042307 CC Reg AgP
CITY OF SHOREWOOD
CITY COUNCIL REGULAR MEETING
MONDAY, APRIL 23, 2007
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
7:00 P.M.
AGENDA
1. CONVENE CITY COUNCIL MEETING
A. Ro 11 Call
Mayor Lizee _
Woodruff
Turgeon _
Callies
Wellens
B. Review Agenda
2. APPROVAL OF MINUTES
A. City Council Work Session Minutes, March 26, 2007 (Art. - Minutes)
B. City Council Regular Meeting Minutes, April 9, 2007 (Art.- Minutes)
3. CONSENT AGENDA - Motion to approve items on Consent Agenda & Adopt Resolutions
Therein:
NOTE: Give the public an opportunity to request an item be removedfrom the
Consent Agenda. Comments can be taken or questions asked following removal from
Consent Agenda.
A. Approval of the Verified Claims List (Art.- Claims List)
B. Staffing - No action required
C. City Clerk License Approvals - Tree Trimmer and Commercial Lawn Fertilizer
Applicators (Art. - Deputy Clerk's memorandum)
D. Approve Plans, Specifications and Authorize Advertisement of Bids for Radio Read
Water Meters (Art. - Director of Public Works' memorandum)
4. MATTERS FROM THE FLOOR (No Council action will be taken.)
5. REPORTS AND PRESENT A TIONS
A. Recognition of former Planning Commissioner
6. PUBLIC HEARING
CITY COUNCIL REGULAR MEETING AGENDA - April 23, 2007
PAGE20F2
7. PARKS - Report by Representative
A. Report on Park Commission Meeting Held April 10, 2007 (Art.- Draft Minutes)
8. PLANNING - Report by Representative
A. Select Council Representative to Ad Hoc Commirtee - Review of Historic or
Architecturally Significant Accessory Buildings (Art. - Planning Director's
memorandum)
9. GENERAL/NEW BUSINESS
A. Excelsior Fire District Capital Improvement Program (Att. - Administrator's
memorandum)
B. Approval of SLMPD Supplemental Services for Excelsior (Art. - Administrator's
memorandum)
10. ENGINEERING/PUBLIC WORKS
A. Accept Bids and Award Contract for the Badger Field Lighting Project, City Project
No. 06-07 (Art. - Engineer's memorandum, Resolution)
B. Motion Ordering Feasibility Report for Amlee Road! Manitou Lane Street Rehabilitation
Project (Art. - Engineer's memorandum)
11. STAFF AND COUNCIL REPORTS
A. Administrator & Staff
B. Mayor & City Council
12. ADJOURN
CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD' SHOREWOOD, MINNESOTA 55331-8927' (952) 474-3236
FAX (952) 474-0128' www.ci.shorewood.mn.us . cityhall@ci.shorewood.mn.us
Celebrating 50 Years. 1956 - 2006
Executive Summary
Shorewood City Council Regular Meeting
Monday, 23 April 2007
. A Work Session will immediately follow tonight's Regular City Council meeting
Agenda Item #3A:
Agenda Item #3B:
Enclosed is the Verified Claims List for Council approval.
Staffing - no action required.
Agenda Item #3C: Several Tree Trimmer and Commercial Lawn Fertilizer license requests
have been received at the City and reviewed for completeness. As all license
requirements have been met, a license has been issued to the Licensees noted.
Agenda Item #3D: This item approves the Plans, Specifications, and Estimate for the water
meter replacement project. The estimates for this project indicate that the western half of
the City will be able to be changed out with the new radio read meters, with the bonds
that had been sold previously for several water system improvements.
Staff is recommending approval of the Resolution that approves the Plans, Specifications,
and Engineer's estimate for the Meter Replacement Project and Appurtences.
Agenda Item #5A: Former Planning Commissioner Kevin Conley will be present this evening to
receive a recognition plaque for his service on the Planning Commission.
Agenda Item #8A: When the City adopted new rules relative to nonconforming accessory
structures, one of the provisions establishes an ad hoc committee to review accessory
building alleged to be architecturally, historically or culturally significant. We have one
Planning Commission member (David Meyer) and one Park Commission member
(Robert Hensley), now we need one Council member. Dick Woodruff has already
expressed interest in volunteering. He would make a logical choice, since he was in on
the development of the current rules. If someone else is also interested, we will just have
to hold a leg-wrestling match to determine the winner!
Agenda Item #9A: The Council continued consideration ofthe EFD's 2007-2028 CIP, in order
that questions about technology improvements proposed for 2008 could be addressed. Chief
Gerber has provided a response. Since the last Council meeting, the Tonka Bay City Council
has approved the proposed CIP, and the Deephaven City Council approved a CIP that did not
include the 2008 technology improvements and reduced the total transfer amount by $15,000.
,.
f: i PRINTED ON RECYCLED PAPER
.",
Executive Summary - City Council Meeting of 23 April 2007
Page 2 of2
The EFD Board has recommended and three of the member cities' councils have approved
the EFD's 2007-2028 CIP as proposed.
Agenda Item #9B: This item appears on the agenda primarily as a technicality. The City of
Excelsior has arranged and paid for park & dock patrol as separate services from the
SLMPD. According to the last round of amendments to the joint powers agreement, any
additional services provided separately to a member city need to be approved by the other
members' city councils (although such approval will not be unreasonably withheld). The
proposal is to expand the park & dock patrol services by three hours a week during the 15-
week season (3% in total hours over 2006), and to expand the patrol area to nearby
residential and commercial areas. The Coordinating Committee has recommended approval
of the service expansion.
Agenda Item # lOA: Staff is recommending that the City Council approve the attached resolution
that accepts the bids for Badger Field Lighting Project and awards the contract to Honda
Electric in the amount of $69,000.00. A resolution is attached for your consideration.
Agenda Item #1 OB: This motion authorizes preparation of a feasibility report for the Amlee
Road and Manitou Lane Reconstruction Project. Staff is recommending approval of the
motion.
CITY OF SHOREWOOD
CITY COUNCIL WORK SESSION
MONDAY, MARCH 26, 2007
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
7:30 P.M. or Immediately following
the Regular City Council meeting
MINUTES
1. CONVENE CITY COUNCIL WORK SESSION
Absent:
A. Roll Call
Mayor Lizee called the meeting to order at 9:02 P.M.
Present. Mayor Lizee; Councilmembers Callies,
Dawson; and Finance Director Burton
Administrator
Also Present: Liquor Operations Manager
Municipal Beverage Association
Minnesota
None
B.
Review Agenda
Without objection from
the meeting.
2.
Committee met the week of March 19, 2007, to
operations should be taking. On behalf of the
and related supportive documents (many of
Woodruff) were assembled for Council for use
hU, stated . Coun~il may want to consider the final 2006 financial
rm~the discussion.
'lull,
1 i ! k .~. i \
ember'W~llens had expressed concern about the City being in the liquor
siderations was prepared for Council to review should it consider
stopping the ' involvem that business. He then stated the information depicted that the City
had been profit with its.! . r operations for the last few years, although it was barely profitable in
2006 ?nce the o~e- ~ll~~~lt were .factored out. He acknowledged the ve~ good job Mr. Swan~~y had
done m fine-tunmg tW~I~~~'0r operatIOns. The personnel costs were detractmg from the profitability, as
well as the decline in dlt!s. He suggested Council consider reducing the liquor store operations staff by
one full-time equivalent (FTE) position.
Dawson stated Paul Kaspszak, Executive Director Minnesota Municipal Beverage Association, was
present this evening to answer any questions Council may have.
Mr. Kaspszak provided an overview of the history of municipal liquor stores and what was going on in
the industry. He indicated the purpose of municipal liquor stores today was to control the distribution of
alcohol while simultaneously generating income for the community. Off-sale municipal liquor operations
have geographic exclusivity, but not competitive exclusivity. In Minnesota, there are more than 220 cities
1#2A I
CITY OF SHOREWOOD WORK SESSION MEETING
March 26, 2007
Page 2 of 6
with off-sale or on-sale!off-sale combination municipal operations, operating approximately 250
facilities.
Mr. Kaspszak stated the trend was toward more off-sale liquor purchases due to things such as the high
cost of alcoholic beverages in establishments, and to the .08 DUI limit. The sale of wine in grocery stores
continues to be pursued, although it would be unlikely that it would be approved during this legislative
session. The sale of wine in grocery stores would not paralyze a municipal operation, although it may
impact how it operates.
Mr. Kaspszak stated he shared the City's liquor operatj~n~, fi'nancial
:;.t":;:JI.if
respected municipal liquor operations managers in the Stfl~~UJmat manager
be high after a quick review of the information. lilllllIW
;111111111' if
Councilmember Wellens stated the City's net proml~~I~ percen~II~~llsales in 2005 the
amount for the average identified in a comparison of m~ft~po!it~",area city liquor store operations in
2005. Mr. Kaspszak stated that mayor maxnot be a valid'J~~~~lWon; it would depend on how each city
dealt with various components of its fina ,h~aspszak stafJ~Uhtre were too many variables to make a
valid assessment unless each city's infor mlWh~iJ:eviewed itil~~t,,\il. Wellens stated because the 2004
net profit as ~ percent of sales compariso ftprgsl!#~~~1 imilar, 'H~11qRPg?t. i~ was a valid comparison.
Kaspszak cla:lfied that net profit as a percenlflflsales ~! ~ff~l~ted'UNlplVldmg the net profit by gross
sales. Councllmember W oO~ij~{f!N.Rmme~ted f~Hthlatlll . %hffi~fiIHle~ net profi~ as a percent of sales
range for a supermarket;~?nIWIUorl~ij! atlOn~ tH~llr ..~. should 1Yel111gl~lficantly higher. Kaspszak stated
the figure should be aPl1r~ffil,nately 5~,l a liquolll~ e m the metropolitan area.
4l! iii Ir I III 'I
Mr. Swandby distrib'iJieUII~nd explai lithe followi mmary financial statement comparison reports
for the Waterford and. ~I~~'l~tor~ "m'Rfllh~.fIl{.~? 1, 1998, - December 31, ~006: ~he combined
sales report;,,\~e!~, bmedliij~qn erce'11mgfij.l1~ rsonnel report; and the combmed liquor sales by
percent ryn~Jtllmij . hteCfI~<<, wnpact various sUi-rounding stores and their openings and closings had
on sal~'II~~lth~n ex th~tl ;l~rR~s profit (= sales -: cost of ?oods sold) perc.entage figu:e of 25%
wou1dlll<e' conslde:ed fa onlm.~hlast five ye.ar.s It ~pproxlmated 27% which would Imply that
purchaSjl'~tas bemg done al1ql1~9re was mmlmalmventory loss.
1111iil, I
Mr. swandlb'~11~1~~ed th~t bwh pe reviewed the net operating income ( = gross profit - operating
expenses) com~atfijons, It e I apparent to him that personnel costs were high. He recommended that
the liq~o:. ?pe;MtiRP~I' st~51.11 reduced to t,:o FTE's from three FTE's; he would assume the
responslbllitle.s for tUijlRnmll FTE,. and part-time help would need to be ad~ed. That staffing change
would result m a saVn1~~Jfof approximately $43,000 per year. He also explamed that 2006 had a net
operating income loss dr approximately $15,000. If depreciation of approximately $33,000 was not
included in the expenses, there would have been a net operating income gain of approximately $18,000.
at this work session.
would stimulate discussion
Council.
Councilmember Callies questioned what Council hoped to acc~ I
Administrator Dawson stated his intent was to provide informat~?"llf
regarding the future of liquor operations, and to gain a sense of diGy~fi~1111
qUP
with one of the
costs appeared to
Councilmember Wellens clarified that the reason he asked Council to discuss the future of the City's
liquor operations business was mainly financial and a little philosophical; it was not about Mr.
Swandby's performance.
Wellens stated he had attended the Liquor Operations Committee meeting last week and he had reviewed
all the information provided. His recommendation was to close the Waterford Store as soon as the lease
for the store expired, and to put the Shorewood Plaza Store up for sale. He stated the potential move
CITY OF SHORE WOOD WORK SESSION MEETING
March 26, 2007
Page 3 of6
toward the sale of wine in grocery stores would be a small risk. He commented that the trend was to close
municipal liquor operations in Minnesota: there were 280 in 1995 and there were 255 in 2004. He
questioned why the third FTE position had not been eliminated 10 years ago, which could have resulted
in savings of approximately $350,000 during that time.
Councilmember Callies stated she thought she understood that Councilmember Wellens wanted to leave
the liquor operations for both philosophical and financial reasons. She commented if the City were not
already in the business she would not be in support of entering into it. She then stated because the lease
for the Waterford Store was expiring, now could be an opportune time to:tlthat store down. She stated
the performance of that store had not been bad, although it was not a si1dnt source of revenue for the
City. She stated previous analysis indicated that it would not be a g tegic move to only have one
store. Therefore, she questioned what t~e fi~ancial impact be t3l~~ operational u~til the
lease for the Shorewood Plaza Store expired (m October ail~IW s t way to synchromze the
leases so they would expire at the same time.
In response to a question from
Waterford Store was $55,000 per year plus
million per year. Swandby stated it was
currently renewed o~ a:1\~~'~11 -month
recommended were Impl~m~1jlt~e{1hl
Although he did not tqiflUi~lle poten
l"l'_<~ _~ f
stores may have to uR~tijJle the
the current lease for tkql.l rford
I
that the City
when it was
stores for
not making a
Mr. Kaspszak stated it was good the Council was I
considered liquor operations as a legitimate busines~1I1
run by a part-time person. He commented that more'lr
their liquor operations and exiting from their lease
recommendation either way.
explained the lease cost for the
than $750,000 not to exceed $1
a year-long lease (it was
if the staffing changes he
both should be roughly equivalent.
grocery stores was a big risk, he did think the
in. Administrator Dawson explained how
made a profit each year recently, albeit not a
Cou. if es at the Waterford Store increased to more than $750,000 then
the I st would increa hat st Jso needed to have various repairs done. Therefore, it may be
easier tOlflt~tinue operati I~t that s 'reo
Director Bu~Y~I*M,Mr. swa2111:~ clarified the cr.edit card processing rates were the same for both stores.
Swandby stated tH~IIm~s ";r~fil~tbbd, and they vaned based on sales volume.
'H.ll'l'llllll
In response to a que'JtiUtlilf~'om Councilmember Turgeon, Mr. Swandby explained physical inventory
counts were done quartetly at each store. Last year there was a shortage of approximately $600 at the
Waterford Store, and the year before that it was high by approximately $200. There was not a theft issue
at the store.
Director Burton stated one altemative to the situation could be to take the liquor operations combined
balance of approximately $360,000 and put both stores on the market. If they sold for $400,000 the City
would have $750,000 to invest at 5%, which would result in annual eamings of $37,500 per year and that
would be close to the yearly transfers from the liquor operations to the General Fund. Mr. Swandby
stated a rule-of-thumb for the sale of a liquor store would be 40% of the inventory plus fixtures and
furnishings.
CITY OF SHOREWOOD WORK SESSION MEETING
March 26, 2007
Page 4 of6
Councilmember Woodruff stated he was mystified as to why the 2007 liquor operations budget was
approved with an operating loss. Mr. Swandby stated depreciation was included in the budget. Woodruff
stated when he reviewed the gross profit for previous years, the approximate numbers were: 2004 =
$590,000; 2005 = $559,000 and 2006 = $533,000. Yet the 2007 budgeted gross profit was approximately
$578,000. He questioned why the 2007 budgeted gross profit was so much greater than 2005 and 2006.
He stated the increase in projected sales for 2007 seemed opposite of what the trend had been in 2005
and 2006; therefore, how believable are the sales projections. Mr. stated that during the 2007
budgeting process he was told that Liquor Operations could not operate therefore sales revenues
would need to be increased. It may be more appropriate to use numbers as a base for
projections.
Councilmember
lease expirations
about exiting the
net operating income to
is no advantage to
Councilmember Callies questioned what would be an
achieve to keep the stores operational. If the objective is to
determining a rationale for doing so.
Councilmember Wellens again recommende
Plaza Store up for sale.
in .the liquor
f %~
comm '11'::1 and its lease when
he prudent to assess if it would be
hat store operational while the long-
lousiness was assessed. She questioned
ill,
'~I~tpres.
'lllllh
'~.~.~H,-
t'&"~h
Stor~I'1~~losed, and put the Shorewood
business, its
Mayor Lizee stated Council needed to consider
perspective as an employer, the service it
determining the future of the business. She stated she
beneficial to extend the Waterford Store l~ase one year
term viability of remaining in the busine~JI out
how the City would compensate for the re~~ closing
I
pursued for the Waterford Store to try and get the
uce the staff by one FTE, and make the decision
Plaza Store expired.
Mr.
Callies to say that operating only the
Ie option. stated the extra cost for a month-to-month lease
"ately $1,300 per month. He also stated he did not believe the 2007
7 Ii 1"1~l?erations operated at a loss, then Council would have to explain
g whyli1t~ICity was operating a business at a loss.
'llll
I '
IPquor operations "put $18,359 in the bank".
tl
l~n operating loss for a couple of years, and it explained the reasons for
ic hearing.
Councilmem
Shorewo
for the
bud
to the
Councilmember Callies she was not advocating operating the business at a loss. She was not
convinced that now was the time to close the Waterford Store because of the Shorewood Plaza Store
lease obligation.
Councilmember Woodruff recommended the Waterford Store be closed and to continue operations at the
Shorewood Plaza Store while it was put up for sale; and if there was no one willing to buy the store for
an acceptable price, then continue operating the store, provided it could be run at a profit.
Councilmember Turgeon recommended the Waterford Store be closed, and continue operations at the
Shorewood Plaza Store while it was put up for sale. She commented that the Waterford Store would
CITY OF SHOREWOOD WORK SESSION MEETING
March 26, 2007
Page 5 of6
require some remodeling if it were to stay in operation. Mr. Swandby stated that remodeling at a cost of
$30,000 could be delayed.
Councilmember Callies stated that by recommending the sale ofthe store it implied Council did not want
to continue to operate the store if it made a profit. She questioned if the discussion was really about profit
or was it actually about getting out of the business.
Mayor Lizee stated
Mr. Swandb d his
store. If to
.-R l:.~
spen~llt"1 tional el Ilftn s
{,If:J: i: it.~ '1 t
Counbli~~Jllber Woodruff'S g to be provided with a draft budget reflecting the Shorewood
~laza .St~~tilfV,IY? with realis expense pr~jections. Mr. Swan?by stated it would take .so~e
time; m t?e'IQlh.I.....'l..:..m........ the 2006. land the expenses mmus a $17,000 one-time expense and a reductIOn 111
$42,000 111 pa'~~n!would be. . Woodruff stated payroll expense could be reduced further because
there would onlf'lli~llh.....n.,...e. stori.~.:..I.".,.. rational.
'11111' ,hll'IT
, ~i~.~hJi Uf Ui
Administrator Dawsortll$t}itgd the lease for the Waterford Store would continue on a month-to-month
basis for now. 'II'
be more likely if both
Store lease could be
Mayor Lizee stated the chance for improved liquor operations profitability
stores remained operational until the second lease expired. If the
extended at a lower lease rate that would improve profitability.
Mr. Swandby stated if the leases remained the same and he reduc
would make equivalent profit. He stated it was likely the
VVaterford Store.
s recommended, both stores
lease terms for the
In response to a question from Mr. Kaspszak,
staff was allocated to doing work related to liquor
Council member Wellens's recap of the
VVaterford Store and put the Shorewood
to close the
Councilmember Callies stated she
liquor operations business regardless of
wanted the City to get out of the
Mr. Kaspszak questioned if
was it to reevaluate the
Councilmember
concurred.
the Shorewood Plaza Store, or
the the lease was about to expire.
reevaluate it in 2008. Councilmember Wellens
operating expenses if one store was closed.
and he spends one-half of his time at each
operation f the staffing changes were implemented, he would
Store.
There was Council consensus to reduce the liquor operations staffing by one FTE.
Staff stated it would have alternative scenarios prepared for closing the Waterford Store for the May 14,
2007, Council meeting.
After discussion, there was Council consensus to allow staff to pursue a reduction in the month-to-month
lease rate.
CITY OF SHOREWOOD WORK SESSION MEETING
March 26, 2007
Page 6 of6
3. OTHER
There was no other business for discussion.
4. ADJOURN
Craig W. Dawson,
Meeting of March
Wellens moved, Woodruff seconded, Adjourning the City Council
26,2007, at 10:26 P.M. Motion passed 5/0.
RESPECTFULLY SUBMITTED,
Christine Freeman, Recorder
ATTEST:
CITY OF SHOREWOOD
CITY COUNCIL REGULAR MEETING
MONDAY, APRIL 9, 2007
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
7:00 P.M.
MINUTES
CONVENE CITY COUNCIL MEETING
1. Mayor Lizee called the meeting to order at 7:00 P.M.
2.
A. Roll Call
Present.
Mayor Lizee; Councilmembers Callies,
Keane (arrived at 7:05 P.M.); Finance
Director of Public Works Brown; and
Woodruff; Attorney
Director Nielsen;
Absent:
None
B.
Review Agenda
Mayor Lizee reviewed the agenda for the
Troup 424, be added to the agenda.
Wellens moved, Woodruff seconded,
Motion passed 5/0.
A.
Council Special Meeting Minutes of March
Minutes, March 26, 2007
the City Council Regular Meeting Minutes of
Item 8, Page 5, Paragraph 2, Sentence 2, delete "; he would prefer
. Motion passed 5/0.
C.
Session Minutes, March 26, 2007
Turgeon moved, Well~ns, Continuing the Approval of the Minutes to a Future Meeting Pending
Clarification on Page 4. Motion passed 5/0.
3. CONSENT AGENDA
Mayor Lizee reviewed the items on the Consent Agenda.
Wellens moved, Woodruff seconded, Approving the Motions Contained on the Consent Agenda
and Adopting the Resolutions Therein.
