cityofshorewood 5755countryclubroad ...ci.shorewood.mn.us/10-28-19 cc reg mtg agenda packet.pdf ·...
TRANSCRIPT
CITYOFSHOREWOOD 5755COUNTRYCLUBROADCITYCOUNCILREGULARMEETING COUNCILCHAMBERSMONDAY, OCTOBER28, 2019 7:00P.M.
AGENDA
1. CONVENECITYCOUNCILMEETING
A. PledgeofAllegiance
B. RollCallMayorZerby___
Johnson___ Labadie___
Siakel___ Sundberg___
C. ReviewandAdoptAgendaAttachments
2. CONSENTAGENDA MotiontoapproveitemsontheConsentAgenda & AdoptResolutionsTherein:
A. CityCouncilWorkSessionMinutesfromOctober15, 2019 Minutes
B. CityCouncilRegularMeetingMinutesfromOctober15, 2019 Minutes
C. ApprovaloftheVerifiedClaimsList ClaimsList
D. AcceptHennepinCountyOrganicsRecyclingGrant RecyclingCoordinatorMemo
E. GrantAgreementwithMetropolitanCouncilEnvironmental CityEngineerMemoServicesforImprovementsofPubliclyOwnedInfrastructure (I&I) Resolution19-098
F. Approvalof2019AuditEngagementLetter FinanceDirectorMemo
G. AcceptImprovementsandAuthorizeFinalPaymentforthe CityEngineerMemo2018I & IAbatementProject, CityProject18-12 Resolution19-099
H. ApproveNewHireforPlanningTechnician CityAdministratorMemo
3. MATTERSFROMTHEFLOORNoCouncilActionwillbetaken)
4. PUBLICHEARING
5. REPORTSANDPRESENTATIONS
6. PARKS
A. ReportbyCommissionerGallivanon10-08-19ParkCommissionMeeting Minutes
CITYCOUNCILREGULARMEETINGAGENDA – October28, 2019Page2
7. PLANNING
8. ENGINEERING/PUBLICWORKS
A. AcceptChaskaRoadTrafficStudy CityEngineerMemo
B. MiscellaneousCityDrainageStructureRepairs CityEngineerMemoResolution19-100
9. GENERAL/NEWBUSINESS
10. STAFFANDCOUNCILREPORTS
A. AdministratorandStaff
1. September2019GeneralFundBudgetReport FinanceDirectorMemo
B. MayorandCityCouncil
11. ADJOURN
2A
CITYOFSHOREWOOD 5755COUNTRYCLUBROADCITYCOUNCILWORKSESSIONMEETING COUNCILCHAMBERSTUESDAY, OCTOBER15, 2019 6:00P.M.
MINUTES
1. CONVENECITYCOUNCILWORKSESSIONMEETING
MayorZerbycalledthemeetingtoorderat6:00P.M.
A. RollCall
Present. MayorZerby; CouncilmembersJohnson, Labadie, Siakel, andSundberg; CityAdministratorLerud; CityAttorneyTimKeane; CityClerkThone; PlanningDirectorDarling; andDirectorofPublicWorksBrown.
Absent: None
B. ReviewAgenda
Siakelmoved, Labadieseconded, approvingtheagendaaspresented. Motionpassed5/0.
2. CODYDIETRICH, DORANCOMPANIES, EASEMENTVACATIONREQUEST
CityAdministratorLerudexplainedthatDoranCompanieshasbeenworkingwiththeCity ofTonkaBaytoconstructanapartmentbuildingonlandneartheTonkaBaywatertowerandpartoftheexistingmall. HereviewedthepastdiscussionregardingtheeasementareaincludingitsproximitytothePublicWorksbuildingandpotentialfuturecomplaintsfrom residentsinthebuilding. HestatedthatDoranhadgonetotheTonkaBayCityCouncilwithanewconceptdesignthatworkedaroundtheeasementarea, buttheTonkaBayCouncilpreferredtheoriginalconcept, sotheyarenowbeforetheShorewoodCounciltorequestthattheCityvacatetheeasement. HestatedthatthisagendaitemisfortheCounciltodiscusswhethertheywillcallforapublichearingtoconsidervacatingthiseasement.
TonyKuechle, DoranDevelopment, statedthattheyhavemettwicewithstaffregardingthisissue. Hestatedthattheyexpendedalmostone-hundredthousanddollarstogettheoriginaldesignmadeandapprovedbytheTonkaBayCityCouncilwhichwaswhentheyweremadeawareofthepotentialproblemwiththeeasement. HestatedthattheydidshowTonkaBaythattherewasanalternativeplanbutnotedthattheywouldprefertheoriginalplan. HestatedthathedoesnotseeaproblemwiththeproximityofthePublicWorksfacilitybecauseofthetypeofglasstheyuseandthelimitedamountsthewindowscanbeopened.
GerryDeLeVega, MayorfortheCityofTonkaBay, statedthatTonkaBaypreferredtheoriginalplanforthisdevelopmentandhopesthatthereisawaytogetbacktothatplan. HestatedthatthiswillalsoallowtheCityofShorewoodtohavenewwaterandsewerconnectionsaspartofthisprojectwhichiswhy, inhisopinion, theoriginalplanwillbebetterforbothTonkaBayandShorewood.
CouncilmemberSiakelaskedwhyhepreferredtheoriginalplanoverthealternatives. Mr. DeLeVegastatedtheypreferthatplanbecauseofthelocationofthebuildings. CouncilmemberSiakel
CITYOFSHOREWOODWORKSESSIONCOUNCILMEETINGMINUTESOctober15, 2019Page2of4
statedthatitappearsasthoughbothoptionshavethesamenumberofunits. Mr. DeLeVegastatedthatbothoptionshave82units.
Mr. Kuechlenotedthattheyarestillplanningtorelocateutilitiesregardlessofwhichplanmovesforward. MayorZerbyaskedifbeforethisprocessstartedwhethertheywereawarethattherewasaneasementinthislocation.
Mr. Kuechlestatedthattheydidknowtherewasaneasement, butinthemeetingwithCityAdministratorLerud, PlanningDirectorDarlingandPublicWorksDirectorBrown, hesaidtheydidnotbelieveitwouldbeaproblemvacatingtheeasement. MayorZerbynotedthatstaffdoesnotspeakmakethedecisionfortheCouncilandaskedwheretheprojectwaswhenthisconversationwithstaffoccurred. Mr. KuechlestatedthatithadnotbeenapprovedbyTonkaBayatthattime, butitwaswheretheykickedofftheirdesignplans.
CouncilmemberLabadiestatedthatsheisinhersecondtermonCouncilandneveroncehasstaffgonetoameetingandassuredanyonethatsomethinglikethiswouldnotbeanissue. ShestatedthatshehascompletefaithintheCitystaffthattheywouldnevergoaheadandpresumeCouncilactions. ShestatedthatMr. DeLeVegastatedthatTonkaBayhasbeenworkingonthisprojectsinceDecemberof2018andthattheeasementisrightinthemiddleofthisproperty. SheaskedwhythisiscomingtoShorewoodayearlaterandhasnevercomebeforetheCouncilbeforetonight.
Mr. Kuechlestatedthathestandsbyhisstatementsthattheyweretoldatthemeetingthatvacatingtheeasementwouldnotbeanissueprovidedtheymetcertaincriteria. Hestatedthathetakesresponsibilityfornotsubmittingtheapplicationforvacatingtheeasementatthattime.
CouncilmemberSiakelstatedthatsheagreeswithCouncilmemberLabadiebutnotedthatthisprojectiswellonitsway. ShestatedthatthecommunicationsurroundingthisissuewasverypoorandthisshouldhavecomebeforetheCouncilwellbeforenow. Shestatedthatshedoesnotknowwhichdesignoptionwillbebetterbecausetheybothhavethesamedensity. ShestatedthatwhileTonkaBayiswellwithintheirrightstodevelopthispropertyastheyseefit, itwouldhavebeennicetohavealittlemorecollaborationandcommunicationbetweenthecities. Shestatedthatshefirmlybelievesthattherewillbecomplaintsfromresidentswhenthesnowplowsareloadingupwithsaltat2:00a.m. togoclearthestreets. ShestatedthatshealsodoesnotbelievethatthetrafficfromthisdevelopmentwillnothaveanimpactonCountyRoad19.
Mr. Kuechlestatedthatregardingthedesignoptions, theymetwithmembersofthecommunity, staffandTonkaBayCouncilandchosetheoriginaldesignbecauseitallowsthemtomovethebuildingbackabitandputinsomeadditionallandscapinginfrontaswellas moreeffectiveparking. Hereviewedsomeoftheoriginaldesigndetailsasamixtureoftwo-storytownhomesandapartments. Mr. DeLeVegastatedthattheylistenedtofeedbackwhentheychosetheoriginalplandesigns.
MayorZerbystatedthatattheSeptember10, 2019TonkaBayCouncilmeeting, Mr. DeLeVegastatedthatthetrafficstudyhad “issues”. Heaskedwhatthoseissueswere. Mr. Kuechlestatedthattrafficstudyinformationcanbeconstruedmanydifferentways. Hestatedthatiftheretailspaceisfilledthatwillhavemuchmoreofanimpactonthetrafficthanaresidentialbuilding.
Mr. DeLeVegastatedthequestionrightnowiswhethertheCitywantstokeeptheireasementinitssamelocationorletitbemovedandhavenewconnections. MayorZerbystatedthathe
CITYOFSHOREWOODWORKSESSIONCOUNCILMEETINGMINUTESOctober15, 2019Page3of4
doesn’tseethenegativeaspecttotheseconddesign. Hestatedthattohim, thisrequestissimilartoavariancerequest.
Mr. KuechlestatedthatheseesthisascomingdowntoexpensefortheCity, becauseifShorewoodneedstoreplaceutilities, theywillneedtoshoreupthesebuildings. MayorZerbystatedthathewouldhavetorelyonstaffandengineeringtomakethatdetermination.
CouncilmemberSundbergstatedthatshewouldlikemoreinformationthatisspecifictohoweitherofthesedesignswillaffectShorewood. SheaskedPublicWorksDirectorBrowntosharehisconcernsaboutthePublicWorksbuilding. PublicWorksDirectorBrownstatedthatthetwobasicconcernsarenoiseandthestockpilesofmaterialsthatarestoredonsitewhichessentiallymakeitanindustrialtypesite.
CouncilmemberSundbergaskediftherewereconcernsaboutresidentsaccessingtheareaandcausingissues. PublicWorksDirectorBrownstatedthattheyhavehadsometheft, butithasbeenrareandwouldnotexpectresidentsatthisbuildingtobeinvolvedinthattypeofactivity.
CouncilmemberLabadiestatedthatshehadquestionsthatshewouldlikestafftoresearchandprovideanswerstotheCouncilatafuturemeeting. ShequotedfromamemosentbyDoranonOctober3, 2019regardingthelifecycleofawater/sewerlineandaskedwhatthelifecycleisofawater/sewerline. Shestatedthatthewaterandsewerlinesinthisareaareworkingperfectlyandaskedifitwouldbemoredetrimentaltodisruptaperfectlyworkingsystemthanallegedlyaddinglifetothewater/sewerlines.
PublicWorksDirectorBrownstatedthathecananswerthosequestionstonight. Hestatedthatthelinesaretwenty-sevenyearsoldandweredesignedspecificallyforthePublicWorksfacility. Hestatedthatwaterandsewerlinestypicallyhaveafifty-year lifecycle. Hestatedthatthesanitarysewerhasnotbeentelevisedsoheisunsureifthereareissueswiththatline.
CouncilmemberSundbergstatedthatshethinkstheCityshouldgoaheadandcallforaPublicHearingtogivecitizensachancetovoicetheiropinion.
