsala 28060 Boulder Bridge Drive Shorewood, MN 55331 Home Phone: 470-7885 Christmas Lake Dennis Jabs 20915 Radisson Inn Road Shorewood, MN 55331 Home Phone: 474-0151 Amesbury West Robert Torkelson 4725 Bayswater Road Shorewood, MN 55331 Home Phone: 470-6738 Covington Vine Ridge Barb Christensen 19545 Vine Ridge Road Shorewood, MN 55331 Home Phone: 474-6426 Ridge Road Allen & Gail Ofstehage 6140 Ridge Road Shorewood, MN 55331 Home Phone: 474-7705 Shady Island Jeff Foust 4960 Shady Island Circle Mound, MN 55364 Home Phone: 474-7585 Tingewood Anne Redfern 5512 Tiffany Lane Shorewood, MN 55331 Home Phone: 474-9677 Waterford Jim Berdahl 10721 Waterford PI Shorewood, MN 55331 Home Phone: 470-9767 \ 1998 List of Organized Homeowners Associations & Neighborhood Groups Within City of Shorewood Waterford Court Jerry Noack 19965 Waterford Court Shorewood, MN 55331 Horne Phone: 470-6831 . Gideons Woods Fredrick Dresser 5480 Gideons Lane Shorewood, MN 55331 Horne Phone: 470-5882 Eureka Neighborhood Assoc Greg Larson 25535 Orchard Cir Shorewood, MN 55331 Horne Phone: 474-9268 Galpin Lake Woods Dan Zaborsky 22280 Brackets Road Shorewood, MN 55331 Horne Phone: 470-1374 Virginia Highlands Paul Larkin 27460 Maple Ridge Lane Shorewood, MN 55331 Horne Phone: 474-4030-H . . ~ ... " o a: 1'1 .:c @j(D ~ap Descriptions 5985 Seamans Drive - At the April! Planning Commission meeting a request for rimlces and conditional use permits to allow conslruction of a greenhouse was tabled. A blic hearing to consider an ordinance amendment will be held at the May 6th Planning )mmission meeting. 4905 Suburban Drive - In order to address drainage and plat design issues, the 3- : preliminary plat proposed for this site was tabled by the Planning Commission until the ay 6 meeting. Freeman Park - A picnic shelter and tennis courts are scheduled to be built in eeman Park. A public hearing on the shelter conditional use permit is scheduled before : Planning Commission on May 20. 1t~L~~:.: o.>:'~'" -',.',-:::.;: '>>'.~/<: ":'.1: 'J>:- .,:::':": ...._.:-: "!".: l!\/ ......-: -..-.- ...... """,-: ~j'", ;',:'5i>;.: }"::';':)" ";"-::>.::::: ::-.:;:;:::: CITY OF SHORE"VOOD 5755 COUNTRY CLUB ROAD SHOREWOOD, MN 55331 (612)474.3236 ~ FAX 474.0128 ,:}:" City of Shorewood Council Members Tom Dahlberg, Mayor Kristi Stover Jennifer McCarty Jerry O'Neill John Garfunkel ....- . - ."" .: '. ~. ~ ,. ~: s: --:" ... : ~ Administrator ;. '':': James C. Hurm Zoning Change? ^ recent request for a conditional use .rl.pennit and variances for the constmction of a greenhouse prompted the Planning Commission to consider a possible amendment to the City Code. The Planning Commission will consider a change to the Zoning Ordinance allowing the area of accessory structures to exceed the area of principle dwellings on lots which are considerably larger than required by the code. A public hearing is scheduled for the May 6th Planning Commission meeting regarding this matter. DELIVER TO: "" ~ g: :c ! :; Hello Homeowners' Associations Above are identified the neighborhood associations the City is aware of. If you are a part of an association that is not listed, please contact us (474-3236) with the name of the association, area it serves and the representative. We will add the association to our list to receive communi- cations from the City. This is one way to spread the word about pending issues or upcoming events that may affect your area A Shady Island B Boulder Bridge C Gideons Woods and Gideons Cove D Tmgewood and Christmas Lake E Amesbury West and Amesbury F Covington Vme Ridge, Ridge Road, Sweetwater, Waterford and Waterford Court BULK RATE U.S. POSTAGE PAID PERMIT #128 EXCELSIOR, MN 55331 J!J!J!J!Jr,r <. :--.- K rrlrn-~ ~ : , ,-{. A basic IIHow-to" guide for Neighborhood Associations . . . Tip: Neighborhood cleanups are a great way to boost pride in your area. TABLE OF CONTENTS Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Neighborhood Associations .........................................2 Leadership .......................................................4 Meetings. . . . . . . . . . . . '.' . .. . . . . . . .. . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . .5 Committees ......................................................6 Communication Tools ..............................................7 Finances .........................................................8 Stumbling Blocks .................................................10 Appendix: Neighborhood Plan Guideline .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .i Sample' Agenda .............................................ii Sample Minutes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iii Sample Flier .. . . . . .. . . . . . . . . . . . . . . , . . . . . . . . . . . . . , , . . , . . , . . . .Iv . This Neighborhood Association Tool Kit has been designed to help you organize your neighborhood. It will show you the basic steps to get your neighborhood organization up and running. Why Organize? Before you begin asking your neighbors to organize, you have to convince them of the benefits, reasons and value of forming a neighborhood association. Some of the points to be made to your neighbors are that neighborhood associations: . Facilitate meeting neighborhood's common goals . Empower neigh~orhoods to help control what happens in the area . Provide the neighborhood with an effective communication link with government officials and other influential groups . Help members work for the preservation and improvement of the neighborhood . Let members take part in