1#2B I
SHOREWOOD CITY COUNCIL REGULAR MEETING
April 9, 2007
Page 2 of 12
A. Approval of the Verified Claims List (This was moved to Item 9.C under General/New
Business)
B. Staffing - Elimination of Position in Liquor Operations
C. City Clerk's License Approvals - Liquor Licenses
Adopting RESOLUTION NO. 07-025, "A Resolution Approving
Intoxicating Liquor License On-Sale, Intoxi<;~ilng Liquor and Special
"d""
Sunday Sales, for the American Legion Post,~~~g Biennial License."
i1u11UU1\
Adopting RESOLUTION NO. 07-02~11IJ~1\ Rl~~~I?tion Approving a 3.2
Percent 'Off-Sale' Malt Liquor License1~tlles forlij1"~,Foods."
f111lih 1 ",' 11,';11111111
Adopting RESOLUTION N~J; 07~027, "A R~~+~~tion Approving
Intoxicating Liquor Licen~91IRn-Sale'11ntoxicating Liij>>~~;L~,Vd Special
Sunday Sales, for the Minn~fbqtm,l~ount~I{(lub." 'I III1V I
'lllllhh ",Jlfll;hhLIP
Authorize Expenditure of Funds for Seal cbl~~llfock
'Hll' '1!1mlli'
Adopting RESOLUTION 'Nl~~ll~7-,?28, "A ResoUi~~~~IApproving Specifications and
Esti~ate an~ Authori~ing '~~Uijt"'lnm~~ts for Bi'dl~lif"WBituminous Seal Coating
ProJect, Project 07-02. '!LIIlllllllllk ;I:'
1, ~'. }. _ ' i ~ {'} 1: 1ft t 111.1: I f /' :~ t :' j ~_} t'
Approval ~~llnfthSlf,ring c!ean-~~ilf1Y6~tract~I'~flfServices (This was moved to Item
9.D underlf!Jerl~ral1OO:Rrv Busmess) 1111 d'
Authn~IU~ii()P to ~~~,~ire Easemen'~ilkC;WliLift Station No. 12, Christmas Lake Point
'Illl!l\ il; ,h:'
~t :i:~p, d~dJ!"'Ii 1~
"nJii' "jH';!rn, ~h" ,n
H. ,~nJ},eal ofN(n4Ue,ro'Rellio~"!:;lill;' n;
"'~r ,d!, TIll .,I,"lV"
lli!l!L' Iliii!di~npellan~'iil,. John Linu'Sey
'1111" "'!iU~~~~Jon: llllllp,875 Howard's Point Road
,III' III"" """,,,
,llllllk '1I'ITl; '11111:11"
Motion 'p1,\Hs~f15/0. 1111;, y'
'111'1l!, "Ii' I
11,11i hi"
4. MATmBis FROM TJ1IJjJ FLOOR
111111!lh.,JII"
There were no matteh'llffi(j>J:1J,~~'floor presented this evening.
'Hlluhi
~,,_~:.1 "
REPORTS AN.dI~RESENTATIONS
.~
1.
2.
3.
D.
E.
F.
G.
5.
A. Park and Planning Commissioner Recognition
On behalf of the Council and the residents of Shorewood, Mayor Lizee thanked former Planning
Commissioner Richard Woodruff (now a Councilmember) for his two years of service as a Planning
Commissioner and provided him with a plaque of appreciation and recognition. Council member
Woodruff thanked the Council and the City for the opportunity.
SHOREWOOD CITY COUNCIL REGULAR MEETING
April 9, 2007
Page 3 of 12
On behalf of the Council and the residents of Shorewood, Mayor Lizee thanked former Park
Commissioner Julie Westerlund for her three years of service as a Park Commissioner and provided her
with a plaque of appreciation and recognition. Ms. Westerlund thanked the Council and the City for the
opportunity .
On behalf of the Council and the residents of Shorewood, Mayor Lizee thanked former Planning
Commissioner Jeff Bailey for his nine years of service as a Planning Commissioner and provided him
with a plaque of appreciation and recognition. Mr. Bailey thanked all the Planning Commissioners he had
worked with over the years, the Council and City Staff, in particular Nielsen, for all of its
support. Councilmember Turgeon also thanked Mr. Bailey for his
The Scouts each
B. Recognition of Boy Scout Troup 424
Mayor Lizee stated members of Boy Scout Troup 424
earn their individual badge for citizenship in the
present with the Scouts.
Troup member Jacob Lahammer provided an overview
various Eagle Scouts had done
in the community.
Mayor Lizee stated provided Ms. Ekerberg
attendance.
for each of the Scouts in
6.
None.
7.
a Park Commission meeting since the last regular Council
for April 10, 2007.
would not be able to attend a 2008 Arctic Fever planning meeting
17,2007.
8.
PLANNING -
by Representative
Chair Schmitt reported on matters considered and actions taken at the April 3, 2007, Planning
Commission study session (as detailed in the minutes of that meeting).
A. Conditional Use Permit Amendment for FirelRescue Powerboat
Applicant: Shorewood Yacht Club
Location: 600 West Lake Street
SHOREWOOD CITY COUNCIL REGULAR MEETING
April 9, 2007
Page 4 of 12
Administrator Dawson stated this item was continued from a March 26, 2007, Council meeting. At that
meeting Council directed Staff to prepare a resolution with findings of fact approving an amendment to a
conditional use permit for the Shorewood Yacht Club (SYC) to allow docking of the Excelsior Fire
District's (EFD) fire/rescue boat at a new dock location. Council also asked that outstanding parking and
site alteration issues be addressed.
Director Nielsen stated he had met with EFD Chief Gerber and Battalion Chief Heiland at the proposed
site the previous week. He explained that Gerber and Heiland had brought the EFD's heavy rescue
vehicle to the site; they found it was easy to park the vehicle on the old IM~n~ay that extended into a
narrow strip of property owned by the SYC, and it would only require a ow~Hanging tree branches to
be trimmed. Nielsen then explained the ground was firm in that loc~~!(~ probable result of previous
use as a driveway); therefore, no additional surfacing was requi~~\~Jl~ i~!tjI!le. If in the future it was
determined that rutting or erosion was occurring, then it could bIJ"i~urface&im\~l;1; Class V rock. Nielsen
-: :_, "t _ - \ ci \., ~. ;;
noted that when the rescue vehicle was stopped on the ro~~ihhPpen the cl18!t~!P1rce at the driveway
entrance, residential vehicles were able to pass the resc~RI!Vehiclt~rat the bend iri;t~~lr\oad. Nielsen also
explained a second vehicle could easily be accommodat~~'adjacent ~;o the Timber LaH~ltight-qf-way; and
i1l,-!'tti_ t:'__ 'l',l,\,t"::c{X'
that are~ would not require resu~facing at this time. $G'eh~rmr:ad relatft~bto N~elsen th~t \tI14~60nd :ehicle
on the site would be very occasIOnal. Staff suggested that\liflm~r~r~cy;;Y ehlcle Parkmg10nly" signs be
posted to prevent public use of those parking spaces. "lillllU::
I$i; " 'IHlIlh
Nielsen went on to explain that witH regardtijl~~fll~:oposed dock, iHq!~~qposed location for the dock was
a very natural. spot. ~ s~all (four-foot-w~de)$~~~~~~lffi'~~~d ha:e to'tl~Unr~a'lled t? overcome the grade
change, a stairway sImilar to those reqUired for. ma")zH)le:$ld~ntlal dock~.l'V egetatlOn removal could be
{, , ' f 1 W j; ~_\~ ,:'j ~. j. , ,;; .'
limited to the removal of three small (3 - 4 i~)h c~ff~~r~ltMtP~J~n9dsome buckthorn. Site alteration
necessary to accommodate and the parkirtg;\}'l~ftld be ex~t~\\IJl'ely minimal.
t!H~- !~[,
Councilmember Well1Pfl d not suppoal~he proposed C.U.P. amendment for the following
reasons. He would prefe to ha fire truck run Iq~I))'P a residential street; it would be better to go
through the main entranc :ht~e"4 biNi"iThe propos~~; dock location would probably be subject to
vandalism bec~NI~nl\h~as a hea~nijl S9M~1~1!<ffl'Rlth~pt!~uld be seen from the LRT Trail. The sight lines
from the SXI~HJHttatl'f~iffi, e mucl1li r than frotr\.lthe Trail to the proposed location. He stated if sailors
could uslUie docks wl\i.: rrying" hit gear, he did not think it would be an issue for firefighters to
carry! ; ,~ear on the exi arrow!~"Rn~IIHe noted that Mr. Cross, the prior owner of the SYC, had
previ'o s lqff,ered to store to e/rescu~n:Joat at an existing dock location and Mr. Cross had not noted
any concen\dlmitp. mud or nar I dock~.; Wellens stated he would support putting the fire/rescue boat at
the SYC provlcr~nlrf!:ess was t,l ugh the entrance to the SYC.
II illl ,\
Councilmember Cal1ie:~1 t~Rlthe fire/rescue boat would be used during an emergency; the heavy rescue
vehicle would not be trllihg the residential street on a regular basis. She thought it would be better for
the rescue vehicle and t public in general to access the fire/rescue boat from Timber Lane rather than
navigate through the SYC parking lot. With regard to the proposed new dock and dock width, she stated
she would defer to the EFD personnel to determine what their needs were in an emergency situation. She
commented that residents would prefer not to have emergency vehicles on the residential streets; but in
an emergency the public is going to be affected. Callies stated she would support the C.U.P. amendment.
Councilmember Turgeon stated she would not support the C.U.P. amendment. There was another
alternative, as the existing SYC slips were not full. She did not consider this situation any different than a
retail situation with regard to vehicle access; retail malls have fire lanes for vehicle access. She stated she
SHOREWOOD CITY COUNCIL REGULAR MEETING
April 9, 2007
Page 5 of 12
wanted response-time improvement data for the proposed site to determine if the improvement was
significant enough to warrant storing the fire/rescue boat at the proposed dock. Until then, the fire/rescue
boat should stay in the main marina. Turgeon went on to state that one of the main reasons for relocating
the fire/rescue boat from the Tonka Bay Municipal Docks location was to eliminate traveling through a
no-wake zone during an emergency; yet the prior owner of the SYC had proposed making the SYC water
area a no-wake zone when he applied for additional docks for motorboats. She commented that the length
of the proposed dock was 80 feet long to accommodate the potential shallow water at that location. She
did not think there was adequate rationale to warrant building the extra dock. She would support
relocating the fire/rescue boat to an existing SYC slip for the 2007 seasclrtUmhile additional data was
~ t( ~ ';'., ,.,' ':;
accumulated to determine if there would be an adequate improvement im~e'spon'se times over the Tonka
Bay location "lilli,
';111111'1111111
In response to a question from Mayor Lizee, Councilmember ~~odruftl \;Q Director Nielsen had
adequately addressed the questions he had at the March 26, ~R~h~l~~tlmcil mee ~~llllh,
~_~..~.* t~;I~}~."
Mayor Lizee stated public safety was paramount with~rd to thi~,issue. It was h~nqJm~rWmding that
EFD personnel had assessed other locations on Lak~!;nf,tonka fO~I~ocking its fire!t~~~m;e boat. With
regard to response time, she stated it would be difficuHl11~1 !~4lP;sp~cific inform'ltl8n because the
situations vary. She commented that the Sheriffs Water Patf61 t's were generally traversing the Lake,
ready to respond to an emergency call. Th~IWater Patrol also p service for other lakes and rivers
in Hennepin County, and that was reflectedlful~%<;\number of it would have on the Lake at a
particular time. Lizee stated she would suppottl~Jlr~lmnil'8i"
'lh 'ohijgUHh
Mayor Lizee asked Chief Gerber if he had any fJ~her CQiiiH
'II ,Ill>
'PI!lll'l!I)!"
Chief Gerber. stated that ~nlfl~!IIA~~"1 ,ed response't~fre issues traversing channels for both the EFD
and the Shenffs Wateil~~~rol. The! ter Patrol bd~\~ and other fire/rescue boats would not slow to a
complete no-wake sp~gdlll'lt1yery ch el when resp6l1Ring to an emergency; that would depend on the
situation, the emergency, a~ijl O~lfiy!~eational wt~~rcraft around. He again reviewed the rationale
for wanting to ~~m the fir ,In 'atl. bsed location. The EFD's mission was to provide
the n:ost. e,)tI'~t~'I'i~fety 'c~ it cou ased on the l?~ations of the tw~ EFD fire stations,
dockmg ItF'flre/rescue a'1i11Hij ,YC r81than the Tonka Bay mU111clpal docks would Improve emergency
IUL Th 1I!1' T k '~'lcl' . . . k '1 h ft
resp~n~Qlfflr.l. e. s. e water a\ . on 'tiit~ljfocatlOn was a ml111mum-wa e zone untl t e watercra was
out of thel:q~~>, which caused ,er resp~titse time delays.
lnll' II, P
~ ~i "n
Chief Gerber' ~.~. in docu ,,$Uts he had written and in previous meetings he had discussed the
drawbacks to doc ~n~lt!le fire/r,i,'tue boat at the previous Excelsior location and the Tonka Bay location.
"!IIIII1, ,,111'
'Ill!llhd!!'
Callies moved, Wocl~"<<ff seconded, Adopting RESOLUTION NO. 07-029, "A Resolution
Approving Shorewood,iYacht Club Request for Amendments to Terms of Conditional Use Permit."
Councilmember Woodruff stated he thought the resolution should be approved because the Planning
Commission had considered the request in great length and unanimously recommended approval, and
because his questions from the March 26, 2007, Council meeting had been answered to his satisfaction.
He understood the concerns of Council member Wellens and Councilmember Turgeon.
Motion passed 3/2, with Turgeon and Wellens dissenting.
SHOREWOOD CITY COUNCIL REGULAR MEETING
April 9, 2007
Page 6 of 12
9. GENERAL/NEW BUSINESS
A. Authorization to Purchase Financial Software
Administrator Dawson stated the 2006 budget allocated $47,000 to upgrade the City's financial software.
The evaluation process took longer than anticipated; therefore, the upgrade did not occur in 2006. The
2006 unspent funds were available for this purchase.
Director Burton stated Staff had extensively evaluated six governmental fin~n~\,;I software packages. The
costs for the software only ranged from $25,000 - $26,000. When d;!~l~:"conversion, installation and
training were factored in, the entire upgrade costs ranged from $3o,q~~I~!~63,000. Staff concluded that
the lNCODE In Vision Financial Suite products, by Tyler Ted ~ogl~~AII ere uniquely qualified to
provide the best value. Approximately 55 Minnesota cities/util, curreW. lse Tyler Technologies
products. The software license fees for the In Vision Fin~fl~t~~h~dite of pro rfhwere $16,482 (this
included a 40% discount off the regular price of $25,614ln~cause the City was a litf\fRt user of some of
Tyler Technologies products). Data conversion costs 'f~~ld be $7,4RO. Training cost~i~Yf~..,e~timated to
be $19,200 for 160 hours of training. The total PtldIJa~~lj~uote w;t~I$42,882 for theq~~hr Financials
(general ledger, budget preparation, bank reconciliation~!ljRkrpa!li~l~t~'1 accounts paYta~k and report
write), Fixed Assets, Project Accounting, Payroll/Personnel, aH~!"l\~ity billing products.
Burton stated Tyler Technologies had perl~tmli~l~ata conversi~~1I~1tqq~ 25 times during the past few
years using the same migration that would l)~i~ijij'ltRlltpigrate from4U~I@i,tY's current software to the
proposed software. The vendor uses eight full-time pto~r~ttmwrs, and it j1ias a project manager to oversee
the project. The City would run the existing and '1t1w SOfWa1r~I~~llPm;~n,e'lfor a period of time. The vendor
had indicated that the Cityll.~$lf!~i~Jid plan for a i~fRt~thber/Octo~~r' installation. She commented that
Hopkins city staff had gOiltIitbU~~11~f, exact migra.tlRn and was very satisfied with the process.
1t.lll.]!l.l..
$~*! ^ {\
Mayor Lizee stated i d use~~le current soft~"mlfor ten years. Director Burton commented that
the current software was bell;llg qnW~lliyt~;,. ,liP'
'111Uu I! I' 1llllllllllUl.lll j ii ,..' I i I f
'~..lfl~,'~" 'r,~'t:\ItiIJ:i~l{~ll}
om c~qnRHmembeiWellens, Director Burton explained the City had paid the
he dH~~i"g software and based on the installation timetable a portion of
d to tHYlflftJ11~oftware mainten~nce costs. In response to a question from
explaHH~d that software mamtenance costs for the proposed software
urrene:naintenance costs.
In response
yearly
that CQ 1
ffl
Couf{ci
would be so
enance
pro-rata
r Woodruff,
hat less than t
,I>
Councilmember w.:ij~R..rur~. f..f. co. nted that Director Burton had related to him that the proposed software
would work with thel~~~~lin~i; mputer hardware.
t, ~.'1:i]1 ,~.II jef
~ [It! f
Wellens moved, Call~~Si'seconded, Authorizing the Purchase and Installation of the INCODE
InVision Financial Software Suite from Tyler Technologies as Proposed for the Estimated
Purchase Price of $42,882. Motion passed 5/0.
B. Excelsior Fire District CIP
Administrator Dawson stated that the EFD Governing Board had recommended approval of the EFD's
2007 - 2028 Capital Improvement Plan (CIP). The major changes between the proposed CIP and the
current CIP (2006 - 2025) were: 1) the addition of a building and technology plan which reflected the
SHOREWOOD CITY COUNCIL REGULAR MEETING
April 9, 2007
Page 7 of 12
need to upgrade and remain current with technology, and to establish a savings plan for long-term capital
maintenance/replacement needs of the two fire stations; and 2) the capital transfer (which is depicted as
the "cities contribution") to the capital equipment plan (CEP) reflected the financing costs for major
acquisitions. To-date the Greenwood and Excelsior city councils had approved the CIP. The Tonka Bay
city council would consider the item for approval on April 10, 2007. Deephaven wanted to consider the
item further at an April 16, 2007, city council meeting. In accordance with the JPA, the CIP required
approval by at least two-thirds of the member cities (which means at least four of the cities) by April 15
(although that date had not been strictly observed in prior years).
! ~i I: it: !' .~. :'
Dawson stated Chief Gerber would highlight the proposed 2007 - 2028 J:wp~bsedl€IP.
i {: j ~l i:l; i.1 k i
Chief Gerber stated when the EFD .organizatio~ considered ~lpdat~fl~O tIT~!>>RRl- 2028 CIP it want~d to
ensure the CIP was as comprehensIve as possible. It was dlffiFult!~p be m It"~!',':target'' for a CIP 111 20
years; it was important to be close to "target" for a CIP in 1,QIN~ljlr~:IHe explaJH~<!lh~here was a proposed
increase in the combined cities contribution of $15,00IWI~N2008 which resuimqlw~imarily from the
inclusion of financing charges and technology r~l~~~?, expen&ys. He comment:~R!I,~ha~ the EFD
organization, as well as the member cities, was makii1tU~I!r~ncerte~lt:fort to minimiztll~Jlsts. He then
explained that the EFD was functioning with information te~1W1 0 ItHat;pid not suppo1j1lieffective use of
staff time. It was important to start reserving funds for capitAq!, enance and replacements to the two
fire stations as there will come a time when$wajor repairs will nliA,be made.
'JllllI11" lllllll.b
With regard to technology costs, Gerber .sta1~!ij~+IIM~?,?00 propos~HI~t11~ec~nology i~prove~ents in
2008 wou~d be used to replace nonfun?~lOnal'l"nd ()Ut""lfliil~omp~ter~llmnreliable copiers (which had
bee~ preVIOusly used by the member CIties), an", ~I'colijtllfflJ(mri(the EFD does not have a color
copier). The result should be staff effectl}j s.'lllIhv
~.~. Jir
Gerber stated that Ad1Jl'
had been extremely nel .
capital improvement plan. !'MIGom
'"t1 ~~L_;_j
EFD Board an~i!W;YI1Jl~mber cltiij~r!i~
nIIIUHHIIIIIIIIII.!i"... \1111111
Council ilber Turge6\lil~tl.~.,!.I.'..e...we(Fltn~.JI foll~wing list .o~ questions: What t~cl1l1010gy did the EFD
curre ve and what d\I~I!ttl.peed? \~ lMtere the m1l11mUm and Ideal reqUirements? Who used the
tec~ lft~d for what pJ~R~es~ C~I the new technologies be phased in, rather ~han requiring the
entI.re $35,Qlfq}?08? Was Itlflfisslble. or the E!,D and SLMPD to share a color copier? How was the
proJecte~ $35,~~t!"~,te?hnolog~Ufxpendltures arn:ed at? (She stated sh~ could purchase ?oth computers
and copiers relatl~~I~t1l1expens!~ely.) Could vehicles that use alternative fuels be considered? Could
smaller vehicles be '~tlH . ery4~'What was the driving force behind the need for a $750,000 aerial truck?
Could the fire inspecto1 '~~Itheir own vehicles and be reimbursed for mileage rather than using an EFD
vehicle? She commentel, ' at she was pleased that the beginning balance for the proposed CIP was the
same as what was contained in the current CIP. She also commented that part of the reason the Chief s
automobile had 110,000 miles on it was because the requirement for the Chief to live in the EFD was
waived for the previous Chief.
other member cities' administrators/managers,
capital equipment plan to a comprehensive
staff, the EFD Operating Committee, the
In response to a question from Councilmember Woodruff, Chief Gerber explained that he and SLMPD
Chief Litsey frequently discuss how the EFD and the SLMPD can share resources. Due to law
enforcement operations a shared server is not an option (that was discussed during the building process).
Also, because the SLMPD received sensitive and confidential information over the copier/printer/fax 24
SHOREWOOD CITY COUNCIL REGULAR MEETING
April 9, 2007
Page 8 of 12
hours a day, it limited the ability to share certain equipment. They do share a phone system and a
computer room.
Gerber stated that capital improvement planning provided the tools to reflect on the current state of
affairs and the future directions.
With regard to Councilmember Turgeon's technology questions, Gerber stated that the member cities'
councilmembers must place some trust in him and the EPD organization that the funds would be
managed effectively. He strives to be as cost-effective and considerate in of the funds as possible.
He explained the $13,000 cost for a color copier was a quote he had re budgeting purposes; a
lease alternative, and possible sharing with the SLMPD, would He also explained the
costs for desktop and laptop computers were also quotes; the price would happen
during the procurement phase for the technology.
tilL
,tWIlII!
Gerber explained that many on staff used computers for ,~~~li!fjobs~l He also
was installed in January 2007 that. allowed firefighlft~W, to enter!., call
computer; but the network configuratIOn was such that"I'tl.1QQk 2 - 3 t~la;les the amount
':fT;~~1;. ,.H~t
information at Station 2 than it did at Station 1. Gerber rel&~~~!thefl~pmp,he used took 10 minutes to
boot up. He clarified the proposed CIP depicted a phad~tltN,;'plan for the technology. There are
approximately 10 desktop computers at th$i, two stations comBi"~~., The plan was to first replace the
computers used by the people that work at i~~ltfflt!?ns the most; Ul~~'. Iso important that the volunteer
firefighters had access to reliable computers RlW'l1r\I"Mn~rld. Reliable I~l ;l~ere needed for training, for
his use for presentations and work off-site, an~lfortlil:!IN~IHnteer firefi ers to take with them to there
. ;l'.W'J!lWl
regular Jobs or home. i!'l'!l 'illll11IHI' .d
lH. ,/~d' 'q1~tl!-HJPP
Councilmember WellensHpmmlW~~hl~hat he appr~~il~~~d havin~IH~~uments in color when appropriate.
