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022508 CC Reg AgPCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, FEBRUARY 25, 2008 AGENDA 1 CONVENE CITY COUNCIL MEETING A. Roll Call 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Lizee Woodruff Turgeon Vacant (W3) Wellens 2. 3. B. Review Agenda APPROVAL OF MINUTES A. City Council Special Meeting Minutes, February 11, 2008 (Att.- Minutes) B. City Council Regular Meeting Minutes, February 11, 2008 (Att.- Minutes) CONSENT AGENDA -Motion to approve items on Consent Agenda & Adopt Resolutions Therein: NOTE: Give the public an opportunity to request an item be removed from the Consent Agenda. Comments can be taken or questions asked following removal from Consent Agenda. A. Approval of the Verified Claims List (Att.- Claims List) B. Staffing - no action required 4. MATTERS FROM THE FLOOR (No Council action will be taken.) 5. REPORTS AND PRESENTATIONS A. Recognition of Service (Att. -Deputy Clerk's memorandum) 6. PUBLIC HEARING 7. PARKS -Report by Representative A. Report on Park Commission Meeting Held. February 12, 2008 (Att.- Draft Minutes) CITY COUNCIL REGULAR MEETING AGENDA -February 25, 2008 PAGE 2 OF 2 8. PLANNING -Report by Representative A. Conditional Use Permit for Accessory Space Over 1200 Sq. Ft. (Att. -Planning Director's memorandum, Draft Resolution) Applicants: Harvey and Carol Ann Mackay Location: 5925 Christmas Lake Road 9. GENERAL/NEW BUSINESS A. Goals and Priorities (Att. -Administrator's memorandum) B. Planning Commission Appointment (Att. -Deputy Clerk's memorandum, Draft Resolution) C. City Administrator/Clerk Position (Att. -Deputy Clerk's memorandum, Draft Resolution) D. Authorize Request for Proposals for Executive Search Consulting Services for the City Administrator/Clerk position (Administrator's memorandum) 10. ENGINEERING/PUBLIC WORKS A. 7:00 p.m. -Public Information meeting regarding Storm Water Pollution Prevention Program (Att. -City Engineer's memorandum) 11. STAFF AND COUNCIL REPORTS A. Administrator & Staff B. Mayor & City Council 12. ADJOURN `~' 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 Executive Summary Shorewood City Council Regular Meeting Monday, 25 February 2008 7:00 P.M. Councilmember Dick Woodruff will not be present at the meeting. Agenda Item #3A: Enclosed is the Verified Claims List for Council approval. Agenda Item #3B: Staffing - no action required. Agenda Item #SA: Three individuals are to be recognized for their service to the City. They include: 1) David Meyer, for his service on the Planning Commission; 2) Tom Skramstad, for his service as Representative on the Lake Minnetonka Conservation District Board; and 3) Paula Cailies, for her service as Ward 3 Council Member.. Both .David Meyer and Tom Skramstad will be present at the meeting; Paula Callies will not be present. Agenda Item #7A; A Park Commission representative will report on the February 12, 2008, Park Commission meeting. Agenda Item #8A: Harvey and Carol Ann Mackay have requested a conditional use permit to build an addition to their existing garage which puts the total area of accessory space in excess of 1200 square feet. The Planning Commission voted to recommend approval of the CUP, subject to the percentage of hardcover not exceeding 25 percent, and the architectural character of the addition being similar to the existing structures on the property. Since the public hearing, the applicants' contractor has resolved the hardcover issue by assigning a portion of the common driveway serving the subject property and the applicants' adjoining parcel to the adjoining parcel. The architecture of the addition is identical and integral to the main house. A draft resolution is included in your packet for your consideration. Agenda Item #9A: Council and Staff have identified items to be considered in the list of goals and priorities for Apri12008-March 2009. These items were compiled after the January 14 Work Session. The items have been scored and presented in two formats. Council should approve the 2008-09 Goals and Priorities. .a ~*-~® PRINTED ON RECYCLED PAPER Executive Summary -City Council Meeting of 25 February, 2008 Page 2 of 2 Agenda Item #9B: There are two Planning Commission seats to be filled. William Ruoff has expressed an interest in continuing to serve on the Planning Commission; no other residents have applied. This resolution appoints William Ruoff to serve as Planning Commissioner for athree-year term from March 1, 2008 -February 28, 2011. Agenda Item #9C: This resolution accepts the resignation of Craig Dawson as City Administrator/Clerk, and appoints an Acting Administrator/Clerk. Council needs to identify who will serve as the Acting Administrator/Clerk. Also, Council may consider if it wishes to engage the services of an Interim Administrator/Clerk, and if so, direct staff to proceed with that process. Agenda Item #9D: This item authorizes the Request for Proposals for Executive Search Consulting Services for the City Administrator/Clerk position. Council should decide whether it wishes to engage the consulting services of an executive search firm, and if so, direct staff to make the Request for Proposal (RFP) available to such firms. Agenda Item #10A: As part of the federal Clean Water Act, the City of Shorewood is required to obtain a National Pollutant Discharge Elimination System (NPDES) permit. The two main requirements of this permit are preparation of a Storm Water Pollution Prevention Program (SWPPP) and subsequent annual reports. Tonight's public meeting is required as part of the permit. There will be a brief presentation outlining the city's SWPPP, items that will be included in the annual report. CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS MONDAY, FEBRUARY 11, 2008 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING Mayor Lizee called the meeting to order at 7:02 P.M. A. Roll Call Present. Mayor Lizee; Councihnembers Turgeon, Weliens and Woodruff; Attorney Keane; Administrator Dawson; Finance Director Burton; Director of Public Works Brown; and Engineer Landini Absent: None '~ B. Review Agenda '' Mayor Lizee requested Item l2, Executive Session, be added to the agenda. Wellens moved, Woodruff seconded, Approving the Agenda as Amended. Motion passed 4/0. 2. APPROVAL OF MINUTES A. City Council WorkSession Minutes, January 28, 2008 Turgeon moved, Woodruff seconded, Approving the City Council Work Session Minutes of January 28, 2008, as presented. Motit-n'passcd 410. B. City Council Regular Meeting Minutes, January 28, 2008 Woa~dru ff moved, Turgeon seconded, .Approving the City Council Regular Meeting Minutes of January 28, 2008, as presented. Motion passed 4/0. C. City Council Special Meeting Minutes, February 1, 2008 Turgeon moved, Woodruff seconded, Approving the City Council Special Meeting Minutes of February 1, 2008, as Amended in Item 1.B, sentence 1, change "Motion passed 5/0." to "Motion passed 4/0.". Motion passed 4/0. 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. A. Approval of the Verified Claims List #2A SHOREWOOD CITY COUNTIL REGULAR MEETING February 11, 2008 Page 2 of 7 B. Staffing C. Intent to Extend Agreement with Hennepin County for Assessment Services Motion passed 4/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. 5. REPORTS AND PRESENTATIONS None. 6. PUBLIC HEARING None. 7. PARKS Director Brown stated there had not been a Park Commission meeting since the last City Council regular meeting. 