the decision making that directs the neighborhood's actions . Can plan social activities for the neighborhood . ....' Tip: Organize your neighborhood group 1'0 incfude the yeung 3rdt'1? Step One: Organizing the Neighborhood Step Two: Developing the Core Group Step Three: Developing a Neighborhood Plan Step Four: Establishing Boundaries Various factors help a neighborhood to gain a sense of identity and a reason to organize: changes in nearby land use, the need for improvements or for socializing reasons. Common design or architectural themes, such as in a historic district, may also give a neighborhood its identity. . To get started, you will need a small group of committed neighbors to form the association. The number of people needed will depend on the size of the area you think you want to organize. Some examples of groups to be represented are: · Homeowners selected to represent each block or street · Business owners · Apartment residents, managers, owners · Church leaders · School staff members When you have a commitment from five to ten people, set up a meeting at a comfortable place, such as someone's house. Do this quickly, before your contacts lose interest. Explain to the potential committee members what you have in mind and what you want them to do. Keep the neighborhood advised of the activities of the newly forming neighborhood association through one of the communication tools discussed on page seven. At this point, do not be concerned about having a general meeting of all the people in the area. . Tip: If the group gets too large, it could become unmanageable and result in low productiVity. The health and vitality of a neighborhood depends on the ability to plan for its future. If the neighborhood is viewed as a permanent home for families and businesses and as a continuing investment, then steps need ~o be taken to address changes that will occur. A neighborhood plan is a guide that provides a framework for future decision making. A neighborhood plan contains broad statements about what the residents would like to have happen (goals) and principles they would like to see followed (policies). It also contains suggestions for strategies on how to reach goals. (See Appendix L) An important step at the beginning of a neighborhood plan is to determine its boundaries. Typical boundaries may be determined by roads or natural . features along the border of the neighborhood. A review of the City map and a tour around the area may suggest logical boundaries for a manageable sized area. Once boundaries have been determined. :: com'Jlete ;;s-;: ::;.; ~;:SIC!e"""::: 3re NEIGHBORHOOD ~3n:PS to FORMiNG~E NEit~B6RHoodAsSoaAfION;C\2':-~;:;1r'ii:14~~\~~~?;' : ASSOCIATIONS _.",~. . ',.::, " . .: . . .' 7.: '".. ,',.. . '. ~-..~-~' ~ : -: ~ '''- . ~. - ~ <:-'~'.~ ......... ."~ ,..~":.~:.. -". .~ .' +;..oQ . Tip: Designate your neighborhood group's boundaries. Don't try to include too large of an area. property owners should be obtained. The list should be kept current throughout the process to allow every neighbor to become involved. In order to get a complete list, you may need to go door-to-door and also check with the City of Phoenix Property Records Section at 262-6878. Step Five: Delegating Responsibilities to Core Group The following are examples of possible volunteer responsibilities: Neighborhood inventory. An inventory is a collection of facts about the area including population, housing, land use and other elements unique to the neighborhood. Your area may be eligible for historic designation. Issue identification. Issues and concerns can be identified through surveys sent to the residents or through a series of neighborhood meetings. The concerns may deal with crime, physical improvements, transportation corri- dors, preservation of unique features, rezonings, social functions or other special interest concerns such as neighborhood renovation. Review neighborhood goals. The draft neighborhood plan should be reviewed and changed as you continue to form. . Review and evaluation. The progress of the plan must be monitored and evaluated on a regular basis to ensure its success. Periodic evaluations should be done to recognize successes, detect problems, and suggest improvements in the program. "'~e.::;:rF..ZJif:~'~~~r~~. The importance of qualified leadership is often overlooked as' a neighbOrhOO~ association develops. Strong leadership gives an organization: · Guidance · Stability · Continuity from year to year · Motivation to take action · Unity of purpose A part of your job as a neighborhood organizer is to identify and develop leaders. The task of recruiting and developing leaders hasto be an ongoing activity through the lifetime of your neighborhood association. Tip: Some genera' points to keep in mind are: · Your contributions to the neighborhood are your abilities and skills to organize. Therefore, try to delegate other responsibilities like event planning. · You should search continually for many "potential" leaders, not just one or two. · Leaders can become burned out. Have new leaders ready to step in when necessary. · Identify people who have the time to devote to the work of the . neighborhood association. · New leaders may develop as the problems and concerns of the neighborhood association change. Keep your organization open and flexible enough to bring new members and leaders in to your neighborhood association. · Look for individuals who have shown that they: - Want to succeed and want their group to succeed - Communicate well with people - Can motivate people to take collective action - Are knowledgeable ~bout the neighborhood, its people and their interests - Have an allegiance to the neighborhood and the association - Know how to share power . ... . Tip: Have members 'Iisuaiize what 7:'1"3 wanr/r; the nejglibcrhc:;':" :':elc,:;; devejooinggcaf~' '~':-';:"_"'__~I';.