What he understood C~i~t:Gerber 'i~U"r this evenin~i~as that that it was just a matter of convenience to
have a color copie.r, d.t16tlnj~llf~at is 3U~ted to cost $1'~lq~!9. Gerber apolo.gized if h~ conv~yed the need
based solely on mconven'l~q8rl'l ~ij~I:\fi~f'W>lwas tOI~~place two unreliable copiers with one color
cop~er/print...e.~./f: flIIOY.,.. ,...!..,r...,x., p. .1.aine:~ltV.I.r.:t.'. . 'E).. :!PDII~~~f~nn~lltlid not l:ave ready acc.ess to the SLMPD' s color
copIer. A r~h, lliQtll~tl~?,uld rri.~Ift~lqls and the'staffs use oftnne more efficient.
lii!$ '''llIIm, ,llliIl.',
COU~Tll~~iG:ber Call.ies st~t~fllfre w~~l~t~p,~ihg as. someone who depended ~n having a reliable cop~er
every daJl~fl.lfi~t her JO? done!.IfRlfespon~I'lto a prevIOus comment from Councll~embe: Turgeon, Call~es
state~ a bUSltlit quality copIemfe~ld not be purchas~~ for $500: She stat~d It was I~p~rtant to. raise
questIOns, but 1 the respon~l~lliIlity of the member cIties' councIls to conSider the "big picture"; It was
Chief Gerber's RijesibilitJilll!o make the operational decisions; and it was the EFD Board's
responsibility to revI'e>>llthosel~ecisions and recommend approval.
"lllllllll!
Council member TurgeqW'stated she was asking for additional basic information. She was trying to
increase her understanding of how the EFD' s CIP funds would be used; she did not want to just "rubber
stamp" the approval of the CIP. She stated she had an obligation to ask the types of questions she had
asked. She was not prepared to approve the CIP based on the information she had received. She
questioned if Mayor Lizee, the City's representative on the EFD Board, had received additional
information at the last EFD Board meeting that would answer some of her questions. Lizee responded
that she had no additional information.
a new system
into the
enter the
SHOREWOOD CITY COUNCIL REGULAR MEETING
April 9, 2007
Page 9 of 12
Mayor Lizee stated it was appropriate for the councils to query the EFD's technology needs; but she did
not think it was appropriate to scrutinize the planning process at the individual desktop level. She then
stated the CIP and supporting documents provided a solid overview of the technology needs and
estimated costs.
Councilmember Turgeon stated in previous years CIP funds designated for specific purposes were
sometimes used for different purposes; she did not want that to happen with funds earmarked for building
and technology purposes. In response to a question from Councilmember Turgeon, Mayor Lizee stated
Administrator Dawson's memorandum stated the EFD Capital Improveme9illflm1d would be managed as
one fund with two sub-funds, Capital Equipment and Building/Technol~gy. Tli'rgeon stated that it was
still one fund, and she did not want them used interchangeably. Jll11UiIII!li'i.
:' i J, It ~ $ i'l.~.l; z
be relattijfly eas~I~111~ummarize the current
current harqIllt~r~ and software, and
be able toH~lthat in a reasonable
'. t 111.lii~. ,
'lI!:_t1!1!lif;
'l ill.i 1 ~
to the Coun~H; it was up to
to receive the information by.
Council meeting.
Councilmember Woodruff stated he thought it should
technology situation and the future directions in more
future hardware and software). He questioned if Chief
amount of time.
Chief Gerber stated that information could be
Council to identify the level of detail they wanted and
He stated he could have the information av,,\\~ble by the April
In response to a question from councilme~iHPI~4"~ns,
'-: .~. , t t 'c. .",;;: "::r ,,' ~ "
April 15 was specified in the lP A. il. '''IIIIllBll''
'ij~.;: !llIlll!:!, j
Woodruff moved, Turgeo~l~flf?n,ded, continJ1R~llt"~' ~~~~ll!~~U{Of the Excelsior Fire District's
Capital Improvement PI"plIt<lliHWI~Rril23, 2007,J~ity CouncWmeeting. Motion passed 5/0.
1.'~U J" 1[ 111~! ~ -j' ~. ~. ~.
Chief Gerber clarifiecF~#t~~,l~lwas t~lb,:tb,'"vide addition~~II~, ',e, 1flil regarding the $35,000 technology line item
in the CIP. Council agreed'.l!lllhh jlll!lli'\;, ,lllli
..~ _',' ,_ '_ --t{III:!l~ft,tfWf:~.iltltl:i'lllil!:if_iwl'~.~::'t-l_~1'*'
c. .llllnWpUU~1taLjof th~Il<<Uhified Cli~fmlllCist
,Ill' "',mllllh. 'lIlll'll
dll' 'I'lHllHi \1111.
This I il~~bsremOVed fr~l\Ij'\~onseh~~~a at Councilmember Woodruff's request.
~ouncilm~m~tfll}Y oodr~ff st~~~~llhere \\i~;e seven adopt-a-garden ~ayments, each for an amount of $1 O?,
listed on the ve~IDM.cla1ms listd#e. stated the. adopt-a-garden fundmg amount for each person was $50 m
2006. He questlOnQqlf~~t theli~flilt!onal fundmg was for.
Director Brown state1Itn~ll!tioPt-a-garden program was funded by Parks Operating budget. The Park
Commission had discu~~~a increasing the amount contributed to $100 at its August 2006 and September
2006 meetings. The Commission had received feedback from many of the volunteer gardeners that they
were spending $200 - $250 of their own money on garden supplies (e.g., plants, mulch, edging, etc.) in
addition to donating their time. Councilmember Woodruff questioned if the $100 was enough to cover
the personal money spent. Brown stated the Commission wanted to be conservative with 2007 increase.
explained the date of
In response to question from Councilmember Woodruff, Director Brown stated the Park Commission had
oversight responsibility for the adopt-a-garden program.
SHOREWOOD CITY COUNCIL REGULAR MEETING
April 9, 2007
Page 10 of 12
Councilmember Turgeon stated one of the volunteer gardeners had not spent the entire $50 contribution
received in 2006. She then stated the gardens were beautiful, some of the volunteer gardeners were
master gardeners. Most of the volunteer gardeners used plantings from their own gardens. She questioned
if one of the companies the City had contracted with for tree trimming could be asked to donate mulch.
She then questioned what the contribution amount should be, and should the amount vary based on the
garden.
Director Brown stated the Park Commission surveys the volunteer gardeners with regard to what they are
spending; but the Commission did not request the gardeners submit their expenses. Most of
the gardens were tended on a weekly basis. He again stated that the from most of the
gardeners that they were spending $200 - $250 of their personal gardens. The Commission
thought a $100 contribution from the City was a good
City could obtain
Councilmember Turgeon stated if the monies spent were
mulch for them to use.
plantings.
Councilmember Woodruff suggested that
provide Council with an update. Director
annual tour of all of the sites.
early review of the program and
J5..1;(:ommission partakes in an
d
v
Councilmember Callies
a-garden payables.
approval of the seven $100 adopt-
Woodruff moved,
passed 5/0.
Claims List as Submitted. Motion
for Services
fIl:la at Councilmember Turgeon's request.
hacf this item removed from the consent agenda so Administrator
clean-up program would work.
Administrator that the 2007 Spring Clean-up Day program would be a drop-off
program. The fees be charged were in the process of being refined. Staff was also trying to
estimate the amount of. erials that would be dropped off for this first-time effort. Any deficit would be
funded from the Recycling Fund balance.
Director Brown stated a list of items that would be accepted and the associated costs that would be
charged would be published in the ShoReport. The greatest challenge was to estimate the volume and
weight of the materials that will be collected as the City had no previous experience with this type of
program. It may take up to three years of gathering drop-off program data before the City would have a
relatively accurate estimate. The City would be charged a per-ton fee to dispose of the materials.
SHOREWOOD CITY COUNCIL REGULAR MEETING
April 9, 2007
Page 11 of 12
With regard to electronics, Director Brown explained the vendor charged the City based on the size of
the item with two-inch increments; and Staff is trying to determine a process to make it reasonable to
manage. Almost all electronics would be accepted.
Councilmember Wellens stated he understood the drop-off program to be a "pay-as-you-go" program;
there would not be any charge on the residents' utility bills.
Wellens moved, Woodruff seconded, Awarding the Contract for 2007 Spring Clean-Up Services as
Recommended by Staff. Motion passed 5/0. 'llllllh,
,d),"
10. ENGINEERING/PUBLIC WORKS (11111111'
l'IW'lllllllh
^[,'..:, {~'r~-.~t:~::
A. Review of the No-Parking Restrictions on Birdll~luff Rd~<<llh
d11.11 1111ml.
Engineer Landini explained that in 2005 numerous reSid)nlylrll~~~'B~rch Bluff\~~""II~~titioned the City
to ~estrict parking to the south side o.f the street. A ~rl~~l~tion wa~IIP~ssed with. the' l~t~<<IWI?P that it be
reviewed by October 1,2006. The residents were sent'1:P~~1~YY askm~I.lfthe parkmg rest~l\ftltm should be
continued or removed. Of the 39 surveys transmitted,'jtij~tfj, ~lrn~!i~l::l-. responses. S,iMi~en responses
preferred to continue the restriction and eight wanted to remo'{J~ltn~Jrestriction.
Mayor Lizee thanked Staff for conducting '11111111111111111111"<
Turgeon moved, Woodruff seconding, Remove)tJll; No Parking Restriction on
the South Side of Birch Buff Road. Motion J 0
A.
11. STAFF AND
which were as follows:
Meeting April 11, 2007
111nar on April 12, 2007
r / rogramming Funding Discussion April 17, 2007
sion April 16, 2007
ula Discussion April 19, 2007
Session re: Firefighters Relief Association April 25, 2007
Director Brown 21, 2007, there was an incident involving the Metropolitan Council
Environmental District regard to a sanitary sewer system backup that affected eight homes. Crews
from Excelsior, Shorewood and Victoria responded to the action taken by Met Council that resulted in
the backup. He commented that he would bring a summary of the City's policy with regard to similar
types of instances before Council at a future meeting. He explained that he had met with representatives
of the Met Council four times that evening, and they were very cooperative. He stated Met Council was
working with a claims representative regarding the homes that were damaged.
In response to a question from Councilmember Wellens, Director Brown explained the City's insurance
covered incidences where the City was a fault.
SHOREWOOD CITY COUNCIL REGULAR MEETING
April 9, 2007
Page 12 of 12
B. Mayor & City Council
Councilmember Woodruff stated the LMCC (representing its 17 member cities) and national and state
cable organizations were banding together to submit a protest response to the FCC regarding its ruling on
entities coming into a city and wanting to install a system to compete with cable. He also reviewed the
ruling and he had submitted to Staff areas of the City's Ordinance that should be reviewed with regard to
companies doing work in the City's rights-of-way.
In response to a question from Councilmember Turgeon, Attorney Keane st ,a demand letter was sent
,1,1 }.:
to Ascending Praise Church (APC) for past due rent and utility paymentsi)~\' mages; and the letter was
straightforward. In response to another question, Keane clarified tl}f\tl~~~letter was an all-in-demand
letter and the City would have no recourse should there be additio~~~!~x.p~~lRifor restoring the house to a
habitable condition. ill! '\Ilmh
lllllll', '1;, "'iillllhi!
In response to question from Councilmember Turge09?lllDire~ibr Brown st~t14~IIII~laff would begin
removing debris from the house this week and they w~afq;place all ~~rsonal items leftl"~~'\?i1;ln one area
of the house and those items could be claimed by at ceftfiinl pate. Hrll~!ated the paintet!m~si!available to
begin immediately; ~ro:vn would check with ServiceMasi~tlfRlg~1n~tHmei}f the house spould be cleaned
before or after the pamtmg was done.'llll.I!I;
'llllk
'hil';
regarding~~wetition for a street light on Park
be for the 'tli~lt~i;verify that petitioners were
be t~!ponsible for paying for the
Councilmember Wellens
house, and that item
12.
City Council Regular Meeting of April 9, 2007,
Christine Lizee, Mayor
ATTEST:
Craig W. Dawson, City Administrator/Clerk
PAYABLESAPPROVALS
For 04/23/2007 Council Meeting
prepared'bt<7' Date:
~ v . !
Michelle T. Ng en, Sr. Accounting Clerk
Reviewed byCi3~71llll' ~/Acln1 ((LI/V) Date:
/" '- ".-/
Bonnie Burton, Fin ce Director
Date:
wson, City Administrator
PAYROLL APPROVALS
For 04/23/2007 Council Meeting
Prepared b;lt$;!d (; -1171177'./ Date:
Michelle T. Nguyen, Sf. Accounting Clerk
Reviewed b;l{f!J lUl ' 2.t/L(or) (jf/N~) Date:
Bonnie Burton, Finance Director
Approved by
Date:
son, City Administrator
CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD' SHOREWOOD, MINNESOTA 55331-8927' (952) 474-3236
FAX (952) 474-0128' www.ci.shorewood.mn.us' cityhall@ci.shorewood.mn.us
Celebrating 50 Years. 1956 - 2006
MEMORANDUM
DATE:
TO:
FROM:
CC:
April 16, 2007
Mayor and City Council Members/\ttv1J
Jean Panchyshyn, Deputy Clerk ~n
Craig W. Dawson, City Administrator/Clerk
RE:
LICENSES AND PERMIT APPROV ALS
The following Tree Trimmer and Commercial Lawn Fertilizer license requests have been
received at the City and reviewed for completeness. As all license requirements have been met,
a license has been issued to the Licensees listed.
City of Shorewood - 2007 License Approvals
07 -44 Aaron's Tree Service P.O. Box 586 Excelsior, MN
07-46 Schmidt's 4 - Season 2700 Ches Mar Farm Rd. Excelsior, MN
Service, Inc.
The Tree & Stump Co., Inc.
07 -41 Davey Tree Expert Company 1500 N Mantua St. Kent, OH
07-42 Professional Turf, Inc. 7780 215th St. W. Lakeville, MN
07-43 Guaranteed Spray Inc. 7605 Equitable Dr. #100 Eden Prairie, MN
07-45 Tru Green Chemlawn 6010 Culligan Way Minnetonka, MN
07-49 F ertilawn 9315 Harriet Ave. S. Bloomington, MN
07-52 Talberg Lawn & Landscape 11770 Justen Circle Maple Grove, MN
,.
f: i PRINTED ON RECYCLED PAPER
.",
CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD' SHOREWOOD, MINNESOTA 55331-8927' (952) 474-3236
FAX (952) 474-0128 . www.cLshorewood.mn.us . cityhall@ci.shorewood.mn.us
Celebrating 50 Years. 1956 - 2006
MEMORANDUM
DATE:
Mayor and City Council
Craig Dawson, City Administrator
James Landini, City Engineer
Larry Brown, Director o[Public Works ~
April 20, 2007
TO:
FROM:
RE:
Approve Plans Specifications and Estimate and Authorize Advertisement of Bids for
Radio Read Meters, Data Collection Software, and Appurtenances.
City Project No. 07-04
Attachment 1 is the Specifications for bidding of the Radio Read Metering System for the municipal
water system.
Staff has compiled the specifications that include the furnishing and installation by the contractor for a
radio based system, data collection equipment, and software interfaces. The specifications dictate that
the proposed system is compatible with the utility billing and financial software that has previously
been authorized by the City Council.
It should be noted that the City has records of many of the water meter installations, with regard to the
existing meter sizes. However, there remain many older meters that the exact size of the meter was not
recorded, at the time of installation. Therefore, the exact number and size of meters to be installed will
have to be verified in the field. Hence the total costs will vary by the unit pricing provided as part of
the bid process.
Table 1, on the following page, is an estimate that has been completed for the proposed system. It
,.
f: i PRINTED ON RECYCLED PAPER
....
Mayor and City Council
Approve Plans, Specifications, and Estimate
Authorize Advertisement of Bids for Radio Read Water Meters.
April 20, 2007
Page 2of2
Description Unit Quantity U nit Cost Amount
Furnish and Install 5/8" meter Each 487 $ 227.15 $110,622.05
Furnish and Install 1" meter Each 207 $ 323.27 $ 66,916.89
Furnish and Install 1 1/2" meter Each 6 $ 494.31 $ 2,965.86
Furnish and Install 2" meter Each 13 $ 1,500.00 $ 19,500.00
Furnish and Install 3" meter Each 3 $ 2,302.10 $ 6,906.30
Hand Held Data Collection Device Each 1 $ 6,520.00 $ 6,520.00
Furnish and Install Software Each 5 $ 220.00 $ 1,100.00
Training Hours 50 $ 42.00 $ 2,100.00
Total $216,631.10
Table 1
The City Council may recall that water bonds were sold in 2006, for this project, in addition to other
projects. As such, approximately $210,000 is available to complete this project. The amount of meter
change outs will be adjusted to match funds available, based on the actual bid prices received. Based on
the estimate, this roughly equates to 770 meter change outs and software setup.
The total number of water accounts with the City is 1,271. A future project may be considered for the
remainder, as water revenues will support such a project.
It is anticipated that the contractor will have the installations competed by October 26,2007.
This item will be presented in more detail, during Monday's City Council meeting, to insure that a
better understanding ofthe system is available.
If approved, a bid opening will be conducted on May 23rd, 2007, at 10:00 a.m. in the Shorewood City
Council Chambers.
Recommendation
Staff is recommending approval of a resolution that approves the plans specifications and estimates and
authorizes advertisement of bids for the Water Meter Replacement Project and Automated Meter
Reading System. A resolution is attached for your consideration.
SPECIFICA liONS
FOR
CITY OF SHOREWOOD PROJECT 07-04
WATER METER REPLACEMENT
AND INSTAllATION OF
AUTOMATED METER READING SYSTEM
SHOREWOOD, MINNESOTA
PUBLIC WORKS DEPARTMENT
5755 COUNTRY CLUB ROAD
SHORE WOOD, MN 55331
CERTIFICATION
I hereby certify that this plan, specification, or report was prepared by me or under
my direct supervision and that I am a duly licensed professional engineer under the
laws of the State of Minnesota
~ i:.~
aw~n, .E.
Lic. No. 23390
Date: April 19, 2007
TABLE OF CONTENTS
Section Description Pa2e
Advertisement for Bids 5
Instructions to Bidders
1. Examination of Plans, Specifications 6
2. Bid Security 6
3. Contract Documents 6
4. Preparation of Proposal 6
5. Conditions in the Bidders Proposal 7
6. Interpretation of Estimates 7
7. Delivery of Proposals 7
8. Rejection of Proposal 7
9. Withdrawal of Proposals 7
10. Public Opening of Proposals 7
11. Disqualification of Bids 7
12. Equipment 7
13. Furnishing of Evidence of Responsibility 8
14. A ward of Contract 8
15. Responsive/Responsible Bid 8
16. Requirements of Contract Bond 8
17. Failure to Execute Contract 8
18. Unit Prices 8
19. City Deletion Right 8
20. Construction Schedule 9
21. City Drug and Alcohol Policy 9
Proposal Form PF 1-3
General Conditions
22. Definitions 10
23.. Execution, Correlation and Intent of Documents 11
24. Drawings and Specifications 11
25. Contractor's Understanding 11
26. Explanation to Bidders and Addenda 11
1
Section Description Pa2e
27. Proposals 12
28. Proposal Guaranty 12
29. Qualification of Bidders 12
30. Indemnity 12
31. Performance Bond 12
32. Fidelity Bond 13
33. Insurance 13
34. Subcontractors 14
35. Changes and Extras 14
36. Royalties, Patents, and Trademarks 14
37. Permits, Regulations, Licenses 14
38. Utility's Status 14
39. Assignment 15
40. Suspension and Resumption of Work 15
41. Interference with Other Utilities 15
42. Right of the Owner to do the Work 15
43. Right of the Owner to Terminate Contract 16
44. Protection of Property and Restoration 16
45. Prompt Payment to Subcontractors 16
46. Payments to Contractors 16
47. Character of Work and Materials 17
48. Supervision and Character of Workers 17
49. Guarantee 17
50. Acceptance of the Work 17
51. Failure to Complete Work on Time 17
52. Protection and/or Restoration of Survey Monuments 18
Special Provisions
53. Scope of Work 19
54. Wark Included 19
55. Location of Work 19
56. Coordination of Work 19
2
Section Description Page
Materials
57. Water Meters 19
58. Integral Meter Interface Unit (IMIU) 19
59. FCC Standards 19
60. Output Power of the IMIU 20
61. Battery Power for the IMIU 20
62. Battery Life Cycle 20
63. Battery Replacement 20
64. IMIU Programming and Output 20
65. Predetermined Transmission of Signal 20
66. IMIU Identification 20
67. Interoperability 20
68. E-Coder 20
Meter Installation
69. Replacement 20
70. Disposal of Old Meters 21
71. Meter Valve Replacement 21
72. Pressure Reducing Valve Replacement 21
73. Restoration 21
74. Cleanup 21
75. Guarantee 21
76. Failure to Replace Defective Parts 22
Other Construction
77. Large Meters 22
78. Valve Installation 22
Method Of Payment
79. Materials 22
80. Sample Sheets 22
81. Scheduling Installation. 22
3
Section Description Page
82. Inspection 22
83. Prior Site Visit 22
84. Basis of Payment 23
85. Fidelity Bond 23
86. Employee Background Checks 23
Record of Meter Change Sheet 24
Hand Held Data Collection Device (HHDCD)
87. Scope of Work 25
88. Work Included 25
89. Location of Work 25
90. Coordination of Work 25
91. Turn Key Operation 25
92. Accuracy of the HHDCD 25
93. Licensure Requirements 25
94. Expansion of the System 25
95. Wake Up Tones 26
96. Spread Spectrum Technology 26
Data Collection Software and Interface
97. Scope of Work 26
98. Work Included 26
99. Location of Work 26
100. Demonstration of Software 26
101. Software Licensure 26
102. Training and Support of Product 26
4
ADVERTISEMENT FOR BIDS
CITY OF SHOREWOOD METER REPLACEMENT AND AUTOMATED
METER READING PROJECT
CITY PROJECT NO. 07-04
FOR THE CITY OF SHOREWOOD
HENNEPIN COUNTY, MINNESOTA
NOTICE IS HEREBY GIVEN that sealed bids will be received by the City of Shorewood
at the office of the City Clerk until 10:00 a.m.(CST), May 23,2007, at Shorewood City
Hall, 5755 Country Club Road, Shorewood, Minnesota 55331, and will be publicly
opened and read at said time and place by representatives of the City of Shorewood.
Said proposals for the furnishing of all labor and materials for the construction, complete
in-place, of the following approximate quantities:
1271 Each Water Meters of various sizes with Automated Encoders
1 Each Data Collection and Billing Software
1 Each Handheld Data Collection Device and Appurtenances.
The bids must be submitted on the Proposal Forms provided in accordance with the
Contract Documents, Plans, and Project Manual as prepared by the City of Shorewood.,
located at 5755 Country Club Road, Shorewood, MN 55331, which are on file with the
City Clerk of Shorewood and may be seen at the office of the City of Shorewood.