CouncilmemberJohnsonaskedifitwouldbepossibletohaveelevationsavailableatthePublicHearing. Mr. DeLeVegastatedthatthedesignoftheprojectisnotthequestionbeforetheCouncil, itissimplyabouttheeasements. MayorZerbystatedthathefeelsdesignisrelevanttothediscussionregardingtheeasementsbecauseMr. DeLeVegastatedthatTonkaBayhasapreferencefortheoriginaldesignwhichinvolvestheeasement. Mr. Kuechlenotedthatthearchitecturaldesignsofthebuildingsarethesameforbothdesigns, itisthesitelayoutthatisdifferent.
PlanningDirectorDarlingnotedthattheearliestaPublicHearingcouldbeheldisNovember12, 2019.
3. BEVMATHIASEN, REPUBLICSERVICESRECYCLINGCONTRACT
BevMathiasen, RepublicServicesgaveanoverviewoftherecyclingindustryandthetrendsthathavestressedtheindustry. Shereviewedthereasonsfortheplungingcommoditypricesandthechangingbusinessmodelwhileendmarketsaredeveloping. Shestatedthattheirpricingproposalfor2020is $3.45forcollectionand $0.68forprocessing, permonth, perhousehold. ShestatedthattheresidentsinShorewoodaredoingafantasticjobwithrecycling.
CITYOFSHOREWOODWORKSESSIONCOUNCILMEETINGMINUTESOctober15, 2019Page4of4
CouncilmemberSundbergnotedthattheCityhasaRecyclingCommitteeandaskedifMs. Mathiasenhadspokenwiththem. Ms. MathiasenstatedthatshehadnotbecauseJulieMoorewantedtogettheRecyclingCommitteefirmlyestablishedbeforeshewasbroughtit. Shenotedthatthereareplansforhertospeaktotheminthefuture.
4. ADJOURN
Johnsonmoved, Siakelseconded, AdjourningtheCityCouncilWorkSessionMeetingofOctober15, 2019, at6:55P.M. Motionpassed5/0.
ATTEST: ScottZerby, Mayor
SandieThone, CityClerk
2B
CITYOFSHOREWOOD 5755COUNTRYCLUBROADCITYCOUNCILREGULARMEETING COUNCILCHAMBERSTUESDAY, OCTOBER15, 2019 7:00P.M.
MINUTES
1. CONVENECITYCOUNCILREGULARMEETING
MayorZerbycalledthemeetingtoorderat7:00P.M.
A. RollCall
Present. MayorZerby; CouncilmembersJohnson, Labadie, Siakel, andSundberg; CityAttorneyKeane; CityAdministrator Lerud; CityClerkThone; FinanceDirectorRigdon; PlanningDirectorDarling; DirectorofPublicWorksBrown; andProjectManagerKoscielak
Absent: None
B. ReviewAgenda
Siakelmoved, Labadieseconded, approvingtheagendaaspresented. Motionpassed5/0.
2. CONSENTAGENDA
MayorZerbyreviewedtheitemsontheConsentAgenda.
Johnson moved, Labadieseconded, ApprovingtheMotionsContainedontheConsentAgendaandAdoptingtheResolutionsTherein.
A. CityCouncilWorkSessionMinutesfromSeptember23, 2019
B. CityCouncilRegularMeetingMinutesofSeptember23, 2019
C. ApprovaloftheVerifiedClaimsList
D. ApprovalofTobaccoRetailerLicenses, RESOLUTIONNO. 19-093, “AResolutionApprovingLicensestoRetailerstoSellTobaccoProducts.”
E. LMCITLiabilityWaiverform, RESOLUTIONNO. 19-094, “AResolutionElectingtoNotWaiveStatutoryTortLimitsforLiabilityInsurance.”
F. ApprovalofThreeRiversDistrictWinterUsePermit, RESOLUTIONNO. 19- 095, “AResolution ApprovingtheThreeRiversParkDistrictWinterUsePermit.”
G. PledgeofAllegiance
H. ApprovalofPropertyRestrictionforaPortionofBadgerPark, RESOLUTION19-096, “AResolution ApprovingBadgerParkDeedRestriction
CITYOFSHOREWOODREGULARCOUNCILMEETINGMINUTESOctober16, 2019Page2of6
RequirementsfortheDepartmentofNaturalResourcesOutdoorRecreationGrant.”
Motionpassed5/0.
3. MATTERSFROMTHEFLOOR - NONE
4. PUBLICHEARING - NONE
5. REPORTSANDPRESENTATIONS - NONE
6. PARKS - NONE
7. PLANNING
A. VarianceforFrontandBluffSetbacks, RefinedRemodeling, Inc. for5875RidgeRoad
PlanningDirectorDarlinggaveanoverviewofthevariancerequestandnotedthattheapplicanthasrequestedafrontandbluffsetbackinordertoconstructadditionstothehomeandgarageforthehomeowner’schangingmedicalneeds. Sheexplainedthattheentirepropertyislocatedwithinabluff. StaffandthePlanningCommissionrecommendapprovaloftherequestbasedonthefindings, thatthecriteriaforthevariancehavebeenmet, andthatitistheminimumvariancenecessarytoalleviatethepracticaldifficulty.
Johnson moved, Labadie seconded, AdoptingRESOLUTIONNO. 19-097, “AResolutiongrantingvariancesforpropertylocatedat5875RidgeRoad, subjecttoconditionsaslistedinthestaffreport.” Motionpassed5/0.
8. ENGINEERING/PUBLICWORKS - NONE
9. GENERAL/NEWBUSINESS
A. EngineeringFirmProposalandInterviewFollow-Up
CityAdministratorLerudexplainedthatoverthelastfewmonths, theCouncilhasinterviewedandgatheredinformationregardingthreeengineeringfirms. HestatedthatstaffhasconcludedthatallthreefirmsconsideredhavethetechnicalskillsandresourcestoadequatelyprovideengineeringservicestotheCitysotheultimatedecisionwillbeuptotheCouncil.
CouncilmemberSundbergstatedthatshecomesbacktothecostandnotedthatthereisasubstantialdifferencebetweenWSBandtheothertwofirms. SheaskedCityAdministratorLerudtoexplainhowtheretainerprocessworks.
CityAdministratorLerudexplainedthattherelationshiptheCityhaswiththeretainerisfairlyunique. HestatedthatBolton & MenkandStantecwereaskedtosubmitwhatwouldberequiredtoprovidededicatedhoursforstaffhereatCityHall. Hestatedthattheywerenotgiventheoptiontochargebackanyoftheworkthattheymaydoonotherprojectsduringthattime. Hestatedthathedoesbelievethatthereisworkthatwillbedonethatwillbechargedtootherprojects. Hestatedthatinthestaffevaluation, theyfoundthatthecostoftheengineeringserviceswillbe
CITYOFSHOREWOODREGULARCOUNCILMEETINGMINUTESOctober16, 2019Page3of6
relativelycompetitivewitheachotheroverthecourseofayear. CouncilmemberSiakelaskediftheCitywouldbeabletonegotiatesomeofthesecosts. CityAdministratorLerudstatedthattheplanistonegotiateonceafirmisselected. CouncilmemberSundbergstatedthatsheisnotunderstandingtheapplestoapplescomparison.
CouncilmemberSiakelstatedthatthereisnotanapplestoapplescomparison, whichiswhyitisconfusing. ShestatedthatsheisleaningtowardstheCouncilchoosingafirmandleavingstafftoworkonnegotiatingthedetailssurroundingthefees. Shestatedthatinheropinion, thisdecisionismoreaboutstaffandCouncilandresidentsfeelingthattheengineeringfirmthattheCityhasonboardistheonethatcanmeettheneedsoftheCity. ShestatedthatwhilesheappreciatestheworkdonebyWSBinthepast, sheisinfavorofmakingachange. ShestatedthatsheisinfavorofchoosingBolton & MenkandhavingAndrewBuddeastheCityEngineer. ShegaveanoverviewofwhyshefeelsthatMr. BuddeisthebestfitfortheCity.
CouncilmemberSundbergaskedwhowouldbeseniortoMr. BuddeandtowhatdegreehewouldbeinvolvedwiththeCity’swork. CityAdministratorLerudstatedthatDaveMartiniwouldbeseniortoMr. Budde.
DaveMartini, statedthathebelievesMr. BuddeiscompetenttohandlealltheCity’sdaytodayneeds, however, hewouldbeinvolvedtowhateverextentmaybenecessary. HereiteratedthattheyareconfidentthatMr. BuddewillbeabletotakecareoftheCity’sdaytodayissueswithoutanyproblems.
CouncilmemberJohnsonstatedthatheisnotopposedtomakingachange. HeaskedwhethertheCouncilshouldbetakingtheGrantStreetsituationintoconsideration. Heaskedifallthelegalissueshadbeenresolved. CityAttorneyKeanestatedthatasfarashewasconcernedtheCityhasmanageditthroughitsnextstepsanddoesnotseeanydecisionimpactingfuturealternativestothesituation.
CouncilmemberLabadiestatedthatsheagreeswithCouncilmemberSiakelthatitwouldbebeneficialfortheCitytohavefresheyesinthisposition. ShestatedthatshealsofeltthatMr. BuddeinterviewedwellandnotedthatshelikedthatheattendedoneoftheCouncilmeetingsaftertheinterviewprocess. ShestatedthatshealsofeltthatthecandidatewithStantecwasalsocompetent. Shestatedthatwhileshewouldfeelcomfortablewitheithercandidate, shewasleaningtowardsMr. BuddewithBolton & Menk.
MayorZerbystatedthathehasbeenverypleasedwiththeworkfromWSBinthepast. HestatedthattherehavebeensomechallengesoverthelastfewyearsthathavemadeitdifficulttoworkwithWSB. HestatedthathehasheardfrombothCouncilmembersandresidentsthattrustforWSBhasbeenbrokenforawhile. HestatedthatheunderstandsthatWSBhasworkedhardinthelastfewmonthstoregaintheCity’strust, however, hecouldsupportachangeaswellandcouldsupporteitheroftheothertwofirms.
CouncilmemberSundbergstatedthatshethinksallthreefirmscoulddoagoodjob, butisuncomfortablenothavingabetterandmoreclearfinancialpicturebeforeachoiceismade. SheaskediftheCitycouldgetthatinformationbeforemakingadecision. CityAdministratorLerudstatedthattherewillbeacontract, sotheCouncilwouldhavethatinformationbeforemakingafinaldecision.
CITYOFSHOREWOODREGULARCOUNCILMEETINGMINUTESOctober16, 2019Page4of6
CouncilmemberSiakelstatedthatshedoesnotthinkthereisahugecostdifferencesoshefeelsitcomesdowntowhattheCouncilthinksisbestfortheCity. ShereiteratedthatshefeelsBolton
MenkbestfitstheneedsoftheCity.
Siakelmoved, Labadieseconded, todirectstafftoenterintonegotiationswithBolton & MenktoprovideengineeringservicesfortheCitywiththecontractstobereadybythefirstCouncilmeetinginDecember.
CouncilmemberSundbergstatedthatshewillopposethismotionbecausesheisuncomfortablewithonlynegotiatingwithonefirm, sothereisnotanaccuratecomparisonbetweentheothertwofirms.
Motionpassed4/1 (Sundberg).
10. STAFFANDCOUNCILREPORTS
A. AdministratorandStaff
1. AugustGeneralFundReport
FinanceDirectorRigdongaveabriefoverviewoftheAugustGeneralFundReport. Henotedthatlicensesandpermitsarecurrentlyatone-hundredfifty-fourpercentofbudget. HestatedthatexpendituresareveryclosetobudgetsoheexpectstheCitytobeinapositivesituationbytheendoftheyear.
rd2. Investments3 Quarter2019Report
FinanceDirectorRigdonnotedthattheCity’sinvestmentpolicyhasbeeninplacesince2013. Hereviewedthedetailsoftheinvestmentsandnotedthattherehasbeenaslightdecreaseintheyieldduetothecurrentmarketconditions. Hestatedthatthereisapproximately $150,000inearnedinterestthusfarthisyear.