8. PLANNING Commissioner Geng stated. there had not been a Planning Commission meeting since the last City Council regular meeting. 9. GENERAL/NEW BUSINESS A. 1VI~~ing the Lake Minnetonka Conservation District (LMCD) Board Representative Appointment Turgcon moved, Wellens seconded, Approving RESOLUTION NO. 08-012, "A Resolution Making the Appointment of Richard Siakel to the Lake Minnetonka Conservation District effective February 11, 2008,. through January 31, 2009." Motion passed 4/0. B. Park Commission Appointments Administrator Dawson stated Council had the opportunity to interview four applicants for the three openings on the Park Commission at a special meeting preceding this meeting. He also stated the Park Commission would be considering a recommendation to reduce the Commission to five members from seven members. Council could consider that recommendation at its February 25, 2008, meeting and postpone the appointments until that meeting. Mayor Lizee stated Council had discussed that possibility at the special meeting immediately preceding this meeting. Council thought that a membership of up to seven members had served the City well in the past, and by continuing with seven member Commission it would be more likely there would be a quorum in attendance at the meetings. SHOREWOOD CITY COUNTIL REGULAR MEETING February 11, 2008 Page 3 of 7 Turgeon moved, Woodruff seconded, Approving RESOLUTUION NO. 08-013, "A Resolution Making the Appointments of Jeremy Norman and Steve Quinlan (both effective February 11, 2008, through February 28, 2011), and Travis DeMers (effective February 11, 2008, through February 28, 2010) to the City of Shorewood Park Commission." Motion passed 4/0. C. Policy for Public Purpose Expenditures for Employee Recognition, etc. Administrator Dawson stated at its January 28, 2008, work session Council discussed a draft of policies for employee recognition and other public purposes; the policies had been adapted from policies of the City of Minnetonka. During the discussion Council asked that two items be added for permitted expenditures. The statement "Refreshments (e.g., coffee or water services) made available for City employees and guests, visitors, and others conducting business ~~ith the Citv for productivity and hospitality." was added to Item 1.A, Permitted Expenditures. "The statement "F,nhaneing or ensuring the safety of the public and City employees while using public facilities (e.g., centralized hot water for coffee, tea)." was added to Item 2.A, Other Permitted Expenditures. Dawson then stated Staff recommended Council approve the 1'0l icy regarding Employee Recognition and Public Purpose Expenditures. Mayor Lizee noted Council had discussed the policies at great length in previous meetings. Woodruff moved, Turgeon seconded, approving the -Policy regarding Employee Recognition and Public Purpose Expenditures. Councilmember Wellens stated from his vantage point the policy was too broad for payment of meals, refreshments, prizes, awards, and Mowers at the taxpayers' expense. He clarified that the policy was not stating that was what,thc City ~-vas going to do; but, the policy did make it possible. Councilmember Turgeon questioned if Councilmember Wellens would prefer the Policy be monitored for the next year and then reconsider the Policy if the situation warranted that, Wellens stated the Council could always reconsider a policy. Mayor Lizee stated the City had. been frugal in the past, and it had adhered to an unwritten policy very similar to the: written policy before Council this evening. The reason for drafting the policy was there had been questions from a Councilmember or two regarding City expenditures. Motion passed 3/1 ~witli Wellens dissenting. 10. ENGINEERING/PUBLIC WORKS A. Approving Change Orders No.'s 1 and 2 for the Chanhassen/Woodhaven Interconnection Project, City Project OS-11 Administrator Dawson commented that Items 10.A, 10.B, and I O.C were all related to the same project. Engineer Landini explained that on February 13, 2007 the City entered into a contract with G. L. Contracting, Inc. to interconnect the Chanhassen water system and the Woodhaven Well. The project was completed during the 2007 construction season. The original contract was for $1.37,739.70. The project SHOREWOOD CITY COUNTIL REGULAR MEETING February 11, 2008 Page 4 of 7 had two change orders totaling $12,822.08 which resulted in a change to the contract to an amount of $150,561.78. The 2007 Adopted Annual Operating Budget listed a budget of $185,000 for the project. Landini then explained what the two field changes were. Change Order No. 1 (for an amount of $10,791.93) was for an increased depth at a hydrant lead and reconnecting the water service to 6100 Apple Road. The hydrant had to be relocated to avoid a gas utility conflict; the new hydrant location was deeper and it required an extension to com~ect to the water main. The water service to 6100 Apple Road was disconnected and relocated to provide an additional service for a potential lot split. Change Order No. 2 (for an amount of $2,030.15) was for bituminous repairs at the water service connection. During the relocation of the service, the road was excavated, requiring bituminous repairs. Woodruff moved, Wellens seconded, Approving RESOLUTION NO. 08-014, "A Resolution Approving Change Order 1 for the Chanhassen /Woodhaven Intcrcon-xection Project; City Project #05-11." Woodruff moved, Wellens seconded, Approving RrSOLUT40N NO. 08-015, "A Resolution Approving Change Order 2 for the Chanhassen /Woodhaven Interconnection. Project; City Project #05-ll." Councilmember Woodruff stated he and Director Brown had discussed the possibility of using the unspent funds (approximately $34,000) from the project for additional work on the Radio Read Meter Project. He suggested Council give Staff dircciion to complete the Radio Read Meter project and use a portion or all of the unspent funds for that effort. Councilmember Turgeon questioned if that was a high priority project, and if it was not should the funds be used for a higher priority project. Woodruff commented that the Radio Read Meter Project was not. completed because of lack of funds; therefore, he thought it was a high priority project. Mayor Lizee .questioned if the procedure should be to transfer the unspent funds to the Water 1~'und and then re-appropriate the funds for the Radio Read Meter Project. Brown noted that based onthe dollars that were bonded for the Radio Read Meter Project and the fact that the actual costs were loti-ver than «~l1at was anticipated, there were Lmspent project funds that could also be used. Brown suggested Staff determine what additional work could be completed on that project by using the Radio Read Meter Project unspent funds combined with Chanhassen /Woodhaven Well Interconnect Project unspent funds. Motions passed 4/0. B. Accepting Final Improvements and Authorizing Final Payment for the Chanhassen/ Woodhaven Interconnection Project, City Project OS-11 Wellens moved, Turgeon seconded, Approving RESOLUTION NO. 08-016, "A Resolution Accepting Final improvements and Authorizing Final Payment for the Chanhassen /Woodhaven Interconnection Project; City Project #05-11." In response to a comment from Councilmember Turgeon, Engineer Landini explained the overall project cost was decreased by $7,095.88 from the amended contract amount of $1.50,561.78 which resulted in a final payment due of $143,465.90. Motion passed 4/0. SHOREWOOD CITY COIJNTIL REGULAR MEETING February 11, 2008 Page 5 of 7 C. Accepting Proposal for Professional Services for the Abandonment of Woodhaven Well and Appurtenant Structure Engineer Landini explained that with the interconnection of the City's water system with the City of Chanhassen's water system completed, the Woodhaven Well and appurtenant equipment were no longer needed. The City had identified the abandonment of the well and building as a goal for 2008 with a forecasted completion date of June 15, 2008. Landini stated WSB & Associates had submitted a proposal for an amount of $5,200 for plans and specifications for abandoning the well and appurtenant equipment. If approved, that effort would be funded out of the Water Fund. The 2008 Adopted Annual Operating. Budget allowed for $8,000 for yearly engineering and $18,000 to abandon the well and appurtenant equipment. Landini then stated Staff recommended approving the proposal provided by WSI3 & Associates, Inc., for the abandonment of the Woodhaven Weil and appurtenant structure. Wellens moved, Turgeon seconded, accepting the proposal provided by WSB & Associates, Inc., for abandonment of the Woodhaven Well and Appurtenant Structure for an amount not to exceed $5,200. Counciimember Woodruff stated he had discussed this request with Director Brown. Staff was proposing WSB & Associates do the project planning and some of the supervisory work for the project. He then stated from his vantage point the City Engineer should be able to do a fair amount of the work that WSB & Associates was proposing to do. He went on to state he thought the City should have solicited quotes from other engineering firms. This project was a standalone project; ii was not linked to a lot of previous work where history was important. He thought the City should make an effort to determine if other firms were as competitive or even more competitive than WSB & Associates on fiiture projects to ensure the City was receiving thebest value for its money. Councilmember Turgeon stated she did not. disagreewith Councihnember Woodruff's comments. Her concern was with the~imetable for completion r>f June 15, 2008. Council would have to approve the proposal .this evening, as the. proposed completion date was dependent on obtaining approval by February 15, 2008. Turgeon would 2grec that in the future the City should solicit quotes from other firms for standaloneprojects. Councilniember Woodruff stated the deadline was self imposed. Mayor Lizee noted that WSB &i~ssociates had worked with the City for a long time and it had a long history and positive working relationship with the City. Motion passed 3/1 with Woodruff dissenting. 11. STAFF AND COUNCIL REPORTS A. Administrator & Staff Administrator Dawson stated a common question this time of year was how long the City would have its ice rinks remain open. Director Brown stated because of the recent cold weather Staff did not think it was necessary to close the rinks on February 14 (which was frequently the case). Administrator Dawson stated that the Excelsior Fire District Governing Board had selected Boardmember Crockett to be Chair and Boardmember Hill to be Vice-Chair for 2008. He also stated the SHOREWOOD CITY COUNTIL REGULAR MEETING February 11, 2008 Page 6 of 7 City had received. one application for the Ward 3 council seat and one application for the Planning Commission to date. B. Mayor & City Council Mayor Lizee stated there had been a South Lake Minnetonka Police Department Coordinating Committee meeting and Strategic Planning meeting held on January 30, 2008. She then reviewed the Strategic Goals the SLMPD staff had identified. y Establish a capital fund for the long-term care and maintenance of the public safety facility. - Establish a timetable for phasing in additional police officers earmarked for the patrol division. - Increase the overtime budget so that manpower issues due to training, illness, injured on duty, time off requests, etc. can be more readily accommodated in the work schedule. - Maintain pace with changing technology. have a sufficient fund balance available to upgrade, replace and add new technologies. Lizee stated there was an IS-700 National .Incident Management System (NIMS) training course scheduled February 27, 2008, from 6:30 P.IvI. - 9:00 P.M. at Station 1. She encouraged all of the Councilmembers to attend. Mayor Lizee recessed the meeting to an Executive i1'leeting at 7:25 P.M. 12. EXECUTNll1 SESSION Mayor Lizee began. the e.Le.cutive session at 7:32 P.M. All Councilmembers were present, as were Administrator. Dawson, Attorney'Keanc, and Beth Papacek. The purpose of the meeting was for confidential attorney-client communications regarding the termination of employment of the City Administrator. The Executive Session was concluded at 7:44 P.M. Mayor Lizee reconvened the regular meeting at 7:45 P.M. Lizee announced that the Council had discussed an agreement regarding the separation of employment of the City Administrator. Woodruff moved, Wellens seconded, to approve the terms of the separation agreement with the City Administrator and to authorize the Mayor to execute it on behalf of the Council. Motion passed 4/0. SHOREWOOD CITY COUNTIL REGULAR MEETING February 11.,2008 Page 7 of 7 13. ADJOURN Turgeon moved, Woodruff seconded, Adjourning the City Council Regular Meeting of February 11, 2008, at 9:08 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder Christine I,izee, .Mayor ATTEST: Acting City Administrator/Clerk CITY OF SHOREWOOD CITY COUNCIL SPECIAL MEETING MONDAY, FEBRUARY 11, 2008 MINUTES 5755 COUNTRY CLUB ROAD CONFERENCE ROOM 5:45 P.M. 1. CONVENE SPECIAL CITY COUNCIL MEETING Mayor Lizee called the meeting to order at 5:45 P.M. A. Roll Call Present. Mayor Lizee; Councilmembers Turgeon, Wellens and Woodruff Absent: None B. Review Agenda Without objection from Council, Mayor Lizee proceeded with the Agenda for the meeting. 2. INTERVIEW CANDIDATES FOR APPOINTMENT TO TI3E LAKE MINNETONKA CONSERVATION DISTRICT BOARD, AND TiIE SHOREWOOD PARK COMMISSION The following candidates were interviewed Por the consideration. of appointment to the Lake Minnetonka Conservation District Board and the ShorewoodPdrk Commission: A. 5:45 p.m. Richard Siakcl, 25680 l3irchBluff Road LMCD B. 6:00 p.m. Greg Baranivsky, 27475 Blue Ridge Lane Park C. 6:1_5 p.m. Travis DeMers, 24185 Wood Drive Park D. 6:30 p.m. Jeremy Norman, 23690 Gillette Curve Park E. 6:45 ~~.m. Steve Quinlan, 5795 Brentridge Drive Park 3. -0THER Council discussed the Park' Conunissio~i's recommendation to reduce the membership on the Park Commission to five members from seven members. There was consensus to leave the membership at seven. 