Copies of Proposal Forms and the Plans and Project Manual for use by contractors
submitting a bid may be obtained from the City of Shorewood, 5755 Country Club Road,
Shorewood, MN 55331, upon deposit of Twenty Dollars ($20.00) (non-refundable) per
set.
No bids will be considered unless sealed and filed with the City Clerk of Shorewood 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 furnish the required bond.
No bids may be withdrawn for a period of sixty (60) days from the date of opening of
bids. The City of Shorewood reserves the right to reject any or all bids.
DATED: April 23, 2007
BY ORDER OF THE CITY COUNCIL
s/s
Craiq Dawson
City Clerk/Administrator for the
City of Shorewood, MN
PUBLISHED IN THE: Sun Sailor Newspaper:
5
May 3, and May 10, 2007
INSTRUCTIONS TO BIDDERS
1. EXAMINA nON OF PLANS, SPECIFICA nONS. - The bidder shall examine to his/her
Satisfaction the quantities of work to be done as determined from the specifications.
Quantities indicated by the Engineer on drawings or elsewhere are estimated only, and
bidders must rely on their own calculations. Bidders shall be thoroughly familiar with
Contract Documents including all General Conditions and Special Provisions.
Bidders shall inform themselves of the character and magnitude of work and the
conditions under which the work is to be performed concerning the site of the work, the
structure of the ground, the existence of surface and ground water, availability of
drainage, the obstacles which may be encountered, means of approach to the site, manner
of delivery and handling materials, facilities of transporting equipment and all other
relevant matters pertaining to the complete execution of this contract. No plea of
ignorance of conditions that exist or that may hereafter exist or of difficulties that will be
encountered in the execution of the work hereunder which result from failure to make
necessary examinations and investigations, will be accepted as a sufficient excuse for any
failure or omission on the part of the Contractor to fulfill in every detail all the
requirements of this contract, or will be accepted as a basis for any claim whatsoever for
extra compensation or for an extension of time. No bidder may rely
Upon any statements or representations of any officer, agent or employee of the Owner
with reference to the conditions of the work, of the character of the sort or other hazards
which may be encountered in the course of construction.
2. BID SECURITY - Each bid shall be accompanied by a bid bond in the amount of five
percent (5.0%) of the amount bid, and as specified in the Advertisement for Bids. Such
bid security is a guarantee that the bidder will enter into a Contract with the owner for the
work described in the proposal, and the amount of the bid security of a successful bidder
shall be forfeited to the Owner as liquidated damages in the event that such bidder falls to
enter into a contract and furnish Contractor's bond.
3. CONTRACT DOCUMENTS - The Contract Documents will consist of the
Advertisement for Bids, Instructions to Bidders, General Conditions, Supplementary
General Conditions, Specifications, Proposal Form, Contract for Construction, Non-
Collusion affidavit, Contract Bond, and all plans and drawings. These documents are on
file with the Owner.
4. PREP ARA nON OF PROPOSAL - The bidder shall submit his/her proposal on the form
provided by the Engineer.
The blank spaces in the proposal shall be filled in correctly with ink where indicated for
each and every item for which a quantity is given, and the bidder shall state the prices for
which he/she proposes to do each item of the work contemplated. The bidder's proposal
shall be signed correctly with ink. If the proposal is made by an individual, his/her name
and post office address shall be shown. If made by a firm or partnership, the name and
post office address of each member of the firm or partnership shall be shown. If made by
a corporation, the person signing the proposal shall show the name of the State under the
law of which the corporation was chartered, and names, titles and business addresses of
6
the President, secretary, and treasurer. All bids for Corporations shall bear the official
seal of the Corporation.
5. CONDITIONS IN THE BIDDER'S PROPOSAL - The bidder shall not stipulate III
his/her proposal any conditions not provided for on the proposal form.
6. INTERPRETATION OF ESTIMATES - The Engineer's estimate of quantities as shown
in the proposal shall be used as a basis of calculation upon which the award of contract
will be made, but these quantities are not guaranteed to be accurate and are furnished
without any liability on the part of the Owner.
7. DELIVERY OF PROPOSALS - All bids shall be placed in a sealed envelope with a
statement thereon showing the work covered by the bid, and addressed as stipulated in
the Advertisement for Bids. Proposals may be mailed or submitted in person. No bids
will be received after the time set for receiving them. Bids arriving at the office by mail
or hand delivered to the Owner after the hour designated for receiving bids will be
returned to the sender unopened.
8. REJECTION OF PROPOSAL - Proposals may be rejected if they show any omission,
alteration of form, additions not called for, conditional bids or alternate bids not specified
or irregularities of any kind. Proposals in which the prices are obviously unbalanced may
be rejected.
9. WITHDRA W AL OF PROPOSALS - A bidder may withdraw his proposal without
prejudice to himself/herself, provided he/she files a written request to the Owner before
the hour of letting, and such withdrawn proposal may be modified and resubmitted by the
bidder at any time prior to the hour set for the opening of basis.
10. PUBLIC OPENING OF PROPOSALS - Proposals will be opened publicly and read
aloud in such place as designated at the time and the date set in the "Advertisement for
Bids". Bidders or their authorized agents are invited to be present.
11. DISQUALIFICATION OF BIDS- More than one proposal for the same project from an
individual firm, partnership or corporation under the same or different names will not. be
considered. Evidence that any quoter is interested in more than one proposal for the same
work will cause rejection of all such proposals. Collusion between the bidders will be
considered sufficient cause for the rejection of all bids so affected.
Failure on the part of any bidder to carry out previous contracts satisfactorily or his lack
of the experience or equipment necessary for the satisfactory completion of the work may
be deemed sufficient cause for his disqualification.
12. EQUIPMENT - When requested by the Owner, the bidder shall furnish a complete
statement of the make, size, weight (where weight is one of the specified requirements),
condition and previous length of service of all equipment to be used in the proposed
work.
7
13. FURNISHING OF EVIDENCE OF RESPONSIBILITY - When requested by the Owner,
the Bidder shall furnish a balance sheet, certified by a certified public accountant as to a
date not more than sixty (60) days prior to the date of the opening of the proposals which
shall set forth outstanding assets and liabilities in reasonable detail. The bidder shall also
furnish when requested, a list of work of a similar nature performed with dates of
completion thereof. The bidder shall also furnish any other additional information
relative to financial responsibility and competence to do the work as may be requested by
the Owner prior to the acceptance of any proposal.
14. AWARD OF CONTRCT: The award of the Contract will be made to the lowest
responsive, responsible bidder, based on the Proposal Form with the lowest TOTAL BID.
15. RESPONSIVE/RESPONSIBLE BID:
A "Responsible Bid" is one from a Bidder that has:
A. Financial resources, technical qualifications, experience, organization, and facilities
adequate to carry out the project, or a demonstrated ability to obtain these.
B. Resources to meet the completion schedule contained in the Agreement.
C. A satisfactory performance record for completion of other projects.
A "Responsive Bid" must include the following:
A. Complete Proposal Form
B. Bid Security
16. REQUIREMENTS OF CONTRACT BOND - The successful bidder, at the time for the
execution of the contract, shall furnish and at all times maintain a satisfactory and
sufficient bond in full amount of the contract as required by law with a corporate surety
satisfactory to the Owner. The Form of Bond is that required by Statute. Personal
sureties will not be approved.
17. FAILURE TO EXECUTE CONTRACT - Failure to furnish the Contract bond in a sum
equal to the amount of the award, or to execute the contract within ten (10) days, as
specified, shall be just cause for the annulment of the award, and it shall be understood by
the bidder that in the event of the annulment of the award, the amount of the guaranty
deposited with the proposal shall be retained by the Owner, not as a penalty, but as
Liquidated Damages.
18. UNIT PRICES - In case of error in the extension of prices, the unit bid prices shall
govern. The Owner reserves the right to waive any informality in the bids at his/her
discretion.
19. CITY DELETION RIGHT - The Cities reserve the right to delete any line item from the
base quote prior to final contract execution.
8
20. CONSTRUCTION SCHEDULE
If the contract is awarded by the City Council on May 14, 2007 construction can
commence as soon as the contract documents and bond forms have been executed and
returned to the City. Completion deadline for the construction is December 1,2007. This
work consists of the replacement of approximately 1,600 water meters, as specified.
Note: Final payment for this project will not be made until the Contractor submits the
following items to the City Utility Division.
1. Notice of Consent to Final Payment from bonding company.
2. Letter from the Contractor stating that any subcontractors and suppliers have been
paid in full.
3. A complete Department of Revenue form IC-134 signed by a Department of
Revenue representative.
21. CITY DRUG AND ALCOHOL POLICY
The City of Shorewood has adopted a drug and alcohol testing policy which, in
accordance with Minnesota Statutes Section 181.950, Subd. 6, applies to all independent
contractors and employees of independent contractors doing business with the City. This
policy authorizes the City to require that drug and alcohol tests be conducted on any
contractor or employee of a contractor when there is reasonable suspicion that the
individual, while working pursuant to a City contract, is under the influence of drugs or
alcohol, has illegally used, possessed, sold or transferred drugs, alcohol or drug
paraphernalia, has sustained or caused a personal injury requiring immediate medical
attention, or has caused a work-related accident resulting in estimated property damage of
more than $1000 per accident. Failure to comply with the terms of the policy could result
in termination of the contract. Copies of the policy are available from the City upon
request.
9
PROPOSAL FORM
WATER METER REPLACEMENT AND INSTALLATION OF
AUTOMATED METER READING SYSTEM
CITY PROJECT 07-04
BIDDER'S FIRM NAME:
OFFICIAL ADDRESS:
PHONE NUMBER:
FAX NUMBER:
BID OPENING LOCATION AND TIME
Shorewood City Hall
5755 Country Club Road
Shorewood, MN 55331
Opening Time: 10:00 a.m.
Opening Date: Wednesday, May 23,2007
Dear City Officials:
1. The following proposal is made for the Water Meter Replacement and Installation of an
Automated Meter Reading System, City Project 07-04.
2. The Undersigned certifies that the Contract Documents listed in the Instructions to Bidders
have been carefully examined, and that the site of the work has been personally inspected.
The Undersigned declares that the amount and nature of the work to be done is understood,
and that at no time will misunderstanding of the Contract Documents be pleaded. On the
basis of the Contract Documents, the undersigned proposes to furnish all necessary apparatus
to do all the work, furnish and install all the materials in the manner specified, to finish the
entire project within the time hereinafter specified, and to accept as full compensation,
therefore, the sum of the various products obtained by multiplying each unit price herein bid
for the work or materials, by quantities thereof actually incorporated into the completed
project, as determined by the Engineer. The Undersigned understands that the quantities
mentioned herein are approximate only, and are subject to increase or decrease, and hereby
proposes to perform all quantities of work as either increased or decreased, in accordance
with the provisions of the specifications, at the unit prices bid in the following Proposal
Schedules, unless such schedule designated lump sum or plan quantity bids.
3. PROPOSAL SCHEDULE: Bidder agrees to perform all work described in the specifications
for the following unit prices:
WATER METER REPLACEMENT AND INST ALLA nON
OF AUTOMATED METER READING SYSTEM
CITY PROJECT 07-04
PF -1
PROPOSAL FORM
Item
No. Item Units Quantity U nit Price Total Price
1 Furnish and Install new 5/8" x 3/4"
Meter, Neptune T-10 E-Coder Each 869 $ $
R900i (1 )(2)
2 Furnish and Install new 1.0" Meter,
Neptune T-10 E-Coder R900i (1)(2) Each 370 $ $
3
Furnish and Install new 1.5" Meter,
Neptune T -10 E-Coder R900i(l )(2) Each
5
$
$
4 Furnish and Install New 2" Meter
Neptune TrulFlow Compound Each 24 $ $
E-Coder R900i( 1 )(2)
5 Furnish and Install New 3" Meter
Neptune Tru-Flow Compound Each 3 $ $
E-Coder R900i(l )(2)
6 Furnish and Install Equinox
Software Package (1) Each 1 $ $
7
Hand Held Data Collection Device Each
1
$
$
8
Training and Software Support Hours
50
$
$
TOTAL OF AMOUNT BID $
Notes:
(1) Or approved equivalent
(2) The breakdowns of meter sizes are estimated. Contractor agrees to coordinate the acquisition of
exact quantities to match field quantities, on a unit basis, with no further compensation made
for coordination of additional meter orders that may be required.
WATER METER REPLACEMENT AND INST ALLA nON
OF AUTOMATED METER READING SYSTEM
CITY PROJECT 07-04
PF -2
PROPOSAL FORM
4. The Contract shall be awarded to the lowest responsible bidder for the Total Bid, as defined
above. The Owner reserves the right to delete any items of the proposal form.
5. The Undersigned further proposes to execute the Contract Agreement and to furnish
satisfactory bond within ten (10) days after notice of the award of contract has been received.
The Undersigned further proposes to begin work as specified, to complete the work on or
before date specified, and to maintain at all times a Contract Bond, approved by the City, in
an amount equal to the total bid.
6. In submitting this proposal it is understood that the right is reserved by the Owner to reject
any or all proposals and to waive informalities.
7. In submitting this proposal, the Undersigned acknowledges receipt of Addenda
Nos. issued to the Contract Documents.
8. If a corporation, what is the state of incorporation?
9. If a partnership, state full name of all co-partners.
Official Address
Firm Name:
By:
Title:
By:
Title:
Dated
,2007
WATER METER REPLACEMENT AND INST ALLA TION
OF AUTOMATED METER READING SYSTEM
CITY PROJECT 07-04
PF - 3
GENERAL CONDITIONS
22. DEFINITIONS: For the purposes of this contract and specifications, the following words
are used in accordance with these definitions. If pronouns are used in place of them, the
same interpretation shall apply.
A. OWNER is the City of Shorewood acting personally or through its duly authorized
representative.
B. UTILITY refers to the City of Shorewood, 5755 Country Club Road, Shorewood,
Minnesota, acting personally or through its duly authorized representative.
C. CONTRACTOR is the individual, firm, or corporation with whom the owner
contracts and awards the work.
D. SUBCONTRACTOR is the individual, firm, or corporation having a direct contract
with the contractor and includes one who furnishes work and/or material to be
incorporated in the work according to the plans and specifications.
E. CONTRACT DOCUMENTS consist of the agreement, the general conditions ofthe
contract, and the drawings and specifications, including all modifications thereto
incorporated in the documents before their execution. These form the contract.
F. WORK includes labor and/or materials, equipment, transportation, or other
facilities necessary to complete the contract.
G. SPECIFICA nONS refer to the directions, provisions, and requirements contained
herein pertaining to the method and manner of performance of the work and the
qualities and quantities of material to be furnished under the contract.
H. BIDDER is any individual, firm, or corporation offering, on a form furnished by the
owner, to perform the work contemplated in the drawings and specifications.
1. PROPOSAL is the written offer of the bidder on a form furnished by the owner,
properly signed and guaranteed, to perform the contemplated work.
J. PLANS are all approved drawings, or reproduction of such drawings, pertaining to
the work provided in the contract.
K. PROPOSAL GUARANTY is the security designated in the proposal and furnished
by the bidder as a guaranty of good faith to enter into a contract with the owner for
performing the work should it be awarded to him/her.
L. PERFORMANCE BOND is the approved form of security furnished by the
contractor and his/her surety or sureties guaranteeing the faithful performance of
the contract and the payment of all obligations arising thereunder.
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M. INSPECTOR is a representative of the Utility, authorized to make detailed
inspections of any and all portions of the work performed and materials
incorporated in the work.
23. EXECUTION, CORRELATION, AND INTENT OF DOCUMENTS: The contract
documents shall be signed in duplicate by the owner and the contractor. In case the
owner and the contractor fail to sign the general conditions, drawings, or specifications,
the Utility shall identify them.
The contract documents are complementary and what is called for by anyone shall be
binding as though called for by all, and the contractor shall rigorously abide by all their
provisions. The intention of the documents is to include all labor, tools, material,
equipment, supplies, and transportation necessary for the proper execution of the work.
Any disagreement between them shall be determined by the Utility, and his/her decision
shall be final. Whenever the phrase, "or equal" shall appear in the contract documents, it
shall be construed to mean "or equal in the opinion of the Utility". If any disagreement
appears between the drawings, specifications, or proposal form, the bidder shall request
from the Utility in writing a clarification. This will enable the Utility to notify other
interested parties of the discrepancy and its clarification.
24. DRAWINGS AND SPECIFICATIONS: All drawings, specifications, or copies of same
furnished by the Utility remain as his/her property and with the exception of the signed
contract set, shall be returned upon request at completion of the work. They must not be
used for work other than this contract.
The Utility will furnish, lO copies of drawings and specifications for the prosecution of
the work. One set of drawings shall be returned to the Utility upon completion for the
work as "as constructed" drawings, and shall be accurately marked with any and all
alterations and dimensions that deviate from the printed drawings and details.
The contractor shall at all times keep a copy of the drawings and specifications at the
work site and the Utility shall have access to them at all times.
25. CONTRACTOR'S UNDERSTANDING: It is understood and agreed that the contractor
has completely familiarized himself/herself with the drawings, specifications, the type,
nature and location of the work site, materials required both as to quality and quantity,
equipment and facilities needed preliminary to and during the execution of the work, all
local and general conditions affecting the work, and all other matters which can in any
way affect the work under this contract. No consideration will be given for failure to
make sufficient examination or investigation.
26. EXPLANATION TO BIDDERS AND ADDENDA: Neither the owners or the Utility
will give verbal answers to inquiries regarding the meanings of drawings and
specifications, or verbal instructions previous to the award to the contract. Any
explanation desired by bidders must be requested from the Utility in writing, and if
explanation is necessary, a reply will be made in the form of an addendum, a copy of
which will be forwarded to each bidder who has received a set of contract documents.
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All addenda issued to bidders prior to date of receipt of proposals shall become a part of
the contract documents, and all proposals are to include the work therein described. Each
proposal submitted shall list all addenda by number which have been received prior to the
time scheduled for receipt of proposals.
27. PROPOSALS: All proposals shall be submitted on forms furnished by the Utility. All
information, lump sums, and unit prices requested shall be completely filled out by
typewriter or in ink. All corporation's bids shall bear the official seal of the corporation.
Proposals may be rejected if they indicate any omissions, alteration of form, additions
unrequested, conditional bids, irregularities or prices that are obviously unbalanced. A
proposal may be withdrawn without prejudice to the bidder by written request prior to the
hour of letting. Such withdrawn proposals may be resubmitted at any time prior to the
time set for opening of proposal. The owner reserves the right to reject any and all
proposals and to waive any informalities and irregularities in the bidding.
28. PROPOSAL GUARANTY: Each proposal shall be accompanied by a proposal guaranty
in the form of a certified check, bank draft, or cash, payable to the owner in the amount
of 5% of the lump sum bid or an amount designated on the proposal form. In lieu of the
certified check specified above, the bidder may submit a standard bid bond form executed
by the bidder from an acceptable surety company in the same amount as specified for the
certified check. The proposal guaranty of all except the three lowest bidders will be
returned within three days after the opening of proposals. The proposal guaranty of the
three lowest bidders will be returned promptly after the executed contract and required
bonds have been finally approved by the owner.
29. QUALIFICATION OF BIDDERS: The owner may request the bidder to submit
information necessary to satisfy the owner that the bidder is adequately prepared to fulfill
the contract. Such information may include past performance records, lists of available
personnel, plant, equipment, financial statement, or any other pertinent information. The
bidder shall perform a certain percentage of the work based on cost using his own
company employees. Subcontractors will not be allowed to complete all of the work.
See bid proposal for required percentage.
30. INDEMNITY: The contractor shall hold harmless from, and indemnify the owner,
against all claims, suites, actions, costs, counsel fees, expenses, damages, judgments, or
decrees by reason of any person or persons or property being damaged or injured by the
contractor or by any of his/her subcontractors, in any capacity during the progress of the
work whether by negligence or otherwise.
31. PERFORMANCE BOND: Prior to the signing of the contract, the contractor shall be
required to furnish the owner with a performance bond from a surety acceptable to the
owner, in the form required by law, in an amount equal to the full amount of the contract
based on the lump sum bid or the anticipated quantities and unit prices as determined by
the Utility.
This bond shall guarantee the proper execution and completion of the work and shall
further guarantee the prompt payment of all persons or firms furnishing labor, tools,
material, equipment, and supplies for the work.
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This bond shall be kept effective and in full force for one (1) year after completion and
acceptance of the work. The bond shall serve as a guarantee of the function and
workmanship of the work. This bond shall make the contractor's sureties responsible for
the satisfaction of the work against faulty workmanship or defective materials. Final
acceptance of the work shall not relieve the sureties of responsibilities for the work
through collusion, faulty workmanship or inferior materials for a period of one (1) year
after this final acceptance. Premiums shall be paid by the contractor.
32. FIDELITY BOND: Contractor shall furnish a fidelity bond insuring its agents and
employees who are its installers in the minimum amount of $25,000 to cover claims of
theft or acts of dishonesty that may arise from contractor's work performed under this
contract.
Employee Background Checks: Background checks are required for all employees who
will be performing work for contractor under the contract. Contractor will provide City
with employees' names, birth dates, and signed waivers in order that background checks
may be made. City's determination on whether a particular employee will be allowed to
perform work under the contract shall be final.
33. INSURANCE: The contractor shall obtain and maintain in full force for the duration of
the contract the insurance designated as follows.
Worker's Compensation: The contractor shall take out and maintain during the life of the
contract Worker's Compensation Insurance for all of his employees employed at the work
site. If any employees are engaged in hazardous work not covered by Worker's
Compensation Insurance, the contractor shall provide adequate protection from
Employer's Liability Insurance for protection of employees not otherwise protected.
Liability Insurance Requirements (Liability and Auto ): Contractor shall maintain
commercial general liability (CGL), and if necessary commercial umbrella insurance,
with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains
a general aggregate limit, the general aggregate limit shall be not less than $2,000,000
and the aggregate limit shall apply on a per-project basis. The CGL insurance shall cover
liability arising from premises, operations, independent contractors, products-completed
operations, personal injury and advertising injury, and contractually-assumed liability.
The City shall be named as an additional insured under the CGL.
Contractor shall maintain automobile liability insurance, and if necessary, umbrella
liability insurance with a limit of not less than $1,000,000 each accident. If such
insurance contains a general aggregate limit, the general aggregate limit shall be not less
than $2,000,000. The insurance shall cover liability arising out of any auto, including
owned, hired, and non-owned autos.
A certificate of insurance acceptable to the City shall be filed with the City prior to the
commencement of the work. The certificate and the required insurance policies shall
contain a provision that the coverage afforded under the contract will not be canceled or
allowed to expire until at least 30 days prior written notice has been given to the City.
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Fire Insurance: The contractor shall carry full insurance against loss by fire and wind
damage upon all material in place or stored at the site for installation. This provision
does not exclude material partially paid for by the owner. This insurance shall be for the
full insurable value of the material and shall be kept in full force until final acceptance
and payment of the work by the owner.