3. MNDCPEmployeeOption
CityClerkThonestatedthatthisitemisaninformationalitemthatoffersasecondoptionforretirementinvestmentsforemployeeswith theMinnesotaDeferredCompensationPlan (MNDCP).
Other
PublicWorksDirectorBrown statedthatonSeptember23, 2019, staffwasdirectedtobeginpumpingMaryLakeonatwenty-four-hourbasis. Hestatedthatthepumphasbeeninstalledandhasbeenpumpingfortwenty-onefulldaysandtheelevationhasbeendroppedbyonefoot. Hestatedthathebelievesthelevelwillbedroppeddowntotheperceivedhigh-waterlinewellbeforethepermitwithHennepinCountyexpires.
MayorZerbythankedPublicWorksDirectorBrownforhiscreativesolutioninreroutingthiswaterandaskedifhehadthoughtsonthedrivewayrestorationforthetwohomesattheendofElderTurn.
CITYOFSHOREWOODREGULARCOUNCILMEETINGMINUTESOctober16, 2019Page5of6
PublicWorksDirectorBrownstatedthatwhenthewaterleveldropsfurther, theCitywillberestoringtheaffecteddrivewaysbeforefreezeup. HestatedthattherewasalsoavirtualmeetingoftheDNR, MinnehahaCreekWatershedDistrictandBarrEngineeringtodiscussthepermanentsolutiontothisissue.
CouncilmemberJohnsonstatedthataresidenthadpassedalongaquestiontohim. HestatedthattheywantedtoknowthatbythetimetheCitygetstothelevelbacktotheordinaryhigh-waterlineiftherewouldonceagainbythreebodiesofwater, asopposedtoone.
PublicWorksDirectorBrownstatedthathedoesnothaveanexactansweryetbecausetherearestilladditionalsurveysthatneedtobecompleted. HestatedthatpertheDNR, therehasneverbeenahigh-waterlineoranordinaryhigh-waterlineestablishedforMaryLake. HestatedthattheCityhasrequestedthatthisbeestablishedandhopestohavethatanswerbackfromtheDNRinthenextmonth. HestatedthatheexpectstheCitytopumpMaryLakedownaboutanotherfoot.
MayorZerbystatedthathereceivedafewcallsregardingthepotholesonSweetwater.
PublicWorksDirectorBrownstatedthatProjectManagerKoscielak hadthemostuptodateinformationonthatarea.
ProjectManagerKoscielakstatedthatshespokewiththecontractortodayandassumingtherainstops, willstartthemillingoperationsforallofthestreetsidentifiedforthe2019millandoverlayprojectsonOctober16, 2019. ShenotedthatitalsoincludesgoingoverSweetwaterCurveandremovingthesegmentofpotholes referredtobyMayorZerby. ShestatedthatthepavingoperationsmaystartasearlyasThursdayafternoon.
PlanningDirectorDarlinghighlightedtheworkthatwasdoneatthepaintingpartyforthehockeyboardsatCathcartPark. Shethankedthefollowingvolunteers: MCarlsonPainting – Jamie, Grant, Kyle, Shanna, MattandCandace; GloriaAaranson; LanceDetrude; DaveandZachEisenmann; TimKeane; JenniferLabadie; RickandJulieMoore; andEdRockandfamily. ShestatedthatMCarlsonPaintingwasamazingandsuppliedadditionalsuppliesandequipmentaswellasdoughnutsandcoffeeforthevolunteers.
PlanningDirectorDarlinggaveanupdateonworkthathashappenedatFreemanSouthParkplayground. Shestatedthatitisreadyforthenewequipmentandnotedthattheengineeredwoodfibershouldbeinstalledsometimewithinthenexttwoorthreeweeks.
PlanningDirectorDarlingstatedthatmostofthesubsurfaceworkhasbeencompletedatBadgerPark. Shestatedthattherestroomfacilityisupandtheshelterbuildingshouldbeupthisweek.
B. MayorandCityCouncil
CouncilmemberSiakelaskedthatstaffbringbackanitemtotheCounciltodiscussenforcementofthecoderegardingfirelaneaccess. ShestatedthatshewouldliketheretobeamonumentatBirchBluffRoadthatstatesitispedestrianonlybeforethewinterseasonensues. ShestatedthatshewouldliketheCitytoenforcethecodethatiscurrentlyinplaceandthentakesometimetoreviewthewholefirelaneissue.
CITYOFSHOREWOODREGULARCOUNCILMEETINGMINUTESOctober16, 2019Page6of6
MayorZerbystatedthatheattendedameetinghostedbytheChamberofCommerceregardingtheMinnehahaSteamboatandwaystotaketheboatinandoutforstorage. Heexplainedthatthisservicehadpreviouslybeendonatedbutthatwillnolongerhappenatthatlocation, sotherearesomeconcernsabouthowthiswillberesolved. Hestatedthatthemeetingwaswellattendedandwasessentiallyalisteningsessionsopeoplecouldstartthinkingabouttheissueandtrytocomeupwithasolution. HestatedthathealsoattendedtheFireandPoliceOpenHousethatwasalsowellattendeddespitetherain. HestatedthathewouldalsoliketoseetheCityconductaPublicWorksOpenHouseinconjunctionwiththisevent.
CouncilmemberJohnsonnotedthathehadstoppedintoPublicWorksrecentlywithhisdaughterandshegotanimpromptutourandlovedit, soheagreesthattherewouldbeinterestfromthecommunity.
11. ADJOURN
Sundberg moved, Siakel seconded, AdjourningtheCityCouncilRegularMeetingofOctober15, 2019, at7:40P.M. Motionpassed5/0.
ATTEST: ScottZerby, Mayor
SandieThone, CityClerk
2C
MEETINGTYPE
CityofShorewoodCouncilMeetingItem RegularMeeting
Title / Subject: VerifiedClaims
MeetingDate: October28, 2019Preparedby: MichelleNguyen, SeniorAccountant
GregLerud, CityAdministratorJoeRigdon, FinanceDirector
Attachments: Claimslists
PolicyConsideration: ShouldtheattachedclaimsagainsttheCityofShorewoodbepaid
Background: Claimsforcouncilauthorization.
65761 65786 & ACH 553,670.01TotalClaims $ 553,670.01
Wehavealsoincludedapayrollsummaryforthepayrollperiode October13, 2019.
FinancialorBudgetConsiderations: Theseexpendituresarereasonableandnecessarytoprovideservibudgetedandavailableforthesepurposes.
Options: TheCityCouncilismayacceptthestaffrecommendationtopaytexpenditureitdeemsnotinthebestinterestofthecity.
Recommendation / ActionRequested: Staffrecommendsapprovaloftheclaimslistaspresented.
NextStepsandTimelines: Checkswillbedistributedfollowingapproval.
0.-'1#23'!. 1?0& 1
@%.AB" CCCCDEFCEDCFG#H#$2HFCHFIHDCFG4567#89#:;82<=88,
9 J,#FCF) 1 !%(#901K
FCFHCCHFCFCHCCCC# CECC# LDMNLFEGC4O:;#OJ,#5JP<:6Q<J6:
FCFHFFHIFCSHCCCC# FMRFLELI# CECC$ O26H65Q<
FCFHFFHIFDDHCCCC# FSFESF# CECC954O#48J625@#H#4567#:;O2<
FCFHFSHIFCFHCCCC# FCMRSGEIS# CECC9 H65Q<#2<) O2
FCFHFSHIFCSHCCCC# GGTEFS# CECC$ O26H65Q<
FCFHFSHIFDFHCCCC# TTCESF# CECC$< 2O#48J625@#H#4567#:;O2<
FCFHFSHIFDDHCCCC# TGCEGF# CECC954O#48J625@#H#4567#:;O2<
FCFHFSHIFSFHCCCC# FMLNLERR# CECC< Q$+87<<#5J: 2OJ4<#H#4567
FCFHFSHIFNFHCCCC# GNEFN# CECC= 82U<2:#48Q$<J:O658J
FCFHFNHIFCFHCCCC# NMCNNELT# CECC9 H65Q<#2<) O2
FCFHFNHIFDFHCCCC# SRGEDF# CECC$< 2O#48J625@#H#4567#:;O2<
FCFHFNHIFDDHCCCC# STFEFI# CECC954O#48J625@#H#4567#:;O2<
FCFHFNHIFSFHCCCC# NFRESF# CECC< Q$+87<<#5J: 2OJ4<#H#4567
FCFHFNHIFNFHCCCC# DGEGN# CECC= 82U<2:#48Q$<J:O658J
FCFHFTHIFCFHCCCC# NMRSNEIC# CECC9 H65Q<#2<) O2
FCFHFTHIFCSHCCCC# DFNESS# CECC$ O26H65Q<
FCFHFTHIFDFHCCCC# IILESD# CECC$< 2O#48J625@#H#4567#:;O2<
FCFHFTHIFDDHCCCC# IITELF# CECC954O#48J625@#H#4567#:;O2<
FCFHFTHIFSFHCCCC# GDDEFS# CECC< Q$+87<<#5J: 2OJ4<#H#4567
FCFHFTHIFNFHCCCC# STERG# CECC= 82U<2:#48Q$<J:O658J
FCFHDIHIFCFHCCCC# NMFDRETT# CECC9 H65Q<#2<) O2
FCFHDIHIFDFHCCCC# DRSESD# CECC$< 2O#48J625@#H#4567#:;O2<
FCFHDIHIFDDHCCCC# STNESL# CECC954O#48J625@#H#4567#:;O2<
FCFHDIHIFSFHCCCC# NIFETG# CECC< Q$+87<<#5J: 2OJ4<#H#4567
FCFHDIHIFNFHCCCC# DNELR# CECC= 82U<2:#48Q$<J:O658J
FCFHSDHIFCFHCCCC# FFMRICEDC# CECC9 H65Q<#2<) O2
FCFHSDHIFCDHCCCC# DFIELS# CECC8P<265Q<
FCFHSDHIFCNHCCCC# STNELT# CECC: 62<<6#$O)<2#$O7
FCFHSDHIFDFHCCCC# RGCERT# CECC$< 2O#48J625@#H#4567#:;O2<
FCFHSDHIFDDHCCCC# GCCESR# CECC954O#48J625@#H#4567#:;O2<
FCFHSDHIFSFHCCCC# DMNTFEDI# CECC< Q$+87<<#5J: 2OJ4<#H#4567
FCFHSDHIFNFHCCCC# LLLEFD# CECC= 82U<2:#48Q$<J:O658J
FCFHSSHIFCFHCCCC# DSCENR# CECC9 H65Q<#2<) O2
FCFHSSHIFDFHCCCC# FDELN# CECC$< 2O#48J625@#H#4567#:;O2<
2#H#)*+#,- 0.-'1#23'!.#VFC*FI*DCFG#H##D"FS#$QW$%? # F
FCFHSSHIFDDHCCCC# DREGS# CECC954O#48J625@#H#4567#:;O2<
FCFHSSHIFSFHCCCC# DNLEDI# CECC< Q$+87<<#5J: 2OJ4<#H#4567
FCFHSSHIFNFHCCCC# DCESC# CECC= 82U<2:#48Q$<J:O658J
FCFHNDHIFCFHCCCC# SMGRTEST# CECC9 H65Q<#2<) O2
FCFHNDHIFDFHCCCC# DTIEII# CECC$< 2O#48J625@#H#4567#:;O2<
FCFHNDHIFDDHCCCC# DGDEGR# CECC954O#48J625@#H#4567#:;O2<
FCFHNDHIFSFHCCCC# RDRETR# CECC< Q$+87<<#5J: 2OJ4<#H#4567
FCFHNDHIFNFHCCCC# DDCESL# CECC= 82U<2:#48Q$<J:O658J
FCFHNSHIFCFHCCCC# FMSFDELS# CECC9 H65Q<#2<) O2
FCFHNSHIFDFHCCCC# GTEIL# CECC$< 2O#48J625@#H#4567#:;O2<
FCFHNSHIFDDHCCCC# GTEDC# CECC954O#48J625@#H#4567#:;O2<
FCFHNSHIFSFHCCCC# DSEIL# CECC< Q$+87<<#5J: 2OJ4<#H#4567
FCFHNSHIFNFHCCCC# LNERT# CECC= 82U<2:#48Q$<J:O658J
67896:;<=$ 67896:;<= 01%*$2 #345
9 J,#DCF: B'! X''K#4'>>E#Y#<Z1.#41. !
DCFHCCHFCFCHCCCC# CECC# DMFTSEIS4O:;#OJ,#5JP<:6Q<J6:
DCFHCCHIFCFHCCCC# FMDFIEIN# CECC9 H65Q<#2<) O2
DCFHCCHIFCSHCCCC# LIDESG# CECC$ O26H65Q<
DCFHCCHIFDFHCCCC# GFECR# CECC$< 2O#48J625@#H#4567#:;O2<
DCFHCCHIFDDHCCCC# FSGELN# CECC954O#48J625@#H#4567#:;O2<
DCFHCCHIFSFHCCCC# FRENG# CECC< Q$+87<<#5J: 2OJ4<#H#4567
DCFHCCHIFNFHCCCC# RTEDT# CECC= 82U<2:#48Q$<J:O658J
78:>?;@?$ 78:>?;@? 01%*$2 #345
9 J,#LCF=%. !#
LCFHCCHFCFCHCCCC# CECC# RMGIGELF4O:;#OJ,#5JP<:6Q<J6:
LCFHCCHIFCFHCCCC# LMCCREFC# CECC9 H65Q<#2<) O2
LCFHCCHIFCNHCCCC# GLEID# CECC= O6<2#$O)<2#$O7
LCFHCCHIFDFHCCCC# INSECT# CECC$< 2O#48J625@#H#4567#:;O2<
LCFHCCHIFDDHCCCC# IFREGL# CECC954O#48J625@#H#4567#:;O2<
LCFHCCHIFSFHCCCC# TDGEDL# CECC< Q$+87<<#5J: 2OJ4<#H#4567
LCFHCCHIFNFHCCCC# FINERG# CECC= 82U<2:#48Q$<J:O658J
A8<@<;6:$ A8<@<;6: 01%*$2 #345
9 J,#LFF:% 1-.%!&#: X !#
LFFHCCHFCFCHCCCC# CECC# LMRRLENL4O:;#OJ,#5JP<:6Q<J6:
LFFHCCHIFCFHCCCC# NMFSTELC# CECC9 H65Q<#2<) O2
LFFHCCHIFCNHCCCC# GLEID# CECC:<=< 2#$O)<2#$O7
LFFHCCHIFDFHCCCC# STTECI# CECC$< 2O#48J625@#H#4567#:;O2<
LFFHCCHIFDDHCCCC# SLFENS# CECC954O#48J625@#H#4567#:;O2<
LFFHCCHIFSFHCCCC# LRFELI# CECC< Q$+87<<#5J: 2OJ4<#H#4567
2#H#)*+#,- 0.-'1#23'!.#VFC*FI*DCFG#H##D"FS#$QW$%? # D
LFFHCCHIFNFHCCCC# FDCESS# CECC= 82U<2:#48Q$<J:O658J
68AA6;96$ 68AA6;9601%*$2 #345
9 J,#LDF2A&A(-1?#
LDFHCCHFCFCHCCCC# CECC# TFFEFS4O:;#OJ,#5JP<:6Q<J6:
LDFHCCHIFCFHCCCC# LNCETN# CECC9 H65Q<#2<) O2
LDFHCCHIFDFHCCCC# ITETS# CECC$< 2O#48J625@#H#4567#:;O2<
LDFHCCHIFDDHCCCC# ILENL# CECC954O#48J625@#H#4567#:;O2<
LDFHCCHIFSFHCCCC# LFENT# CECC< Q$+87<<#5J: 2OJ4<#H#4567
LDFHCCHIFNFHCCCC# SESF# CECC= 82U<2:#48Q$<J:O658J
01%*$2 #345
9 J,#LSF:.'!>#=%. !#
LSFHCCHFCFCHCCCC# CECC# IMDLNEGN4O:;#OJ,#5JP<:6Q<J6:
LSFHCCHIFCFHCCCC# SMIGCEIC# CECC9 H65Q<#2<) O2
LSFHCCHIFDFHCCCC# DSTEIT# CECC$< 2O#48J625@#H#4567#:;O2<
LSFHCCHIFDDHCCCC# DSFELG# CECC954O#48J625@#H#4567#:;O2<
LSFHCCHIFSFHCCCC# FTLEGC# CECC< Q$+87<<#5J: 2OJ4<#H#4567
LSFHCCHIFNFHCCCC# FFTEIT# CECC= 82U<2:#48Q$<J:O658J
@8769;<9$ @8769;<901%*$2 #345
9 J,#RCC$%&!'((# 4( %!-1?#901K
RCCHCCHFCFCHCCCC# TIMNITENT# CECC4O:;#OJ,#5JP<:6Q<J6:
RCCHCCHDFRCHCCCC# CECC# ICMLNLERL) 28::#$O728++#4+<O25J)
RCCHCCHDFRFHCCCC# CECC# TMIRCEDS;< O+6;#5J: 2OJ4<#$O7O@+<
RCCHCCHDFRDHCCCC# CECC# NMCRSEFI9<,<2O+#=56;;8+,5J)#$O7O@+<
RCCHCCHDFRSHCCCC# CECC# DMIRGEGG: 6O6<#=56;;8+,5J)#$O7O@+<
RCCHCCHDFRIHCCCC# CECC# GMNCTEST954O*Q<,54O2<#6O[#$O7O@+<
RCCHCCHDFRNHCCCC# CECC# TMFTNESC$< 2O#=56;;8+,5J)#$O7O@+<
RCCHCCHDFRLHCCCC# CECC# NMSTDECC,< 9<22<,#48Q$<J:O658J
RCCHCCHDFRRHCCCC# CECC# FMLDTESF= 82U<2:#48Q$<J:O658J
RCCHCCHDFRGHCCCC# CECC# GNECC:< 4#FDN#,<$#4O2<#2<5Q@#$O7O@+<
RCCHCCHDFTFHCCCC# CECC# FMSCCERD, 5:O@5+567#5J: 2OJ4<
RCCHCCHDFTSHCCCC# CECC# RFCECC;< O+6;#:OP5J):#O448 J6
RCCHCCHDFTIHCCCC# CECC# NILERN,< J6O+#,<+6O
RCCHCCHDFTNHCCCC# CECC# NFDECC,< J6O+#H# J58J
@89@>;9>$> @89@>;9> 01%*$2 #345
B(/ )#2 #345 6<8=<A;:6$: 6<8=<A;:6
2#H#)*+#,- 0.-'1#23'!.#VFC*FI*DCFG#H##D"FS#$QW$%? # S
CityofShorewoodCouncilMeetingItem
2DTitle/Subject: 2019HennepinCountyOrganicsGrantMeetingDate: October28, 2019 MEETINGPreparedBy: JulieMoore, CommunicationsandRecyclingCoordinator TYPE
REGULAR
Background: TheCityofShorewoodreceived $1,566fortheorganicsrecyclingprogramaspartoftheHennepinCountyRecyclingGrant. Thisgrantmoneyistobeusedspecificallytoincreaseparticipationinorganicsrecycling. Activitiesrecommendedinclude:
PromoteexistingcityprogramorhauleroptionsOffsetthecostofcurrentparticipationinanorganicsprogramOfferadiscountedpricefornewparticipantsProvidegeneraleducationandoutreach
Pastuseoftheorganicsgranthasbeentoofferoneyearoffreeservicetonewparticipants. OnlyoneShorewoodrefusehauler, Randy’sEnvironmentServices, offerstheorganicsrecyclingprogram, soonlycustomersofthathaulercantakeadvantageoftheprogramatthistime.
Option:
Staffrecommendsusingthegrantmoneytopurchasetheorganicsbluebagsforpublicspaceorganicsrecyclingandtocontinuewiththefreefirstyearoforganicsservicetoresidentswhotakeadvantageoftheorganicsservicefortheirhome (whiledollarslast). Thiswillhopefullycontinuetoincreasethenumberofparticipants, therebyincreasingthegrantmoneythatwillbeawardedtoCityofShorewoodin2020, asthegrantdollarsarebasedonthenumberofparticipantsincurbsideorganicscollection. Oureffortsin2019resultedinanincreasefrom981grantdollarsin2018to $1,566in2019.
Recommendation:
MotiontouseHennepinCountygrantfundstopurchaseorganicbluebagsforpublicspaceorganicscollectionandrecycling, andtocontinuetoofferfirstyearfreeorganicsservicetonewresidentswhotakeadvantageoftheorganicsfortheirhome, whilegrantdollarslast.
MissionStatement: TheCityofShorewoodiscommittedtoprovidingresidentsqualitypublicservices, ahealthyenvironment, avarietyofattractiveamenities, asustainabletaxbase, andsoundfinancialmanagementthrougheffective, efficient, andvisionaryleadership. Page1
2E
MEETINGTYPERegularMeeting
CityofShorewoodCouncilMeetingItem
Title / Subject: MCESI&IGrantAgreementMeetingDate: October28, 2019Preparedby: KatieKoscielak, ProjectManagerReviewedby: AlysonFauske, CityEngineerAttachments: Resolution
Background: TheCityofShorewoodappliedtotheMetropolitanCouncilEnvironmentalServices (MCES) forgrantfundingin2017withestimatedprojectcostsforpublicsanitarysewersystemimprovementstoreduceinflowandinfiltration (I&I). The2017MCESMunicipalI&IGrantProgramconsistedof $8.739MinbondingbillfundingforthepurposeofprovidinggrantstomunicipalitiesforcapitalimprovementstopublicinfrastructuretomitigateI/I. MCESidentifiedtheCityofShorewoodasacontributorofexcessiveI/I, andeligibletoreceivegrantfunding. Basedontheestimatedprojecttotals, MCESdeterminedtheestimatedreimbursementtotheCityforeligibleprojectexpensesis $34,567.
PriortoNovember1, 2019, thefinalprojectcostsanddocumentationofworkwillbesubmittedtoMCEStodeterminethefinalgrantfunding.
FinancialorBudgetConsiderations: TheCityofShorewoodwillbesubmittingfinaleligibleprojectexpensestotaling $43,172.44.
Options: StaffrecommendsthattheCouncilconsiderthefollowingactions: 1. ApprovetheattachedresolutiontoEnterintoaGrantAgreementBetweenthe
CityofShorewoodandtheMetropolitanCouncilEnvironmentalServicesfortheImprovementofPubliclyOwnedInfrastructure.
2. Takenoactionatthistime.
Recommendation / ActionRequested: StaffrecommendstheCityCouncilapprovetheattachedresolutiontoEnterintoaGrantAgreementBetweentheCityofShorewoodandtheMetropolitanCouncilEnvironmentalServicesfortheImprovementofPubliclyOwnedInfrastructure.asidentifiedabove.