~ ~.'-#:~-.-.~-:;:..",.- 'f!""::.;r~~ ..-t" '>..~',)'.," ..;.....;J;ot~... ....'i~. .,.....,-. ,;.' " ,~,' , '00' ." .., .,~~....._~~.,.".;..",".=~.""y,.,..~,~~"/o,~"..,- '''l; MEETINGS ,~NDUcnNG' PRODUC11vE,MEETIN'GS ~":P' ;~:~~~'::~ffiff~, ,;J; .~:-: '~.4~, ~~'c' \ .' ",~., t.": '. ..'. ..,' "', ' ;.~ h<,:' . ~.~.~~ ~~.~~t.,~;.~~( :;~.,~.; ~':~~~".~~:~, "'" .~f- ~ J._~:':' ~_. ~. ) - . , .I"'~ , :'" Tip: Develop agendas for meetings and limit them to an hour. Nobody likes to attend meetings that are an unproductive waste of time. As the neighborhood organizer, you have the opportunity and responsibility to make meetings productive and even pleasant. The following is a guide. aPREPARING FOR ~HE MEETING: A Check List . Decide on a convenient time and date to meet by consulting with your core group and neighbors . Develop a well-planned agenda for the first meeting . Determine a method of follow-up to remind the neighborhood volunteers. This may be done by use of: - Phone calls letters - Fliers . . locate a place that is centrally located and familiar to the neighbors. The location can set the mood and friendliness of the meeting. Try to estimate the size of the expected attendance. The room should be comfortable but not so large as to make the people feel lost. . Set up the room for the meeting in advance. Tables and chairs should be in place. . Display any handouts near the entrance. . The room temperature should be comfortable. . Set up and test any special equipment in advance. . Serve refreshments only if it will enhance the friendliness of the meeting and not interrupt it. Tip: Stick to agenda, meet only when necessary because "too many meetings burn out volunteers." Try to limit meetings to an hour. "":'."7"c'-f::,:{.;"-' ':::-"': .': -v:;"" .. ~., ' --c....~.:;;._~~.:c~._.,."".:':t~~.:~ COMMITTEES >~..._" ", :"~"~~Mrntt~;'~:}:~f~~tt~~:_~~~~~~~. ~;(\-... -: '. <.' . "~~;-f':' . .....< ~., . ~::' . ..,:"::':" r ~.;?" ; :~,.' ~.,. . S:~ .::-;- '':::_:~~;~:- INTERNAL AFFAIRS NEIGHBORHOOD AFFAIRS Organizations accomplish their objectives through the dedicated work of committees. The tasks and the types of committees depend on the overall purpose and structure of your neighborhood association. The types can generally be divided into two major categories: Examples: · Fund-raising/finance · Meeting Arrangements · Communications/Publicity · Bylaws · Social Events Examples: · Housing Conditions · Police - Neighborhood Relations · Economic Development · Neighborhood Maintenance · Community Services and Resources · Traffic Safety ~' .. . Tip: find out what issues are most important in your neighborhood. Tip: To maintain active, productive, motivated members on the committees: · Encourage members to participate in the association and the committee planning process. · Define and discuss the goals and objectives of the committee. · Provide reasons for the actions to be considered by the committee and the neighborhood association. · Give recognition to members and committees who have contributed to the advancement of the neighborhood association. · Make meeting time and committee work as productive as possible. No one wants to feel they are wasting time. · Help ,!,embers develop communication skills. . . You'll be planning a lot of great programs in your neighborhood - don't keep them a secret. Spread the word. This will help others in the neighborhood join the efforts and take part in making a difference. Here are a few ways to get the word out: . Neighborhood association newsletter . Weekly area newspapers . Schools, churches and club newsletters . Door-to-door handouts . Neighborhood Survey: Mail Phone Door-to-door . Person-to-person by phone: - To friends - To neighbors . Bulletins, notices, pamphlets, posters, fliers placed with permission in: Laundromats Libraries - Supermarkets Local restaurants - Stores _ Waiting rooms in dentist/doctor's offices . Booths at local events . nu.u """';"11 J__I'-.n./ ........,;,,- JUSU ..'_10; \1.\1.::.-. \..., ~1"J,r'" .....""""'. tftolll a..., "'-- 1m..,' -I er-,........,.. ~ II"" ..... "hf__...__ . :..=::-=.-=-..: =~...:'-=--:~~ .. =-=--...:.-- . Speakers at: Business groups - Service clubs - Youth groups Schools/churches . Cooperative efforts with adjoining neighborhoods . Lawn signs . Letters . Telephone tree Tip: Spread'the word atc'_l' 3/ .~~.' -""'!i"1;->-"-~' _' : -,_ _~ ,_J '_ .'_ -~,-~irg5 :iOUF FINANCES "f::'.4~PENiNtf;~KACE&'NT'. " ' ., .." ,;;~~; ..~'!.: -. '.' ,'~;,f.""-~". . ~. . " - ;.' "<. '. _ .... .' "'?)-?-.