If any section of the work entails special hazards the contractor shall provide riders to the
Public Liability and Property Damage Insurance to provide protection from these special
hazards.
34. SUBCONTRACTORS: Prior to the performance of any work, the contractor shall
furnish the Utility in writing the names of subcontractors proposed for the work. Such
subcontractors shall be of proven qualifications and any subcontractor unsatisfactory to
the owner or Utility shall not be employed on the work. Subcontractors shall have no
contractual relations with the owner and the contractor shall assume complete
responsibility for these acts and omissions of his/her subcontractors or any persons
directly or indirectly employed by them.
35. CHANGES AND EXTRAS: The Utility or owner, without nullifying the contract, may
order changes, deletions, and extra work done. If these changes or extra work are of a
nature such as would affect the contract price, adjustment will be made by:
A. Agreement between owner, Utility, and contractor of a lump sum for the work.
B. By contractual unit prices.
All work changes involving adjustment of the contract price shall be in writing.
The Utility may give instructions for minor alterations without extra cost providing these
alterations are not inconsistent with the purpose of the work.
36. ROYALTIES, PATENTS, AND TRADEMARKS: The contract price shall, without
exception, include compensation for all royalties and cost arising from patents and/or
trademarks in any way included in the work. The contractor shall defend all suits or
claims of infringement and shall save the owner harmless from loss thereof.
37. PERMITS, REGULATIONS, AND LICENSES: The contractor shall obtain, at his/her
own expense, all permits and licenses necessary for the prosecution of the work where
such items are directly applicable to the performance of the work. Permits, licenses, and
easements for permanent structures and permanent changes in existing facilities shall be
secured by the owner. The contractor shall conform to all local, state, and federal codes
and regulations applicable to the work and the contractor shall hold the owner harmless
for neglect or failure to conform to these requirements. If any work drawn or specified is
contrary to such codes, the contractor shall so notify the Utility for proper revision.
38. UTILITY'S STATUS: The Utility shall have general super-vision and direction of the
work and the authority to stop work when necessary to insure the proper execution of the
contract. He/she shall have the authority to reject all work and materials which do not
conform to the contract and to decide questions which arise in the execution of the work.
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The Utility shall present his decisions in writing on all claims of the owner or the
contractor and all other matters relating to the execution and progress of the work or
interpretation of the contract documents.
39. ASSIGNMENT: Neither party to the contract shall assign the contract in whole or in part
without the written consent of the other, nor shall the contractor assign any moneys due
or to become due to him/her without the previous written consent of the Utility.
40. SUSPENSION AND RESUMPTION OF WORK: The Utility shall have the authority to
suspend the contractor's operations wholly or in part for such periods of time as he/she
may deem necessary because of unsuitable weather or other conditions which he/she
considers unfavorable for the prosecution of the work, or because of the noncompletion
of work being done under other contracts on the same construction; or for such time as
may be necessary because of the failure of the contractor to comply with the provisions
of the contract.
Such "Suspension of Work Order" shall be in writing and will state the reason for such
suspension, the effective date, and the operations suspended. Any work done by the
contractor contrary to such "suspension of Work Order" shall be considered as
unauthorized work and as having been done at the expense of the contractor.
No operations which have been suspended by a "Suspension of Work Order" shall be
resumed until the Utility has issued a "Resumption of Work Order". The order to resume
operations will be issued when, in the opinion of the Utility, the conditions which
justified the suspension no longer exist. This order shall be in writing and will state the
reason for ordering such resumption, the effective date and the operation to be resumed.
If it should become necessary to suspend operations for any indefinite period, the
contractor shall, before leaving the project, store all materials and equipment in such a
manner as will not obstruct or impede the owner. He shall take every precaution to
prevent damage to or deterioration of the work performed, shall provide suitable drainage
of the area, and shall erect temporary structures where necessary.
41. INTERFEREN CE WITH OTHER UTILITIES: The contractor shall determine the
existence of gas mains, utilities, and any other obstructions located on the work site
which may be interfered with under this contract, and no responsibility is assumed by the
owner or the Utility for the accuracy of the location of the utilities indicated on any of the
plans. The contractor is to exercise care in crossing watermains and other utilities and is
to be responsible for any damage thereto. The contractor will assume all responsibility to
the utility companies for expense incurred by them to protect or maintain their operation
during the time the work is in progress.
The contractor will notify the owner, the gas company, the telephone company, and the
power company and other utilities prior to the beginning of any construction operations
in the vicinity of such utilities obstruction.
42. RIGHT OF THE OWNER TO DO THE WORK: If the contractor should neglect to
prosecute the work properly or fail to perform any provision of this contract, the owner,
after three days written notice to the contractor, may without prejudice to any other
15
remedy the owner may have, make good such deficiencies and may deduct the cost
thereof from the payment then or thereafter due to the contractor provided, however, that
the Utility shall approve both such action and the amount charged to contractor.
43. RIGHT OF THE OWNER TO TERMINATE CONTRACT: If the contractor should be
adjudged a bankrupt, or if he/she should make a general assignment for the benefit of
his/her creditors, or if a receiver should be appointed on account of his/her insolvency, or
if he/she should persistently or repeatedly refuse or should fail, except in cases for which
extension of time is provided to supply enough properly skilled worker or proper
materials, or if he/she should fail to make prompt payment to subcontractors for labor or
materials, or should persistently disregard laws, ordinances, or the instructions of the
Utility, or otherwise be guilty of a substantial violation of any provision of the contract,
then the owner, upon the certificate of the Utility that sufficient cause exists to justify
such action, may without prejudice to any other right or remedy and after giving the
contractor and the surety on his bond seven days written notice, terminate the
employment of the contractor and take possession of the premises and of all materials,
tools, and appliances thereon and finish the work by whatever method the owner may
deem expedient. In such case, the contractor shall not be entitled to receive any further
payment until the work is finished. If the unpaid balance of the contract price shall
exceed the expense of finishing the work, including compensation for additional
managerial and administrative services, such excess shall be paid to the contractor. If
such expense shall exceed such unpaid balance, the contractor shall pay the difference to
the owner.
44. PROTECTION OF PROPERTY AND RESTORATION: All public and private property
adjacent to the job shall be properly protected from damage by means acceptable to the
Utility. Property shall mean buildings, structures, installation, trees, landscaping, street
surfacing, or other improvements. Any property that must be removed or destroyed
because of the nature of the work under this contract shall be restored in its original
substance and position as the Utility would direct which would be at least equal to the
conditions existing prior to the contractor's performance.
45. PROMPT PAYMENT TO SUBCONTRACTORS: The prime contractor shall pay any
subcontractor within ten days of the prime contractor's receipt of payment from the
municipality for undisputed services provided by the subcontractor. The prime contractor
shall pay interest of 1 Yz percent per month or any part of a month to the subcontractor on
any undisputed amount not paid on time to the subcontractor. The minimum monthly
interest penalty payment for an unpaid balance of $100 or more is $10. F or an unpaid
balance of less than $100, the prime contractor shall pay the actual penalty due to the
subcontractor. A subcontractor who prevails in a civil action to collect interest penalties
from a prime contractor must be awarded its costs and disbursements, including
attorney's fees, incurred in bringing the action.
46. PAYMENTS TO CONTRACTORS: Partial payment for the work performed and
materials available for incorporation in the work shall be made on a monthly estimate
prepared by the Utility. Five percent of all moneys due shall be withheld until final
completion and acceptance of the work. In addition to the percentage withheld, the
owner shall withhold such amount as may be necessary to remedy the following:
16
1. Defective work uncorrected.
2. Failure of contractor properly to pay for labor,
materials, or work of subcontract completed.
3. A reasonable doubt that the contract can be completed for the balance unpaid.
4. Evidence of damage unremedied.
After the completion of the project, the Utility shall prepare a final estimate of all work
performed by the contractor based on the unit prices and lump sums of the proposal
together with all added and deducted items in accordance with the contract. Final
estimate will be submitted to the contractor for his approval, and upon such approval and
recommendation of the Utility, final payment will be paid to include any retained
percentages. The owner may require from the contractor evidence proving that all claims
against him by reason of the contract have been paid or satisfactorily secured. If such
evidence is not furnished, the owner shall withhold a sufficient sum to cover all claims
unpaid. The making of progressive payments shall not be considered in any way an
acceptance of any of the work or installation by the owner, and the making of such
payments shall not relieve the contractor of any of the requirements of the contract
documents. Prior to final payment, the contractor shall submit proof that the applicable
State of Minnesota income tax withholding requirements have been complied with.
47. CHARACTER OF WORK AND MATERIALS: All work done shall be first class only,
the best possible at the present state of the arts. Botched or slovenly work will not be
permitted. All workers shall be experienced and qualified to perform the work assigned.
Unless otherwise specified, all material used in the work shall be new, and of the
designated quality or superior.
48. SUPERVISION AND CHARACTER OF WORKERS: The contractor shall employ such
careful and competent superintendents, supervisors, and workers as may be considered
necessary by the Utility for the proper prosecution of the work. The Utility may demand
in writing the dismissal of any employees of the contractor found to be negligent or
careless in the performance of his/her duties.
49. GUARANTEE: The contractor shall hold himself/herself responsible for any and all
defects that may develop in any part of the entire work or installation furnished by
him/her, and upon receipt of written notice from the Utility, shall immediately replace
and make good, without expense to the owner, any faulty part or parts and damage done
by reason of the same during a period of one (1) year from the date of final payment
approved by City Council.
50. ACCEPTANCE OF THE WORK: The Utility will make a final inspection of the entire
project, and if such inspection shows that the work required by the contract has been
completed in accordance with the terms thereof, the Utility will so certify, and the owner
will forthwith accept the workmanship and quality of the materials in the entire project.
However, this in no way relieves the contractor of his/her guarantee to the owner.
51. FAILURE TO COMPLETE WORK ON TIME: All items specified in this Contract
shall be completed bv October 26, 2007. Should the contractor fail to complete the
work on or before the original date set forth for completion in the contract, or on or
before the corrected date as granted by extensions of time for completion, the owner may
permit the contractor to proceed, and in such case there shall be deducted from any
17
moneys due or that may become due the contractor, the sum of $300.00 per day for each
and every calendar day, exclusive of Sundays and holidays, that the work shall remain
uncompleted. This sum shall be considered and treated not as a penalty, but as the cost of
field and office Utility and inspection and liquidated damages. Permitting the contractor
to continue and finish the work or any part of it after the time fixed for its completion
may have been extended shall in no way operate as a waiver on the part of the owner or
any of its rights under the contract.
Neither by the taking over of the work by the owner nor by the termination of the
contract shall the owner forfeit the right to recover liquidated damages from the
contractor or his/her surety for failure to complete the contract.
52. PROTECTION AND/OR RESTORATION OF SURVEY MONUMENTS: It is the
responsibility of the contractor to protect and leave undisturbed those monuments set for
the subdivision of land, unless these monuments must be disturbed in order to execute the
contract. In this event, the contractor shall notify the Utility prior to any monument
dislocation. If the contractor shall be negligent in this matter, it shall be his responsibility
to have restored all disturbed monuments to their respective positions by a Registered
Minnesota Land Surveyor at the contractor's expense.
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SPECIAL PROVISIONS
53. SCOPE OF WORK: The City of Shorewood issues this specification to obtain a meter
reading system capable of meeting the current and future meter reading needs within our
service area. The scope of work involves providing and installing water meters (Neptune
T10 meters or approved equivalent) ranging in size from 5/8 inch to 3 inch. It is the
intent of the City of Shorewood to have the Contractor provide the Neptune T -10 meters,
or approved equivalent, equipped with absolute encoder registers.
The new meters shall be T-lO meters with E-coder R900I or approved equivalent.
Meters may be obtained from:
Northern Water Works
169491 st Avenue NE
Blaine, MN 55449
1-800-844-8334
54. WORK INCLUDED: The Contractor shall furnish all labor, materials (as specified),
tools, equipment, and supplies necessary for the work and reasonably incidental to the
repairs as required in this specification. The Contractor shall load, unload, haul, and
distribute all material tools, equipment, supplies, and accessories necessary for the work
under this contract.
55. LOCATION OF THE WORK: The location of this work is City-wide. The City will
provide the Contractor with a list of work sites. The Contractor is responsible for visiting
as many sites as it feels necessary in order to determine for itself how much work will be
involved.
56. COORDINATION OF WORK: The Contractor shall be responsible in furnishing a
project coordinator to coordinate the repair/replacement with all property owners. The
Contractor shall make three attempts at getting access into each home or business. If
access is not granted to the Contractor by the third attempt, the Contractor may notify the
City. The City will then assist the Contractor by notifying those property owners that
their water will be turned off if they do not give access to the Contractor. Delays in.work
resulting from lack of coordination shall not in any way be cause for extra compensation.
MATERIALS:
57. WATER METERS: Meters shall be replaced with E-Coder R900I, or approved
equivalent. The horizontal length of the 5/8 inch meter shall be 7 1Iz" (nominally). The
horizontal length of 1 inch meters shall be 1 0 % inches (nominally) in length.
58. INTERGRAL METER INTERFACE UNIT (IMIU): The IMIU of each meter shall be an
integral part of the encoder, and shall not be separate from the encoder of the meter.
59. FCC STANDARDS: The IMIU of the meter shall operate within FCC Part 15
regulations for devices operating in the 902 MHz to 928 MHz unlicensed bandwidth. The
output power of the devices will be governed by their conformance with these relevant
FCC standards.
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60. OUTPUT POWER OF THE IMIU: Output power shall meet FCC Part 15.247
requirements, and shall be a minimum of 100m W.
61. BATTERY POWER FOR THE IMIU: Power shall be supplied to the IMIU by a lithium
battery. The Vendor shall warrant that any battery provided with the IMIUs by the
Vendor shall be free of manufacture and design defects for a period of twenty years - the
first ten (10) years from their date of shipment from factory without pro-rating, and the
second ten (10) years with pro-rating, as long as the IMIU is working under the
environmental and meter reading conditions specified.
62. BATTERY LIFE CYCLE: The battery life shall not be affected by ambient erroneous
wake-up tones (i.e. other water, electric, or gas utilities reading and therefore sending out
a wake-up tone). In addition, the number of reads performed must not affect the battery
life.
63. BATTERY REPLACEMENT: The batteries shall be field replaceable (the replacement
shall be demonstrated) and be designed for minimum twenty (20) years life expectancy.
The IMIU shall not require reprogramming if the battery discharges before it is replaced.
64. IMIU PROGRAMMING AND OUTPUT: No IMIU programming shall be necessary for
installation. In addition, the IMIU shall not send readings older than an hour. Sending a
reading older than an hour is not acceptable, as it can lead to incorrect billing. The IMIU
shall transmit the encoder meter reading and a unique IMIU ID number.
65. PREDETERMINED TRANSIMSSION OF SIGNAL: The IMIU shall transmit the meter
reading continuously at a predetermined transmission interval to maximize battery life.
66. IMIU IDENTIFICATION: Each device shall have a unique pre-programmed
identification number of 10 characters. ID numbers will be permanent and shall not be
altered. Each device shall be labeled with the ID number in numeric and bar code form.
The label shall also display FCC approval information, manufacturer's designation, and
date of manufacture.
67. INTEROPERABILITY: The IMIU reading shall be capable of being received by either a
handheld receiver, mobile receiver, or fixed network receiver without special
configuration or re-manufacture
68. E-CODER: E-Coders shall be R900I,or approved equivalent, "Inside version" and the
"Pit version." Pit version shall be installed in all manholes and irrigation pits.
METER INST ALLA TION:
69. REPLACEMENT: The Contractor shall remove and either replace or retro-fit all existing
meters as directed by the City Utility. All existing meters will be replaced. The City's
Utility Department has records when meters were installed.
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The number of meters and size of meters shown in the proposal forms are estimated,
based on the latest and best information available to the City of Shorewood at the time
bids were received. The Utility reserves the right to modify the quantity and size of the
meters to be replaced, based upon actual conditions in the field, without penalty to the
Owner.
70. DISPOSAL OF OLD METERS: The Contractor shall haul all old meters to the Public
Works Facility, located at 24200 Smithtown Road, Shorewood, MN 55331. The
Shorewood Public Works Department will dispose of all discarded meters.
71. METER VALVE REPLACEMENT: If defective valves are found, the valves will be
replaced at the property owner's expense. The valves are owned by the property owner.
The Contractor shall notify the City of all non-working valves. An agreement signed by
the property owner and the Contractor for valve replacement shall be submitted to the
City. The Contractor shall bill the City for the cost and the City shall collect the amount
from the property owner. No additional payment would be made by the City for delays
in meter replacement caused by defective valves.
If the Contractor finds that the water needs to be shut off at the curb stop, it must contact
the City prior to replacement of any defective valves. The City will locate the curb stop
and turn the water off and/or on. The Contractor should be aware that the City would
only be available to provide this service Monday through Friday, 7:00 A.M. to 3:30 P.M.
72. PRESSURE REDUCING VALVE REPLACEMENT: The City of Shorewood has
several homes that have a pressure reducing valve installed on the interior of each
household, prior to the existing meter. If defective pressure reducing valves are found, the
valves will be replaced at the property owner's expense. The pressure reducing valves are
owned by the property owner. An agreement signed by the property owner and the
Contractor for valve replacement shall be submitted to the City. No additional payment
would be made by the City for delays in meter replacement caused by defective pressure
reducing valves.
RESTORATION, CLEANUP, AND GUARANTEE:
73. RESTORATION: All meters, piping, and valves disturbed during replacement or retro-
fitting, whether caused by actual installation or by equipment/tools used, shall be returned
to the original or better condition.
74. CLEANUP: The Contractor shall remove from the property, any replaced items such as
meters, piping, valves, and debris caused by the Contractor's operations. The property
shall be left in a clean condition satisfactory to the property ownerlUtility.
75. GUARANTEE: The Contractor shall be held responsible for any and all defects in
workmanship and materials which may develop in any part of the entire installation
furnished by him. Upon written notice from the Utility, the Contractor shall immediately
replace and make good, without expense to the Owner, any such faulty part or parts and
damage done by reason of same, during the period of one (1) year from the date of final
payment.
21
76. FAILURE TO REPLACE DEFECTIVE PARTS: Should the Contractor fail to make
good the defective parts within a period of thirty (30) days of such notifications, after
written notice has been given him, the City may replace these parts, charging the expense
of same to the Contractor.
OTHER CONSTRUCTION:
77. LARGE METERS: ALL METERS SHALL BE REPLACED BY THE
CONTRACTOR. The Contractor will contact the City with the address and existing
size of meter.
78. VAL VE INSTALLATION: The Contractor shall notify the City of all non-working
valves. An agreement between the property owner and Contractor must be signed before
replacement can take place. The cost of valve replacement is the property owner's
responsibility. The Contractor will submit a written agreement from the property owner
to the city, for payment of the valve replacement. The City will bill the property owner
for the valve replacement.
METHOD OF PAYMENT:
79. MATERIALS: All E-Coder) R900i or approved equivalent and meter fittings shall be
included to the contract and their cost shall be listed separately to the unit price bid for E-
Coder or meter. Sales tax cost on all materials shall be included in the bid unit prices.
80. SAMPLE SHEETS: The Department of Public Works will furnish the Contractor with
the "Water Department Work Order Meter Maintenance" form to be filled out by the
Contractor for each water meter (see attached sheet). The completed form shall be
submitted to the City for verification of work done before payment is made by the City to
the Contractor.
81. SCHEDULING INSTALLATION: Under this Contract, the Contractor shall schedule a
time with the property owner to install meter. All scheduling shall be the responsibility of
the Contractor. Delays in work resulting from lack of proper scheduling shall not in any
way be a cause for extra compensation by the City. The Contractor shall complete the
work order sheet under this bid item and submit to the City. All travel time, time in
contacting owners, meetings, and after-hours work is considered incidental to the
contract. Payment would be made at the contract unit price for each successfully
scheduled work date - one per site.
82. INSPECTION: The City Utility Department shall provide spot installation inspection for
the project. The Contractor shall notify the Utility Department of all problems or
additional installation needs that may be required.
83. NOTE: THE CONTRACTOR SHALL VISIT ALL SITES PRIOR TO
INSTALLATIONS TO DETERMINE FOR HIMSELF HOW MUCH WORK IS
INVOLVED IN THE INSTALLATION AT EACH SITE. A WORK ORDER
SHEET SHALL BE COMPLETED FOR EACH SITE AND SUBMITTED TO
CITY.
22
84. BASIS OF PAYMENT: Payment shall only be made for those items listed in the bid
schedules in the proposal. All other items of construction required shall be considered
incidental and their cost shall be included in the unit prices bid for items on the proposal
form.
85. FIDELITY BOND: Contractor shall furnish a fidelity bond insuring its agents and
employees who are its installers in the minimum amount of $25,000 to cover claims of
theft or acts of dishonesty that may arise from contractor's work performed under this
contract.
86. Employee Background Checks: Background checks are required for all employees who
will be performing work for contractor on private property. Contractor will provide City
with employees' names, birth dates, and signed waivers in order that background checks
may be made. City's determination on whether a particular employee will be allowed to
perform work under the contract shall be final.
23
PROJECT #
ACCOUNT No.
DEPARTMENT OF PUBLIC WORKS
WORK ORDER FOR
METER MAINTENANCE
Place new meter
label here
DATE:
ADDRESS:
OWNER
PHONE NUMBER
REPLACEMENT OF METER
SIZE
OLD METER SERIAL #
OLD METER READING
NEW METER SERIAL #
NEW METER READING
METER VAL VES:CITY SIDE D Working D Not Working
HOUSE SIDE D Working D Not Working
COMMENTS
DA TE/TIME SCHEDULED
DATE COMPLETED
BY
SIGNATURE
INSTALLER
24
HAND HELD DATA COLLECTION DEVICE (HHDCD)
87. SCOPE OF WORK: The City of Shorewood issues this specification to obtain a Meter
Reading System capable of meeting the current and future meter reading needs within our
service area. The scope of work involves providing one hand held device capable of
reading Neptune T10 meters, or approved equivalent. It is the intent of the City of
Shorewood to have the Contractor provide all Hardware and Software necessary to read
meters equipped with absolute encoder registers.
88. WORK INCLUDED: The Contractor shall furnish and install one Hand Held Data
Collection Device (HHDCD), all software interfaces, drivers and hardware and or
appurtenances, or materials for the Utility to read all installed meters at a minimum
separation of 1,500 feet away from all meters installed by the contractor. In addition, the
Contractor shall provide 40 hours of training for Public Works Personnel, as part of this
portion of the Contract.
89. LOCATION OF THE WORK: The location of this work is to be located at the
Shorewood Public Works Facility, Located at 24200 Smithtown Road, Shorewood, MN
55331.
90. COORDINATION OF WORK: The Contractor shall be responsible in furnishing a
project coordinator to coordinate installation, training and interfacing with Utility Billing
software with the Owners. Delays in work resulting from lack of coordination shall not
in any way be cause for extra compensation.