MissionStatement: TheCityofShorewoodiscommittedtoprovidingresidentsqualitypublicservices, ahealthyenvironment, avarietyofattractiveamenities, asustainabletaxbase, andsoundfinancialmanagementthrougheffective, efficient, andvisionaryleadership. Page1
CITYOFSHOREWOODCOUNTYOFHENNEPINSTATEOFMINNESOTA
RESOLUTIONS19-098
ARESOLUTIONTOENTERINTOAGRANTAGREEMENTBETWEENTHECITYOFSHOREWOODANDTHE
METROPOLITANCOUNCILENVIRONMENTALSERVICESFORTHEIMPROVEMENTOFPUBLICALLYOWNEDINFRASTRUCTURE
WHEREAS the2017MunicipalI/IGrantProgramconsistsof $8.739MinbondingbillfundingforthepurposeofprovidinggrantstomunicipalitiesforcapitalimprovementstopublicinfrastructuretomitigateI/I; and
WHEREAS theMCEShasidentifiedtheCityofShorewoodasacontributorofexcessiveinflowandinfiltrationtotheMCESmetropolitansanitarysewerdisposalsystemandthusaneligibleapplicantforgrantfundsundertheI/IMunicipalGrantProgram; and
WHEREAS grantmonieswillbeawardedtopre-approvedmunicipalitiesforapre-determinedamountupto50% ofthecostforeligibleimprovementscompletedbetweenMay31, 2017andNovember1, 2019; and
WHEREAS theCityofShorewoodhassubmittedanapplicationtotheMCESforgrantfundingforimprovementstothepublicallyownedsanitarysewersystemtoreduceinflowandinfiltration; and
WHEREAS theMCEShasdeterminedtheamountavailableforreimbursementtotheCityforeligibleprojectexpensesis $34,567; and
WHEREAS theeligibleprojectexpensesforgrantfundingbasedonfinalprojectcostsis $43,172.44; and
WHEREAS theMCESmayallocateremainingfundsproportionallytograntparticipants, determinedbasedoneligibleprojectexpensessubmittedandavailableremaininggrantprogramfunds.
NOWTHEREFORE, BEITRESOLVEDBYTHECITYCOUNCILOFTHECITYOFSHOREWOOD, MINNESOTAASFOLLOWS:
1. TheCityofShorewoodhasbudgetedandcompletedtheCity’sportionoftheimprovementsassetforthintheagreement; and
2. TheCityCouncilagreestoenterintoanagreementbetweentheCityofShorewoodandtheMCESfortheworkcompleted; and
3. TheCityCouncilherebyauthorizestheCityAdministratorandtheCityClerktoenterintoanagreementforandonbehalfoftheCityofShorewood.
PassedbytheCityCouncilofShorewood, Minnesotathis28thdayofOctober2019
ScottZerby, MayorATTEST:
SandieThone, CityClerk
2F
MEETINGTYPECityofShorewoodCouncilMeetingItem Regular
Title / Subject: 2019AuditEngagementLetterMeetingDate: October28, 2019Preparedby: JoeRigdon, FinanceDirectorReviewedby: GregLerud, CityAdministrator
Attachments: 2019AuditEngagementLetter
PolicyConsideration: ForMinnesotacitieswithover2,500inpopulation, anannualfinancialstatementsauditinaccordancewithgenerallyacceptedaccountingprinciplesisrequired.
Background: Theattached2019proposedauditengagementletterfromAbdo, Eick & MeyersLLP (AEM) detailstheauditobjective, auditprocedures, managementresponsibilities, andengagement-relatedadministration, feesandother.
ThechartbelowdetailsAEMbaseauditfeesandOfficeoftheStateAuditor’s (OSA) reportingformfeesforthepastseveralyears. Anoverallincreaseof2.2% hasbeenproposedbyAEMfor2019.
OSAAuditAuditReportingYearFeesFormTotalIncrease
2015$ 27,359$ 660$ 28,0192016$ 28,112$ 680$ 28,7922.8% 2017$ 29,200$ 710$ 29,9103.9% 2018$ 29,750$ 750$ 30,5002.0%
2019Proposed$ 30,400$ 775$ 31,1752.2%
FinancialorBudgetConsiderations: Theproposedcostofthe2019financialstatementaudit, includingthe2019OfficeoftheStateAuditor’sreportingformis $31,175. TheCity’s2020proposedGeneralFundbudgetincludes $32,000for2019auditandrelatedservices.
MissionStatement: TheCityofShorewoodiscommittedtoprovidingresidentsqualitypublicservices, ahealthyenvironment, avarietyofattractiveamenities, asustainabletaxbase, andsoundfinancialmanagementthrougheffective, efficient, andvisionaryleadership.
Options: 1. Authorizethesigningandreturningofthe2019auditengagementletter. 2. Donotauthorizethesigningandreturningofthe2019auditengagementletter.
Recommendation / ActionRequested: StaffrecommendsthattheCityCouncilauthorizetheFinanceDirectortosignandreturnthe2019auditengagementletter.
NextStepsandTimeline: Ifauthorized, Citypersonnelwillconfirm2019auditfieldworkdatesinDecember2019andMarch2020.
ConnectiontoVision / Mission: ThemandatoryannualauditoftheCity’sfinancialstatementsisacomponentofsoundfinancialmanagement.
October15, 2019
Management, HonorableMayorandCityCouncilCityofShorewoodShorewood, Minnesota
WearepleasedtoconfirmourunderstandingoftheserviceswearetoprovidetheCityofShorewood (theCity) fortheyearendedDecember31, 2019. Wewillauditthefinancialstatementsofthegovernmentalactivities, thebusiness-typeactivities, eachmajorfundandtheaggregateremainingfundinformation, includingtherelatednotestothefinancialstatements, whichcollectivelycomprisethebasicfinancialstatementsoftheCityasofandfortheyearendedDecember31, 2019. AccountingstandardsgenerallyacceptedintheUnitedStatesofAmericaprovideforcertainrequired
theCityfinancialstatements. Suchinformation, althoughnotapartofthebasicfinancialstatements, isrequiredbytheGovernmentalAccountingStandardsBoardwhoconsidersittobeanessentialpartoffinancialreportingforplacingthebasicfinancialstatementsinanappropriateoperational, economic, orhistoricalcontext. Aspartofourengagement, wewillapplycertainlimitedprocedurestotheCityUnitedStatesofAmerica. Theselimitedprocedureswillconsistofinquiriesofmanagementregardingthemethodsof
thebasicfinancialstatements, andotherknowledgeweobtainedduringourauditofthebasicfinancialstatements. Wewillnotexpressanopinionorprovideanyassuranceontheinformationbecausethelimitedproceduresdonotprovideuswithsufficientevidencetoexpressanopinionorprovideanyassurance. ThefollowingRSIisrequiredbyU.Sgenerallyacceptedaccountingprinciplesandwillbesubjectedtocertainlimitedprocedures, butwillnotbeaudited:
1)Manag2)ScheduleofFundingProgress, Employer'sShareofNetPensionLiabilityandEmployer'sContributions
WehavealsobeenengagedtoreportonsupplementaryinformationotherthanRSIthataccompaniestheCitystatements. Wewillsubjectthefollowingsupplementaryinformationtotheauditingproceduresappliedinourauditofthefinancialstatementsandcertainadditionalprocedures, includingcomparingandreconcilingsuchinformationdirectlytotheunderlyingaccountingandotherrecordsusedtopreparethefinancialstatementsortothefinancialstatementsthemselves, andotheradditionalproceduresinaccordancewithauditingstandardsgenerallyacceptedintheUnitedStatesofAmerica, andwewillprovideanopiniononitinrelationtothefinancialstatementsasawhole, inareport
lstatements:
1)CombiningandIndividualFundFinancialStatementsandSchedules
Thefollowingotherinformationaccompanyingthefinancialstatementswillnotbesubjectedtotheauditingproceduresappliedinourauditofthefinancialstatements, and anceonthatotherinformation.
1)IntroductorySection2)StatisticalSection
October15, 2019Page2
AuditObjective
Theobjectiveofourauditistheexpressionofopinionsastowhetheryourfinancialstatementsarefairlypresented, inallmaterialrespects, inconformitywithgenerallyacceptedaccountingprinciplesandtoreportonthefairnessofthesupplementaryinformationreferredtointhesecondparagraphwhenconsideredinrelationtothefinancialstatementsasawhole. OurauditwillbeconductedinaccordancewithauditingstandardsgenerallyacceptedintheUnitedStatesofAmericaandwillincludetestsoftheaccountingrecordsandotherproceduresweconsidernecessarytoenableustoexpresssuchopinions. WewillissueawrittenreportuponcompletionofourauditoftheCityreportwillbeaddressedtotheCityCounciloftheCity. Wecannotprovideassurancethatunmodifiedopinionswillbeexpressed. Circumstancesmayariseinwhichitisnecessaryforustomodifyouropinionsoraddemphasis-of-matterorother-matterparagraphs. Ifouropinionsareotherthanunmodified, wewilldiscussthereasonswithyouinadvance. If, foranyreason, weareunabletocompletetheauditorareunabletoformorhavenotformedopinions, wemaydeclinetoexpressopinionsormaywithdrawfromthisengagement.
AuditProcedures - General
Anauditincludesexamining, onatestbasis, evidencesupportingtheamountsanddisclosuresinthefinancialstatements; therefore, ourauditwillinvolvejudgmentaboutthenumberoftransactionstobeexaminedandtheareastobetested. Anauditalsoincludesevaluatingtheappropriatenessofaccountingpoliciesusedandthereasonablenessofsignificantaccountingestimatesmadebymanagement, aswellasevaluatingtheoverallpresentationofthefinancialstatements. Wewillplanandperformtheaudittoobtainreasonableassuranceaboutwhetherthefinancialstatementsarefreeofmaterialmisstatement, whetherfrom (1) errors, (2) fraudulentfinancialreporting, (3) misappropriationofassets, or4) violationsoflawsorgovernmentalregulationsthatareattributabletothegovernmentortoactsbymanagementor
employeesactingonbehalfofthegovernment.
Becauseoftheinherentlimitationsofanaudit, combinedwiththeinherentlimitationsofinternalcontrol, andbecausewewillnotperformadetailedexaminationofalltransactions, thereisariskthatmaterialmisstatementsmayexistandnotbedetectedbyus, eventhoughtheauditisproperlyplannedandperformedinaccordancewithU.S. generallyacceptedauditingstandards. Inaddition, anauditisnotdesignedtodetectimmaterialmisstatements, orviolationsoflawsorgovernmentalregulationsthatdonothaveadirectandmaterialeffectonthefinancialstatements. However, wewillinformtheappropriatelevelofmanagementofanymaterialerrors, fraudulentfinancialreporting, ormisappropriationofassetsthatcomestoourattention. Wewillalsoinformtheappropriatelevelofmanagementofanyviolationsoflawsorgovernmentalregulationsthatcometoourattention, unlessclearlyinconsequential. Ourresponsibilityasauditorsislimitedtotheperiodcoveredbyourauditanddoesnotextendtoanylaterperiodsforwhichwearenotengagedasauditors.
Ourprocedureswillincludetestsofdocumentaryevidencesupportingthetransactionsrecordedintheaccounts, andmayincludetestsofthephysicalexistenceofinventories, anddirectconfirmationofreceivablesandcertainotherassetsandliabilitiesbycorrespondencewithselectedindividuals, fundingsources, creditors, andfinancialinstitutions. Wewillrequestwrittenrepresentationsfromyourattorneysaspartoftheengagement, andtheymaybillyouforrespondingtothisinquiry. Attheconclusionofouraudit, wewillrequirecertainwrittenrepresentationsfromyouaboutthefinancialstatementsandrelatedmatters.