~'..:-. Step One: Obtain a Tax Identification Number Step Two: Obtain Information on Fees and Charges Step Three: Obtain Important Documentation Step Four: Obtain Signature Cards Over the course of time, every neighborhood association accumulates money for one reason or another. The association needs a management system in place for dealing with these funds. What kind of bank account should be opened and how do you go about opening an account for your organization? Either a person or a corporation can open a bank account. If you are a. corporation and you also have nonprofit status, you may be eligible to receive free banking privileges at some banks. . A tax identification number is a federal tax number that is filed with the Internal Revenue Service. The number enables the bank to report the earnings of the association's account to the IRS for tax filing purposes. You can get an 10 number from the IRS. If you don't have a tax 10 number, or feel that it is not necessary, you can open an account with a member's personal Social Security number. Often the secretary will use his/her number. The person whose number is being used is liable for paying taxes on the interest income reported by the bank to the IRS. This means that the money in the account is considered the personal money of the 10 holder and taxes must be paid as if it is additional income. Also, if there is ever a lien against the person's assets, those monies are considered personal property and can be assess~d. . Research the fees and charges assessed at different banks and credit unions. Some have better programs than others. Banks may waive service charges to organizations that provide a necessary public service. The decision to waive the charge is at the discretion of the individual bank. If you are a nonprofit organization and are eligible for a nonprofit account, there may be no charge for the service the bank is offering. You, however, must take the type of account offered by the bank. If you are a nonprofit corporation, you must bring a copy of the Articles of . Incorporation stamped "Filed" by the Corporation Commission. If you are not a corporation, bring a copy of your bylaws or minutes of your first meeting. You must also state the names and titles of people who are authorized to conduct business for the organization. Personal identification, such as a driver's license, credit cards or a passport, is required to open any type of account. Signature cards must be signed by the secretary of your neighborhood association along with anyone else who will be signing on the account. You will then also need a director's signature (an officer of the corporation or a designated director). Tip: You may wish to have required signatures on the checks for accountability. . . f'; S. c. ~~'" .. ....,-. < +' . ~*..... . I . ~~>, ... ." Tip: Run your neighborhood association like a business. Open a bank account. ~'\:::''J ~ ~ ~,on The bank will provide a card with wording for a resolution authorizing the bank account. The resolution must be adopted by the board of the nonprofit organization or the members of an unincorporated association. If you pay for an account, you can choose any account you would like, depending on your needs. . Step Five: Obtain and Adopt Types of Accounts * * Checking: Any accounts open to individual customers are open to neighborhood associations. The least expensive usually have minimum deposit requirements. Your association should obtain pre-numbered checks. The use of non-numbered checks is not an acceptable practice for neighborhood associations. * *Savings: If you make limited withdrawals, you might be better off with a savings account rather than a checking account. The best arrangement is often a savings account with checking privileges. These, however, usually require a minimum balance. Tip: There are two things to consider when determining the type of bank account for your neighborhood association: . How ~ften you will withdraw money. . . The amount of money you have. Do you have enough to keep a minimum balance in your account or pay service fees, if any? . - - . ~~ .,'" _ :. -.' ~ . _ '- _ --'-.. __~ .l. STUMBUNG BLOCKS f;~~.POSSIBLE PROBLEMS' . .'.-- . . .'- . . : ~. -- . - -: ~ '~;.- _. -~ - )>" , Unproductive Association or Committee Look for the following conditions: . · Fear of the possible results · Conflicting loyalties of some members · Interpersonal conflicts · Poor leadership · Rigid decision-making methods, sticking by the rules, not allowing open discussion When such problems occur, encourage open, respectful discussion. Let the members try to identify the obstacles in their way. Understanding and Managing Conflict One of the primary benefits of forming a neighborhood association is the improvement in communication between neighbors. However, there will be times, in spite of our best efforts, when communication will break down, and a conflict will develop. A simple unresolved conflict can escalate and cause serious damage to relationships and to a neighborhood association, so it is very important that neighbors do their best to handle these situations construct'ively. One of the biggest obstacles to managing conflict well is that most of us find conflict to be very uncomfortable. As a result, we either try to avoid dealing . with it, or we approach the conflict as if we were going to battle, determined to "win." There is, however, another approach to this common dilemma, one which accepts conflict as a normal aspect of any relationship or organization. Seen in this light, one can approach conflict resolution as an opportunity for growth, change and new understandings. Consider using the following tips the next time you are faced with the challenge of effectively resolving a conflict: Tips for Neighborly Communication 1. Talk directly. Direct conversation is much more effective than sending a letter, banging on the wall, throwing a rock or complaining to everyone else. 2. Choose a good time. Try to talk in a quiet place where you can both be comfortable and undisturbed for as long as the discussion takes., Don't approach the other person as he or she is leaving for work or after you've had a terrible day. 3. Plan ahead. Plan out what you want to say ahead of time. State c1e,arly what the problem is and how it affects you. 4. Don't blame or name call. Antagonizing the other person only makes it . harder for her or him to hear you. " . 