91. TURN KEY OPERATION: For reliability and meter reading integrity, the vendor shall
be the sole manufacturer of the different components of the system (water meters, RF
transmitter, meter reading equipment, and route management software), and provide a
turn-key system offering to the utility.
The handheld reading equipment shall provide a test mode to verify proper operation of
the IMIU by displaying the IMIU ID number and meter reading.
92. ACCURACY OF THE HHDCD: The manufacturer will guarantee that the reading
obtained electronically by the HHDCD matches the visual reading on the register of the
meter, when the register is interrogated by the IMIU and that the manufacturer will pay
the difference at the current rates whenever a discrepancy appears.
93. LICENSURE REQUIREMENTS: For the purpose of ease of implementation, the system
shall not require any special licensing, including licenses from the FCC. The system
must, therefore, operate in the 902 MHz to 928 MHz unlicensed bandwidth.
Implementation of the system shall not be delayed due to any uncertainties of Federal
Licensing Requirements.
94. EXPANSION OF THE SYSTEM: The HHDCD shall be capable of reading 3500 meters
without having to gain authorization from the FCC.
25
95. WAKE UP TONES: No wake-up tone shall be necessary to obtain a correct reading
from the IMIU.
96. SPREAD SPECTRUM TECHNOLOGY: To minimize the potential for RF interference
from other devices, the HHDCD shall receive a transmitted signal from the IMIU, using
the Frequency Hopping Spread Spectrum technique comprised of alternating pseudo-
random frequencies within the 902 MHz to 928 MHz unlicensed bandwidth.
DATA COLLECTION SOFTWARE AND INTERFACE
97. SCOPE OF WORK: The Contractor shall demonstrate prior to installation, and provide
the City of Shorewood a turnkey package of software, training and ongoing support for a
networked based system, in addition to installation of said software package and training
for five (5) client workstations under the operating environment of Windows 2000/XP/or
Vista Operating Systems. Said software package shall effectively communicate and
download all data collected by the Hand Held Data Collection Devices, or Drive by Data
Collection Devices. In addition, the Contractor shall install and interface said software to
the City's Utility Billing Software.
98. WORK INCLUDED: The Contractor shall furnish and install, utilizing
adequately trained personnel in network management and software, all software
necessary to transmit in an organized manner, all data collected by the Hand Held Data
Collection Device or a Drive By Data Collection Device, and shall be able to seamlessly
organize data in such a manner as to be used directly by the City of Shorewood's utility
billing software.
99. LOCATION OF WORK: Software installation and training is to occur at the Shorewood
City Hall, located at 5755 Country Club Road, Shorewood, MN 55331.
100. DEMONSTRATION OF SOFTWARE: Upon request by the City, a perspective
candidate for award of the contract shall demonstrate the software and software
interfaces, to the City, to demonstrate compatibility of the proposed system with the City
of Shorewood billing software, prior to the award of contract.
101. SOFTWARE LICENSURE: The Contractor shall provide, as part of this Contract, a
minimum of five (5) client licenses, in addition to server based software for a turnkey
package to download data, as specified above, from the Hand Held Data Collection
Devices or Drive By Data Collection Devices, in addition to interfacing seamlessly with
the City of Shorewood Utility Billing Data Software.
102. TRAINING AND SUPPORT OF PRODUCT: the Contractor shall provide, as part of this
Contract, fifty hours of technical support for City Staff, after the software product has
been installed and approved by the City, for operation.
26
CITY OF SHOREWOOD
RESOLUTION NO. 07-_
A RESOLUTION APPROVING PLANS, SPECIFICATIONS AND
ESTIMA TES AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR
THE RADIO READ METER PROJECT,
CITY PROJECT 07-04
WHEREAS, the City Council, of the City of Shorewood has identified the installation of
a radio read metering system and software interface as desirable the assist in the overall
efficiency of the municipal water system; and
WHEREAS, the Director of Public Works has prepared Plans, Specifications and
Estimate for said improvements dated April 19, 2007; and
WHEREAS, the City Council has determined that the Plans, Specifications and Estimate
are found to be in order.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of
Shorewood, Minnesota:
1. Plans, Specifications and Estimates, prepared by the Director of Public Works,
dated April 19, 2007, for said Improvement, 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 an
advertisement for bids, attached hereto as Exhibit A, ad for bids, upon the making
of such improvement under such approved plans and specifications. The
advertisement shall be published for 2 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
May 23rd, 2007 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 23rd
day of April, 2007.
Christine Lizee, Mayor
ATTEST:
~raig W. Dawson, City Administrator
ADVERTISEMENT FOR BIDS
CITY OF SHOREWOOD METER REPLACEMENT AND AUTOMATED
METER READING PROJECT
CITY PROJECT NO. 07-04
FOR THE CITY OF SHOREWOOD
HENNEPIN COUNTY, MINNESOTA
NOTICE IS HEREBY GIVEN that sealed bids will be received by the City of Shorewood
at the office of the City Clerk until 10:00 a.m.(CST), May 23,2007, at Shorewood City
Hall, 5755 Country Club Road, Shorewood, Minnesota 55331, and will be publicly
opened and read at said time and place by representatives of the City of Shorewood.
Said proposals for the furnishing of all labor and materials for the construction, complete
in-place, of the following approximate quantities:
1271 Each Water Meters of various sizes with Automated Encoders
1 Each Data Collection and Billing Software
1 Each Handheld Data Collection Device and Appurtenances.
The bids must be submitted on the Proposal Forms provided in accordance with the
Contract Documents, Plans, and Project Manual as prepared by the City of Shorewood.,
located at 5755 Country Club Road, Shorewood, MN 55331, which are on file with the
City Clerk of Shorewood and may be seen at the office of the City of Shorewood.
Copies of Proposal Forms and the Plans and Project Manual for use by contractors
submitting a bid may be obtained from the City of Shorewood, 5755 Country Club Road,
Shorewood, MN 55331, upon deposit of Twenty Dollars ($20.00) (non-refundable) per
set.
No bids will be considered unless sealed and filed with the City Clerk of Shorewood 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 furnish the required bond.
No bids may be withdrawn for a period of sixty (60) days from the date of opening of
bids. The City of Shorewood reserves the right to reject any or all bids.
DATED: April 23, 2007
BY ORDER OF THE CITY COUNCIL
s/s
Craiq Dawson
City Clerk/Administrator for the
City of Shorewood, MN
PUBLISHED IN THE: Sun Sailor Newspaper:
5
May 3, and May 10, 2007
~
N
04
~Q
=~
CITY OF
SHOREWOOD
LAKE MINNETONKA
GIDEON'S BAY
LAKE
LAKE VIRGINIA
COVE ~
CA THeART
PARK
62NDSTW
LAKE
MAP UPDATE FEB. 2007
( Designates Private Road)
INDICATES STREETS IN REPLACEMENT AREA
WATER SYSYEM MAP
WATER METER RADIO READ REPLACEMENT AREA
CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD' SHOREWOOD, MINNESOTA 55331-8927 . (952) 474-3236
FAX (952) 474-0128' www.cLshorewood.mn.us . cityhall@cLshorewood.mn.us
Celebrating 50 Years. 1956 - 2006
MEMORANDUM
TO:
Park Commission, Mayor and City Council
FROM:
Brad Nielsen
DATE:
5 April 2007
RE:
V olunteers For Ad Hoc Committee to Evaluate Potentially Historic or
Architecturally Significant Buildings
FILE NO.
405 (Admin)
The Planning Commission is looking for a few good men..... .or women. The City recently
adopted an ordinance intended to provide a means of allowing property owners to preserve
certain nonconforming buildings that may have historic, architectural or cultural value to the
community (see attached ordinance - Exhibit A, attached). The ordinance calls for a special
ad hoc committee that would meet on an as-needed basis to evaluate such structures and
make recommendations to the Planning Commission and City Council. It has been suggested
that the committee be made up of one Planning Commission member, one Park Commission
member and one Council member.
While we anticipate that the committee will meet relatively infrequently, there are two
pending applications to be reviewed in May. Weare tentatively planning for the committee
to meet on Tuesday, 15 May at 5:30 P.M. We are currently setting aside 1.5 hours for the
meeting. Prior to that meeting, staff will provide background information relative to the
ordinance and to the applications.
It is hoped that the Park Commission could select a representative to the committee at its 10
April meeting, and that the Council could select a member at its 23 April meeting.
If you have any questions relative to this request, please do not hesitate to contact me at 952-
474-3236 or better bye-mail bnie1sen@ci.shorewood.mn.us.
Have a Happy Easter!
Cc: Craig Dawson Larry Brown
Ii''i>
f: 'il PRINTED ON RECYCLED PAPER
"'\>'
::fi= 8. A.
CITY OF SHOREWOOD
ORDINANCE NO. 433
AN ORDINANCE AMENDING THE SHOREWOOD ZONING CODE AS IT PERTAINS
TO THE REGULATION OF ACCESSORY STRUCTURES
Section 1. City Code Section 1201.03 Subd. 2.d.(4)(c) is hereby amended to read:
"( c) In evaluating the conditional use permit, the city shall take in to consideration the
. location of existing and proposed structures, site drainage and landscaping."
Section 2. City Code Section 1201.03 Subd. 2.d.( 4) is hereby amended to include:
"( e) As a condition of approval of the conditional use pern1it, existing nonconforn1ing
accessory structures located on the property shall be removed or brought into
confonnance with this code. Under very special circumstances, a nonconforming
accessory structure may be allowed to remain nonconforming provided that:
(i) The applicant can demonstrate that the structure was constructed prior to 2 August
1956. Evidence of date of construction may include, but is not limited to,
propeliy surveys, assessor's infonnation, aerial photographs or affidavits from
persons who lived on or near the property on or before 2 August 1956.
(ii) The structure must be in sound structural condition with respect to roof, walls and
foundation. If the structure requires fifty percent or more replacement, the
building must be removed or brought into conformity with this Code. The extent
of replacement required shall be determined by the Building Official.
(iii) The applicant can demonstrate that the structure has historic, architectural or
cultural value. Specifically, the structure shall meet one or more criteria
established by the City and patterned after the National Park Service standards for
historic designation. The historic, architectural or cultural value of the structure
shall be subject to review and comment by a special ad hoc committee, consisting
of one member of the Plam1ing Commission, City Council and Park Commission.
(iv) The owner of the propeliy shall enter into a development agreement with the City,
the purpose of which is to set forth what, if any, repairs may be necessary to place
the structure in good condition. The agreement shall be recorded against the
property to ensure that the structure is kept in good condition. Repairs to the
structure shall be consistent with the original architectural style and materials of
the structure. Nothing in this section shall prevent the OVv'l1er from bringing the
structure into confOlmance with this Code or removing it from the property."
Section 3. That this Ordinance shall be in full force and effect upon publishing in the
Official Newspaper of the City of Shorewood.
CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD' SHOREWOOD, MINNESOTA 55331-8927' (952) 474-3236
FAX (952) 474-0128' www.cLshorewood.mn.us . cityhall@ci.shorewood.mn.us
Celebrating 50 Years. 1956 - 2006
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
City Council
Craig W. Dawson, City Administrator
April 19, 2007
Proposed 2007-2008 Capital Improvement Program of the Excelsior Fire District
(Continued from April 9, 2007, City Council Meeting)
The City Council considered this item at its April 9, 2007, regular meeting. It continued this item in
order that the EFD could provide much greater detail about current and proposed technology for the
District. Chief Gerber has prepared a memorandum (attached) to all of the EFD member cities that is
responsive to that request.
The Excelsior, Greenwood, and Tonka Bay city councils have approved the proposed 2007-2028
CIP. The Deephaven city council first considered the proposed CIP at its April 2 meeting, and
continued the item to its April 16 meeting for reasons similar to the Shorewood City Council's. On
April 16, Deephaven did not approve the proposed CIP, but rather approved a CIP that would delete
the $35,000 shown for technology in 2008, and have the total capital transfers (aka cities'
contributions) in 2008 at $155,000 rather than the proposed $170,000.
According to the joint powers agreement, at least two-thirds (i.e., four out of the five) of the member
cities' councils must approve the CIP. At this point, the proposed 2007-2028 CIP has not met this
requirement for approval.
City Council Action:
The EFD Board has recommended that the City Council approve the proposed 2007-2028
capital improvement program.
,..
f: i PRINTED ON RECYCLED PAPER
....
Excelsior Fire District
Proudly Serving the Communities of:
Deephaven Excelsior Greenwood - Shorewood - Tonka Bay
24100 Smithtown Road
Shorewood, MN. 55331
952-401-8801 Phone
952-960-1690 Fax
Date:
Thursday, April 12, 2007
To:
City of Deephaven
City of Excelsior
City of Greenwood
City of Shorewood
City of Tonka Bay
EFD Board Members
From:
Scott Gerber, Fire Chief
Re:
Detail of Technology currently utilized by the Excelsior Fire District
Backt!round
Today the computers, printers, and copiers that are operated by the Excelsior Fire District do not provide effective and
efficient operations for the Fire Chief, Fire Inspectors, Fire Officers, data entry staff and firefighters. Costs are increased
and staff time is used ineffectively with inadequate computer memory and speed, copier downtime and repair, slow
network connections, and inadequate software needs. As you are aware, the Excelsior Fire District operates with a limited
personnel resource pool, therefore, jammed printers and copiers, crashing computers, and slow response times are not
acceptable. We currently utilize a wireless network that provides adequate service, but the speed and reliability of this
system needs to be improved. EFD volunteer staff has spent many volunteer hours applying temporary repairs to our
computers, printers, network and copiers. The request for information technology funding will allow us to improve these
core infrastructure services.
The information technology used by the Excelsior Fire District is critical to our short term and long term business
solutions. Based on information from our EFD staff and information technology consultants, the performance of our
computers are generally impacted by the speed of the computer (referred to as GHz or gigahertz), memory (referred to as
RAM or random access memory), hard drive space (GB or gigabytes of storage, and what percent of it is free), the
operating system they are using (Windows XP, Windows 2000, or Windows 98), the network protocol (the mechanism
used to communicate to the Server and to access the web) or the server's performance itself, and the types of applications
run on the computer.
Computers, printers and copiers are currently utilized by the Fire Chief, Fire Officers (Asst. Chief, Battalion Chiefs,
Captains, Coordinators), Fire Inspectors, data entry personnel, and firefighters for the following uses:
· Communications emaiI, calendars, scheduling.
. Fire Call reporting
· Report writing
. Personnel management
· Data entry
· Apparatus and equipment record keeping
· Training and training records
· Apparatus and Equipment Research
· Inspection records and reports
. Investigation records and reports
· Public Education information
· Public Information documents
· Emergency Management documents, records, and reports
Computers, printers and copiers are used differently by all positions. Daily use and weekly use would be the most
common amongst the overall membership. With the administration, inspection, and officer staff, the computers, printers,
and copiers are used daily to create or retrieve the documents associated with the area noted above. Computer access and
operations by multiple members at one time is the norm and not the exception.
Because the staffing at EFD is done using a combination offulltime, part-time and paid-on call or volunteer staff the use
of information technology that is reliable and robust is critical to our success.
The sharing of information technology with the South Lake Minnetonka Police Department (SLMPD) was an active
discussion that occurred during the building process. Specifically, discussion occurred about sharing a server. However,
due to law enforcement operations a shared server was not an option. We do share a common phone system, a shared
computer room, and today we utilize the same information technology consultant to provide technology service. SLMPD
receives law enforcement sensitive and confidential data over the copier/printer/fax 24 hours a day and 7 days a week
which would also limit the sharing availability.
Access is also an important consideration for shared resources. Our overall facilities (South Lake Public Safety
Facility/Fire Station #1 and Fire Station #2 are secured facilities. Due to the law enforcement operations, the SLMPD is
secured at a higher level and access for fire personnel is only allowed by police department staff. Ifwe were to share the
SLMPD color copier/printer/faxlscanner, we would need to set up a common area to house the copier so both
organizations could have access to it whenever it was needed. While discussing this possibility with the SLMPD
administration, they believe and I agree that changing the location of the current SLMPD copier/printer/fax would cause
significant negative changes to the work flow and effectiveness for the SLMPD staff.
Current Information Technolo2V Utilized - The Excelsior Fire District currently uses the following technology:
Computers - computers are used for day to day administrative activity and fire suppression and prevention operations.
12 - Desktop computers currently in use.
3 - Laptop computers currently in use.
Printers - printers are used to print data in the administrative and fire suppression and prevention activities.
9 printers
Copiers - copiers are used to create documents for distribution. Documents include fire district reports, board meeting
packets, fire and safety educational materials, and day to day operational needs.
Three (3) main copiers
There are also 6 "All in One" printer, scanner, copier units in operation.
Phones - phones sets in multiple locations. The phone system is a shared phones system with police and fire at Station 1
and a separate phone system is in place at Station 2.
Fax - Fax is used to transmit and receive emergency and non-emergency messages.
Three (3) main fax locations.
Two at Station I - one in the dispatch location for emergency fax and one in the fire administrative area
for administrative and emergency fax.
One at Station 2 - one in the dispatch area for emergency and non-emergency fax.
Projectors - 1 portable LCD projector currently in use. One permanent mount projector in the Training/EOC room is
scheduled to be placed in 2007. This project and additional projector was approved in 2006 using the firefighter
designated Orono funds.
TV's - TV's are used in multiple locations for training, emergency, and non-emergency operations. There are currently
twelve (12) TV's in operation at both fire stations. There are also VCR's and DVD players connected to many of these
locations for training use.
Cameras - digital cameras are used for fire operations. Cameras are used to provide effective and documentation and
provide training for the membership and other agencies.
Computer Specifics:
Location
1. Support/
Data Entry
2.
Fire Chief
3.
Asst. Chief
4.
Inspector 1
5.
Inspector 2
6.
Dispatch
Computer Specifics
Desktop - HP Compaq d220mt
Monitor - HP 7500
Printer - Lexmark All in one
CPU - Pentium 4 2.40 GHz
RAM - 256 MB
Hard Drive 40GB
Desktop - HP Compaq d220mt
Monitor - HP 7500
Printer - HPPSC 1610 All in one
CPU - Pentium 4 2.40 GHz
RAM - 512 MB
Hard Drive - 40GB
Desktop - HP Compaq d220mt
Monitor - HP 7500
Printer HP Laser Jet 1100
CPU - Pentium 4 2.40 GHz
RAM - 256 MB
Hard Drive - 40GB
Desktop - HP Pavilion all01n
Monitor - HP 7500
Printer - HPPSC 1610 All in one
CPU - Celeron 2.93 GHz
RAM - 512 MB
Hard Drive - 100GB
Desktop - HP Compaq d220mt
Monitor - Generic
Printer - HP 6940 DeskJet
CPU - Pentium 4 2.40 GHz
RAM - 512 MB
Hard Drive - 40GB
Desktop - HP Pavilion a13l2n
Monitor - HP mx705
Printer - None
CPU - Pentium 4 3.06 GHz
RAM - 448 MB
Hard Drive - 250GB
Software used Date Purchased
Window XP-Professional 2002 11/2003
Word, Excel, Outlook,
Firehouse, Adobe
Window XP-Professional2002
Word, Excel, Outlook, PowerPoint
Adobe, Firehouse
Window XP-Professional2002
Word, Excel, Outlook
Firehouse
Window XP-Professional2002
Word, Excel, Outlook, PowerPoint
Firehouse
Window XP-Professional 2002
Word, Excel, Outlook
Firehouse
Window XP-Professional2002
Fire house
Battalion Chief Desktop - HP Compaq d220mt Window XP-Professional2002
Training Monitor - HP d7500 Word, Excel, Outlook
Printer - HP DeskJet 820cse Prof Series
CPU - Pentium 4 2.40 GHz
RAM-512MB
Hard Drive - 40GB
7.
8.
Officers
Desktop - HP Compaq d220mt
Monitor - HP 7500
Printer - Lexmark x 115 0
CPU - Pentium 4 2.40 GHz
RAM - 256 MB
Hard Drive - 40GB
Window XP-Professional 2002
Word, Excel, Outlook
11/2003
11/2003
9/2004
11/2003
4/2006
11/2003
11/2003
**
Note - Computers purchased in 2003 were not current model computers when purchased. Best records indicate
the computers were at least one year old when purchased.
Computer Specifics - Laptop:
Location Computer Specifics
1. Fire Training HP DV 9030
CPU - Intel Core 2 Duo Prosessor/
T5500-1.6 GHz
RAM-2 GB
Hard Drive - 200 GB
Software used
Window XP-Professional2002
Incident Training Software
Word, Excel, Outlook, PowerPoint
Firehouse
Date Purchased
1212006
CPU - Pentium 4 1.6 GHz
RAM - 128 MB
Hard Drive - 40G B
Windows 2000
Camera Software
Word, Excel, Outlook, PowerPoint
1/2001
2.
Fire Chief/
Officers
Dell Inspirion 8200
3.
Relief Assn
Gateway Solo
CPU - ?
RAM-60 MB
Hard Drive - 4GB
Windows 98
word, Excel, Outlook
11/1999
4.
Trucks - 4
These laptops computers are on order with Hennepin County. This program was a grant and was
approved in 2006. The computers are scheduled to arrive late in 2007. They will be placed in the
Duty Truck, Aerial II, Engine 21, and Engine 11. The computers will operate the windows XP
professional office suite, computer aided dispatch software, mapping software, building pre-plan
software, and hazardous materials software.
Additional Laptop considerations:
. Laptops will be used in the Emergency Operations Center during emergency and disaster situations.
Copier Specifics:
Location Copier Specifics Volume Date Mfl!
1. Station 1 - Sharp AR 5132 415 - avg. copies / month January 1998
Administration
2. Station 1 - Sharp AR 335 1745 - avg. copies / month February, 1999
Administration
3. Station 1 - Sharp AR 161 750 - avg. copies / month. April, 1999
Officer Space
4. Station 2 - HP PSC 2510 All in One variable - small volume
Dispatch Fax, Copier, Printer
Plannine for the Future:
While I am not an information technology expert, I have worked with EFD staff and our information technology
consultants (Jimmy Brand for our computers and Advanced Imaging Solutions for our copiers) to provide detailed
analysis for effective business solutions for our operations today and into the future. Both consultants are available for
further detailed discussion as needed.
Detailed information on proposed technology purchases:
2008 Technology Expenses Proposed in the CEP
$35,000
Station 1
o Desktops - 4 $1,800 each
$7,200
· Costs include: Computer, monitor, speakers, software, network configuration and set-up.
· Replace the Fire Chief, Fire Inspectors, and Support staff computers. The computers currently in
use with these positions will be evaluated and rotated to other locations to assure that were are
operating the most effective computers.
o Laptops - 2 $2,000 each $4,000
.
Costs include: Computer, monitor, speakers, software, network configuration and set-up.