4. ADJOURN Turgeon moved, Wellens seconded, Adjourning the City Council Special Meeting of February 11, 2008, at 6:59 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: Christine Lizee, Mayor Acting City Administrator/Clerk #Zs PAYABLES APPROVALS For 02/25/2008 Council Meeting ~~~ PAYROLL APPROVALS For 02/25/2008 Council Meeting Approved by: ~. _ ' _t _ _ ~-° Date: ~ ~ ~ 'r ` k `" Craig f;)~wson, City Administrator I'Ii 5755 COUNTRY C<_UB ROAD ®SHOREWOOD, MINNESOTA 55331-8927 ®(952) 474-3236 FAX (952) 474-0128 • www.ci.shorewood.mn.us • cityhall@ci.shorewood.mn.us MEMORANDUM DATE: February 19, 2008 TO: Mayor and Council Members FROM: Jean Panchyshyn, Deputy Clerk RE: Recognition of Service Three individuals are to be recognized for their service to the City. They include: 1) David Meyer, for his service on the Planning Commission 2) Tom Skramstad, for his service as Representative on the Lake Minnetonka Conservation District Board; and 3) Paula Callies, for her service as Ward 3 Council Member. Appreciation of Service plaques are to be presented to all three individuals. David Meyer and Tom Skramstad will be present at the meeting; Paula Callies will not be present. a' S®«0 PRINTED ON RECYCLED PAPER 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 MEMORANDUM TO: Planning Commission, Mayor and City Council FROM: Brad Nielsen DATE: 13 February 2008 RE: Mackay, Harvey and Carol Amt -C.U.P. for Accessory Space in Excess of 1200 Square Feet FILE NO.: 405 (08.01) BACKGROUND Pete Boyer, representing Harvey and Carol Ann Mackay, has submitted plans for a significant renovation and atwo-level addition to the Mackays' residence at 5925 Christmas Lake Road (see Site Location map -Exhibit A, attached). The lower level of the addition consists of an additional garage space and elevator compartment. The level above that will be afour-season porch. The new garage, combined with the existing tuck- under garage and a detached studio building, brings the total area of accessory space on the site to 2084 square feet. Since the amount of accessory space exceeds 1200 square feet, the Mackays have applied for a conditional use permit. The property is zoned R-lA/S, Single-Family Residential/Shoreland and contains 2.76 acres of land. Exhibits B and C show the location of the existing house and the proposed addition. The existing house contains approximately 6114 square feet of floor area above grade, divided between two levels. This expands to 6390 square feet as a result of the addition. As can be seen on the Exhibits, the existing house is nonconforming with respect to the setback from the lake. The proposed addition, however, complies with the 75-foot setback requirement. Plans for the addition are shown in Exhibits D and E. ~s ~a a' PRINTED ON RECYCLED PAPER tz8 A. Memorandum Re: Mackay CUP 13 Febniary 2008 ANALYSIS/RECOMMENDATION Section 1201.03 Subd.2.d.(4) of the Shorewood Zoning Code contains four specific criteria for grantlisg this type of conditional use permit. Following is how the applicants' proposal complies with the Code: a. The total area of accessory space (2084 square feet) does not exceed the total floor area above grade of the principal stntcture (6390 square feet). b. The total area of accessory space does not exceed ten percent of the minimum lot area for the R-1 A/S zoning district (.10 x. 40,000 square feet = 4000 square feet). c. The proposed garage complies with the setback requirements of the R-lA/S zoning district. The property takes advantage of the "average setback" provision for Lakeshore lots. That is, the required setback for Cluistmas Lake (75 feet) is reduced because the immediate property to the south is closer to the shoreline. The average between the adjoining property and the required setback is 71 feet. This becomes the setback for the subject property. Despite the relatively large size of the site, hardcover on the property will be23.76 square feet. There is some question as of this writing, whether that figure inchtdes some additional driveway that leads to the new garage stall. The applicant will provide this information prior to Tuesday night's meeting. h1 any event, it can not exceed 25 percent. It should be noted that the freestanding studio building to the west of the house is nonconforming, but it was granted a variance to be in that location in 1982. d. As shown on Exhibit E, the new accessory space will be integrated into the architecture of the existing home. As such the roof lines, materials and architectural character of the garages are consistent with the principle dwelling. In fact, the building will not appear much different, since the proposed addition is replacing an existing greenhouse structure on the south end of the building. hl light of the preceding, the applicant's request is considered to be consistent with the requirements of the Shorewood Zonilzg Code. It is therefore recoimnended that the conditional use permit be granted as requested. Cc: Craig Dawson Tim Keane Joe Pazandak Pete Boyer -2- (C3 ~ o v .L J °" ~ 0 ~, U ~~ ~~ ~~ o ---,______/ z< o ~ Q. N O N ~e* O '~ e y` dN 3Ntll StlWl$IN ~ Ntll StlW1SINH~ '~ ~ ~ 5 ... ~ ~ \~~y~ e~ b~.~b . ~ `/ 15 OISI~O • Ot% db K N N ~ o -_ LLI '~ Y i U Q m ^~ Exhibit A SITE LOCATION 0~~®~ . ~~~ ~ ~~~~ ~~-~ ~~F CERTIFICATE OF SURVEY FOR HARVEY AND CAROL MACKAY ~I ~_~ ~~ p 40 80 160 SCA(.E IN FEET IN LOTS 187 & 188, AUD, SUB. N0.120, AND EXISTING HARDCOVER CALCULATIONS: swcomerof Tred E RLS 4ii ' . LOT AREA t 20440+- SO. FT. , z' HOUSE 3885+• ° ~ 0 895+. STUDIO 807+ Y - DECKS ~ CONCRETE PADS 210+~ ~ 14 DRIVEWAY POOL 990+- TENNIS000RT 701D+• FLAGSTONE 374+- TOTAL 28391+•SO.FT. 28391(120440 x 100 = 23.57%a HARDCOVER PROPOSED ADDITION ADDS 232+- SO. FT. TO HARDCOVER 28623!120440 x 100 = 23.76% HARDCOVER a • DENOTES FOUND IRON MONUMENT BEARINGS SHOWN ARE BASED UPON AN ASSUMED DATUM NTCUR s- DDNM' MEAN SEA LEVE TRACTS D & E, R. L. S. N0.471 HENNEPIN COUNTY, MINNESOTA t- - S. LEGAL DESCRIPTION OF PREMISES: Lots 187 and 199, Auditor's Subdivision Number 120, Hennepin County, Minnesota, ALSO Tract D, Regisiered Land Survey No. 471 and all that port of Tract E, said Registered Land Survey, lying Southerly of a line running from the Southeasterly corner of said Traci E to a point in the Southerly line of said Tract E distant 55 teat Eost from the 5oulhwesl corner of said Tract E. This survey shows the boundaries of the above desuibed properly, the location of all esistinq visible "hardcover" thereon, and the proposed location of a proposed addition. Il does not purport io show any other improvements or encroachments. W h ° ,~~ ~~ °~~ h~ N~ mac?~^;; m r`f ""'. ~ E9 A ,- n~oo ,. ~N ~ b~ ~fli" ~~C%tafl 4 ZO , o n ~ O' m ° NN o mNy m N N Z t / ... .. //.sE wmer of Tract E RLS 471 ' N 99°21'02" E 198.64 ., ~~ a 2m~,ys, N>>. ~ sas•ts'a7~w } ~~ ff r /~~ /l~ \ ` / ~ ~~ ,~~~ ~/~~~I~I ~ ~/~--~~~il ~ s ~,~~ -,~~I ~I~~ /~~ ti~oo ~_ ~ `1~I~ ~I ~ i i r ~~ 1`l~~ ~. ii / ``I vQ ~/i~ ~ 11 0 ~ ~ I,I~~ ~f ~~ ~~ / ~ I~i~II~~I ~ ~ 1 \ ~/ ~~ ~I ~~( V~ ~I`~ ~ ~` ~ III o ~~ ~ 0 ~~ I W I I ~~---"~ / // 8' ('N ? °' ~~ ANN Z M 'Md' zg"'~ _aZN J~Z~N N ~gY°' gogLL 0>0 CJ (nNWr' Q°z>~ dSgnM ~~3Y WZo~ mZ3Z zwzo ~>~"}a U '1' c~ <~~II ~ ~~i~~~ ~ ~p~2 ~ ~~~~~~~~~~~~ ,~~o~ ~ ~~~II ~ ~~ ~° ~~ ~ l ~~l~~j~• w 5 ~ ~~I 8 ~ ~/~/~ ~ ~I~~~~~~i~~~l~~ ~ ~~ ~~~ ~~ ~ ~ ,~~' u 0 ~~ ~~ 4 o /~ ~~ W ,y,~,~-;- .. ~, , o e d ~. l ~ ~ ~~ 7. / E ~~ ,''-~ 3~ ~~ / \ . 7 0a R,B, / -,. ~~i ~~ 555.57 A / R ma ~~ _J ~~21 / I ~ // I rrxcroai cun~ ~a+ Judldal Landmark EXISTING HOUSE ay ,...' ~ . ......... 5935 soda LNZ ~~~< a N tJ == u ~~LL ~~a w w~ ~$~5 ~pa€ ~p N~Wa ~03j ~~~C ~~O Fm`a ~b ~ ara wg~~ ¢ N°0 x;~6 Exhibit B SITE SURVEY /~ /i ~` ;;-; ; \ 1. r / i ~ ~\ ~ % // I ~ ~ ~ ~. ~ ~ 1 r / e / ' ~ ~\ \ 1 /~ I . ~ ~ // ~ II I ,/ / / ~ ~,-_ ~ I I I ~/ ~~`~ /~~ / i 11 I I I i I /~~~SA ~~~j ~Iljllli j ~/ ryG. / ~1 I III / / / Oi _"~~ ~.~ 1I I ~` / ,\/i/ ~, ti o ~/ ,1 11~, iI I I I //~\/\ / / ~ I iili'I~I / // I / sTO~ it 1 I / ~ / 3 F 1I I ' - / ` /\ / ~ C / / ti as Oro // %'~'',l ' \ ~. ~ o \ C -..:.~' !r / QUO N ~ ~ a U //~ / / I I ' fTl G ... .. 