5. Give information. Don't judge or interpret the other person's behavior. Instead, give information about your own situation and feelings and how the person's behavior affects you. 6. Usten. Give the other person a chance to tell his or her side of the conflict completely. Relax and listen; try to'learn how the other person feels. 7. Show that you are listening. Although you may not agree with what is being said, tell the other person that you hear her or him and are glad that you are discussing the problem together. 8. Talk it all through. Get all the issues and feeling out into the open. Don't leave out the part that seems too difficult to discuss. 9. Work on a joint solution. Two or more people cooperating are much more effective than one person telling another to change. Be specific. "I will turn my music off at midnight" is better than "I won't play loud music any more." . 10. Follow through. Agree to check with each other at specific times to make sure that the agreement is still working. Source: The Community Board Program, San Francisco In some circumstances, you may also wish to seek the assistance of a trained mediator. A mediator is a neutral third party who will listen to the issues and assist the neighbors in conflict to create their own mutually acceptable solution to the problem. For help in locating a mediator, please cail the Neighborhood Services Department (262-7344) and ask to speak to the Neighborhood Specialist assigned to your area. Tip: Invite community leaders to speak to your group. --..O;.~"":. :. ._'..~. . ~"-':"';; .,>. '~''':~'c'';':'~''.,;;.):->,...:;.:< .~.,. . ' ,~,!.",,",". ~- " --: .....lY!tj-' ..;.,. -'~.~ APPENDIX ~C^",_,.. ~:.;;.~,s..-,,"'l J~".'..~~ ~";':k'''''' .).....-.. "..':' "',,;"~~'" ....;.~~~.f~;.. ~~1:;:~:'~..'~:\;: ~"" ~: ~?!.~"':- ::~~::f{',"" " -~'.~ ~. .~, ::"~.~if.:~f<';~C . .I~:: <':<',.: ,'" One- Year Neighborhood Plan Development Guideline 1. Identify one to three issues that are major concerns to the neighborhood .' EXAMPLES: A) Crime prevention/reduction B) Blight elimination C) Reducing the number of adult use establishments 2. Form a committee for each issue to spearhead the drive to resolve the issue HINTS: A) Keep committees small (3 to 10 members) B) Appoint or elect a chairperson C) Develop a realistic timeline to resolve the issues 3. Identify available resources that can be utilized to assist the committee EXAMPLES: A) Various City departments (Police/Neighborhood Services Department) B) Local business and community services C) Talents and skills of residents 4. Identify strategies and goals EXAMPLES: A) Form Block Watch groups for every block . B) Have at least two residents from each block attend the 22 hours of Police Block Watchers on Patrol training C) Have 50% of the Block Watch groups formed and operating within six months 5. Implement strategies Tip: Always keep a written record of your plan and ongoing assignments. This will provide guidance for your association. . APPENDIX .' ':...,.;i~'~:;'~, ~_:;-:t:-",;-~;r~::-i..-..;:'f.-?--'~" - \.,- . ..""'If. ~._" - ,', . l7~- ~,..;o~ ~'.::~~~~~~:~~~~-~~.~.i"..::-.~~..:,-J"~~~"'-:~~-~..~_.. .".~ ~71 Jf;~::r ~ t ~~~;_.~ 1': .a;.-<-:",~j>\.,;.~~. _;; ~':,,'T'. ......., ~.{~~"i..:: ,Jt..''''-'''~_~' "t. ""f"~ -: ....~"':!-~I"~.,~;.;..t:'{...1 ..o:L...;..,~_-+,~~~~..;"""'T' '~:~':~:_"~'~':.~":':'l.J' - ~\. ._ ':~~:~_:':. ::: ~,: "';f~~.': ~' :,..~\~ ," '~:"~;"~":A-"'''~'~~ I:~~~~~~..~~~~~~.. ;,~~",.-~~:=--.~ ~ ~ . Sample Agenda MILLTOWN NEIGHBORHOOD ORGANIZATION General Meeting Agenda July 8, 1995 7:00 p.m. - B:OO p.m. 1. Introductions 2. Officer Reports a) Treasurer b) Membership c) Business liaison d) Housing/Maintenance e) Block Watch Captains 3. Guests a) John Givens, Phoenix Street Transportation Department b) Tony Angler, Phoenix Traffic Division 4. Old Business a) Illegal dumping in alley update b) Proposition 301 Block Watch Grants c) Daytime burglaries . 5. New Business a) National Night Out Events b) Tree Planting Program c) Nominations for Officers d) Election of New Officers 6. Open Floor to Members 7. Adjourn Next Meeting is August 7, 1995, at 7:00 p.m. . APPENDIX ~~. ">i:rt_:~...~:{1~?"i' .~'c." ..<'<~ ,,1(' ~,,;, ,~, '. : <~~f' ... Sample Minutes Milltown Neighborhood Organization Meeting Highlights . July 8, 1995 . REPORTS... TREASURER: We added $35 to our account bringing our total to $324.23. No expenses were recorded. MEMBERSHIP: Tim Lewis announced that 21 welcome wagon packets were delivered the previous month to new residents. BUSINESS: The Encanto Village Planning Committee has established an alliance between residents and businesses in our area. A major grocery store chain will be locating in the old milltown mall; the developer has expressed an interest in working with the neighborhood to address our concerns. HOUSING/MAINTENANCE: Lisa announced that the Housing Committee assisted three elderly homeowners clean up their yards over the weekend. Another three homes will be done in August; please see Lisa if you can help. BLOCK WATCH: All has been quiet this summer. Regular meetings are held every third Monday of the month. GUESTS... John Givens, of the Phoenix Street Transportation Department. gave an overview of the process for getting historic streetlights. He also informed us that the cost for each light would be $550.00! At this time, it was voted to