Replace the laptop currently used by the Fire Chief and add an additional laptop for the Battalion
Chiefs to use during operations and training.
.
Station 2
o Desktops - I $1,800
· Costs include: Computer, monitor, speakers, software, network configuration and set-up.
· Replace the current Dispatch computer. The computer currently in use with at this location will
be evaluated and rotated to another location to assure that we are operating the most effective
computers.
* * While it is true that computers can be purchased at lowers costs, I have been advised that purchasing the
correct computers for use with our business network is critical for short term and long term success.
Overall Operations
o Software for computers - $3,000
· Fire operations specific software:
· Firehouse - this is the software used to track and report our calls for service. We need to
add training and equipment modules.
· Fire Safety Pre-plan - this is software to create and provide pre-plan information for
business and industry in our fire district. This information includes contact information,
location of utilities, alarm and sprinkler information, and other detailed response
information to assure firefighter and community safety.
· Mapping Software - this software will allow us to make good non-emergency and
emergency decision with the help of current computerized mapping software.
· Hazardous Materials - this software will provide chemical information for effective
hazardous materials mitigation.
· This software is for use with the Fire Chief, Fire Inspectors and fire fighters for fire, hazardous
materials, disaster, and special response (lost or missing people, school incident) incidents
o Server Upgrades
o IT contractor for upgrades and installations
$3,200
$3,000
o Replacement of copiers $11,460
· Station 1 - We currently operate two copiers that are ineffective and have increased down
time. I believe our time is too valuable to consistently be dealing with unreliable
technologies. We are proposing to eliminate two copiers upstairs in the administration
area and replace with one color copier/printer/scanner/fax. This will decrease costs for
individual printer and fax cartridge replacement and maintenance.
o Projected costs of$7,500
o Maintenance fee of approximately $50.00 per month = $600.00.
· Station 1 - replace existing copier in fire officer's area with a similar style copier. This
copier can be replaced with a smaller black and white copier, but need to be a machine
that can withs~and multiple different users and the volume required.
o Projected costs of$3,000
o Maintenance fee of approximately $30.00 per month = $360.00.
· Station 2 - the current copier is operational. We will evaluate ongoing copier needs for
the future in future planning. In the future this copier would need to be replaced with
similar small desktop type unit that may be moved from a current office location.
While I understand and appreciate that all of our communities want to minimize cost increases with the Excelsior Fire
District and other local government services, I hope this information provided is advantageous to mak~ decisions that will
allow the improvement of the information technology infrastructure of the Excelsior Fire District and ultimately allow us
to deliver quality service.
Thank you for your consideration. Please contact me with any questions or concerns.
CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD' SHOREWOOD, MINNESOTA 55331-8927 . (952) 474-3236
FAX (952) 474-0128' www.cLshorewood.mn.us . cityhall@ci.shorewood mn us
Celebrating 50 Years. 1956 - 2006 .,
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
City Council
Craig W. Dawson, City Administrator /1 1'\
April 5, 2007 VJ.>
2007-2028 Capital Improvement Plan, Excelsior Fire District
The Excelsior Fire District Board has approved sending its 2007-2028 Capital Improvement Plan for
consideration by the councils of the five member cities. According to the joint powers agreement,
any amendment (which is what an update is) to the CIP requires approval by at least two-thirds of the
member cities by April 15 (although this date has not been strictly observed in prior years). This
timing was established so that budget planning for the following year would reflect the approved CIP.
Shorewood is the fourth city council to consider the proposed CIP. On April 2, the Deephaven city
council continued the proposed CIP to April 16 in order to review further the technology outlay for
2008. The Excelsior city council approved it on April 2, and the Greenwood city council approved it
on April 3. The Tonka Bay city council will consider the CIP on April 10.
Attached are memoranda from the Fire Chief and the proposed CIP. The Chief s memoranda detail
the proposed schedule of equipment and any changes from the current (2006-2025) CIP. The major
changes appearing in the proposed 2007-2028 CIP are:
. The CIP is presented with two major components.
o The Capital Equipment Plan (CEP) has been the focus of capital planning in all prior
CIPs. Year-to-year balances are shown for the CEP.
o A Building & Technology Plan is added to make the CIP more comprehensive.
Investments in technology have been spotty, and the plan reflects the need to have a
commitment to address critical technology needs in 2008 and have a steady program
for replacements and updates. The Board also recognizes the need to start reserving
funds for capital maintenance and replacements in the two fire station buildings, and
recommends that this effort begin in 2009.
. The capital transfer (shown as "cities' contribution") to the CEP has been revised to show
financing costs for major acquisitions. These costs had not been reflected in prior CEPs. The
policy of paying cash for items costing $50,000 or less remains in place.
. In the proposed CEP, the capital transfer of$155,000 in 2008 would be unchanged from the
current CEP. In the proposed CEP, this amount would be increased from $160,000 in the
current plan to $170,000 in 2009 and all following years. The reason for this change is to
reflect financing costs.
,,,
~J PRINTED ON RECYCLED PAPER
2007-2028 CIP, Excelsior Fire District
April 9, 2007, City Council Meeting
Page 2
. In the Building & Technology Plan, the capital transfer (shown as "cities' contribution")
would begin in 2008 with $15,000, increase to $20,000 in 2009, and remain at $30,000 from
2011 through the rest of the schedule.
. The Capital Improvement Fund would be managed as one fund with two sub-funds: Capital
Equipment and Building & Technology. Throughout the plan, each sub-fund dips into a
deficit a few times, but the balance in the overall fund remains positive.
. The total of annual capital transfers would change from the current to the proposed plan as
follows:
Current
Proposed
2008
2009
2010-2028
$155,000
$160,000
$160,000
$170,000 (all of which is for Building & Technology)
$190,000
$200,000
In the 2007 budget, Shorewood's share ofEFD revenue is 41.27%. Its share of tax capacity,
which is scheduled to be the basis for funding in 2010, is 40.18% in 2007. Assuming these
percentages will be roughly equivalent for the next three years, Shorewood's share of the
increased capital transfers would be approximately $6,000 in 2008; $12,000 in 2009; and $16,000
in 2010, compared to the level of transfers shown in the current (2006-2025) Plan.
The Board views the proposed CIP as an appropriate one to plan for at this time, and expects
refinements in the Building & Technology Plan as more details can be developed for it when the
2008-2029 CIP is prepared.
RECOMMENDATION:
The EFD Board recommends, and staff concurs, that the Council approve the 2007-2028
Capital Improvement Program of the Excelsior Fire District.
Excelsior Fire District
Proudly serving the Communities of:
Deephaven-Excelsior-Greenwood-Shorewood- Tonka Bay
24100 Smithtown Road
Shorewood, MN. 55331
Date:
Friday, March 23, 2007
To:
EFD Board Members
From:
Scott Gerber, Fire Chief
cc:
EFD Operating Committee
Re:
2008 - 2028 Capital Equipment/Improvement Plan
Attached you will find the proposed FINAL DRAFT ofthe 2008-2028 Capital Equipment/Improvement Plan (CEP) for
the Excelsior Fire District. I have made the recommended changes as discussed at the Fire District Board Meeting on
March 21st.
Summary of the updates:
. Updated the "Projected Replacement Date" column in the schedule to reflect appropriate years.
. Updated the "Total Cost of Apparatus" column in the schedule to reflect current proposed expenses.
. Placed current costs in for the purchase of New Engine 21 (Truck #22) - ($74,032 from $65,000).
. Added $10,000 per year in the building fund for the years 2009 and 2010.
. Updated the city contribution levels to reflect contribution to keep the overall Capital Equipment/Improvement
plan in the black.
The proposed plan identifies and manages a balance for overall Capital expenditures with "sub-funds" for
Apparatus/Equipment and Buildings/Technology.
In the Apparatus/Equipment fund, the current approved CEP plan identifies $160,000 as the maximum
transfer/contribution from the cities. In the proposed plan, the Apparatus/Equipment fund maximum transfer/contribution
has been increased to $170,000 in 2009 and continues to 2028. This increase reflects the financing costs associated with
the fire district current practice of lease-purchase.
There is no current Capital Building Fund. The Capital Building Fund begins to develop a savings program for major
repairs and replacements for the two fire stations. In the next year or two we will need to refine the projected dollars
needed as we identify a projected schedule for the repair and replacement of key identified items.
As identified in this plan, the transfers/contributions to the Apparatus/Equipment fund and the Building/Technology fund
have been set at levels to keep overall Capital Equipment/Improvement Fund in the black.
Although the Building/Technology transfer/contribution being set aside in 2008 does not match the expenditures
requested in 2008, the overall capital fund revenues allow the expenditures to occur while maintaining the overall fund in
the black. The Board identified the need to begin to set aside building and technology funds in 2008 while also providing
a effective fiscal transition plan that meets the fiscal needs of the communities.
The proposed plan is consistent with the Board recommendation provided at the Board Meeting on March 21 st.
Please contact me with any questions or concerns.
Excelsior Fire District
Proudly serving the Communities of:
Deephaven-Excelsior-Greenwood-Shorewood- Tonka Bay
24100 Smithtown Road
Shorewood, MN. 55331
Date:
Friday, March 23, 2007
To:
EFD Board Members
From:
Scott Gerber, Fire Chief
cc:
EFD Operating Committee
Re:
CEP Plan Summary - Updated 3/23/07
This memo is to help summarize the changes noted in the proposed Capital Equipment Plan (CEP) for the
Excelsior Fire District 2008 - 2028. The Fire District Chief and Officers participated in a planning session to
evaluate current and future apparatus, equipment, technology and building needs. It is important to note that a
Capital Equipment plan that is a 20 year plan is a difficult plan to manage. Projecting 10 years is a credible
process and projecting 20 years is difficult at best. 20-year projections are difficult due to the changing
economy, operational changes, financial changes, and overall changes in the community. This plan will require
constant updates and maintenance to be effective.
The following attempts to summarize the changes in the proposed Capital Equipment Plan (CEP):
Format
The format ofthe overall CEP plan has changed to an overall Capital Improvement Plan (CIP). The plan has
changed to reflect the following:
~ Overall Capital Equipment needs for the Fire District including, apparatus, equipment, technology, and
building needs.
o The plan begins with Apparatus and Equipment area. This area is essentially the same items that
have been included in the past approved Capital Equipment plans.
o The plan now adds a Building area
. This area includes building and technology funds.
o Combined Capital Accounts - this is a summary of all expenses and revenues for the CEP.
o Total combined Fund Balance - this is the projected year end balance for the Fire District CEP
plan.
~ Expenses are highlighted in light blue
~ Balances are highlighted in yellow
~ City Contribution areas are highlighted in purple
~ Notes on the bottom of the page indicate how identified pieces of apparatus were purchased
Apparatus Area
~ Overall
o In order to provide and recommend a comprehensive planning tool, I have added apparatus and
equipment in this area. All apparatus and equipment of capital nature ($5,000 or greater) are
now included in our plan.
o I have included additional apparatus in the plan including trailers, boats, A TV and snowmobile.
o All apparatus over $50,000 now include the costs of equipment (hose, axes, appliances, lighting,
hand tools, fans, etc.), financing, and truck costs in the total costs of each apparatus.
o I have provided preliminary estimates of revenue from the sale of used apparatus. These
revenues would go to the overall fund and not be used to offset a specific apparatus.
~ Apparatus Specific Information
o Chief's Auto: 2001 Taurus with 110,000 miles and requires increased service and repair. It is
strongly recommended to be replaced in 2008.
o Fire InslJector Auto: 2001 Explorer is utilized by our inspectors. Replacement will be included
with rotation as noted below.
o Dutv Officer Vehicle: 2003 Expedition is used by our Duty Officers. Replacement will be
included with rotation as noted below.
. I am proposing a new vehicle rotation with these three vehicles. We will purchases
same or similar vehicles for all three vehicles and will rotate the vehicles. Vehicle
rotation will occur from Chief to Duty Officer to Inspector. With the proposed plan we
will keep the inspector Vehicle 9 years and the Duty Officer 10 years. This is longer
than recommended, but being recommended in order to meet the fiscal needs of the
overall District and to get to the vehicle rotation plan recommended. Once the rotation
plan is in place, the vehicles will be rotated on a 3-5 year rotation with no vehicle older
than 8 years in service. Changing the length of service and type of vehicle will save
approximately $65,000 in the overall Capital Equipment Plan.
o Rescue / Utility 21: 2005 Pick-up truck - replacement as noted in the schedule.
o Rescue 12: 2002 Excursion - replacement as noted in the schedule.
o Utility 11: 2002 Pick-up truck - replacement as noted in the schedule.
o Rescue 11 (Heavv Rescue): 1990 Mack - replacement as noted in the schedule. This
replacement has been moved up four years from the previous schedule in order to meet the
operational needs of the District and to meet the overall fiscal needs of the District and the
current Capital Equipment Plan.
o Engine 21 (Engine 12): 1986 Ford/General- replacement as noted in the schedule. This engine
will become the 4th engine in our fleet as previously recommended and approved. The
replacement has been moved back four years from the previous schedule in order to meet the
operational needs of the District and to meet the overall fiscal needs of the District and the
current Capital Equipment Plan. It is important to note that this vehicle is being kept longer than
previously approved and the recommended 20 years. This should not be looked at as a trend but
as a one time change in order to meet the fiscal and operational needs of the District and current
CEP plan.
o Aerial 11 : 1998 American LaFrance - replacement as noted in the schedule. An additional
$40,000 over 2 years has been added to the CEP schedule in 2009 and 2010 to provide a "mid-
term" refurbishment. This refurbishment is critical in order to provide effective and safe
operations of the aerial apparatus.
o Engine 11: 2002 Pierce - replacement as noted in the schedule.
o New Engine 22: 2007 Toyne - replacement as noted in the schedule.
o Tanker 11: 2002 Toyne - replacement as noted in the schedule.
o Tank for Rescue 21: this is a $5,000 addition to the schedule in order to provide effective
services district wide. This water tank will help provide suppression for grass and wild land
fires.
o Hazmat Trailer: This is a Hennepin County asset that was purchased with Homeland Security
funds. Therefore, no funds have been allocated to replace this trailer. The equipment and
associated services would need to continue at the Fire District if the trailer is removed, but in a
modified form.
o Snowmobile Trailer: This trailer is proposed not to be replaced once it taken out of service due
to operational changes.
o Snowmobile: replacement as noted in the schedule.
o Boat J J: replacement as noted in the schedule. We have proposed to work with the DNR to
replace the boat in a similar manner as the original purchase. The money reflected assumes this
type of purchase option.
o Boat J 2: replacement as noted in the schedule. If we were to receive donated funds to purchase
a boat, this replacement would not be needed.
o Boat Trailer J J: replacement as noted in the schedule.
o Boat Trailer J 2: replacement as noted in the schedule.
o ATV - Mule: replacement as noted in the schedule.
o ATV - Mule Trailer: replacement as noted in the schedule.
o Capital Truck Maintenance: no funds included at this time.
Equipment Area
~ I have added additional equipment to the plan including radio system upgrades, air monitors, and
defibrillators.
~ Specific information about equipment in the equipment areas is as follows:
o Air packs: the costs to replace our SCBA's have been adjusted to reflect projected pricing based
on changing standards and regulations.
o Extrication Tool: the costs of the extrication tool has been updated to reflect current pricing and
moved from 2014 to 2009 in order to purchase at the same time as the proposed new Heavy
Rescue truck.
o Radio Svstem Upgrade: We are currently operating under a "State of the Art" radio system, but
additional upgrades are going to be required in the future. These upgrades will include software,
hardware and radio changes.
o Air Monitors: Air monitors are used for critical service delivery in day-to-day operations of our
fire district. This funding provides timely replacement of air monitors in order to stay current
with technology, provide interoperable air monitors, and provide the same air monitors in all
areas of the district.
o Defibrillators: This funding provides timely replacement of defibrillators in order to keep up
with current technology and provide effective medical services with the same operational
defibrillators in all areas of the fire district.
Building Area
~ I have added a Building area to include costs for capital building expenses and for technology expenses.
o Building expenses include projected future capital needs for major maintenance, repair, and
replacement. Although we are operating out of two new fire stations, maintenance, repair and
replacement is going to be needed throughout time. The expenses for this area include areas
such as roof repair/replacement, boiler replacement, generator repair or replacement, parking lot
repair and replacement, carpet replacement, and painting.
o Technology expenses include computers, server upgrades and maintenance, projectors, printers,
and copiers. Our technology is critical to effective time management and organization. Today
we have computer systems that are inadequate to provide effective day-to-day services. This
fund will establish ongoing updates to our systems in order to continue effective service delivery.
Capital Transfers / City Contribution
~ In the Apparatus and Equipment area: The funding level proposed for 2008 is the same as currently
approved. It is proposed to increase by $15,000 in 2009. This increase is at least partially attributable to
including the costs of financing in the apparatus. The proposed funding level is proposed to stay at the
same level until 2028. Changes to the funding level may need to be adjusted based on inflationary
changes. In 2024 the current building debt is no longer in place.
~ In the Building area: The funding level proposed is in place to fund the current and expected expenses in
this area. The funding level is an increase from the current plan and establishes an ongoing and
consistent funding level for building and technology expenses. The current plan does propose building
funding, but does it in a sporadic and inadequate manner. The level requested in 2008 - 2009 provides a
baseline. 2010 - 2028 provides funding a stable level of funding. Changes to the funding level may
need to be adjusted based on inflationary changes. In 2024 the current building debt is no longer in
place.
~ Total City Contributions is reflected below:
o The total city contributions (Apparatus/Equipment and Building are as follows:
Current Plan Adopted in 2006 Proposed Plan
(Includes Apparatus, Equipment, Technology and Buildings)
170,000
190,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
200,000
2008
2009
2010
2010
2011
2012
2013
2014
2015
2016
2017
2018
2019
2020
2021
2022
2023
2024
2025
2026
2027
2028
155,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
160,000
Recommendation
I am recommending the board approve the presented Capital Equipment Plan.
The Operating Committee discussed this plan at the February and March operating committee meetings and has
unanimously recommended approval of this plan.
Please contact me with any questions or concerns.
Excelsior Fire District
Proudly serving the Communities of:
Deephaven-Excelsior-Greenwood-Shorewood- Tonka Bay
24100 Smithtown Road
Shorewood, MN. 55331
Date:
Friday, March 23, 2007
To:
EFD Board Members
From:
Scott Gerber, Fire Chief
Re:
Capital Equipment Detail for Building and Technology Funds
Please find the following information for your use with the proposed 2008 Capital Equipment Plan per your request at the
Board Meeting on Wednesday, March 21,2007.
Buildinfl Fund:
Although none of these items are need at this time, the proposed building fund is proposed to cover expenses such as
noted below:
. Major repair or replacement of mechanical systems at both fire stations including: HV AC, boiler,
lighting systems, etc.
. Major repair or replacement of the generator at both fire stations
. Major repair or replacement of the roofs
. Major repair (seal coating) or replacement of parking lots at the stations
. Replacement of carpet in stations
. Repair and painting of walls
. Replacement of apparatus bays floor sealant
I do not have detailed costs for the repair or replacement of these items at this time.
TechnoloflV Fund:
Detailed information on proposed technology purchases:
2008 Expenses Proposed
$35,000
o Replacement of desktop and laptop computers
· Station 1
. Desktops - 4 $1,800 each
$7,200
o Monitor, Printers, speakers, software
. Laptops - I
$2,400
o Battery, d/c cords, software
· Station 2
. Desktops
$1,800
o Purchase additional laptop computers
. Laptops - 1
$2,400
$2,000
o Software for computers -
. Fire operations specific software: firehouse, pre-plan, GIS
o Replacement of copiers
$3,200
$3,000
$13,000
o Server Upgrades
o IT contractor for upgrades and installations
. Station 1 - eliminate two copies upstairs in administration area and replace with one
color copier, printer, and fax.
. Station 1 - replace existing copier in fire officer's similar style copier.
. Station 2 - replace existing copier with effective copier.
When actual purchases are conducted in 2008, the overall plan may need to be adjusted based on current expenditures and
any operational changes.
Please contact me with any questions or concerns.
CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD . SH~REWOOD, MINNESOTA 55331-8927. (952) 474-3236
FAX (952) 474-0128' www.cl.shorewood.mn.us . cityhall@ci.shorewood.mn.us
Celebrating 50 Years. 1956 - 2006
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
City Council
Craig W. Dawson, City Administrator
April 19, 2007
Approval of Request from City of Excelsior regarding SLMPD Services
Background: For several years, the City of Excelsior has arranged with South Lake Minnetonka
Police Department to provide seasonal park and dock patrol and services. These discrete services
have been provided at an additional cost to the City of Excelsior, as they are not within the standard
services provided by SLMPD to all member cities.
Description: The City of Excelsior has proposed a reorganization and slight expansion of these
services. Park patrol would be provided by a "park police officer". Dock patrol services would be
performed by a "park service officer", a civilian position. Both would be cross-trained to perform
each other's duties when necessary. Pay would be adjusted to conform with the union contract. The
services, seasonal staff, supervision and administration would remain the same as in prior years. The
proposal is more fully explained in the attached memorandum (which does not include its
appendices).
The modifications to these services are an increase in the hours of service provided - three hours a
week for 15 weeks, or three percent more than in prior years - and an increase in the area of coverage
to include nearby residential and commercial streets.
Reason for Council Action: In the Fourth Amendment to the Joint Powers Agreement (2006)
included a provision that
"Parties may contract with the SLMPD for the delivery of supplemental services delivered by
separately dedicated personnel outside of the approved budget as mutually agreed by all
Parties. Agreement to provide such supplemental services shall not be unreasonably
withheld. "
Technically, as the supplemental service is being expanded from what has been approved to provide
in the past, the other Member city councils need to approve this proposal. At its April 11, 2007,
meeting, the Coordinating Committee determined the SLMPD has the capability to provide the
expanded service and recommended that the city councils approve the proposal. Approvals should be
made prior to the commencement of service on the Memorial Day weekend.
RECOMMENDATION: It is recommended that the City Council approve the SLMPD's
provision of supplemental seasonal park and dock patrol services to the City of Excelsior as
proposed.
IFf.
'..J PRINTED ON RECYCLED PAPER
APPROVAL PROCESS
SLMPD Proposal - Year 2007
Seasonal Park and Dock Patrol Services
City of Excelsior
Prepared by Police Chief Bryan Litsey
March 30, 2007
The City of Excelsior has requested a proposal from the South Lake Minnetonka Police
Department (SLMPD) to provide seasonal park and dock patrol services for 2007. The
SLMPD has historically provided these services for the City of Excelsior other than in
2004. Two preliminary meetings were held between SLMPD and Excelsior
representatives prior to this proposal being drafted. These meetings occurred on March
12, 2007 and March 26, 2007. Present at one or both of these meetings were Mayor Nick
Ruehl, Council Member Greg Miller, City Manager Larry Whittaker, Deputy Chief John
Nieling and Chief Bryan Litsey. This proposal is a product of those meetings along with
some additional work done at the staff level by the SLMPD.