AuditProcedures - InternalControl
Ourauditwillincludeobtaininganunderstandingofthegovernmentanditsenvironment, includinginternalcontrol, sufficienttoassesstherisksofmaterialmisstatementofthefinancialstatementsandtodesignthenature, timing, andextentoffurtherauditprocedures. Anauditisnotdesignedtoprovideassuranceoninternalcontrolortoidentifydeficienciesininternalcontrol. Accordingly, wewillexpressnosuchopinion. However, duringtheaudit, wewillcommunicatetomanagementandthosechargedwithgovernanceinternalcontrolrelatedmattersthatarerequiredtobecommunicatedunderAICPAprofessionalstandards.
AuditProcedures - Compliance
Aspartofobtainingreasonableassuranceaboutwhetherthefinancialstatementsarefreeofmaterialmisstatement, wewillperformtestsoftheCitycompliancewiththeprovisionsofapplicablelaws, regulations, contracts, andagreements. However, theobjectiveofourauditwillnotbetoprovideanopiniononoverallcomplianceandwewillnotexpresssuchanopinion.
October15, 2019Page3
OtherServices
Wewillalsoprepareageneralledgertrialbalanceforuseduringtheaudit. Ourpreparationofthetrialbalancewillbelimitedtoformattinginformationinthegeneralledgerintoaworkingtrialbalance. Aspartoftheaudit, wewillassistwithpreparationofyourfinancialstatementsoftheCityinconformitywithU.S. generallyacceptedaccountingprinciplesbasedoninformationprovidedbyyou. WewillalsousethefinancialstatementstocompletetheOfficeoftheStateAuditors' ReportingForms.
ManagementResponsibilities
Youareresponsiblefordesigning, implementingandmaintainingeffectiveinternalcontrolsrelevanttothepreparationandfairpresentationoffinancialstatementsthatarefreefrommaterialmisstatement, whetherduetofraudorerror, includingmonitoringongoingactivities; fortheselectionandapplicationofaccountingprinciples; andforthepreparationandfairpresentationofthefinancialstatementsinconformitywithU.S. generallyacceptedaccountingprinciples.
Youarealsoresponsibleformakingallfinancialrecordsandrelatedinformationavailabletousandfortheaccuracyandcompletenessofthatinformation. Youarealsoresponsibleforprovidinguswith (1) accesstoallinformationofwhichyouareawarethatisrelevanttothepreparationandfairpresentationofthefinancialstatements, (2) additionalinformationthatwemayrequestforthepurposeoftheaudit, and (3) unrestrictedaccesstopersonswithinthegovernmentfromwhomwedetermineitnecessarytoobtainauditevidence.
Yourresponsibilitiesincludeadjustingthefinancialstatementstocorrectmaterialmisstatementsandconfirmingtousinthemanagementrepresentationletterthattheeffectsofanyuncorrectedmisstatementsaggregatedbyusduringthecurrentengagementandpertainingtothelatestperiodpresentedareimmaterial, bothindividuallyandintheaggregate, tothefinancialstatementstakenasawhole.
Youareresponsibleforthedesignandimplementationofprogramsandcontrolstopreventanddetectfraud, andforinformingusaboutallknownorsuspectedfraudaffectingthegovernmentinvolving (1) management, (2) employeeswhohavesignificantrolesininternalcontrol, and (3) otherswherethefraudcouldhaveamaterialeffectonthefinancialstatements. Yourresponsibilitiesincludeinformingusofyourknowledgeofanyallegationsoffraudorsuspectedfraudaffectingthegovernmentreceivedincommunicationsfromemployees, formeremployees, regulators, orothers. Inaddition, youareresponsibleforidentifyingandensuringthatthegovernmentcomplieswithapplicablelawsandregulations.
YouareresponsibleforthepreparationofthesupplementaryinformationinconformitywithU.S. generallyacceptedaccountingprinciples. Youagreetoincludeourreportonthesupplementaryinformationinanydocumentthatcontainsandindicatesthatwehavereportedonthesupplementaryinformation. Youalsoagreetoincludetheauditedfinancialstatementswithanypresentationofthesupplementaryinformationthatincludesourreportthereon. Yourresponsibilitiesincludeacknowledgingtousintherepresentationletterthat (1) youareresponsibleforpresentationofthesupplementaryinformationinaccordancewithGAAP; (2) youbelievethesupplementaryinformation, includingitsformandcontent, isfairlypresentedinaccordancewithGAAP; (3) themethodsofmeasurementorpresentationhavenotchangedfromthoseusedinthepriorperiod (or, iftheyhavechanged, thereasonsforsuchchanges); and (4) youhavedisclosedtousanysignificantassumptionsorinterpretationsunderlyingthemeasurementorpresentationofthesupplementaryinformation. Withregardtotheelectronicdisseminationofauditedfinancialstatements, includingfinancialstatementspublishedelectronicallyonyourwebsite, youunderstandthatelectronicsitesareameanstodistributeinformationand, therefore, wearenotrequiredtoreadtheinformationcontainedinthesesitesortoconsidertheconsistencyofotherinformationintheelectronicsitewiththeoriginaldocument.
Youagreetoassumeallmanagementresponsibilitiesforfinancialstatementpreparationservicesandanyothernonattestservicesweprovide; overseetheservicesbydesignatinganindividual, preferablyfromseniormanagement, withsuitableskill, knowledge, orexperience; evaluatetheadequacyandresultsoftheservices; andacceptresponsibilityforthem.
October15, 2019Page4
EngagementAdministration, Fees, andOther
Wemayfromtimetotime, anddependingonthecircumstances, usethird-partyserviceprovidersinservingyouraccount. Wemayshareconfidentialinformationaboutyouwiththeseserviceproviders, butremaincommittedtomaintainingtheconfidentialityandsecurityofyourinformation. Accordingly, wemaintaininternalpolicies, procedures, andsafeguardstoprotecttheconfidentialityofyourpersonalinformation. Inaddition, wewillsecureconfidentialityagreementswithallserviceproviderstomaintaintheconfidentialityofyourinformationandwewilltakereasonableprecautionstodeterminethattheyhaveappropriateproceduresinplacetopreventtheunauthorizedreleaseofyourconfidentialinformationtoothers. Intheeventthatweareunabletosecureanappropriateconfidentialityagreement, youwillbeaskedtoprovideyourconsentpriortothesharingofyourconfidentialinformationwiththethird-partyserviceprovider. Furthermore, wewillremainresponsiblefortheworkprovidedbyanysuchthird-partyserviceproviders.
Weunderstandthatyouremployeeswillprepareallcash, accountsreceivable, orotherconfirmationswerequestandwilllocateanydocumentsselectedbyusfortesting.
TheauditdocumentationforthisengagementisthepropertyofAbdo, Eick & Meyers, LLPandconstitutesconfidentialinformation. However, subjecttoapplicablelawsandregulations, auditdocumentationandappropriateindividualswillbemadeavailableuponrequestandinatimelymannertoanyRegulatororitsdesignee. Wewillnotifyyouofanysuchrequest. Ifrequested, accesstosuchauditdocumentationwillbeprovidedunderthesupervisionofAbdo, Eick & Meyers, LLPpersonnel. Furthermore, uponrequest, wemayprovidecopiesofselectedauditdocumentationtoanyRegulatororitsdesignee. TheRegulatororitsdesigneemayintendordecidetodistributethecopiesorinformationcontainedthereintoothers, includingothergovernmentalagencies.
WeexpecttobeginourauditinMarch2020andtoissueourreportsnolaterthanJune30, 2020. AndrewK. Berg, CPAistheengagementpartnerandisresponsibleforsupervisingtheengagementandsigningthereportorauthorizinganotherindividualtosignit.
Ourfeefortheseserviceswillbeasfollows:
Audit $ 30,4002019 775
Total $ 31,175
Youmayalsobebilledfortravelandotherout-of-pocketcostssuchasreportproduction, typing, postage, etcifnotincludedinthefeelistedabove. Thefeeisbasedonanticipatedcooperationfromyourpersonnelandtheassumptionthatunexpectedcircumstanceswillnotbeencounteredduringtheengagement. Ifsignificantadditionaltimeisnecessary, wewilldiscussitwithyouandarriveatanewfeebeforeweincurtheadditionalcosts. Ourinvoicesforthesefeeswillberenderedeachmonthasworkprogressesandarepayableonpresentation. Amountsnotpaidwithin30daysfromtheinvoicedatewillbesubjecttoalatepaymentchargeof .66percentpermonth (8percentperyear). Ifforanyreasontheaccountisturnedovertocollections, additionalfeeswillbeaddedtocovercollectionscost. InaccordancewithourFirmpolicies, workmaybesuspendedifyouraccountbecomes60daysormoreoverdueandmaynotberesumeduntilyouraccountispaidinfull. Ifweelecttoterminateourservicesfornonpayment, ourengagementwillbedeemedtohavebeencompleteduponwrittennotificationoftermination, evenifwehavenotcompletedourreport. Youwillbeobligatedtocompensateusforalltimeexpendedandtoreimburseusforallout-of-pocketcoststhroughthedateoftermination. Theabovefeeisbasedonanticipatedcooperationfromyourpersonnelandtheassumptionthatunexpectedcircumstanceswillnotbeencounteredduringtheaudit. Ifsignificantadditionaltimeisnecessary, wewilldiscussitwithyouandarriveatanewfeeestimatebeforeweincurtheadditionalcosts.
October15, 2019Page5
Exceptintheeventofyourfailuretomakeapaymentwhendue, intheeventofadisputerelatedinanywaytoourservices, ourFirmandyouagreetodiscussthedisputeand, ifnecessary, topromptlymediateinagoodfaithefforttoresolve. Wewillagreeonamediator, butifwecannot, eitherofusmayapplytoacourthavingpersonaljurisdictionover
usinitiatinglitigation. Inordertoallowtimeforthemediation, anyapplicablestatuteoflimitationsshallbetolledforaperiodnottoexceed120daysfromthedateeitherofusfirstrequestsinwritingtomediatethedispute. Themediationshallbeconfidentialinallrespects, asallowedorrequiredbylaw, exceptourfinalsettlementpositionsatmediationshallbe
ntheeventyoufailtomakeapaymentforservicesortoreimburseforcostsadvancedbytheFirmonyourbehalf, theFirmreservestherighttotakealllegallypermissibleaction, includingcommencementoflitigationinlieuofmediation, andshallhavetherigactivities.
Inconnectionwiththisengagement, wemaycommunicatewithyouorothersviaemailtransmission. Asemailscanbeinterceptedandread, disclosed, orotherwiseusedorcommunicatedbyanunintendedthirdparty, ormaynotbedeliveredtoeachofthepartiestowhomtheyaredirectedandonlytosuchparties, wecannotguaranteeorwarrantthatemailsfromuswillbeproperlydeliveredandreadonlybytheaddressee. Therefore, wespecificallydisclaimandwaiveanyliabilityorresponsibilitywhatsoeverforinterceptionorunintentionaldisclosureofemailstransmittedbyusinconnectionwiththeperformanceofthisengagement. Inthatregard, youagreethatweshallhavenoliabilityforanylossordamagetoanypersonorentityresultingfromtheuseofemailtransmissions, includinganyconsequential, incidental, direct, indirect, orspecialdamages, suchaslossofrevenuesoranticipatedprofits, ordisclosureorcommunicationofconfidentialorproprietaryinformation.