table the issue until funding could be acquired. Tony Angler, of the Phoenix Traffic Division, gave a presentation on cut-through traffic and the top options we had to combat it. Most members expressed a dislike for speed bumps. Placing no left turn signs and limiting through traffic seem to be the favored methods of dealing with the problem. Mr. Angler is willing to work with the neighborhood in order to find an acceptable solution. . OLD BUSINESS: An arrest has been made for illegal dumping in the alley. The police could not provide any details, only to say that there has been a marked decrease in illegal dumping since the arrest. The police cited an alert Block Watch member for making the call that led to the arrest. Three 301 Block Watch grants were submitted for areas within our boundaries. Good work to the three Block Watch Captains who followed through on this grant opportunity. Next year all Block Watches should submit an application. Daytime burglaries continue to be a problem and you are reminded to keep your home secure when you leave for work. NEW BUSINESS: National Night Out is on August 1, 1995. Everyone is invited to come to the park at 7:00 p.m. for free hot dogs and soda and meet your neighbors. Forestry for Phoenix has supplied us with 50 trees and a planting weekend has been set for the weekend of the 11th. Please volunteer to help plant these beautiful trees. Nominations for 1995/96 Offiters were as follows: President-Ran Vegas and Beatty White; Vice President-Zachariah Abraham, Trey Kies and Samantha Sooner; Treasurer- Bob Smillie; and Secretary-Terry Ruggels, Kevin Kilgore, and George Kage. Elections followed the nominations and the new officers are: President:. . . . . . . . . . . Beatty White Vice President:. : . '.' . . Trey Kies Treasurer:. . . . . . . . . . . Bob Smillie Secretary:. . . . . . . . . . . George Kage . Next meeting is scheduled for August 7, 1995, at 7:00 p.rn, APPENDIX ;. . . ..: . 0 . . '.. .,': :::'.. o. J . "~ . . ". .." ';J" " '''''.. . r . . Sample Flier .-.,,:';" ~--'-' '~ . -- ;;"~;:;,",,,. ,": 1~",IlAVlNG , ."~~ ,"'. ~.':UNRESOLVED.". ,'.'~~::~FROBLEMS1 . .0 : ',.~ . .,.tET'SFIND WAYS TO RESOLVE THESE PROBLEMS AT THE "ANDALUCIANEIGBBOllHOoD AssocLmON '.. ~~.-';~,~~;f:.}:~t~b;i':';;~'nN(;:}~~ii4~:"<< .,' . '.." TInJR$DAt,MARCH 16TH ' .:.>-:6.:00P.M.\:'.- ~7:00 P.M. . -:34M'iN.'51sT AVENUE . .. ~ '"-' -,' . "{~OR TOMARYVALE'S umrEis'MEETING) This publication is available in the following alternative formats: Large print. braille, audio-tape or computer diskette by calling Ozzie Cortes, ADA Liaison, Neighborhood Services Department at voice number 495-5459, TOO: 495-0685. - City of Phoenix ~ ~ IIA1ING PHOENIX SH I N E - If you want more information, or have questions about this brochure, contact: City of Phoenix Neighborhood Services Department 200 W. Washington St., 4th Floor Phoenix, Arizona 85003-1611 534-4444 TOO: 495-0685 .f , '. . ~ Pnnledone ,=" Recycled Paper 6195 1 M To: Mayor and City Council James C. Hurm, City Administrator From: Date: April 1, 1998 Re: Planning Commission Applicants Attached you will find copies of letters received from interested residents in the vacancy on the Planni~g Commission at the beginning of this year. Those names are also listed below for your convemence. Jim Pisula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .474-1949 26175 Shorewood Oaks Drive Laura Turgeon.. ........ .... ..... .... ... .. ....... ...... .474-7213 24670 Amlee Road Franklin Svoboda.... ..... ..... .... .... ..... ......... ..474-0545 25580 Nelsine Drive Jerry Hayes. ...... ... ..... ..... ...... ... .. .... ........ ..470-8013 19680 Chartwell Hill Steve Hertzenberg ..................... ............... .470-1685 26115 Shorewood Oaks Drive Jay Venero.............................. ............... .474-8550 5985 Seamans Drive Martin Wellens ........ ........ ...... ... ... .... ... ..... .470-8727 4755 Lakeway Terrace Neil Anderson. ... ...................... .. ........ ......470-9801 5815 Club Lane John Healy.............................. ............... .470-8582 26040 Shorewood Oaks Drive $5 201.01 201.04 CHAPTER 201 PLANNING COwIl\tIISSION SECTION: 201.01: Establishment 201.02: Composition 201.03: Members Of Commission 201.04: Organization 201.05: Jurisdiction and Duties 201.01: EST ABLISHl\tIEl'il: The Shorewood Planning Commission has been established pursuant to the powers and duties given such agencies generally by Minnesota Sramtes Sections 462.351 through 462.364. 201.02: COi\tIPOSmON: The Planning Commission shall consist of seven members appointed by the City Council. It shall be the policy of the City to . endeavor to appoint one of the Commission members who is a resident of either Enchanted or Shady Island. 201.03: iVIEl\IffiERS OF COJ.\;!J.vllSSION: Subd. 1. Term of Appointment: Tne City Council shall by resolution appoint the Planning Commissioners to serve three (3) year terms. The terms shall be staggered as provided for in the City Council Resolution 96-107. Terms of appointments commence on January I and terminate on December 31, or until vacancy is fIlled. Subd. 2. Removals: The City Council shall have the power to remove any member of the Planning Commission for cause as defined in the Shorewood Personnel Policy, and after a public hearing with two weeks published notice, by a two-thirds vote of the entire City Council. Subd. 3. Vacancies: Vacancies in the Planning Commission shall be filled for the unexpired term of the member whose place has become vacant in the manner herein provided for the appointment of members. 