The SLMPD Joint Powers Agreement, as amended in 2006, requires that a specific
process be followed if a member city desires exclusive supplemental service from the
SLMPD. The specific language is as follows:
"Parties may contract with the SLMPD for the delivery of supplemental services
delivered by separately dedicated personnel outside of the approved budget as mutually
agreed by all Parties"
This proposal will first be presented to the Excelsior City Council and the SLMPD
Coordinating Committee as the potential consumer and provider of these services. The
Excelsior City Council will consider this proposal at their meeting on April 2, 2007. The
SLMPD Coordinating Committee will consider this matter at their meeting on April 11,
2007 and decide whether or not to forward the proposal to the other member cities with a
recommendation for approval. This should allow ample time for the City Councils in
Greenwood, Shorewood and Tonka Bay to decide at one of their regular meetings
whether or not to approve the proposal before the planned implementation date of
:Memorial Day Weekend.
SLMPD Proposal - Year 2007
Seasonal Park and Dock Patrol Services
City of Excelsior
Page 2 of6
OVERVIEW
This proposal is not profit driven as would typically be the case when such supplemental
services are outsourced. The primary financial concern of the SLMPD is to recoup the
majority of expenses associated with providing these additional services exclusive to one
member city. This is an important distinction not only from a financial perspective, but in
terms of how these specialized services are managed. The focus is on providing for the
safe and orderly use of the Commons Park and Port of Excelsior as well as the security of
the adjacent residential neighborhoods and business district.
The approach taken for providing park and dock patrol services has been modified and in
some cases expanded from last year. The personnel working this seasonal part-time
employment will either be classified as a park service officer or a park police officer. The
job classification of park service officer is a civilian position with duties and
responsibilities that do not require state licensor as a peace officer. The job classification
of park police officer requires state licensor as a peace officer and thus is a more highly
skilled position with additional duties and responsibilities. There will no longer be a
separate job classification for dockmaster. Updated job descriptions for both
classifications have been included with this proposal. See Appendix A.
Park patrol will be similar to last year through the use of seasonal part-time personnel
working as either park service officers or park police officers. One significant difference
this year is that park police officers will have an expanded patrol area and will be working
later on Friday and Saturday nights. The tentative park patrol schedule has been included
with this proposal, which spans between Memorial Day and Labor Day Weekends. This
schedule is subject to change due to the availability of staffing, weather conditions, park
usage, etc. See Appendix B.
Dock patrol will be similar to last year through the use of seasonal part-time personnel
working as park service officers. The title of dockmaster will no longer be used. Park
service officers will be cross-trained so that they can either work in the park or at the
dock and thus the hourly pay rate will be the same. The tentative dock patrol schedule
has been included with this proposal, which spans between Memorial Day and Labor Day
Weekends. This schedule is subj ect to change due to the availability of staffing, weather
conditions, park usage, etc. See Appendix B.
SLMPD Proposal - Year 2007
Seasonal Park and Dock Patrol Services
City of Excelsior
Page 3 of6
SEASONAL P ART -TIME POSITIONS
Park Police Officer
As previously stated, park police officers must be fully licensed police officers. There are
two individuals affiliated with the SLMPD in other roles that maintain their licensor as
police officers and have worked this seasonal part-time employment in the past. Both
have expressed an interest in re-upping for this year. There are also a couple other
interested individuals not presently affiliated with the SLMPD that have maintained their
licensor as police officers and might be available to help out if the opportunity presents
itself.
The park patrol schedule consists of evening shifts Wednesday through Saturday along
with additional daytime shifts on weekends and holidays. Park police officers will work
the shifts on Friday and Saturday evenings along with some additional shifts on
Wednesday and Thursday evenings. The remaining evening and day shifts will be
covered by park service officers. Park police officers working on Friday and Saturday
evenings will have their shifts extended until 1 :30 a.m. Their patrol area will also be
expanded to include the central business and residential areas. This newly created
district is bordered by the following streets: Lake Street, West Lake Street, Third Street
and Morse Avenue. The focus within this district will be on traffic and parking
enforcement along with other nuisance activities.
Compensation for the job classification of park police officer is tied to the same self-
adjusting hourly rate previously established by the SLMPD Coordinating Committee for
fully-licensed police officers employed on a part-time basis. This hourly rate is based on
the current union salary schedule for an entry-level police officer. This is not only fair,
but avoids a potential rift with the union. Park police officers are not eligible for
additional benefits, other than uniforms and gear are provided along with the training
required to maintain their status as a licensed police officer.
Park Service Officer
As previously stated, park service officers are civilian personnel with duties and
responsibilities that do not require licensor as a police officer. Traditionally, individuals
working this seasonal part-time employment are already affiliated with the SLMPD as
SLMPD Proposal - Year 2007
Seasonal Park and Dock Patrol Services
City of Excelsior
Page 4 of6
reserve officers. It appears as though this will be the case once again this year. Park
service officers are cross-trained so they can work either park or dock patrol. Normally,
only park service officers will work dock patrol whereas both park service officers and
park police officers will work park patrol as previously described. The dock patrol
schedule consists of evening shifts Wednesday through Sunday along with daytime shifts
on weekends and holidays.
Compensation for the job classification of park service officer is determined through an
internal process. In the past, there was a different job title and hourly pay rate depending
on whether the assignment was in the park or at the dock. This is not equitable under the
current structure whereby the same group of seasonal employees are used for both
assignments. Additionally, the skill level for both assignments is virtually the same. This
disparity has been corrected for this year. There is now one job title and one hourly pay
rate for both assignments. The hourly pay rate for working the park detail is unchanged
from last year and the hourly pay rate for working the dock detail has been increased in
order to achieve parity between the two assignments.
OTHER CONSIDERATIONS
SLMPD Coordinator/Community Liaison
An important element of this proposal is having a person designated at the SLMPD to
coordinate the daily operations of this seasonal program and to serve as a liaison with
community members. David Hohertz is the perfect fit for both and will be taking on this
role for the summer along with his many other duties and responsibilities as community
service officer/crime prevention specialist for the SLMPD. He has also maintained his
licensor as a police officer and will be working one of the seasonal part-time positions of
park police officer.
Field Supervision
One of the many benefits of having the SLMPD oversee park and dock patrol services is
the direct supervision in the field. The on-duty patrol sergeant, or in hislher absence the
senior on-duty patrol officer, will monitor the seasonal part-time personnel working on
any given day. Such an arrangement is important not only for the effective delivery of
these services, but from a risk management perspective as well. Governmental agencies
SLMPD Proposal - Year 2007
Seasonal Park and Dock Patrol Services
City of Excelsior
Page 5 of6
are increasingly becoming the target of litigation when it comes to claims of negligent
supervision of personnel, especially when it concerns law enforcement functions. The
SLMPD assumes this supervisory role as part of providing park and dock patrol services
for the City of Excelsior.
Training
Most, if not all, the individuals that will be working this seasonal part-time employment
are or have been affiliated with the SLMPD. This means they are familiar with SLMPD
operations and have received training commensurate with their job classification of either
park service officer or park police officer. They will be allowed to carry certain self-
defense equipment if properly trained and authorized by the SLMPD. Any training
deficiencies will be addressed by the SLMPD. There will be an employee orientation
session held prior to the start of the season.
Cost to Excelsior
All inclusive hourly rates have been established for the job classifications of park service
officer and park police officer. These are based on actual payroll costs plus a five percent
administration fee. It should be noted there is no required contribution to the state
pension fund, being these are seasonal part-time positions. The five percent
administrative fee recaptures for the SLMPD some of the overhead costs associated with
administrating and supervising these additional services along with providing vehicles
and equipment (radios, cellular phones, etc.). Uniforms, gear and training expenses are
an additional expense for the City of Excelsior. These expenses will obviously be less
for returning personnel and more for new personnel.
The attached spreadsheets show both the hourly rates for the aforementioned job
classifications as well as the projected overall cost for the season based on the tentative
work schedule. See Appendix C. The SLMPD will work within a mutually agreed upon
budget for providing these seasonal services and will not exceed this amount by more
than five percent without prior approval from the City of Excelsior. This is with the
understanding, however, that the SLMPD has the discretion within this fmancial
limitation to allocate personnel and resources as deemed necessary to achieve the desired
outcome.
SLMPD Proposal - Year 2007
Seasonal Park and Dock Patrol Services
City of Excelsior
Page 6 of 6
CONCLUSION
A considerable amount of time and effort has gone into this proposal so that it represents
a good value for the City of Excelsior, both in terms of cost and the level of service being
provided. The SLMPD is committed to working with representatives from the City of
Excelsior along with affected residents, business owners and the general public in finding
the right balance between the expense of providing these services and providing for the
orderly use of the park, municipal docks and surrounding areas.
MEMORANDUM
TO:
FROM:
DATE:
RE:
CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927. (952) 474-3236
FAX (952) 474-0128' www.ci.shorewood.mn.us' cityhall@ci.shorewood.mn.us
Celebrating 50 Years. 1956 - 2006
Mayor and City Council
Craig Dawson, City Administrator
Larry Brown, P.E., Director of Public Works
James Landini, P.E., City Engineer
April 19, 2007
A Resolution Accepting Low Bid and Awarding
Contract to Successful Low Bidder
Attachment 1 is the Bid Tabulation for the Badger Field Lighting Project. Bids were
opened and tabulated on April 18, 2007.
The low bidder is Honda Electric incorporated in the amount of $69,000. Based on other
bids received, it appears that the costs for this project, are reasonable.
As previously discussed with Council, this project will be funded by the Park fund.
Recommendation
Staff is recommending that the City Council approve the attached resolution that accepts
the bids and awards the contract to Honda Electric Incorporated in the amount of
$69,000.00. A resolution is attached for your consideration.
#/011-
~.
t t PRINTED ON RECYCLED PAPER
....
CITY OF SHOREWOOD
RESOLUTION NO. 07-
A RESOLUTION ACCEPTING BID AND AWARDING CONTRACT FOR
THE BADGER FIELD LIGHTING PROJECT,
CITY PROJECT NO. 06-07
WHEREAS, pursuant to an advertisement for bids for local improvements
designated as the Badger Field Lighting Project, City Project No. 06-07, bids were
received, opened on April 18, 2007 and tabulated according to law, and such tabulation is
attached hereto and made a part hereof as Exhibit A; and
WHEREAS, the City Council has determined that Honda Electric Incorporated is
the lowest bidder in compliance with the specifications.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of
Shorewood as follows:
1. That the Mayor and City Administrator/Clerk are hereby authorized and
directed to enter into a contract with Honda Electric Incorporated in the name of the City
of Shore wood, Project No. 06-07, according to the plans and specifications therefore
approved by the City Council on file in the office of the City Administrator/Clerk.
2. That the City Administrator/Clerk is hereby authorized and directed to
return forthwith to all bidders the deposits made with their bids, except for the deposits of
the successful bidder and the next two 10west bidders, which shall be retained until a
contract has been signed.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 23 th day of April, 2007.
Christine Lizee, Mayor
ATTEST:
Craig Dawson, City Administrator/Clerk
City of Shorewood
Bid Tabulation
Badger Park Lighting Project
City Project No. 06-07
Bids Opened: April 18, 2007,11:00 A.M. Engineer: James Landini City of Shorewood
1 Collisys Electrical
2 Musco Lighting
3 Honda Electric
4 Ardent Lighting Group
5 D.J. Electric
6 Vinco
7 Killmer Electric
8 Laketown Electric
9
10
11
12
13
14
15
$91,916.00
$69,000.00
$75,595.00
pages missing from bid;
bid amount not included
I hereby certify that this tabulation is a correct and
true representation of the bids received on this date
for this Improvement Project
Jwl~~
James Landini
City Engineer
Jt:;:;!~
Deputy Clerk
L( _( ~ ~
Date
'I-I f"-() 7
Date
CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927. (952) 474-3236
FAX (952) 474-0128' www.ci.shorewood.mn.us . cityhall@ci.shorewood.mn.us
Celebrating 50 Years · 1956 - 2006
MEMORANDUM
TO:
Mayor and City Council
Craig Dawson, City Administrator
Larry Brown, Director of Public Works
FROM:
James Landini, City Engineer
J---
DATE:
Apri119,2007
RE:
Direct staff to prepare a Feasibility Report for the Amlee Road and Manitou Lane
Reconstruction Project.
On March 22, 2007, Staff conducted a public information meeting for the Amlee Road and Manitou
Lane reconstruction project. Staff presented the roadway, along with the considerations for the
installation of city water service. Attachment 1 depicts the project area. The meeting was well
attended.
In addition, staff offered survey sheets (Attachment 2), e-mail addresses, and contact information for
residents to provide feedback on the project. Comments received are on file at City Hall for your
review. A summary of comments received are in Attachment 3.
Below is a summary of the design for the project. Staff will present greater detail at the City Council
meeting.
Edge Control
Staff presented "edge control" at the public information meeting. The residents responded on the
comment sheet in favor of the edge control with 75% of respondents supporting it.
Roadway Sections
The minimum acceptable design width for a two-way roadway is 24 feet of driving surface. Edge
control is to fall outside of this minimum width.
Pedestrian Passageway
The residents responded with 88 percent not in favor of a pedestrian passageway.
#-.
'" . PRINTED ON RECYCLED PAPER
....
Mayor and City Council
Feasability Report Amlee Road,
and Manitou Lane
Apri119,2007
Page 2 of3
Municipal Water Service
The current ordinance for municipal water service (paraphrased) requires that when a minimum of 67
percent of residents along the route petition for a project, a feasibility study for the project shall be
undertaken.
Surveys, rather than a formal petition were provided at the public information meeting and mailed to
each resident for consideration of the installation of municipal water service. Table 1 below is a
summary of the parcels available for the service and the number of responses received for each
roadway.
Roadway Number of Responses Received Percentage
Properties that Favoring
Front the Roadway City Water
Amlee Road 16 13 38
Manitou Lane 4 3 67
Glen Road East 18 9 44
Glen Road West 10 5 80
Total 48 30 50
Table 1
20% of the respondents are neutral depending upon costs. These responses were not included in the
above summary.
If the survey results were consistent with petitions for the installation of municipal water service, under
the current ordinance, the petition would fail.
I would be remiss at this point if it were not stated that the costs to be borne by each property at a later
date for the installation of municipal water service would significantly greater, if installed after the
roadways have been reconstructed.
The City Council may initiate the watermain proj ect under City policy and Minnesota Statute 429.031.
Drainage
One of the major concerns of the project is drainage. A vast majority of the properties along the
project area are impacted by drainage, or lack thereof. Staff will be working through the design
process to address as many of the drainage issues as practicable. A drainage survey has been sent to
each property owner as part of the design. Undoubtedly, there will be issues that the project can not,
nor should not, address as a public improvement. However, staff has performed the survey, and will
incorporate as many fixes into the design as feasible.
Mayor and City Council
Feasability Report Amlee Road,
and Manitou Lane
Apri119,2007
Page 3 of3
One of the major drainage features for the area is the wetland 10cated north of the Amlee Road. Staff
will work with property owners to try to improve the characteristics of this drainage way, as part of
this project.
Recommendations
Staff recommends that City Council direct preparation of a feasibility report for the Amlee Road and
Manitou Lane reconstruction project, based upon the following design features.
Amlee Road: proposed as a minimum width roadway of 24.0 feet in width driving surface, and
surmountable concrete edge control outside of the minimum width.
Manitou Lane: proposed as a minimum width roadway of 24.0 feet in width driving surface, and
surmountable concrete edge control outside of the minimum width.
Drainage Improvement: proposed storm drain infrastructure, proposed detention wetland and
existing wetland overflow structure.
Watermain: the installation ofwatermain along Amlee Road, Manitou Lane and Glen Road.
"
PLAN SYMBOLS
STATE LINE
COUNTY LINE
TOWNSHIP OR RANGE LINE
SECTION LINE
OUARTER LINE
SIXTEENTH LINE
RIGHT -OF -WAY LINE
SLOPE EASEMENT
PRESENT RIGHT -OF -WAY
CONTROL OF ACCES LINE
PROPERTY LINES (EXCEPT LAND LINES)
VACATED PLATTED PROPERTY
CORPORATE OR CITY LIMITS
TRUNK HIGHWAY CENTER LINE
RETAINING WALL
RAILROAD
RAILROAD RIGHT -OF -WAY
RIVER OR CREEK
DRY RUN
DRAINAGE DITCH
DRAIN TILE
CULVERT
DROP INLET
GUARD RAIL
BARBED WIRE FENCE
WOVEN WIRE FENCE
CHAIN LINK FENCE
RAILROAD SNOW FENCE
STONE WALL OR FENCE
HEDGE
RAILROAD CROSSING SIGN
RAILROAD CROSSING BELL
ELECTRIC WARNING SIGN
CROSSING GATE
MEANDER CORNER
SPRINGS
MARSH
TIMBER }
ORCHARD
BRUSH
NURSERY
CATCH BASIN
FIRE HYDRANT
CATTLE GUARD
OVERPASS (HIGHWAY OVER)
UNDERPASS (HIGHWAY UNDER)
BRIDGE
BUILDING (ONE STORY FRAME)
F - FRAME C - CONCRETE
S - STONE T - TILE
B - BRICK ST - STUCCO
IRON ROD OR PIPE
MONUMENT (STONE. CONCRETE. OR METAL)
WOODEN HUB
GRAVEL PIT
SAND PIT
BORROW PIT
ROCK ~UARRY
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UTILITY
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--9------9--
POWER POLE LINE
TELEPHONE OR TELEGRAPH POLE LINE
JOINT TELEPHONE AND POWER
ON POWER POLE
ON TELEPHONE POLES
ANCHOR
STREET LIGHT
PEDESTAL (TELEPHONE CABLE TERMINAL)
GAS MAIN
WATER MAIN
CONDUIT
TELEPHONE CABLE IN CONDUIT
ELECTRIC CABLE IN CONDUIT
TELEPHONE MANHOLE
ELECTRIC MANHOLE
BURIED TELEPHONE CABLE
BURIED ELECTRIC CABLE
AERIAL TELEPHONE CABLE
SEWER (SANITARY OR STORM)
SEWER MANHOLE
SCALES
INDEX MAP
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f\.V
o 30
PLAN
PROFILE
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30
2006
STREET
RECONSTRUCTION
FOR THE
CITY OF SHOREWOOD
CONSTRUCTION PLAN FOR
STREET RECONSTRUCTION AND DRAINAGE IMPROVEMENTS
LOCATED ON
AMLEE ROAD, MANITOU LANE, AND GLEN ROAD
CITY PROJECT NO. 01-11
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2000
,
60
THE INFORMATION SHOWN ON THESE DRAWINGS CONCERNING
TYPE AND LOCATION OF PRIVATE UTILITIES IS NOT GUARANTEED
TO BE ACCURATE OR ALL-INCLUSIVE. THE CONTRACTOR IS TO
DETERMINE THE TYPE AND LOCATION OF PRIVATE UTILITIES AS
MAY BE NECESSARY TO AVOID DAMAGE THERETO.
A CALL TO GOPHER STATE ONE (651-454-0002)
IS REOUIRED A MINIMUM OF 48 HOURS PRIOR TO
PERFORMING ANY EXCAVATION.
S N. 40266616
EXCAVATION NOTICE SYSTEM
60
10
)/
j
b
CITY PROJECT NO. 01-11
GOVERNING SPECIFICATIONS
THE 2000 EDITION OF THE MINNESOTA DEPARTMENT OF TRANSPORTATION
'.STANDARD SPECIFICATIONS FDR CONSTRUCTION."
ALL TRAFFIC CDNTROL DEVICES AND SIGNING SHALL COMFORM TO THE MN MUTCD
INCLLlDING THE FIELD MANUAL FDR TEMPORARY TRAFFIC CDNTROL ZDNE LAYOUTS,
DATED JANUARY, 2004. ALL TRAFFIC CONTRDL DEVICES SHALL HAVE RETRDREFLECTIVE
SHEETING.
CITY OF SHOREWDDD GENERAL SPECIFICATIONS AND STANDARD DETAIL PLATES
FOR STREET & UTILITY CONSTRUCTION - 2D01 EDITION
WATERMAIN AND SANITARY SEWER SHALL BE CONSTRUCTED IN
ACCDRDANCE WITH THE CITY ENGINEERS ASSOCIATION OF MINNESOTA
STANDARD UTILITIES SPECIFICATIDNS.
INDEX
SHEET NO.
DESCRIPTION
TITLE SHEET
GENERAL LAYOUT
TYPICAL SECTIDNS AND DETAILS
DETAILS ANO CONSTRUCTION NDTES
STREET /STDRM CONSTRUCTION
POND CLEANING & EASEMENTS
EROSION CONTROL
RESTDRATION
CRDSS SECTIONS
2
3
4-5
6-9
10
11-13
14
15-20
ALL APPLICABLE FEDERAL, STATE. AND LOCAL LAWS AND ORDINANCES WILL BE COMPLIED
WITH IN THE CDNSTRUCTION OF THIS PRDJECT.
..
WSB
~.J~1;
701 Xenia Avenue South, Suile 300
Minneapolis, MN 55416
www.wsbeng.com
& Associates, Inc.
!:E<tt_763.541-4BOO-Fax763-541-1700
INFRASTRUCTURE ~ ENGINEERING ~ PlANNING;' CONSTRUCTION
I HEREBY CERTIFY THAT THIS PLAN WAS PREPARED BY ME DR UNDER MY DIRECT
SUPERVISION AND THAT I AM A DULY LICENSED PROFESSIONAL ENGINEER UNDER THE
LAWS DF THE STATE OF MINNESOTA.
ENGR.
DAVID E. HUTTON, P.E.
DATE XX/XX/2D06 LlC. NO. 19133
Prepared for:
1 '" "
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City of Shorewood
Dept. of PLlblic Works and Engineering
5755 Country Club Rood
Shorewaod, Minnesota 55331
(612) 474-3236
CITY ENGINEER
DATE
Attachment # 1
SHEET NO.
1
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Attachment #2
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Survey Results for Amlee Manitou Street reconstruction project.
As of April 19, 2007
30 of 48 surveys returned
returned surveys
Amlee 13 out of 16
Pedestrian Passageway
Edge control
Watermain
Drainage
No Yes Maybe
11 2 0
2 10 1
454
670
Manitou 3 out of 4
Pedestrian Passageway 3 0 0
Edge control 0 3 0
Watermain 1 2 0
Drainage 0 3 0
Glen Rd. East 9 out of 18 No Yes Maybe
Pedestrian Passageway 8 1 0
Edge control 4 4 1
Watermain 3 4 2
Drainage 5 3 1
Glen Rd. West 5 out of 10 No Yes Maybe
Pedestrian Passageway 4 1 0
Edge control 0 4 1
Watermain 1 4 0
Drainage 3 2 0
One resident requested a snow plowing no parking ordinance.
Attachment 3