Wehavetherighttowithdrawfromthisengagement, atourdiscretion, ifyoudonotprovideuswithanyinformationwerequestinatimelymanner; refusetocooperatewithourreasonablerequestsormisrepresentanyfacts; wehavereasontobelieveyoumayhaveengaged, ormaybeplanningtoengage, inconductthatisunethicaland/orunlawful; youengageinconductdirectedtowardoraffectingfirmpersonnelthatisdisrespectful, inappropriate, and/orpotentiallyunlawful; orwedeterminethatcontinuingtheengagementisnotinthebestinterestsofthefirmorthreatenslegal orreputationalharmtothefirm. Intheeventofwithdrawalunderanyofthesecircumstances, suchwithdrawalwillreleaseusfromanyobligationtocompleteyourreportandwillconstitutecompletionofourengagement.
WeappreciatetheopportunitytobeofservicetotheCityandbelievethisletteraccuratelysummarizesthesignificanttermsofourengagement. Ifyouhaveanyquestions, pleaseletusknow. Ifyouagreewiththetermsofourengagementasdescribedinthisletter, pleaseelectronicallysignthisletter
Sincerely,
ABDO, EICK & MEYERS, LLPCertifiedPublicAccountants & Consultants
RESPONSE:
CityofShorewoodThislettercorrectlysetsforththeunderstandingofthe .
By:{{_es_:signer1:signature}}
Title: {{_es_:signer1:title}}
October28, 2019
Mr. GregLerudCityAdministratorCityofShorewood5755CountryClubRoadShorewood, MN55331
Re: ConstructionPayVoucherNo. 1 (Final) andFinalProjectClose-OutDocuments2018SanitarySewerLiningProjectCitiesofExcelsior, Minnetrista, Shorewood, andTonkaBay, MNWSBProjectNos. R-013082-000, R-012956-000, R-012957-000, andR-012958-000
DearMr. Lerud:
PleasefindenclosedConstructionPayVoucherNo. 1andfinalfortheabove-referencedprojectintheamountof $184,118.95. TheShorewoodportiondueis $64,857.10, asshownbelow. Thisfinalpaymentrequestrepresentsallquantitiescompletedandthereleaseoftheretainageonthecontract. Thequantitiescompletedhavebeenreviewedandagreeduponbythecontractor, andweherebyrecommendthattheCityofShorewoodapproveConstructionPayVoucherNo. 1andfinalforVisu-Sewer, Inc.
City TOTALDUETODATECityofExcelsior (ScheduleA) $ 37,553.00
TOTALEXCELSIOR $ 37,553.00
CityofMinnetrista (ScheduleB) $ 50,359.60TOTALMINNETRISTA $ 50,359.60
CityofShorewood (ScheduleC) $ 64,857.10TOTALSHOREWOOD $ 64,857.10
CityofTonkaBay (ScheduleD) $ 31,349.25TOTALTONKABAY $ 31,349.25
Alsoenclosedisthedocumentationrequiredforreleasingfinalpaymentfortheabove-referencedprojectaslistedbelow:
1. SatisfactoryshowingthattheContractorhascompliedwiththeprovisionsofMinnesotaStatutes290.92requiringwithholdingstateincometax (IC134Forms).
2. EvidenceintheformofanaffidavitthatallclaimsagainsttheContractorbyreasonsoftheContracthavebeenfullypaidorsatisfactorilysecured (lienwaivers).
3. ConsentofSuretytoFinalPaymentCertification
4. One-yearmaintenancebond.
K:\012958-000\Admin\ConstructionAdmin\PayVouchers\PV #1 & FINAL\R-012958-000CSTLTRVO1 & FNLCTY-glerud-102819.docx
Mr. GregLerudOctober28, 2019Page2
Pleasekeeponeexecutedcopyforyourrecords, includeoneexecutedcopywiththepaymenttoVisu-Sewer, Inc., andreturnoneexecutedcopytoourofficeforourfile. Ifyouhaveanyquestionsorcommentsregardingthisvoucher, pleasecontactmeat763.287.8537. Thankyou.
Sincerely,
WSB
NickPreisler, PEProjectManager
Attachments
cc: SandieThone, CityofShorewood
srb
K:\012958-000\Admin\ConstructionAdmin\PayVouchers\PV #1 & FINAL\R-012958-000CSTLTRVO1 & FNLCTY-glerud-102819.docx
CITYOFSHOREWOODCOUNTYOFHENNEPINSTATEOFMINNESOTA
RESOLUTION19-
ARESOLUTIONACCEPTINGIMPROVEMENTSANDAUTHORIZINGFINALPAYMENTFORTHE2018I&IABATEMENT
PROJECT
CITYPROJECT18-12
WHEREAS theCityofShorewoodCouncilawardedthecontractforthe2018InflowandInfiltrationAbatementProject (CityProject18-12), onJanuary14, 2019toVisu-Sewer, Inc.; and
WHEREAS theContractorhascompletedtheprojectworkandhasrequestedCityacceptanceoftheprojectandfinalpaymentfortheworkperformedanddocumentedtodate; and,
WHEREAS theCityEngineerhasmadefinalinspectionoftheprojectandrecommendsacceptanceandfinalpaymentbemadebytheCity.
NOWTHEREFORE, BEITRESOLVEDBYTHECITYCOUNCILOFTHECITYOFSHOREWOOD, MINNESOTAASFOLLOWS:
TheCityherebyacceptstheworkcompletedpursuanttosaidcontractandauthorizesfinalpaymenttotheContractor, andallwarrantiesshallcommenceasofthedateofacceptanceofthework, October28, 2019.
PassedbytheCityCouncilofShorewood, Minnesotathis28thdayofOctober2019
ScottZerby, MayorATTEST:
SandieThone, CityClerk
CityofShorewoodCouncilMeetingItem
2HTitle/Subject: AppointingKatrionaMolaskyasPlanningTechnicianMeetingDate: October28, 2019 MEETINGPreparedBy: GregLerud, CityAdministrator TYPEReviewedBy: MarieDarling, PlanningDirector REGULAR
Background: AtitsAugust28, 2019meeting, theCityCouncilapprovedthePlanningTechnicianpositiondescriptionandauthorizedadvertisingfortheopening. Thecityreceivedsevenapplications. Followinginterviewsandreferencechecks, wearepleasedtorecommendthecouncilappointKatrionaMolaskytotheposition. Ms. MolaskygraduatedthisspringfromtheHumphreySchoolofPublicAffairswithamaster’sdegreeinurbanandregionalplanningandhasexperiencewithdatabasemanagement. WearewaitingforthecriminalbackgroundcheckfromSouthLakeMinnetonkaPoliceDepartment.
FinancialorBudgetConsiderations: PattiHelgesenannouncedherretirementearlierthisyear, andalthoughthisisafull-timeappointment, therearesufficientfundsinthebudget, andtheplanningtechnicianpositionwasincludedinthe2020preliminarybudget.
RecommendedAction: MotiontoappointKatrionaMolaskytothepositionofPlanningTechnicianatanhourlysalaryof $28.20withasix-monthprobationaryperiod, conditionedonanacceptablecriminalbackgroundcheckbeingreceived.
NextStepsandTimeline: StaffwillnotifythecandidateandallapplicantsoftheCouncil’sdecision.
MissionStatement: TheCityofShorewoodiscommittedtoprovidingresidentsqualitypublicservices, ahealthyenvironment, avarietyofattractiveamenities, asustainabletaxbase, andsoundfinancialmanagementthrougheffective, efficient, andvisionaryleadership. Page1
CITYOFSHOREWOOD 5755COUNTRYCLUBRDPARKCOMMISSIONMEETING SHOREWOODCITYHALLTUESDAY, OCTOBER8, 2019 7:00P.M.
MINUTES
1. CONVENEPARKCOMMISSIONMEETING
ChairMangoldconvenedthemeetingat7:00p.m.
A. RollCallPresent: ChairMangold, Hirner, andGallivanPlanningDirectorDarling
andParkandRecreationDirectorTwilaGrout
Absent: CommissionersVassarandRock
B. ReviewAgenda
Gallivan movedtoapprovetheagendaaswritten. Hirner secondedthemotion. Motioncarried3-0.
2. APPROVALOFMINUTES
A. ParkCommissionMeetingMinutesofSeptember10, 2019
HirnermovedtoapprovetheminutesoftheSeptember10, 2019meetingaswritten. Mangoldsecondedthemotion. Motioncarried3-0.
3. MATTERSFROMTHEFLOOR
GeorgeGreenfield, 24715YellowstoneTrail, askedtheParkCommissiontoconsidersuggestingtotheCouncilthattheypurchasethelandattheintersectionofYellowstoneTrailandSeaman’sDriveandextendingtoEureka. HestatedthatitisabeautifulpieceofpropertyandhewouldliketheCitytokeepitasgreenspace, notaformalpark. Hestatedthat, inhisopinion, iftheCitycansubsidizetwoextremelyprofitableseniorapartmentbuildings, theCitycanaffordtopurchasethisland. Hestatedthattheremayalsobeawaytoworkwithanatureconservatorytopreservetheland. HeexplainedthathewouldliketheretobeatleastonesignificantopenareapreservedwithintheCity.
4. NEWBUSINESS - NONE
5. OLDBUSINESS
A. DiscussionontheCIP
ChairMangoldnotedthattheupdatedCIPthatincludedtherecommendationsmadeatthelastParkCommissionmeetingwasinthemeetingpacket.
PlanningDirectorDarlingnotedthattheCIPincludesthefourpriorityprojectsthattheParkCommissionwanted. Shestatedthattheytotal $850,000betweennowandtheendof2025. Sheexplainedthattherewereafewprogramsthatareconsideredmaintenancethatshefeelsaretoo
PARKCOMMISSIONMINUTESTUESDAY, OCTOBER8, 2019
3PAGE2OF
largetobeconsideredmaintenance, sosheincludedthoseaswell. ShestatedthattheParkCommissiononlyhasfinancingfor $650,000through2026sostaffwillbeapplyingforgrantsandtryingtofindothersourcesoffundingtocompletetheseprojects. SheexplainedthatsheaccidentallyreversedthepriorityoftwooftheprojectswhenthiswasdiscussedataCouncilworksessionbecauseshehadn’tgottentheminutesbeforeshehadtoputthereport togethertopresent, butnotedthatthecurrentCIPreflectsthedesiredpriorityfromtheParksCommission.
CommissionerGallivanstatedthatattherecentCouncilmeetingwherehehadpresented, therewastalkaboutwipingtheCIPcleanandstartingfreshtoseehowthatwouldturnout.
PlanningDirectorDarlingstatedthatisbasicallywhatwasdonebecausetheParksCommissionstartedfromscratchandputtheirprioritiestogether.
CommissionHirneraskedwhatwouldhappenifthegrantsorotherfundingdonotcomethrough.
PlanningDirectorDarlingstatedthatiffundingcannotbefound, projectswillbedelayed. Shestatedthatgrantfundingisgenerallydoneonanannualbasis, sotheCitywillstartapplyingnowforprojectsthattheCityishopingtocompletenextsummer.
MangoldmovedtorecommendapprovaloftheCIPtotheCouncil, aspresented. Gallivansecondedthemotion. Motioncarried3-0.
6. STAFFANDLIAISONREPORTS / UPDATES
A. CityCouncil1. SouthShoreParkUpdate
PlanningDirectorDarlingexplainedthattheCouncilelectednottomoveforwardwithlookingintothesaleoftheSouthShoreParklandatthistime. ShestatedthattheCouncilfeltthat itwasbetterservedasopenspaceratherthanbeingdeveloped, atleastintheshortterm.
PlanningDirectorDarlinggaveanoverviewoftheSeptember23, 2019Councilmeetingasreflectedintheminutes.