201.04: ORGANIZATION: Subd. 1. Officers: the City Council shall appoint a chairperson and vice-chairperson from among the members of the Planning Commission!. (Ord. 77, 9-24-73; and. 1987 Code) Subd. 2. Term: The term of the chairoerson and vice-chairperson shall be for one year. The chairperson shall either be ~appointed or replaced by the City Council :It the tirst regular City Council meeting of each calendar year. 1. See Se:.:tion 202.02 of this Code for iiaison member of the Park Commission. Subject: Letter of Interest in Reappointment Date: Sun, 23 Nov 1997 14:51:02 -0600 From: Brenda & Jim Pisula <jdpisula@ix.netcom.coIn> To: Shorewood City Offices <cityhall@dorthy.state.net> 23 November 1997 Mr. James Hurrn City Administrator City of Shorewood 5755 Country Club Road Shorewood, Minnesota 55331 Dear Jim: This is my formal expression of interest in reappointment to the Planning Commission. I am completing my fifth year on the Commission. During that time, I have striven at all times to bring a thoughtful, deliberative approach to the decisions in front of us. As the city wrestles with the challenges of an almost-completely-developed community, I believe my background, approach and experience would continue to be of benefit. I note that the interviews are scheduled for Monday, 8 December 1997. Since I have a prior commitment that evening in the area, I request that I be scheduled as early as possible -- I'm also willing to meet at another time if more convenient to Council. (It may be easier to schedule the interviews with current Commissioners earlier in the evening, since we all have voting records and points of view known to you all.) Let me know Council's pleasure. Thank you in advance for your consideration. Very truly yours, ++++++++++ Jim pisula 26175 Shorewood Oaks Drive Shorewood, Minnesota 55331 phone: fax: e-mail: 612/474-1949 612/474-2787 jdpisula@ix.netcom.com 11-10-1997 16: 14 6129324125 FPSO-TWIN CITIES P.02/03 /1--/0-1 7 City Council City of Shorewood 5755 Country Club Road Shorewood, MN 55331-8927 Councilmembers: This letter is to express my interest in continuing my role as a. Planning Commissioner for the City of Shorewood. I feel I bring to the Commission experience and provide valuable input in forming recommendations. Over the past few years I have established a good working relationship our City's Staff' members~ along with staff members of other communities and agencies. The relationship established with outside coDUDUdities and agencies has proven to be extremely valuable especially when creating new policies and ordinances. I look forward to my interview with you on December 8. Laura Turgeon If for some reason you feel I should not be allowed to continue my role as a Plmming Commissioner, I would like to be considered for a seat on 'the Park Commission. SVOBODA ECOLOGICAL RESOURCES Providing the Sharper Edge in Natural Resource~ & Environmental Consulting December 2, 1997 f~o ~rc~.n\W I~.I~~\.I ,I. ~'I h, nc,. "' 1907 I I 'll' i:.' <. I' --,- - u v ;: I I ,By . . . I Mayor, City of Shorewood Members ofthe'City Council Shorewood City Hall 5755 Country Club Road Shorewood, MN 55331 Dear Mayor and Council Members: As a resident of the City of Shorewood, I am applying for a three year term for the Planning Commission. My qualifications and experience are described below. I understand that the Council will conduct interviews for the position at the next Council meeting. . I have worked as a researcher for the University of Minnesota on a ruffed grouse project in northern l\tlinnesota fQr 6 Y2 years. Following that, I was employed as the first wildlife biQlogist for the Minnesota Department of Transportation for IVz years and asa state park planner for the Minnesota Department cifNatural Resources for 2 Yz years. My experience in the academic community-and public se€~or has given me an appreciation for the government decision making process. Since 1978, I have been employed ih the private sector consulting profession. I have worked with planners, engineers, tramc engineers, landscape architects, architects and regulatory agency personnel for 20 years. During this period of time, I have been involved with several hundred projects involving roadway design, single family developments, multi-family housing projects and commercial developments. Having worked with civil and traffic engineers, I understand engineering drawings, the design process and project planning: This long professional employment history has allowed me to develop a unique understanding of the planning and design process that can be a benefit to community planning and growth. Since beginning my own natural resources consultmg firm in 1991, our company has completed several community wide wetland inventories including one completed for the City of Chanhassen. Our company has examined or evaluated well over 10,000 wetlands in our 6 Y2 year history. Over my 30 plus year professional career, I have attended and presented to dozens of planning commission and city council meetings. I have had the' opportunity to present project plans and r,espond to questions by planning commission and council members. I can evaluate project plans and understand public policy positions. 2477 Shad~.~.vood Reac' Excelsior. }1='-; :5~3~~ ~ " ,- _.- I served as a member of the Hutchinson Township Board of Supervisors for 6 years and attended. six town board supervisor training sessions. I was chair 'of the to\\ll1 board for three years and am familiar with the government process. Please consider my application for a member of the planning commission. Sincerely, Franklin 1. Svoboda d~l~ 25580 Nelsine Drive . Shorewood, MN 55331 ..... " .' 