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I t i I I ~ 3~ 1 '„ ~ ~ ~ i ~~ -~~ ,~ _ _ . ~- ~ ~~ - f~7' ~^~t~~ pry: ~©P7'`----t ~ _ -~Xt~ ~ut~~~~~o v~/ -~~~ - ~. 4.- . y ~~ _.. ;. ~~~` (~ ~ '~4r I . I f - . .._ ~. .f5?'_~AS. .. __ 1 _~ ~ Cam, - ,.. f ~ _ ., ~ .. ~ ~~~ ;. _ '_' I -' ~` ~ Y.1,~ ,, ~~1 _ ,.. _ ,~ I~ ~~ _. ~.o.,~~'`~_.. _.. Exhibit D FLOOR PLAN -ADDITION W 0 U z Z _~ {.l.r z O U w ~Io W 's ~~_ mv~ n~ n ~ N p~~ N J z ~wp~ OK~¢ zWmo UW J Jm W Q' U W Q~ ~m 2a ~N am ~' ~~ r. Z_ 0 ~ ~ ~ 3 6 a , < LL p ? o w a AAbp~ U ~ ~ L~ -~, _. _~ ~( W ~ 2~ .'' to rs~; ~°° ~°,°~w.~~,'L ~_ ~~ - _ ~ - ' ~,. j ~i - _ ._, l ~. ~ 't - ~ - ~' p~~D2j ~ GJ~B.t i< GAS- i~r.i c _~' f. ~ ~ ~ i ~,t t _ .. ___._ _~. .~_.._ .. . _~. m.~_____ I y%, r Q ~! t~ iC~ rt ./ ~ ~ l - ~.~ ~ V ._ ~' w L 4 ~,`~.~ ;~ Q;,~ W 0 Z U L~ C U Z N° _ ~ ~ Z ~ ~ ~, O ~ +J 0 U a ~' ~ ~ ~ ~ ~ J TW~Oc~ 0 O W ~ CO -~ W U~ U J~ w r W O ~ ~ W W ZX~~ ~ O ~ N o I L O Q~ °- v 9 t~ z 0 a ~ a ~ 3 o ~ a z ` ~ ~ a w a ~ ~ U Exhibit E BUILDING ELEVATIONS ~~ ~ ;~ ~+~ L ... P'~~ -D-F-A-F-T- CITY OF SHOREWOOD RESOLUTION NO. A RESOLUTION GRANTING A CONDITIONAL USE PERMIT FOR ADDITIONAL ACCESSORY SPACE TO HARVEY AND CAROL ANN MACKAY WHEREAS, Harvey and Carol Ann Mackay (Applicants) are the owners of real property located at 5925 Christmas Lake Road, in the City of Shorewood, County of Helmepin, legally described in Exhibit A, attached hereto and made a part hereof; and WHEREAS, the Applicants have applied to the City for a Conditional Use Permit for the construction of additional garage space, the area of which, when added to the area of existing accessory space on the property, will bring the total area of accessory space on the property up to 2084 square feet; and WHEREAS, the Shorewood City Code requires a Conditional use Permit for the construction of accessory space exceeding 1200 square feet; and WHEREAS, the Applicants' request was reviewed by the City Planner, and his recommendations were duly set forth in a memorandum to the Plamling Commission dated 13 February 2008, which memorandum is on file at City Hall; and WHEREAS, after required notice, a public hearing was held and the application was reviewed by the Planning Commission at its regular meeting on 19 February 2008, the minutes of which meeting are on file at City Hall; and WHEREAS, the Applicants' request was considered by the City Council at its regular meeting on 25 February 2008, at which time the Planner's memorandum and the minutes of the Planning Commission were reviewed and comments were heard by the Council from the City staff. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: FINDINGS OF FACT 1. The subject property is located in a R-lA/S, Single- Family Residential/Shoreland zoning district and contains approximately 2.76 acres of land area. 2. The total proposed accessory space (2084 square feet) does not exceed the floor area above grade of the principal structure (6390 square feet divided between two levels). 3. The total area of accessory space does not exceed 10% of the minimum lot area for the R-lA/S zolung district in which it is located (4000 square feet). 4. That the design and materials of the proposed attached garage are consistent with the architectural character of the existing home. district. The subject garage complies with all setback requirements for the R-lA/S. zonil~g- 6. A detached accessory building (studio) located on the north end of the property does not comply with current setback requirements from Christmas Lake, but was granted a setback variance in 1982 to be built in its present location. CONCLUSION A. The application of Harvey and Carol Ann Mackay for a Conditional Use Permit as set forth herein above be and hereby is granted. B. This approval is subject to the Applicants reducing the percentage of hardcover on the subject property to no more than 25 percent. This maybe accomplished by assigning the area of hardcover that exists as shared driveway between the subject property and an adjoining parcel owned by the Applicants, legally described as Tract C, RLS No. 471, to the adjoining parcel. C. The City Administrator/Clerk is hereby authorized and directed to provide the Applicants with a certified copy of this Resolution for filing with the Hennepin County Recorder or Registrar of Titles. ADOPTED BY THE CITY COUNCIL OF THE CITY SHOREWOOD this 25t~' day of February 2008. ATTEST: Christine Lizee, Mayor Acting City Administrator/Clerk -2- LEGAL DESCRIPTION OF PREMISES: Lots 187 and 188, Auditor's Subdivision Number 120, Hennepin County, Minnesota; ALSO Tract D, Registered Lan d Survey No. 471 and ail that part of Tract E, said Registered Land Survey., lying Southerly o f a line running from the Southeasterly corner of said Tract E to a point in the Southerly line of said Tract E distant 55 feet East from the Southwest corner of said Tract E. This survey shows the boundaries of the above described property, the location of all existing visible "hardcover" thereon, and the proposed location of a proposed addition. It does not purport to show any other improvements or encroachments. Exhibit A ,~ 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 MEMORANDUM TO: City Council FROM: Craig Dawson DATE: February 21, 2008 SUBJECT: Goals and Priorities for 2008-09 Council and. staff have identified items to be considered in the list of goals and priorities for April 2008-March 2009. These items were compiled after the January 14 work session. Afterward, staff indicated its assessment of priority items, and thereafter Councilmembers individually identified the level of priority of the items. The items have been scored and are presented in two formats. In the first, the goals and priorities are listed by from high to low scores. In the second, the scoring on the individual items have been tabulated; the give an indication of the consensus or diversity of priority on given items. There was some confusion in identifying the priority of completing items in the 2008 Capital Improvement Program. Two councilmembers identified priority for the list as a whole, and two identified priorities of individual projects. The estimate of the score, based on an attempt to blend the rankings, would toward the upper end of the 2.25-2.50 range. City Council Action: The City Council should approve the 2008-09 Goals and Priorities. ~ qA ®s S®~® PRINTED ON RECYCLED PAPER clTy of sxoREwooD GOALS AND PRIORITIES APRIL 2008 -MARCH 2009 Highest Priorities (Score = 3.00) 1) City Hall renovation 2) Complete 2008 Comprehensive Plan update 3) Review/Implement recommendations for Planning District 6 (County Road 19 from Excelsior to Tonka Bay city limits) 4) Transition of permitting responsibilities from Riley-Purgatory-Bluff Creek Watershed District to City of Shorewood 5) Develop and implement water conservation plan 6) Southeast Water Tower rehabilitation project 7) Future of Liquor Fund (public/open forum in late April) 8) Open LaserFiche Weblink module for public access to City documents and records on website. • Provide easy-to-use instructions on Website • Provide explanation on priorities on what to make available on Weblink 9) Prepare overall plan for LaserFiche/scanning on sequence of work to be done and timeframes to accomplish it. 10) Southshore Center -future responsibilities for building; for activities and programming High Priorities (Score = 2.75) 11) Tennis courts resolution (plan/decide