B. Staff1. BadgerParkandFreemanParkPlaygroundUpdates
PlanningDirectorDarlingstatedthatatBadgerPark, thesheltershouldbedeliveredandinstallednextweekifweatherallows. Shestatedthatthebathroomfacilityisunderwayandshouldn’thaveanyweatherdelays. Shestatedthatoncetheconcreteworkiscompletedthepouredinplacerubbersurfacing, seedingandlandscapingcanbecompleted. Shestatedthatthereareweatherconcernswiththepouredinplacerubberbecauseitcannotbeinstallediftheovernighttemperaturesarebelow40degrees. Shestatedthatwithoutamiracletheworkforthepouredinplacerubberwillprobablyneedtobedonenextspring.
CommissionerHirnerthankedPlanningDirectorDarlingfortakingthetimetomeetwiththeresidentthatisconcernedaboutthepath, theslope, andtheproximityofthefield.
ChairMangoldaskedthatPublicWorkstakedowntheoverheadbranchesthatwerebrokenandarehangingoverthetrailthatwasjustconstructedatBadgerPark.
PARKCOMMISSIONMINUTESTUESDAY, OCTOBER8, 2019
3PAGE3OF
2. CathcartHockeyRinkPaintingPartyUpdate
ParksandRecreationDirectorGroutstatedthatthepaintingpartywentwell. Shenotedthattherewereabout13peopleworking. Shestatedthattheyalsodecidedtopainttheport-a-pottyenclosure. ShestatedthatCarlsonPaintingwasabighelpinthisproject.
7. ADJOURN
GallivanmovedtoadjourntheParkCommissionMeetingofOctober8, 2019at7:25p.m. Hirnersecondedthemotion. Motioncarried5-0.
8A
MEETINGTYPECityofShorewoodCouncilWorkSessionItem WorkSession
Title / Subject: DiscussChaskaRoadTrafficStudyMeetingDate: October28, 2019Preparedby: KatieKoscielak, ProjectManagerReviewedby: AlysonFauske, PE, CityEngineerAttachments: ChaskaRoadTrafficStudy
TheattachedstudycontainstrafficevaluationsandrecommendationsbasedontheobservedconditionsalongChaskaRoadbetweenTrunkHighway (TH) 7andTH41. Theevaluationprocessfocusedondeterminingifandwheretrafficissuesexistandiftheycouldbeimprovedoreliminatedbytheapplicationofalternativetrafficimprovements.
Theprimarypurposeforthestudyistodocumentandreviewtheexistingconditionsandtoidentifyvolumeand/orspeedissuesorconcernsinthecorridor. Toprepareastudythataddressestheresidents’ concerns, WSBcollectedupdatedtrafficdataandidentifiedandevaluatedalternativetrafficimprovements/measurestoimprovethesafetyandoperationontheareastreets.
Staffrequestscouncildirectionastowhatimprovements, ifany, aretobepursued. Subsequently, thestudywillbesharedwithChanhassenstaffastheroadwayextendstoTH41withintheCityofChanhassen.
MissionStatement: TheCityofShorewoodiscommittedtoprovidingresidentsqualitypublicservices, ahealthyenvironment, avarietyofattractiveamenities, asustainabletaxbase, andsoundfinancialmanagementthrougheffective, efficient, andvisionaryleadership. Page1
8B
MEETINGTYPERegularMeeting
CityofShorewoodCouncilMeetingItem
Title / Subject: DrainageStructureMaintenanceMeetingDate: October28, 2019Preparedby: KatieKoscielak, ProjectManagerReviewedby: LarryBrown, PE, PublicWorksDirectorAttachments: Resolution
Background: Thisfall, PublicWorksstaffidentified4drainagestructureswithintheCityrequiringimmediateattentionpriortothewintertoavoidalargerconcernforvehiclesandpedestriansinthespring. Thefollowingstructureshavebeenidentifiedasneedingimmediaterepairthisfall:
1) CatchbasinlocatedonSweetwaterCurvebetween19740SweetwaterCurveand19800SweetwaterCurve.
2) CatchbasinlocatedonNearMountainBoulevardbetweenChestnutTerraceandChestnutCourt (eastside).
3) CatchbasinlocatedonNearMountainBoulevardatWhitneyCircle (northeastcorneroftheintersection).
4) Catchbasinlocatedat5770BrentridgeDrive.
StaffmetwithMingerConstructionCo. Inc. toreviewtheconditionofthestructures. Followingthereviewofthestructures, MingerConstructionCo. Inc. providedanottoexceedquoteof20,000torepairthedamagedstructurespriortothesnowfall. DuetotheContractor’s
experienceinthecommunityandavailabilitytocompletetheworkinatimelymanner, thequotetocompletetheimprovementswassolicitedtoMingerConstructionCo. Inc. solely.
FinancialorBudgetConsiderations: FundingfortheimprovementswillcomefromtheCity’sStormwaterManagementFund. TheCityhasbudgeted $30,000fordrainagestructurerepairsin2019.
Options: StaffrecommendsthattheCouncilconsiderthefollowingactions: 1. ApprovetheresolutionacceptingthequoteandawardingthecontracttoMinger
ConstructionCo. Inc. fortheDrainageStructureMaintenanceimprovements.
2. RejectquotesfortheDrainageStructureMaintenanceimprovements.
3. Takenoactiononthisitematthistime.
Recommendation StaffrecommendstheCityCouncilapprovetheattachedresolutionAcceptingQuoteandAwardingtheContractfortheDrainageStructureMaintenance
Improvements”
MissionStatement: TheCityofShorewoodiscommittedtoprovidingresidentsqualitypublicservices, ahealthyenvironment, avarietyofattractiveamenities, asustainabletaxbase, andsoundfinancialmanagementthrougheffective, efficient, andvisionaryleadership. Page1
CITYOFSHOREWOODCOUNTYOFHENNEPINSTATEOFMINNESOTA
RESOLUTIONS19-100
ARESOLUTIONACCEPTINGQUOTEANDAWARDINGCONTRACTFORTHEDRAINAGESTRUCTUREMAINTENANCEIMPROVEMENTS
WHEREAS, pursuanttoaninvitationtoprovidequotesforlocalimprovementsdesignatedastheDrainageStructureMaintenanceImprovements, quoteswerereceived, opened, andtabulatedaccordingtolaw; and
WHEREAS duetotheContractor’sexperienceinthecommunityandavailabilitytocompletetheworkinatimelymanner, aquotetoperformtheimprovementswassolicitedtoMingerConstructionCo. Inc. solely; and
WHEREAS, theCityCouncilhasdeterminedthatMingerConstructionCo. Inc. isthelowestquoteincompliancewiththequotedocumentstocompletetheimprovementspriortotheendofthe2019constructionseasonintheamountof20,000.
WHEREAS, theDirectorofPublicWorkshasreviewedsaidproposalandfoundittobeinorder
NOWTHEREFORE BEITRESOLVEDBYTHECITYCOUNCILOFTHECITYOFSHOREWOOD, MINNESOTAASFOLLOWS:
1. TheCityCouncilandCityClerkoftheCityofShorewood, MinnesotaareherebyauthorizedanddirectedtoenterintoacontractwithMingerConstructionCo. Inc. inthenameoftheCityofShorewood.
PassedbytheCityCouncilofShorewood, Minnesotathis28thdayofOctober2019
ScottZerby, MayorATTEST:
SandieThone, CityClerk
CityofShorewoodGeneralFundStatementofRevenues, ExpendituresandChangesinFundBalances
ThroughtheMonthEndedSeptember30, 2019 (Unaudited)
PriorCurrentCurrentCurrentFinalYear-to-DateYear-to-DateVarianceYear-to-Date
BudgetAmount% ofBudgetWithFinalAmount201909/30/1909/30/19Budget09/30/18
REVENUES:
5,530,322$ 2,859,29451.7%$ (2,671,028)$ 3,257,352TaxesLicensesandPermits 232,225 403,409173.7% 171,184 381,598Intergovernmental 152,100 100,27965.9% (51,821) 100,877ChargesforServices 53,885 64,009118.8% 10,124 51,001FinesandForfeitures 60,000 44,74474.6% (15,256) 44,484SpecialAssessments - 6,516N/A 6,516 1,928Miscellaneous 220,000 194,78488.5% (25,216) 176,174
TotalRevenues 6,248,532 3,673,03558.8% (2,575,497) 4,013,414
EXPENDITURES:
Current: GeneralGovernment 1,430,985 1,069,01274.7% (361,973) 993,802PublicSafety 2,271,951 2,144,55794.4% (127,394) 2,027,624PublicWorks 64.9% (386,746) ParksandRecreation 328,532 173,49652.8% (155,036) 183,408
TotalExpenditures 5,133,643 4,102,49479.9% (1,031,149) 3,912,681
ExcessofRevenuesOver (Under) Expenditures 1,114,889 (429,459)- 38.5% (1,544,348) 100,733
OTHERSOURCES (USES):
TransfersIn 25,000 25,000100.0% - 25,000TransfersOut ( 1,186,305) (1,646,305) 138.8% (460,000) (1,163,895)
TotalOtherSources (Uses) ( 1,161,305) (1,621,305) 139.6% (460,000) (1,138,895)
ExcessofRevenues & OtherSourcesOver (Under) Expenditures & OtherUses (46,416) (2,050,764) 4418.2% (2,004,348) (1,038,162)
FUNDBALANCES:
January1 4,419,413 - 4,162,048
September30$ 2,368,649$ ( 2,004,348)$ 3,123,886
BalanceBalance20192018
CASH:
4,286,039$ 4,026,374January11,933,636) (921,227) Increase (Decrease) inCash
September30$ 2,352,403$ 3,105,147
CityofShorewoodGeneralFundStatementofExpendituresandOtherUsesbyProgram/Department
ThroughtheMonthEndedSeptember30, 2019 (Unaudited)
CurrentCurrentCurrentPriorFinalYear-to-DateYear-to-DateVarianceYear-to-DateBudgetAmount% ofBudgetWithFinalAmount201909/30/1909/30/19Budget09/30/18
EXPENDITURES:
Current: GeneralGovernment
Council 84,100 56,63167.3% (54,437Administration 492,899 349,80171.0% ( 318,097Elections - - N/A - 6,714Finance 198,329 146,00873.6% (135,937ProfessionalServices 251,500 202,38880.5% (157,438Planning 221,657 162,65073.4% (174,668MunicipalBuildings 182,500 151,53483.0% (146,511
TotalGeneralGovernment 1,430,985 1,069,01274.7% ( 993,802
PublicSafetyPoliceProtection 1,481,949 1,274,78886.0% ( 1,247,003FireProtection 651,969 678,797104.1% 26,828 651,925ProtectiveInspections 138,033 190,972138.4% 111,749 128,696
TotalPublicSafety 2,271,951 2,144,55794.4% (2,027,624
PublicWorksCityEngineer 500 150 52.7% ( 594PublicWorksService 911, 296 572, 540 62.8% ( 554, 052IceandSnowRemoval 101, 379 739 94.4% (5,640) 103, 201
TotalPublicWorks 715, 429 64.9% (386, 746) 707, 847
ParksandRecreationParkMaintenance 265,316 128,56248.5% ( 143,924Recreation 63,216 44,93471.1% (39,484
TotalParksandRecreation 328,532 173,49652.8% ( 183,408
TotalExpenditures 5,133,643 4,102,49479.9% ( 3,912,681
OTHERUSES:
TransfersOut: SouthshoreCenter - Building 300 800 154.2% 500 000SouthshoreCenter - Operations 000 000 100.0% - 000EDADebtCityHall 005 005 100.0% - 895EquipmentReplacement 140, 000 172, 500 123.2% 500 135, 000StreetImprovements 810, 000 810, 000 100.0% - 785, 000ParkCapital 000 222, 000 528.6% 180, 000 000StormWater - ManorPond - 230, 000 N/A 230, 000 -
TotalTransfersOut 1,186,305 1,646,305138.8% 460,000 1,163,895
TotalExpenditures & OtherUses 6,319,948 5,748,79991.0% ( 5,076,576