1~~~~*'~~~_4'~J~l1'~ml .,iIJBi-~F,liiA$ij,J.!!!'~~;~~'::. 'illi:-Wii ?J_.:-:t.\'$'IW. "r.l),t~__ ~jjt~@:U' W L-JUUL h,~11 Jerry W. Hayes 19680 Chartwell Hill Excelsior, MN 55331 November 5, 1997 :.~1L~-l:: i~~("-;: J= ,-. Mr. James C. Hurrn, City Administrator City of Shorewood 5755 Country Club Road Shorewood, MN 55331 ~:~'l ;:......( '):1 (.!ll ;; i. 1''' .. ~) ~'9S/ i; ;, .-' <"../ '81; -:'--':"-:':=':::-~-:-:-.-.::-:. ----....- Dear Mr. Hurm: Please accept this letter as an expression of interest in serving on the Shorewood Planning Commission. As background information and a brief introduction: My wife and I moved to Shorewood a year ago after sending our last of three children off to college. Prior to our move, we lived in Orono for ten years and were active in community activities as they related to school functions and community sports programs. I also currendyserve on the Parent Advisory Committee for the College of St. Benedict in St. Joseph, Minnesota. This Committee consisting of approximately 20 parents serves as an Advisory Board for the Administration and deals with such issues as campus housing, security, academic curriculum, and fiscal responsibility. I have been a Committee Member for 3 12 years and believe we provide valuable input to the administration. I would be very interested in continuing my community involvement in Shorewood and would appreciate an opportunity to be considered. F or more information or to schedule an interview, I can be reached in the evening at (470-8013) or during the day at (513-3626). Thank you and I look forward to hearing from you. Sincerely, 9 w. }j..j Jerry W. Hayes Subject: Planning Commission application Date: Tue, 2 Dec 1997 11:43:03 -0600 From: Steve.Hertzenberg@telex.com To: cityhall@dorthy.state.net Jim Hurm City Administrator City of Shorewood 5755 Country Club Lane Shorewood, MN 55331 Dear Jim: I am interested in se~ving on the Shorewood Planning Commission. As such, please consider this my letter of interest/application for one of the Planning Commission positions opening up in 1998. To arrange an interview, please call me at 887-7462 (work) or 470-1685 (home). In addition, my wife, Gina Hertzenberg, has an interest in serving on the Shorewood Park Commission. As such, please consider this her letter of interest/application for one of the Park Commission positions opening up in 1998. To arrange an interview, please call her at 470-1685. Sincerely, Steve Hertzenberg ?" ({/ II ';- ~ ~{~ ~;..~~~~~; ot"- '-.. , ('Li'~ LL,', ~- ....... rrr "\ IE ~ jE n, \\f1 F j;'. ,n!l~",\l"'-'C'I \. :~lr\\l aU !:...)/ -,' ;!! '"'I' "", .. '00"':>' ,I, : II '-' =-.' ,} .;;;;;;f iUH .' ,~~/ 9 -r jW ~ Wi I I , I I Subject: Planning Commission Date: Wed, 26 Nov 97 01:29:49 UT From: "Martin Wellens" <Wellens_Martin@c1assic.msn.coITI> To: "City Hall, Shorewood" <cityhall@dorthy.state.net> CC: "z-Collins, Pat (Chairman)" <pcollins@ci.saint-Iouis-park.mn.us> Attn: James Hurrn Dear Mr. Hurrn, .- -_. . ~~. i;- :" ';:"-': ,~-=:; -..'--', -- - - -' , , .) i.: ....9~7 ." " - :.j -' ! 1: .- ... By In response to the posting in the November Citizen Informer, please consider this note as my "letter of interest" for an interview for the Shorewood Planning Commission. I understand the closing date is December 3rd. Thank you Martin R. Wellens -_-:::. '-. ~ .., l_, . ~ ; . i, oJ: W Neil E. Anderson 5815 Club Lane Shorewood.NIN 55331 (612) 470-9801 Dec .2, 1997 James C. Hurm, City Administrator City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Re: Board posItion with the Parks or Planning commissions. Dear: Mr. Hurm My wife and I are native Minnesotans. We along with our daughter recently moved to the Shorewood area. We believe that the strength of a community lies with its residences. I am therefore interested in serving on either the Planning or the Parks commission. The Parks in the communities that we have lived in have been important to us. We enjoy jogging on the paths, using the play grounds, beaches and all other such facilities. The planning of communities is of equal importance and I would feel honored to serve on either board. I have a BA in Political Science from the University of Minnesota and am currently working towards an MBA at the University of Saint Thomas. I am a banker working in the commercial lending area and am currently employed with Park National Bank, in St Louis Park. I have served on a number of non profit boards of directors including the Wisconsin Mortgage bankers Association and The University Of Minnesota Federal Credit Union. I am also a Captain in the Minnesota National Guard. I have had over nine years of service in the Minnesota National Guard. I enjoy serving my state and r.flmrrmnity ! woukl he intf'rested in ~peaki!1g more wi!h~orneone ~Ilt the" p.o"it1ons that are available. Please don't hesitate to contact me at my home number listed above. --~_.- Sincerely ,..-- ......;;.- .-.- '..- '\-"'" ! / ./ , j, r ; >-----\~- - ---- . "J. Neil Anderson -----. 12/05/97 17:48 ~~ 6129441431 METSYS ENG INC ~ ~ OO! John F. Healy 26040 Shorewood Oaks Drive Shorewood~ M.L~ 55331 December 5. 1997 Shorewood City Council Shorewoo~ MN 55331 474-0128 Dear City Council Members: I would like to request that my name be entered to the list of caitdidates for consideration to fill the one of the upcoming vacancies on the City Planning Commission. John F. Healy