to remove, repair, or renovate) 12) Monthly financial reporting packages for Council and departments with tabular and graphical representations (which the new financial software should facilitate) 13) Develop roadway project "templates" and determine parameters for neighborhood design preferences Medium-High Priorities (Score = 2.50) 14) Create meaningful budget activity indicators and collect 2008 actual and prior data to use in 2008 budgeting (e.g., winter road clearing) 15) Revamp performance assessment form of City Administrator (by March) 16) Complete all items for 20081isted in CIP APRIL 2008 -MARCH 2009 GOALS AND PRIORITIES Page 2 Medium-Medium Priorities (Score = 2.25) 17) Plan for financial sustainability of 2008pavement maintenance efforts 18) Develop plan to complete conversion of water system to radio-read meters, and to measure and report on the economic benefits of the conversion; Establish the tracking of benefits accruing from radio-read water meters in order to have metrics to establish 2009 revenue and expense budgets 19) RFPs for all professional consultant services; e.g., audit services (July), city attorney, etc. 20) Review motorboat complaints at Shorewood Yacht Club to SLMPD and City staff for 2008 21) Conduct a community survey (in May) 22) Develop auto-pay for utility bills; evaluate feasibility of credit/debit card transactions (to occur after installation of tnew utility billing module in financial system) 23) Review water rate structure, with attention to minimum charge (to be done in 2"a Qtr 2008) Medium Priorities (Score = 2.00) 24) Review Engineering staffing levels for current and future workloads (provide info on changes in annual costs for WSB's services since 2006 by June 2008) 25) Begin comparing Shorewood's performance against a set of comparable cities 26) Update master plan for Badger Park 27) Consultant (or other) report on if there are more effective ways to use space in Silverwood Park 28) Review and update parking requirements in zoning chapter of City Code 29) Evaluate continuation of deer management/deer removal 30) Develop comprehensive Inflow/Infiltration (I/I) plan to evaluate Metropolitan Council data and findings 31) Accomplish Shorewood/Tonka Bay corporate boundary change in County Road 19/ Smithtown Road intersection area Less Priority (Score < 2.00) 32) Depending on decisions regarding City Hall, raze or sell the house at 5795 Country Club Road. (Score = 1.75) Major on-going activities for 2008 (not for goal/priorit 1~) i) Conduct primary and general elections ii) Stay atop of building permit/nuisance enforcement on foreclosed properties iii) Road reconstruction project GOALS & PRIORITIES, Apri12008-March 2009 Tabulation of City Council's Ranking Staff ranking on items as "High" or" Medium" also shown (High = 3; Medium = 2; Lesser = 1; Blank = 0) I) Develop comprehensive Inflow/Infiltration (I/I) plan to evaluate Metropolitan Council data & findings. High: 0 Medium: 4 Lesser: 0 Staff: Medium Score: 2.00 2) Review/Implement recommendations for Planning District 6 (County Road I9 from Excelsior to Tonka Bay city limits). High: 4 Medium: 0 Lesser: 0 Staff: High (for Comp Plan) Score: 3.00 3) Open LaserFiche Weblink module for public access to City documents and records on Website. Provide easy-to-use instructions on Website • Provide explanation on priorities on what to make available on Weblink High:4 Medium: 0 Lesser:0 Staff: High Score: 3.00 4) Prepare overall plan for LaserFiche/scanning on sequence of work to be done and timeframes to accomplish it. High:4 Medium: 0 Lesser:0 Staff: High Score: 3.00 5) Accomplish Shorewood/Tonka Bay corporate boundary change in County Road 19/ Smithtown Road intersection area. High: 0 Medium:4 Lesser:0 Staff: Medium Score: 2.00 6) Review water rate structure, with attention to minimum charge. • Implementation would be in 2"a Qtr 2008, after installation of new utility billing module. High:l Medium:3 Lesser:0 Score: 2.25 7) Develop & implement water conservation plan. High: 4 Medium: 0 Lesser: 0 Staff: High (mandate from DNR)Score: 3.00 8) Review & update parking requirements in zoning chapter of Code. High:O Medium:4 Lesser:0 Staff: Medium Score: 2.00 9) Revamp performance assessment form of City Administrator (by March) High:2 Medium:2 Lesser:0 Score: 2.50 GOALS & PRIORITIES, Apri12008-March 2009, following 01.28.08 Work Session Tabulation of City Council's Ranking Staff ranking on items as "High" or" Medium" also shown (High = 3; Medium = 2; Lesser = 1; Blank = 0) Page 2 10) Conduct a community survey (in May) High:l Medium:3 Lesser: 0 Score: 2.25 11) City Hall renovation High: 4 Medium: 0 Lesser: 0 Staff: High(est) Score: 3.00 12) RFPs for all professional/consultant services e.g., • audit services (July) • city attorney High:2 Medium:l Lesser:l Score: 2.25 13) Future of Liquor Fund (public/open forum in late April) High:4 Medium: 0 Lesser: 0 Staff: High Score: 3.00 14) Southshore Center -future responsibilities for building; for activitie s & programming High: 3 Medium: 1 Lesser: 0 Staff: High Score: 2.75 15) Complete 2008 Comprehensive Plan update • Design & conduct public participation plan High: 4 Medium: 0 Lesser: 0 Staff: High (mandatory) Score: 3.00 16) Evaluate continuation of deer management/deer removal High: 0 Medium:4 Lesser: 0 Staff: Medium Score: 2.00 17) Plan for financial sustainability of 2008 pavement maintenance efforts High: 1 Medium:3 Lesser:0 Staff: Medium Score: 2.25 18) Transition of permitting responsibilities of Riley-Purgatory-Bluff Cree k Watershed District to City of Shorewood High: 4 Medium: 0 Lesser: 0 Staff: High (mandatory) Score: 3.00 19) Southeast Water Tower rehabilitation project High:4 Medium:0 Lesser: 0 Staff: High Score: 3.00 GOALS & PRIORITIES, April 2008-March 2009 Tabulation of City Council's Ranking Staff ranking on items as "High" or" Medium" also shown (High = 3; Medium = 2; Lesser = l; Blank = 0) Page 3 20) Develop plan to complete conversion of water system to radio-read meters, and to measure & report on the economic benefits of the conversion; establish the tracking of benefits accruing from radio-read water meters in order to have metrics to establish 2009 revenue and expense budgets High: 1 Medium: 3 Lesser: Staff: Medium Score: 2.25 21) Develop roadway project "templates" and determine parameters for neighborhood design preferences High:2 Medium:2 Lesser:0 Staff: High Score: 2.50 22) Develop auto-pay for utility bills; evaluate feasibility of credit/debit card transactions (to occur after installation of new utility billing module in financial system) High: 1 Medium:3 Lesser:0 Score: 2.25 23) Complete items listed for 2008 in CIP Staff: Council: * Slurry overlay High H: 1 * Bituminous overlays High H: 1 * Bituminous sealcoating High H: 1 * Water meter radio-read (phase 2) High H: 1 * SE Area water tower High H: l; M: 1 * Amesbury lineshaft well -pull & inspect High H: 1 * Boulder Bridge Well # 2 -pull & inspect * Woodhaven Well building demolition High H: 1 * Cathcart Park -repave trail; replace swing set M: 1 * Replace the two emergency sirens High H: 1 * City Hall renovation High H: 1 * Lift Station 12 rehabilitation - 5705 Christmas Lake Point High H: 1 * Lift Station 16 rehabilitation - 4915 Shady Island Road H: 1 * Lift Station 15 rehabilitation design - 4360 Enchanted Drive M: 1 * Stormwater management project(s) to be determined High H: 1 * Computer upgrades Medium M: 1 * Equipment/fleet acquisitions M: 1 High: 1 Medium: 0 Lesser: 1 Score: Various; estimate = 2.25-2.50 24) Review Engineering staffing levels for current and future workloads • provide info on changes in annual costs for WSB services since 2006 by June 08 High:2 Medium: 1 Lesser: 0 Blank: 1 Staff: Med. Score: 2.00 GOALS & PRIORITIES, Apri12008-March 2009 Tabulation of City Council's Ranking Staff ranking on items as "High" or" Medium" also shown (High = 3; Medium = 2; Lesser = l; Blank = 0) Page 4 25) Create meaningful budget activity indicators and collect 2008 actual and prior to data to use in 2009 budgeting (winter road clearing is a prime example of something that's needed). High:2 Medium:2 Lesser:0 Staff: Medium Score: 2.50 26) Begin comparing Shorewood's performance against a set of comparable cities. High:l Medium:2 Lesser:l Score: 2.00 27) Monthly financial reporting packages for Council and departments with tabular and graphical representations (which should be done easily with the new financial package) High:3 Medium:l Lesser:0 28) Update master plan for Badger Park High:O Medium:4 Lesser:0 Staff: Medium 29) Tennis courts resolution (plan/decide to remove, repair, or renovate) Score: 2.75 Score: 2.00 High:3 Medium: 1 Lesser:0 Staff: High Score: 2.75 30) Consultant (or other) report on if there are more effective ways to use Silverwood Park space High:O Medium:4 Lesser:0 Staff: Medium Score: 2.00 31) Depending on decisions regarding City Hall, raze or sell the house at 5795 Country Club Road. High:l Medium:l Lesser:2 Score: 1.75 32) Review motorboat complaints at Shorewood Yacht Club to SLMPD and City staff for 2008. High: 1 Medium: 3 Lesser: 0 Staff: Medium Score: 2.25 Ma'ol r on_goin~ activities for 2008 (not for goal/priority list) i) Conduct primary and general elections ii) Stay atop of building permit/nuisance enforcement on foreclosed houses iii) Road reconstruction project 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 MEMORANDUM DATE: February 21, 2008 TO: Mayor and Council Members FROM: Jean Panchyshyn, Deputy Clerk RE: Planning Commission Appointments There are two Planning Commission openings to be filled. Current Planning Commissioner William Ruoff of 26365 Noble Road, has expressed an interest in continuing to serve on the Planning Commission. No other applicants have come forward to date. Should Council decide to appoint Mr. Ruoff to the Planning Commission, it would be for athree-year term from March 1, 2008 through February 28, 2011. Council Action Approval of a motion to adopt a Resolution making Planning Commission appointments is in order. ~®r® PRINTED ON RECYCLED PAPER CITY OF SHOREWOOD RESOLUTION NO. 08- A RESOLUTION MAKING PLANNING COMMISSION APPOINTMENTS WHEREAS, the City of Shorewood has advertised for Shorewood residents to apply to serve on the Planning Commission; and WHEREAS, the City Council did complete the selection procedure for appointment to said Commission. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Shorewood hereby makes the following appointments to the Planning Commission effective March 1, 2008, with the term expiration as indicated: Planning Commission: Member Term 1. William C. Ruoff 2. - To be filled - February 28, 2011 February 28, 2011 Said appointments complete the seven member Planning Commission which consists of the following additional members: Member Term 5. Bruce Gniffke 6. Scott Schmitt 7. Bob Gagne 8. Thomas W. Geng 9. David B. Hutchins February 28, 2009 February 28, 2009 February 28, 2010 February 28, 2010 February 28, 2010 ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 25th day of February, 2008. ATTEST: Christine Lizee, Mayor Acting City Administrator/Clerk 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 MEMORANDUM DATE: February 21, 2008 TO: Mayor and Council Members FROM: Jean Panchyshyn, Deputy Clerk CC: Tim Keane, City Attorney RE: City Administrator/Clerk Position The attached Resolution accepts the resignation of the City Administrator/Clerk, Craig Dawson, and appoints a Staff member as Acting City Administrator/Clerk. Council needs to identify who will serve as Acting City Administrator/Clerk, and make said appointment by Resolution. Upon the Mayor's directive, Staff contacted the League of Minnesota Cities (LMC) to inquire about the option of appointing an Interim City Administrator/Clerk. The LMC has a list of individuals who serve in this capacity on a part-time, temporary basis. If Council is interested in appointing an Interim Administrator/Clerk, Staff could contact those individuals to inquire of their availability, background, and interest in this appointment. The top candidates would be asked to submit a resume for Council to review, and interviews would be scheduled with Council. If Council decides to hire an Interim Administrator/Clerk, a suggested timeline could be: By March 14 -Phone screening conducted; resumes of top three candidates provided March 24 -Interviews with candidates (prior to Regular Council meeting) Between March 24 and April 14 -Appointment of Interim Administrator/Clerk (if needed, a special meeting could be scheduled for this purpose) Council Action 1) Approval of a Resolution accepting City Administrator/Clerk Craig Dawson's resignation, and appointing an Acting City Administrator/Clerk. 2) `Council should determine if they want to appoint an Interim Administrator/Clerk, and, if so, direct staff to proceed with this process. ra Fe PRINTED ON RECYCLED PAPER ~t ~-~ CITY OF SHOREWOOD RESOLUTION NO.08- ACCEPTING RESIGNATION OF CITY ADMINISTRATOR/CLERK AND APPROVING APPOINTMENT OF ACTING CITY ADMINISTRATOR/CLERK WHEREAS, City Administrator/Clerk, Craig W. Dawson, has served as City Administrator/Clerk since January 2001; and WHEREAS, on February 11, 2008, Mr. Dawson submitted his resignation to the City Council of the City of Shorewood effective February 22, 2008; and WHEREAS, the City Council has accepted the resignation and desires to appoint an Acting City Administrator/Clerk, NOW, THEREFORE BE IT RESOLVED the City Council of Shorewood does hereby appoint as Acting City Administrator/Clerk until such time as an interim or permanent City Administrator/Clerk has been appointed. NOW, THEREFORE BE IT FURTHER RESOLVED shall continue to discharge the responsibilities of the office of and shall further be charged with all the duties and responsibilities of the City Administrator/Clerk as set forth in the City Code of the City of Shorewood and Minnesota Stat. Chapter 412. ADOPTED by the City Council of the City of Shorewood this 25th day of February, 2008. Christine Lizee, Mayor ATTEST: Acting City Administrator/Clerk ~1 ~' 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 MEMORANDUM TO: City Council FROM: Craig W. Dawson DATE: February 21, 2008 SUBJECT: City Administrator Recruitment Process The City Council may wish to consider the use of services by an executive search firm in filling the vacancy in the city administrator position. The City has used these services in prior recruitments in this position. A search firm typically develops an announcement and profile of the position, assesses and presents recommendations of candidates to remain in the process, conducts background and reference checks, and assists in the interview process itself. Firms may also have their own capabilities or subcontract for personality/psychological assessments if the City desires them. I contacted four firms located in the Twin Cities that provide these services. Their charges for generally fell in the $15,000 - $20,000 range, and they reported that typically it's athree- to four- month process from the time the firm is engaged until the City Council selects a person to take the position. A copy of the Request for Proposal, adapted from the City of Kenyon, Minnesota, is attached. In terms of the logistics, the Council may wish to: accept responses to the RFP through March 12, schedule interviews during March 17 - 19 (either by the whole Council or a Committee), and select a firm to perform services at the March 24 Council meeting. Of course, this is a suggestion for a reasonable and ambitious schedule. City Council Action: The City Council should decide whether it wishes to engage the consulting services of an executive search firm, and if so, direct staff to make the Request for Proposal (RFP) available to such firms. ~ ~ PRINTED ON RECYCLED PAPER ~~ t..~/ s 1~ CIrI` 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 REQUEST FOR PROPOSAL EXECUTIVE SEARCH CONSULTING SERVICES To Select a City Administrator/Clerk for The City of Shorewood, Minnesota Proposals must be submitted by 4:30 p.m., Wednesday, March 12, 2008 .' p®~e PRINTED ON RECYCLED PAPER INDEX SECTION DESCRIPTION City /Consultant Responsibilities II Performance Specifications III Instructions on Submitting Proposals IV Selection Procedure SECTION I -CITY /CONSULTANT RESPONSIBILITIES Advertising The consultant will recommend and arrange for advertisements with a variety of professional organizations, publications, and websites including the ICMA newsletter and League of Minnesota Cities Bulletin. A recruitment brochure will also be created. Accepting Applications The consultant will accept, acknowledge and evaluate applications. Data Elected officials and City staff will cooperate with the selected consultant in providing requested information and scheduling meetings. SECTION II -PERFORMANCE SPECIFICATIONS Scope of Services 1. Evaluate the City's unique needs based on financial condition, existing programs, organization, etc., to determine appropriate areas of expertise required by candidates. 2. Evaluate the Mayor, City Council, and Department Heads expectations for use in the screening process. 3. Recommend the appropriate recruitment/interview process. 4. Recommend a list of questions to be utilized by the City Council for interviews. 5. Recommend a "short list" of candidates for personal interviews with the Mayor and City Council. 6. Check references and perform necessary background checks. 7. Develop a timeline for the recruitment process up to the final offer based on the City's preferences gathered from the above processes. Reports and Timing 1. The consultant will prepare 10 copies of all reports, including a report of the methods and criteria to be used in the screening process, and a report recommending the candidates for interview. 2. The consultant will make a verbal presentation of each report to the Mayor and City Council. 3. The consultant will proceed with. the project with expeditious timing of the entire process. This item must be addressed in the proposal. SECTION III -INSTRUCTIONS ON SUBMITTING PROPOSALS Proposals must be submitted by 4:30 p.m., Wednesday, March 12, 2008, to: City of Shorewood 5755 Country Club Road Shorewood, NIN 55331 Ten (10) copies of the proposal are required to be submitted. The proposal shall include the following information: 1. A statement of your understanding of the work, description of the approach, explanation of the procedures to be used, and timetable to be followed. 2. Qualifications of the personnel proposed to supervise and perform the work. This should include biographies, including experience of the individuals who will be assigned to the work and relevant experience of each in working with municipalities. 3. A listing of Minnesota cities that your firm has provided consulting services to during the past three years. Include telephone numbers and the contact person. 4. The not-to-exceed fee for performing the work, including out-of-pocket expenses. 5. Indicate the fee payment schedule. SECTION IV -SELECTION PROCEDURE The proposals will be evaluated upon the following factors: • Relevant experience of the firm • Reputation of the firm based on references • Qualifications of personnel to be assigned • Commitment to complete the process in a timely manner • Ability to communicate the work plans in an organized, clear and convincing manner • Estimated cost of the study The Mayor and City Council will conduct oral interviews during March 17-19, 2008, with some or all of the firms that submit proposals. Selection of a firm will be made at the March 24, 2008, City Council meeting. °I'~' 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 MEMORANDUM TO: Mayor and City Council Craig Dawson, City Administrator FROM: James Landini, City Engineer ~- DATE: February 21, 2008 RE: Public Information Meeting - Stoim Water Polhtion Prevention Program (SWPPP) As part of the federal Clean Water Act, the City of Shorewood is required to obtain a National Pollutant Discharge Elimination System (NPDES) permit. The two main requirements of this permit are preparation of a Stone Water Pollution Prevention Program (SWPPP) and subsequent annual reports. In preparation for the annual report, a public meeting must be held to discuss the SWPPP. In accordance with those requirements, we are holding the public meeting and all public comments received will be recorded in the Record of Decision, which will be filed with the amntal report. During the public meeting, I will be giving a brief presentation outlining the SWPPP and items that will be included in the annual report. Attached to this memo are the slides for this presentation. The deadline for the 2007 annual report is June 30, 2008. The format of the report is new. Some of the activities that will be reported in the 2007 report include the following: • 3 water quality-related articles published in the Shoreport • Ongoing public education and outreach (web site and seminar) • Tonight's public meeting • Ongoing staff training The report also requests a report on the proximity of Shorewood to a specific list of water bodies. Recommendation Staff recommends that once the City Council has conducted the Public Information Meeting, a motion. be approved directing Staff to prepare a Record of Decision. It is further recommended that the Atmual Report be presented at the May 12, 2008 City Council Meeting for approval under the Consent Agenda. ~®«® PRINTED ON RECYCLED PAPER Storm Water Pollution Prevention Program '1 ~ a ,.,~ .. E ~.l .~~, City of Shorewood Annual Meeting February 25, 2008 floc,{loom ,~a. , .~e~~,~~~„~arv Public ~ pia ;, . - ti„~g ,,.~a Education ~ a.,:x~ ~' and o. ~~,, _ ... _. ~9 S~ Outreach „y ,= ® - F ,, ~ .. ,~ ,~Y t~ ~ ~~,t. Six Minimum Control Measures The following six minimum control measures are the implementation mandates under the Stormwater Pollution Prevention Program: ,~y~`'~ Public Participation/Involvement Annual Meeting Historically has ZERO attendance ~. ~ ~ Does Council want attendance improved? 1 Post Construction Runoff Control ~ r r, ,.~~ .,«~; ~~~~~wa~.~r ~~ .~ •"~ i, wk~ ~~., , Construction Site Runoff Control ~;~~ - :~f ~ ~„ _~ ~ L~~, max, -- j ~ ~'~ ~ ~. ~,:' ~. - Pollution Prevention/Good Housekeeping r . ~` .~i F ~~ ~ ~ i 9 -- ~ ~ ,~~s, ~. '~ ~ 2